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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)

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A3 Template – Detailed (340 KB)

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Free Problem Statement Templates: All Formats

By Kate Eby | March 4, 2024

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We've collected the top problem statement templates to help you identify and articulate challenges clearly and concisely in any business context. Download any of these free templates that align with your needs, and customize it for your organization.

On this page, you’ll find a  customer problem statement template , a  problem and solution slide template , a  problem statement document template , and more. You’ll also find information on different  types of problem statement templates and related  problem-solving tools .

5 Ws Problem Statement Template

Download a 5 Ws Problem Statement Template for

Microsoft Word | Adobe PDF | PowerPoint | Google Slides

When to Use This Template:  Use this 5 Ws problem statement template to create a methodical breakdown of issues at team meetings or brainstorming sessions. Ensure that nothing is overlooked by answering who, what, when, where, and why questions about a problem. By doing so, you can create a clear and concise problem statement.

Notable Template Features: Using five key questions to explore a problem fosters a comprehensive understanding of the issue while helping to narrow the focus of your final problem statement. Each segment of the template is color-coded and provides bullet points to delve into specifics, such as who is affected and the problem's scope and significance.

Customer Problem Statement Template

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When to Use This Template:  This template provides a structured approach to translating client issues into an effective problem statement. It is especially useful for customer experience teams, marketing personnel, and product developers who are tasked with turning customer feedback into actionable insights.

Notable Template Features: This template takes you through the steps of clarifying customer issues and perspectives to help teams find customer-focused solutions. Download the template in PowerPoint or Google Slides  for presentations, or try the Microsoft Word or Adobe PDF versions to create a printable worksheet.

Three-Part Problem Statement Slide Template

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PowerPoint | Google Slides

When to Use This Template: Use this slide template to present key points to stakeholders in project reviews or strategic planning sessions. Teams can also use this template to facilitate problem-solving meetings.

Notable Template Features:  This template guides the audience from problem to solution to result, promoting a thorough understanding of the problem’s context. Each section includes bullet points to organize and present complex details in a simple yet engaging format.

Single-Problem Statement and Solution Slide Template

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When to Use This Template: This problem statement slide template allows you to clearly outline a problem and propose a viable solution in one visually dynamic slide, making it a perfect addition to business proposals, project pitches, and strategy meetings.

Notable Template Features:  This slide template separates the problem on the left from the solution on the right, using a clear layout and colorful symbols to grab the viewer's attention. This simple design ensures that the audience grasps the core issue quickly, facilitating a focused and efficient discussion.

For more slide template resources like this one, see this collection of free  PowerPoint problem statement templates .

Project Problem Statement Document Template

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Microsoft Word | Adobe PDF

When to Use This Template: Use this document template to draft a comprehensive problem statement report. The template is best for individuals or teams tasked with in-depth analysis and documentation of business issues, ensuring that they cover all relevant aspects of the problem.

Notable Template Features: This template features a structured outline with labeled sections for documenting the problem statement, background information, impact, and potential solutions. The outline takes readers through a logical progression — from identifying the problem to proposing solutions — for a clear and persuasive presentation.

Problem Statement Worksheet Template

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Excel | Microsoft Word | Adobe PDF

When to Use This Template:  Use this worksheet to create an effective problem statement when starting a new project. The template is particularly useful for project teams that need to align on the specifics of a problem, set measurable goals, and identify obstacles and solutions.

Notable Template Features:  This problem statement worksheet guides you through a step-by-step process to craft a concise and impactful problem statement. The template includes clear sections where you can provide details about the problem, the gap between the current state and the goal, and the people or processes affected. It includes space for setting SMART goals related to the problem, identifying barriers, and formulating a plan to overcome these challenges.

Problem Statement Matrix Template

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When to Use This Template:  This template helps teams and managers prioritize multiple problems. Teams can assess and sort problems based on urgency and potential impact to effectively guide strategic action plans. 

Notable Template Features:  This template organizes essential aspects of each problem into a simple matrix, including a problem statement, priority, visibility, impact, response timeframe, and proposed solutions. The matrix format is useful when you want an overview of problems with key details highlighted.

Types of Problem Statement Templates

Problem statements are used in business settings and academic research to clearly define a problem that needs to be solved. A well-written statement is concise, narrow in focus, and based on evidence. While all problem statements include similar elements, they will vary depending on the context and type of issue. There are many tools that can aid in this process. 

