problem solving checklist template

Lean Events and Training / Forms and Templates

Forms and Templates

Downloads for A3 problem solving, standard work , project management, and value stream mapping .

Problem Solving Templates

A3 Action Plan Form (from Getting the Right Things Done)

• The action plan template helps define the who, what, when, where, and how of a plan on one page.
• Helps track progress and highlight problems so action can be taken.

A3 Status Review Form (from Getting the Right Things Done)

• Top box provides an overview with respect to our critical end-of-pipe metrics.
• Second box provides an overview of activities, and usually reflects what’s been prescribed on the action plan of the right side of the strategy A3.

A3 Strategy Form (from Getting the Right Things Done)

• A strategy A3 is a one-page storyboard on 11-inch by 17-inch paper that helps tell the strategy “story.”
• Logic flows from top left to bottom right, and each box leads to the next one.

Detailed A3 Template (from Managing to Learn)

• Print this A3 template out to remind you of each section of the problem-solving A3 as you are creating your own.

PDSA A3 Template (from On the Mend)

• A3 Template, in Excel, following the PDSA cycle.

Problem Definition Worksheet

• This worksheet can help you breakdown the problem into a clearly defined gap as well as see how the problem aligns to the needs of the business or your True North purpose.

Root Cause Template

• This template gives you space to record the problem as well as the direct causes and underlying causes.

Four Types of Problems

Art Smalley

Managing to Learn: Using the A3 management process

Perfecting Patient Journeys

Beau Keyte , Tom Shuker and Judy Worth

Getting the Right Things Done

Pascal Dennis

Standard Work Templates

Standard Work Operator Balance Chart (OBC)

• The operator balance chart helps create continuous flow in a multi-step, multi-operator process by distributing operator work elements in relation to takt time.

Standard Work Process Study Sheet

• The Process Study Sheet is used to define and record the time for work elements in a process.

Standard Work Production Analysis Board

• A Production Analysis Board is a display that must be located at the exit of the cell (or the line) to show actual performance compared with planned performance on an hourly basis.

Standard Work Skills Training Matrix

• The Skills Training Matrix shows the required and attained skills of every operator.
• The training schedule also should be shown.

Standardized Work Chart

• The standardized work chart shows operator movement and material location in relation to the machine and overall process layout.
• It should show takt time, work sequence, and standard WIP.

Standardized Work Combination Table

• The standardized work combination table shows the combination of manual work time, walk time, and machine processing time for each operation in a production sequence.
• This form is a more precise process design tool than the Operator Balance Chart.
• It can be very helpful to identify the waste of waiting and overburden, and to confirm standard.

Standardized Work Job Instruction Sheet

• The job instruction sheet is used to train new operations.
• It lists the steps of the job, detailing any special knack that may be required to perform the job safely with utmost quality and efficiency.
• It can also be useful for experienced operators to reconfirm the right operations.

Standardized Work Process Capacity Sheet

• The Process Capacity Chart is used to calculate the capacity of each machine to confirm true capacity and to identify and eliminate bottlenecks.
• Processing capacity per shift will be calculated from the available production time, completion time, and tool-change time (and other factors as necessary) for each work piece.

Waste Walk Template (from Perfecting Patient Journeys)

• Taking a “waste walk” is one way to make the waste visible again.
• A waste walk is simply a planned visit to where work is being performed to observe what’s happening and to note the waste. It differs from go-see activities in that you are specifically looking for waste.

Kaizen Express

Toshiko Narusawa and John Shook

Lean Lexicon 5th Edition

Lean Enterprise Institute

Training Within Industry (TWI) Templates and Downloads

8-step TWI problem solving card - as presented by IBM

• 8-steps to problem solving handy pocket card printable.

Solving Problems with TWI

• Solving problems with TWI deployment graphic.

Template of Job Breakdown Sheet

• Job breakdown sheets are created to list the steps and highlight the main factors or key points that go into completing a job.
• It also provides reasons for these key points.

TWI Job Instruction Card

• TWI Job Instruction card in a handy pocket printable.

TWI Job Methods Card

• TWI Job Methods Card in a handy pocket printable.

TWI Job Relations Card

• TWI Job Relations Card in a handy pocket printable.

Lean Solutions

James (Jim) Womack, PhD and Dan Jones

Lean Thinking, 2nd Edition

Project Management Templates

Master Schedule and Action Plan Template for One Goal (from Perfecting Patient Journeys)

• Use this template in your project tracking center so you can track both goals and action items on the same form.

End of Project Review Template (from Perfecting Patient Journeys)

• The following template will help you capture your end-of-project reflections and make decisions about what to do next.

Master Schedule Template (from Perfecting Patient Journeys)

• This template will help you answer this question by letting you include the project goals with space to indicate whether each goal is on track as originally planned and whether the scheduled progress review has taken place.

Team Board Form (from Getting the Right Things Done)

• A team board is a window on both routine and improvement work.
• The board on this template addresses both daily production and strategic issues, and is organized according to SQDCM—safety, quality, delivery, cost, and morale.

Value Proposition Template (from Perfecting Patient Journeys)

• Align the stakeholders around what will be included in addressing the problem,
• Identify the stakeholders who will be added to the project team and actively engaged in creating the current- and future-state value-stream maps,
• Identify additional stakeholders necessary to drive the implementation of the future state,
• Serve as an agreement—a proof of consensus—on the specific problem to be solved, and with the problem statement serve as authorization for the entire project.

Action Planning Template (from Perfecting Patient Journeys)

• Identify the specific changes that need to be made and translate those changes into clearly stated goals and actions (i.e., the means) to achieve those goals.
• Identify the specific methods and action steps you think will help you achieve the goals. These action steps and targets constitute the action plan to achieve a specific goal.

Value-Stream Mapping Templates

Value-stream Mapping Icons for Excel

• At the request of some of our readers we have posted the most commonly used mapping icons so that they can be downloaded for Excel spreadsheets.

Learning to See

Mike Rother and John Shook

VSM Getting Started Set

Lean Enterprise Institute , Mike Rother and John Shook

Mapping to See: Value-Stream Improvement Workshop

Beau Keyte , Jim Luckman , Kirk Paluska , Guy Parsons , John Shook , Tom Shuker and David Verble

Improvement Kata / Coaching Kata

Improvement Kata Learner's Storyboard

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A3 Problem Solving Template

A3 thinking is a logical and structured approach to problem solving adopted by Lean organizations around the world. It can be used for most kinds of problems and in any part of the business. This A3 template uses a four stages model that is based on the PDCA management philosophy. It makes the problem-solving progress visible to the entire team while allowing the lessons to be learned by others.

This template is a Microsoft Excel spreadsheet that you can use and modify to meet your specific requirements. For example, you may expand the implementation or follow-up plans by increasing the number of rows. The template is available in two variations: a user-friendly straightforward version, and a more detailed one that requires providing in-depth information.

A3 Template (32 KB)

A3 Template – Simple (216 KB)

A3 Template – Detailed (340 KB)

Related Templates

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CIToolkit Content Team

Free PDCA Templates, Forms, and Examples

By Lulu Richter | September 19, 2024

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We’ve compiled the most effective PDCA templates in Excel, Microsoft Word, PowerPoint, Adobe PDF, Google Sheets, Google Docs, and Google Slides formats.

Included in this article, you’ll find the following:

• The PDCA cycle and its stages
• When to use PDCA templates
• PDCA project template
• PDCA form template
• PDCA presentation template

PDCA Model Chart Template

Download a PDCA Model Chart Template for PowerPoint  | Google Slides

When to Use This Template : Choose this PDCA chart template to present a detailed, step-by-step breakdown of the continuous improvement process in a visual format. Use the template to educate audiences that are unfamiliar with PDCA or to illustrate how each phase connects to specific project actions and outcomes.

Notable Template Features: This template combines a high-level overview of the PDCA model with detailed steps for project execution. A circular PDCA cycle at the center outlines the four stages: plan, do, check, and act. The cycle is surrounded by sequential steps to carry out at each stage, from selecting the project to monitoring and improving solutions. 