Here’s a closer look at the different types of problem statement templates for project and product management:

Customer Problem Statement Templates

Customer problem statement templates guide you through the process of viewing issues from the customer’s perspective. They provide a structured approach to mapping out the customer journey, pinpointing the underlying cause of problems, and understanding their emotional impacts on customers.

Customer problem statement templates typically organize information into five key elements:  

• I Am: Who is the customer? This could be as broad as a demographic group or as specific as a user persona. Clearly defining your customer sets the foundation for a more targeted analysis.
• I Am Trying To: What is the customer trying to achieve? Articulate the customer's goal or what they hope to accomplish with your product or service. This helps in aligning your solutions with customer needs.
• But: What is getting in their way? Identify the challenges that prevent the customer from achieving their goals. These could be related to product features, service limitations, or external factors.
• Because: What is the root of the issue? Analyze the internal and external factors that contribute to the problem to uncover the underlying causes.
• Which Makes Me Feel: What is the customer's emotional response to this issue? Emotions can affect how customers perceive your product or service. If they're feeling frustration, disappointment, or confusion, they might be less likely to engage positively with your brand or recommend your services to others. Knowing this helps convey the urgency of addressing the problem.

Using a customer problem statement template shifts the focus from internal perceptions of what the problem might be to a clearer understanding of the customer's experience. The process involves gathering and analyzing customer feedback, conducting market research, and possibly engaging directly with customers through interviews or surveys. 

Product Problem Statement Templates

Since having a customer-centric perspective is vital for developing successful products, there is overlap between product and customer problem statement templates. However, understanding customer issues is just one step in the development process. Product teams must consider whether the solutions they come up with will truly benefit the customer, what value a product will bring to the company, what steps are needed to solve the problem, and how to measure success. 

One common structure for product problem statement templates is the 5 Ws framework, which involves answering the following questions:  

• Who: Who is the problem affecting?
• What: What is the unmet need?
• When: When is the problem happening?
• Where: Where is the problem occurring?
• Why: Why is this worth solving?

Some templates might include a sixth question: How are you going to solve the problem?

These templates can help teams identify initial product opportunities, refine product concepts, and diagnose issues in existing products. They help in prioritizing features, making strategic adjustments, and communicating the product vision and challenges internally.

Project Problem Statement Templates

Similar to customer and product templates, project problem statement templates help teams articulate the core issue they aim to address with their project. They are often used at early planning stages to gain clarity and consensus among stakeholders on the project's direction.

A project problem statement template typically includes the following elements:  

• Problem: Clearly define the issue at hand with a precise description of the gap between the current state and the desired state.
• Background: Provide context for the problem by offering insights into its origins and scope. This helps stakeholders understand the complexity and nuances of the issue.
• Relevance: Highlight the significance of the problem, its potential impacts, and why addressing it matters to the organization or stakeholders.
• Objectives: Outline the objectives of the project with SMART goals that guide the project's direction and help in measuring its success.  

Some templates, such as a problem statement worksheet, are designed to help you craft an effective statement, while others are suitable for presentations or reports to stakeholders. For some helpful options, see this collection of free  problem statement slide templates .

Related Problem-Solving Templates

Fully understanding a problem and finding effective solutions requires in-depth analysis. Here is a list of problem-solving templates that can help with that process:

Fishbone Diagram Template

A  fishbone diagram template organizes the causes of a problem into categories, enabling teams to identify, analyze, and address root causes by branching out possible contributing factors from a central problem statement.

8D Report Template

An  8D report template guides teams through a structured eight-step process to identify, correct, and eliminate recurring problems. This problem-solving approach emphasizes root cause analysis and long-term solutions.

A3 Template

An  A3 template offers a concise framework for problem solving, encouraging teams to identify issues, find root causes, and develop solutions on a single A3-sized sheet of paper for clarity and efficiency.

Simple Root Cause Analysis Template

Use our  simple root cause analysis template to map out symptoms, effects, causes, and suggested solutions in a color-coded spreadsheet. Each section includes important details, such as urgency, risks, and success criteria for a systematic approach to analyzing problems.

DMAIC Root Cause Analysis Template

A  DMAIC analysis template outlines a structured, five-phase approach to problem solving

— define, measure, analyze, improve, control — guiding teams through a detailed process to identify problems, analyze causes, and improve processes.

For more problem-solving templates, see this collection of free  root cause analysis templates and  Lean Six Sigma templates .

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PROBLEM STATEMENT

Learn everything you need to know to develop a Problem Statement by an Ex-McKinsey consultant . Includes best practices , examples, and a free problem statement template at the bottom.

“A problem well stated is a problem half solved.”

– Charles Kettering, Early 1900s American Inventor

I remember my first day on my first project at McKinsey, the partner got the team in a room for us to spend a few hours “defining the problem statement.” At first, I thought to myself, “man, what a dumb idea…this client is paying us millions of dollars, and we don’t even know what we are trying to solve?” But, as we started to debate the context of the client, the issues they faced, and the reasons why they brought us on, I started to appreciate defining the problem statement and the ability for the right problem statement to frame and focus problem solving .

What is a problem statement?

A problem statement is a clear description of the problem you are trying to solve and is typically most effectively stated as a question. Problem statements are subtly critical in effective problem solving. They have an uncanny ability in focusing the efforts of brainstorming , teamwork, and projects .

To understand this better, let’s go through some examples of how you can position a brainstorming session on various topics.

Beyond brainstorming, problem statements should be used at the beginning of any project to frame and focus on the problem. A good problem statement defines the “who” the problem involves, and defines the scope of the problem. Since problem statements guide much of the problem solving of a project, it is important not to be too narrow or broad with the problem statement.

How do you create an effective problem statement?

As stated before, every McKinsey project starts with the development of a problem statement. Once we landed on a strong problem statement, then we had to align the client with the problem statement. The easiest way for a project and team to get off track is if the team and the client are trying to solve different problems. A good problem statement aligns the expectations of the client with the team’s activities and output.

Here are the best practices when creating an effective problem statement:

Use the 5 Ws and one H

One of the most useful tools when developing a problem statement is the 5 Ws and one H, which is simply utilizing who, what, why, where, when, and how questions to frame the problem statement. Simply thinking through these questions as they relate to the problem can help you create a strong problem statement.

Ask the most crucial question, “What are we trying to solve?”

We’ve all been in those brainstorming sessions, meetings or on those projects, where you’re just scratching your head, as the conversation or directions are more like an Olympic ping-pong match going from one topic to the next. The most effective question that I’ve used in over a thousand meetings and conversations is simply “what are we trying to solve?” It cuts through the clutter, confusion, and misalignment, and quickly centers the focus and energy of everyone.

Frame the problem statement as a goal

Some of the best problem statements are simply goals formatted as questions. If you need to increase sales by 10%, a good problem statement is, “Within the next 12 months, what are the most effective options for the team to increase sales by 10%?”

Force the prioritization 

Often, the most effective problem statements force the prioritization of issues and opportunities. Using phrases such as “the most important for the customer” or “the best way” will force prioritization.

DOWNLOAD THE PROBLEM STATEMENT POWERPOINT WORKSHEET

To get you going on defining a strong problem statement, download the free and editable Problem Statement PowerPoint Worksheet.

Correctly defining a problem statement at the beginning of a project or initiative will dramatically improve the success of the project or initiative. Problem statements help guide problem solving, analysis , hypotheses , and solutions.

Developing a problem statement is an iterative brainstorming process. Get the major stakeholders in a room for a few hours and start the process by having everyone write down what they think the problem is on index cards. Collect the index cards and post them on a whiteboard. You can either discuss each one or have the group pick the top 3 and then discuss them. You can use the Problem Statement Worksheet to further define the problem by answering the 5 Ws and 1 H. The key is to find the right problem statement all stakeholders feel strongly about, in that, if the problem statement were solved, the problem would be solved.

NEXT SECTION: HYPOTHESES

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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

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Standard Work Operator Balance Chart (OBC)

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Standard Work Process Study Sheet

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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

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Lean Lexicon 5th Edition

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Training Within Industry (TWI) Templates and Downloads

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

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Solving Problems with TWI

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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.

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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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How to write a problem statement: Template and examples

In your time as a product manager, it is likely that you and your team will face many different customer pain points, needs, and opportunities. Problems (and the reasons why they occur) always seem to be never ending — whether it’s customers complaining about your product’s poor user experience, its high cost, or other issues that seem innocuous to you but serious to your customers.

There are a number of different problems for your team to solve, and these problems can also be poorly defined from a customer perspective. This implies that it’s difficult to figure out what you and your team need to do to remedy the vague or little known pain point.

As a product manager, it is your responsibility to help define the problem, to scope and set boundaries over it, and to point to a definition of success for resolving that problem. This helps your team understand the issues that your customers are facing, ideate potential solutions, and make necessary trade-offs.

The description, definition, and scope of the problem can be succinctly described as part of a problem statement. In this article, we will walk through what a problem statement in product management is, the advantages of having a well-defined problem statement, key frameworks to use when defining your problem statement, and elements of an effective problem statement.