PDCA Project Template

Download a Blank PDCA Project Template for Excel  | Google Sheets

Download an Example PDCA Project Template for Excel  | Google Sheets

When to Use This Template: Use this PDCA template when managing improvement projects to track overall progress, as well as the progress of individual tasks across each phase of the PDCA cycle. Download the example version to see sample data for a project to reduce software bug resolution time.

Notable Template Features: This template allows for a detailed record of activities, their status, the completion percentage, and the assigned owners. A dashboard displays the progress of activities in each PDCA phase and overall project completion.

PDCA Form Template

Download a Blank PDCA Form Template for Excel  |  Microsoft Word  |  Adobe PDF  | Google Docs | Google Sheets

Download an Example PDCA Form Template for Excel  |  Microsoft Word  |  Adobe PDF  | Google Docs | Google Sheets

When to Use This Template:  Use this PDCA form template to plan and document improvement projects in a comprehensive report. Download the example template to view a sample PDCA report on reducing office energy consumption.

Notable Template Features: This template divides the PDCA phases into clear sections, with room to identify the problem statement, set goals, detail action plans, and reflect on next steps. The action plan section includes fields for task responsibilities, timelines, and anticipated outcomes to organize project activities.

Simple PDCA Cycle Template

Download a Blank Simple PDCA Cycle Template for Excel  | Google Sheets

Download an Example Simple PDCA Cycle Template for Excel  | Google Sheets

When to Use This Template:  Use this PDCA template as a straightforward, actionable guide to the PDCA process that can also accommodate more detailed reporting. This template is suitable for both quick planning and in-depth documentation. Download the example to see how the template can be used to create a PDCA report.

Notable Template Features:  This template offers a linear structure with expandable sections for adding more content as needed. Each phase is broken into steps, such as identifying the problem, analyzing causes, implementing countermeasures, verifying results, and standardizing improvements.

PDCA Presentation Template

Download a PDCA Presentation Template for PowerPoint  | Google Slides

When to Use This Template: Use this PDCA presentation slide deck during project reviews, stakeholder presentations, and team meetings to communicate the progress and results of a PDCA cycle.

Notable Template Features: This template includes slides for each phase of the PDCA cycle, including customizable sections for problem statements, action plans, metrics, and root cause analysis. You can add visual elements such as charts, graphs, and timelines to demonstrate your analysis and to engage viewers.

Blank PDCA Template

Download a Blank PDCA Template for PowerPoint  | Google Slides

When to Use This Template:  Use this blank PDCA slide template in brainstorming sessions or stakeholder meetings to outline tasks or ideas during each phase of the PDCA cycle.

Notable Template Features: The template features a clean and minimalist design, with clearly defined sections for each PDCA phase and areas for filling out key items.

Lean PDCA Problem-Solving Template

Download a Lean PDCA Problem-Solving Template for Excel  | Google Sheets

When to Use This Template: This PDCA template is designed for complex problem-solving and root cause analysis, especially in Lean environments.

Notable Template Features: This template includes sections for identifying problems, setting goals, analyzing root causes, listing countermeasures and implementation tasks, and defining criteria for measuring effectiveness. A fishbone diagram illustrates your cause analysis, and the A3 template format allows for a detailed PDCA report on a single page.

FOCUS PDCA Worksheet Template

Download a FOCUS PDCA Worksheet Template for Microsoft Word  |  Adobe PDF  | Google Docs

When to Use This Template: Use this FOCUS PDCA template in scenarios where more clarity and structure are required before implementing the traditional PDCA cycle. This extended framework breaks down the problem-solving process into smaller, more manageable steps before diving into action.

Notable Template Features: This template integrates the FOCUS (find, organize, clarify, understand, select) model with the traditional PDCA cycle. The template provides an outline for carrying out and reporting on the steps, from finding a problem and organizing a team to implementing interventions and applying lessons learned.