What is a problem statement?

As mentioned in the name, a problem statement is a written statement about the customer problem — usually expressed as a pain point, need, or opportunity — that you and your team are trying to resolve. You can do this by either coming up with a technical solution ( like an initiative that becomes epics and user stories) or consulting about it with another function of the organization. For example, if the pain point relates to pricing, it’s best to consult with your revenue and account management team.

Although it sounds simple in theory, it can be a difficult and frustrating exercise in practice. Firstly, problems can be ill-defined by the customer in the first place — meaning that it doesn’t necessarily have the shape and structure to enable your team to find a well-scoped solution. Furthermore, there may be a number of different hidden problems masking the “real reason” the issue occurred in the first place.

As such, time needs to be invested to figure out if the problem presented by the customer at first instance is the real and only problem, or if there are layers underneath that need to be explored to determine if there is a deeper, systemic issue instead.

It helps to have a well-structured, evidence-based problem statement that allows your team to dial into the actual problem. A focused solution can then be implemented to resolve the real or foundational customer need, pain point, or opportunity presented by the problem statement.

The advantages of having a well-defined problem statement

There are a number of advantages to having a well-defined problem statement. We’ll go over them in detail below.

Helps see the problem from the customer’s perspective

Problem statements are usually written from the customer’s point of view. That is, it usually considers the types of problems that the customer faces because of the “life role” they are currently using your product for. Whether your product is a web or mobile application, whether it’s for consumer or business consumption, or whether it’s a SaaS product, chances are that your customer is facing the problem with your product based on what they are at that moment.

For example, a customer of a social media application will have different problems, pain points, needs, or opportunities compared to a customer of a stock trading platform application. They are trying to do different things on each individual app, and due to this, they will run into different problems that only they will experience as the bespoke customers of your application.

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Creates an understanding of the job that the customer is trying to do with your product

Further along to the first point, by seeing the role that your customer is playing at the moment of using your product, you also get the chance to understand the job that they are trying to complete by using your product.

A job in this sense is different from what you might think about traditionally — this is the thing that they are trying to complete at that point in time. The only way that they can complete the thing is by using the functions and features from your product.

By understanding the job that your customer is trying to achieve with the product, along with the “life role” they are playing when using your product, your team will have a unique understanding of the problems that they are facing and the reasons why those problems are serious. They are preventing the customer from getting the job done.

Say you are a social media user. A possible job that you want to get done is to post a picture on the internet for your friends to see. To do that, you need to have a function or feature on the app that allows you to choose a picture from your camera roll and possibly have a chance to edit or tweak the photo before posting it online. However, if the upload button is not working, you can’t post your pictures on the internet and, as a result, can’t get your job done.

Keeps the team focused on delivering a real solution to solve a real problem

As we wrap up to the above two points, by understanding both the role and job that the customer is trying to achieve, your team focuses on the actual pain point and translates this focus into a viable solution.

This helps the team avoid the build trap, e.g., building functions and features for the sake of building. Instead, a well-written problem statement should help them really understand the “why” and “what” they are building, as well as the connection that the solution has to the pain point, issue, or opportunity.

Frameworks to use when defining a problem statement

In structuring a proper problem statement, it can help to fall back on several tried and tested frameworks, methods, and theories.

Writing from a user persona perspective

A user persona is a fictional profile based on your real life user’s traits, which should be a reflection of your product’s typical customer . By having a well-developed user persona, a product manager is capable of understanding the key traits, goals, and responsibilities of their typical customer. This enables them to translate that understanding into problem discovery and focus from a customer’s perspective.

In the context of developing a problem statement, a user persona is useful to assist you in understanding the exact job that they want to complete on your application or product. By understanding the job that they want to get done based on the goals and traits of their user persona, you will gain deeper insight into the real reasons why they are experiencing the problem and how best you can solve it.

The Jobs-to-be-Done (JTBD) Framework

Based on Anthony Ulwick’s book What Customers Want , the Jobs-to-be-Done (JTBD) framework stems from the idea that customers buy products and services to get the job done. In using your product, a customer will decide whether or not they will purchase or continue using your product based on how well it delivers on the outcomes that they are looking for, e.g. the job that they want to get done by using your product.

Using the JTBD framework together with a well crafted user persona provides you a holistic view of the customer, what they want to do with your product, why they want to do that particular job using your product, and the current problems preventing them from getting said job done using your product.

In this way, you help narrow your problem statement down to issues that, if resolved, will help with the resumption or increased frequency of the customer getting the job done using your product.

Problem statement template

Using the frameworks above, a typical problem statement sounds something like this:

As a [USER];

I’m trying to [MOTIVATION];

So I can [EXPECTED OUTCOME];

But [PROBLEM];

Which makes me feel [EMOTION].

You can use that as a template to write successful, actionable problem statements. You don’t need anything super fancy, as long as you hit on these points to get a holistic view of the problem:

The following is a breakdown of how we write this:

Examples of realistic problem statements

Going off of the previous section where we looked at a problem statement template, let’s now review some examples:

Follow the above tips and you’ll be writing expertly crafted and well defined problem statements in no time. Thanks!

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• A3 Problem-Solving: Thinking & Templates

As a factory manager, you’re already familiar with problem-solving, but how familiar are you with the A3 problem-solving method?

Today, we tell you everything about the A3 problem-solving method and why it can be precisely what you need to get your factory running as smoothly as ever.

Download your A3 problem-solving template

What is A3?

We already stated that the A3 method is a problem-solving method, so let us dig deeper.

A3 refers to the size of the paper you’d normally use to document this problem-solving process.

A3 paper is bigger than your regular A4, measuring roughly 30 by 42 cm in case you were wondering —or if you’re a fan of the imperial system, 11 by 17 inches—

The reason behind using this specific paper size is that it gives you enough space to present all problem-related information clearly and concisely.

This approach is highly structured, following a step-by-step process to help you develop and implement solutions.

What is A3 thinking?

Before the A3 method, we have A3 thinking. This is the heart of this whole problem-solving process.

A3 thinking deals with issues in a structured and logical way, always relying on the principles of continuous improvement. This means you should look at problems from different angles, gathering as much data as possible. Only then you’ll be able to make a truly informed decision.

The key operating principle behind A3 thinking is that the best way to solve a problem is by having an in-depth understanding of the problem and its causes. This is the only way forward to plan, develop, and implement a permanent solution.

How does the A3 problem-solving method work?

Because this is a structured approach to problem-solving, there are a few key steps to follow to implement it right. Let’s take a look:

STEP 1 ― Identify the problem

As with many other problem-solving methods —if not all— the first thing to do is identify the problem that needs solving. 

You can use root cause analysis to make sure you’re tackling the root of the issue and not just fixing the problem at a superficial level.

STEP 2 ― Gather information

Without proper data, your chances of fixing the problem for good are quite slim.

By getting all the information you can through all the sources available —collecting data, conducting surveys, speaking to relevant people involved with the problem— you make sure you have a complete picture of the problem and its magnitude.

This will help you get a comprehensive understanding of the problem, which is key when developing a solution to fix it permanently.

STEP 3 ― Develop a plan

After gathering all the information, you develop a plan to solve the problem.

In this stage, you can hold a brainstorming session, evaluate different options, and select the best approach.

STEP 4 ― Implement the plan

Time to put your plan into action!

A good way to secure success in your problem-solving efforts is to test your solutions before you implement them, adjust anything according to the situation, and monitor your results.

STEP 5 ― Evaluate your results

When you implement your solution, you need to evaluate your results to make sure your plan is working.

The best way to do this is by collecting additional data or analysing production metrics. 

At this stage, you might identify areas for improvement — don’t ignore them, address them.

Advantages of the A3 problem-solving method

Some of the benefits of the A3 method are more obvious than others. Let’s take a look!

Better collaboration — To get the most out of the A3 method, you need to look at your problem from different angles. The best way to do this is by getting several relevant points of view. This improves collaboration and communication across the whole organisation. 

Increased efficiency — Because this approach has a set number of steps, it becomes a predictable process. This means your teams will work more efficiently to solve the issue, as they’ll know what their next steps are. This also means you’ll successfully avoid wasting time or resources on solutions that won’t work.

Improved decision-making — By gathering data and focusing on factual information rather than opinions or gut feelings, you —and your team— will get better at decision-making. This means you’ll leave the guesswork out of your problem-solving process , ensuring your solutions are based on actual, updated data. 

Continuous improvement — This method is a key part of any continuous improvement process. By identifying and solving problems, you can keep improving your operations, products, and services.

How to use an A3 template successfully

To harness the full potential of this method, you can use an A3 template.

A template helps you present information clearly and concisely, making the process way more efficient.