PDCA Slide Template in Columns

Download a PDCA Slide Template in Columns for PowerPoint  | Google Slides

When to Use This Template: Use this slide template for a linear rather than circular representation of the PDCA steps. This template is well-suited for training sessions, project kickoff meetings, and presentations aimed at proposing or reviewing improvement initiatives.

Notable Template Features: This template differentiates between the PDCA stages with colors and offers simple, editable definitions for each. Enter additional text to expand on a specific project or process change initiative.

PDCA RACI Matrix Template

Download a Blank PDCA RACI Matrix Template for PowerPoint  | Google Slides

Download an Example PDCA RACI Matrix Template for PowerPoint  | Google Slides

When to Use This Template: Use this RACI matrix template for complex projects that involve multiple departments or teams. This template allows you to clarify the owners responsible or accountable for every activity during each step of the PDCA cycle. Download the example template to see a filled-in matrix for a project focused on improving the customer onboarding experience.

Notable Template Features: Combining a RACI matrix with the PDCA stages provides clarity on who is responsible and accountable for different tasks, as well as who needs to be consulted or informed. For example, in the plan phase, you can define who is responsible for gathering data, who is accountable for approving the plan, who should be consulted for insights, and who should be informed of the objectives. The template shows a detailed breakdown for each PDCA phase, with color-coded symbols to quickly identify the parties involved in each activity.

PDCA Cycle and Its Stages

The PDCA cycle is a continuous cycle of four steps: plan, do, check, act. The goal of this cycle is to increase the value passed on to the customer by improving products, services, and processes on an ongoing basis.

The plan-do-check-act cycle is a  continuous improvement model that is often used in quality management and Lean methodologies. The ongoing improvement is achieved through repeated iterations, with a focus on testing and ongoing refinement. The model was popularized in the 1950s by the economist and business theorist W. Edwards Deming and is sometimes referred to as the Deming wheel or Deming cycle. Here is a closer look at each of the four stages:

• Plan: Identify a problem or an improvement opportunity. Develop a plan that includes goals, strategies, and actions. Analyze the current state to set clear objectives for improvement.
• Do: Implement the plan on a small scale to test its effectiveness. Record observations and collect data during this trial to measure how the changes impact the process.
• Check: Evaluate the results by comparing the actual outcomes to the expected ones. Use data and analysis tools to determine whether the changes made in the do phase achieved the desired results.
• Act: Based on the results, either standardize the successful improvements or go back to the plan phase to make adjustments. This stage is about taking action based on what was learned during the check phase.

When to Use PDCA Templates

Use a PDCA template when trying to achieve continuous improvement. The common use cases below involve systematic planning, testing, monitoring, and acting on data.

• Process Improvement:  Use PDCA templates to  streamline processes , reduce waste, or improve efficiency, particularly in manufacturing, healthcare, or operations settings.
• Quality Control:  Implement PDCA in  quality management to systematically address and solve issues related to product or service quality.
• Project Management:  Manage and control projects with a  PDCA project template by setting clear goals, testing improvements, and refining strategies through iterative cycles.
• Root Cause Analysis:  Identify, test, and resolve the root causes of recurring issues using a Lean PDCA problem-solving template , which includes tools such as a fishbone diagram or 5 Whys to assist the planning and checking phases.
• Change Management:  When managing organizational changes to assess the impact of new initiatives, try these  free PDCA templates for change management to monitor performance and adapt strategies accordingly.
• New Product or Service Development:  Test new product ideas or services with these  free product management templates , so that you can refine the product before full-scale implementation and ensure effectiveness.
• Lean and Six Sigma Initiatives:  Use these  Lean Six Sigma templates as PDCA templates to improve processes by removing inefficiencies and reducing variations.
• Strategic Planning:  Create a clear roadmap for accomplishing your goals with these  PDCA templates for strategic planning , ensuring proper planning, execution, and monitoring of results for further improvements.
• Compliance Audits: Assess and improve your compliance with regulations or standards, especially in heavily regulated industries like healthcare and finance, using the PDCA model on these  free compliance risk templates and matrices .

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