An A3 template typically includes the following sections:

• Background —   Here you write a short overview of the problem. It should include information about when the problem first emerged, how it’s impacting your operations, and what stakeholders are affected
• Current State — In this section, you describe the current state of the problem. This might involve outlining the symptoms, identifying the root cause, and highlighting any contributing factors
• Goal Set — Time to outline your proposed solution to the problem! This might involve identifying specific actions to take, assigning responsibility for those actions, and setting a timeline for completion
• Analysis — Use this section to highlight what problem-solving method you’re using ( the 5 Whys , 8D , A3…) to identify the underlying causes of the problem. This section might also include information about potential solutions
• Suggestions — This is the time and the place to highlight any suggestions for improvement and problem-solving
• Schedule of Touchpoints — Here, you explain which actions are going to happen when, who’s responsible for them, and an estimated completion date.

By using an A3 template, you can ensure a standardised process for problem-solving. This helps everybody work more efficiently.

mlean ® and the A3 problem-solving method

As far as problem-solving methods go, the A3 is quite effective and straightforward.

But we all know paper is hard to keep track of, and big chunks of A3 that are fundamental for your factory’s operations should be stored away safely for future reference.

Our mlean ® Production System (mPS) is the best way to ensure your problem-solving processes are digitally stored, accessible, and readily available when you need them.

Our software creates a knowledge database using the problems you’ve already solved . This makes your operations much more quick and efficient, increasing productivity, boosting continuous improvement processes, and accelerating your growth.

Book a free demo and see for yourself!

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Problem statement template

Define a clearly articulated problem statement

Use the problem statement template to clearly define and communicate a problem that needs to be addressed. This template helps to identify the scope, context, and significance of the problem with stakeholders in a structured workshop. 

Identify the customer or user having the problem, where the problem occurs, what the problem is, and what’s causing the issue. Then, take these insights and turn them into an actionable, concise problem statement.

The problem statement template helps to:

• Improve problem-solving and team decision-making
• Define expected outcomes for a proposed solution
• Create a guiding principle for a project
• Collaborate with stakeholders and build teamwork
• Build empathy with the end-user

How to use the problem statement workshop

This template can be used in both solo and group settings, either as a solo brainstorming exercise or a guided workshop with team members. Use these steps as a guide to the elements of a problem statement.

1. Identify the target audience

Who is affected by the problem at hand? Is this who will benefit from the solution? What do we know or assume about them?

You may want to conduct a brainstorming session to define the user persona and list out any facts or assumptions you have about them and the problem they’re experiencing.

Pro-tip: Be sure to include any user research or data that can provide further background information.

2. Define the problem

Take some time to ideate and address these questions:

• What is the problem from the user or customer’s point of view?
• Is it easy to explain?
• Is it an actual/real problem?
• What evidence or examples exist of the problem?

3. Provide context for the problem

Describe when and where the problem occurs. Be sure to identify root causes and downstream effects of the problem. What is the context where the user is experiencing the problem? Include any examples or proof of the specific problem.

4. Explain why it matters

Explain why this is a real problem for your customers or users and why the problem is worth solving. Ask the following questions:

• What is the most important value for the user?
• What pain points would a solution help get rid of?
• Why is it worth our investment?
• How does it meet or align to business goals or KPIs?

5. Review each section in the template and draft your problem statement

Use the data, ideas, and work from the previous sections to draft an effective problem statement. Now that you have a clear understanding of the problem, your team can get started on brainstorming a viable solution.

Note: Read our full guide on creating problem statements with problem statement examples .

Tips for running a successful problem statement workshop

• While brainstorming with other team members, turn on Mural's private mode feature to prevent groupthink.
• Use the built-in timer feature to time-block each activity and stay on schedule.
• Problem statements are good for more than just project management! Try using the template for internal uses like strategic planning.

How to create a Problem statement template

Get started with this template right now.

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Problem statement template frequently asked questions

What is a problem statement, why should you create a problem statement, can a problem statement be a question.

Template by Design Sprint Academy

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Mural is the only platform that offers both a shared workspace and training on the LUMA System™, a practical way to collaborate that anyone can learn and apply.

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• A Step-by-Step Guide to A3 Problem Solving Methodology

Daniel Croft

Daniel Croft is an experienced continuous improvement manager with a Lean Six Sigma Black Belt and a Bachelor's degree in Business Management. With more than ten years of experience applying his skills across various industries, Daniel specializes in optimizing processes and improving efficiency. His approach combines practical experience with a deep understanding of business fundamentals to drive meaningful change.

• Last Updated: February 14, 2023
• Learn Lean Sigma
• Problem Solving

Problem-solving is an important component of any business or organization. It entails identifying, analyzing, and resolving problems in order to improve processes, drive results, and foster a culture of continuous improvement. A3 Problem solving is one of the most effective problem-solving methodologies.

A3 Problem solving is a structured and systematic approach to problem-solving that originated with the lean manufacturing methodology. It visualizes the problem-solving process using a one-page document known as an A3 report. The A3 report provides an overview of the problem, data analysis, root causes, solutions, and results in a clear and concise manner.

A3 Problem Solving has numerous advantages, including improved communication, better decision-making, increased efficiency, and reduced waste. It is a powerful tool for businesses of all sizes and industries, and it is especially useful for solving complex and multi-faceted problems.

In this blog post, we will walk you through the A3 Problem Solving methodology step by step. Whether you are new to A3 Problem Solving or simply want to improve your skills, this guide will help you understand and apply the process in your workplace.

What is A3 Problem Solving?

A3 Problem Solving is a structured and systematic approach to problem-solving that makes use of a one-page document called an A3 report to visually represent the process. The A3 report provides an overview of the problem, data analysis, root causes, solutions, and results in a clear and concise manner. The method was created within the framework of the Lean manufacturing methodology and is based on the principles of continuous improvement and visual management.

Looking for a A3 Problem solving template? Click here

Origin and History of A3 Problem Solving

A3 Problem Solving was developed by Toyota Motor Corporation and was first used in the manufacture of automobiles. The term “A3” refers to the size of the paper used to create the report, which is an ISO standard known as “A3”. The goal of the A3 report is to provide a visual representation of the problem-solving process that all members of the organisation can easily understand and share. A3 Problem Solving has been adopted by organisations in a variety of industries over the years, and it has become a widely used and recognised method for problem-solving.

Key Principles of A3 Problem Solving

The following are the key principles of A3 Problem Solving:

• Define the problem clearly and concisely
• Gather and analyze data to gain a deep understanding of the problem
• Identify the root causes of the problem
• Develop and implement effective solutions
• Evaluate results and continuously improve

These principles serve as the foundation of the A3 Problem Solving methodology and are intended to assist organisations in continuously improving and achieving their objectives. Organizations can effectively solve problems, identify areas for improvement, and drive results by adhering to these principles.

Step 1: Define the Problem

Importance of clearly defining the problem.

The first step in the A3 Problem Solving process is critical because it lays the groundwork for the remaining steps. To define the problem clearly and accurately, you must first understand the problem and identify the underlying root cause. This step is critical because if the problem is not correctly defined, the rest of the process will be based on incorrect information, and the solution developed may not address the issue effectively.

The significance of defining the problem clearly cannot be overstated. It aids in the collection and analysis of relevant data, which is critical for developing effective solutions. When the problem is clearly defined, the data gathered is more relevant and targeted, resulting in a more comprehensive understanding of the issue. This will enable the development of solutions that are more likely to be effective because they are founded on a thorough and accurate understanding of the problem.

However, if the problem is not clearly defined, the data gathered may be irrelevant or incorrect, resulting in incorrect conclusions and ineffective solutions. Furthermore, the process of collecting and analysing data can become time-consuming and inefficient, resulting in resource waste. Furthermore, if the problem is not accurately defined, the solutions developed may fail to address the root cause of the problem, resulting in ongoing issues and a lack of improvement.

Techniques for Defining the Problem

The first step in the A3 Problem Solving process is to clearly and accurately define the problem. This is an important step because a clearly defined problem will help to ensure that the appropriate data is collected and solutions are developed. If the problem is not clearly defined, incorrect data may be collected, solutions that do not address the root cause of the problem, and time and resources may be wasted.

A problem can be defined using a variety of techniques, including brainstorming , root cause analysis , process mapping , and Ishikawa diagrams . Each of these techniques has its own advantages and disadvantages and can be used in a variety of situations depending on the nature of the problem.

Best Practice for Defining the Problem

In addition to brainstorming, root cause analysis, process mapping, and Ishikawa diagram s, best practices should be followed when defining a problem in A3 Problem Solving. Among these best practices are:

• Define the issue in a specific and quantifiable way: It is critical to be specific and concise when defining the problem, as well as to quantify the problem in terms of its impact. This will help to ensure that all stakeholders understand the problem and that data collection is focused on the right areas.
• Focus on the problem’s root cause: The A3 Problem Solving methodology is intended to assist organisations in identifying and addressing the root cause of a problem, rather than just the symptoms. Organizations can ensure that their solutions are effective and long-lasting by focusing on the root cause of the problem.
• Ascertain that all stakeholders agree on the problem’s definition: All stakeholders must agree on the definition of the problem for the A3 Problem Solving process to be effective. This ensures that everyone is working towards the same goal and that the solutions developed are relevant and appropriate.
• Consider the problem’s impact on the organisation and its stakeholders: It is critical to consider the impact of the problem on the organisation and its stakeholders when defining it. This will assist in ensuring that the appropriate data is gathered and that the solutions developed are relevant and appropriate.

Organizations can ensure that their problem is defined in a way that allows for effective data collection, analysis, and solution development by following these best practices. This will aid in the development of appropriate solutions and the effective resolution of the problem, resulting in improvements in the organization’s processes and outcomes.

Step 2: Gather Data

Gathering data in a3 problem solving.

Data collection is an important step in the A3 Problem Solving process because it allows organisations to gain a thorough understanding of the problem they are attempting to solve. This step entails gathering pertinent information about the problem, such as data on its origin, impact, and any related factors. This information is then used to help identify root causes and develop effective solutions.

One of the most important advantages of data collection in A3 Problem Solving is that it allows organisations to identify patterns and trends in data, which can be useful in determining the root cause of the problem. This information can then be used to create effective solutions that address the problem’s root cause rather than just its symptoms.

In A3 Problem Solving, data collection is a collaborative effort involving all stakeholders, including those directly impacted by the problem and those with relevant expertise or experience. Stakeholders can ensure that all relevant information is collected and that the data is accurate and complete by working together.

Overall, data collection is an important step in the A3 Problem Solving process because it serves as the foundation for effective problem-solving. Organizations can gain a deep understanding of the problem they are attempting to solve and develop effective solutions that address its root cause by collecting and analysing relevant data.

Data Collection Methods

In A3 Problem Solving, several data collection methods are available, including:

• Observations
• Process diagrams

The best data collection method will be determined by the problem being solved and the type of data required. To gain a complete understanding of the problem, it is critical to use multiple data collection methods.

Tools for Data Analysis and Visualization

Once the data has been collected, it must be analysed and visualised in order to gain insights into the problem. This process can be aided by the following tools:

• Excel Spreadsheets
• Flow diagrams
• Pareto diagrams
• Scatter Plots
• Control diagrams

These tools can assist in organising data and making it easier to understand. They can also be used to generate visual representations of data, such as graphs and charts, to communicate the findings to others.

Finally, the data collection and analysis step is an important part of the A3 Problem Solving process. Organizations can gain a better understanding of the problem and develop effective solutions by collecting and analysing relevant data.

Step 3: Identify Root Causes

Identifying the root causes of the problem is the third step in the A3 Problem Solving process. This step is critical because it assists organisations in understanding the root causes of a problem rather than just its symptoms. Once the underlying cause of the problem is identified, it can be addressed more effectively, leading to more long-term solutions.

Overview of the Root Cause Analysis Process

The process of determining the underlying causes of a problem is known as root cause analysis. This process can assist organisations in determining why a problem is occurring and what can be done to prevent it from recurring in the future. The goal of root cause analysis is to identify the underlying cause of a problem rather than just its symptoms, allowing it to be addressed more effectively.

To understand Root cause analysis in more detail check out RCA in our Lean Six Sigma Yellow Belt Course Root Cause Analysis section

Techniques for Identifying Root Causes

There are several techniques for determining the root causes of a problem, including:

• Brainstorming
• Ishikawa diagrams (also known as fishbone diagrams)
• Root Cause Tree Analysis

These methods can be used to investigate the issue in-depth and identify potential root causes. Organizations can gain a deeper understanding of the problem and identify the underlying causes that must be addressed by using these techniques.

Best Practices for Conducting Root Cause Analysis

It is critical to follow these best practices when conducting root cause analysis in A3 Problem Solving:

• Make certain that all stakeholders participate in the root cause analysis process.
• Concentrate on determining the root cause of the problem rather than just its symptoms.
• Take into account all potential root causes, not just the most obvious ones.
• To identify root causes, use a systematic approach, such as the 5 Whys or root cause tree analysis.

Organizations can ensure that root cause analysis is carried out effectively and that the root cause of the problem is identified by adhering to these best practises. This will aid in the development of appropriate solutions and the effective resolution of the problem.

Step 4: Develop Solutions

Developing solutions is the fourth step in the A3 Problem Solving process. This entails generating ideas and options for dealing with the problem, followed by selecting the best solution. The goal is to develop a solution that addresses the root cause of the problem and prevents it from recurring.

Solution Development in A3 Problem Solving

A3 solution development Problem solving is an iterative process in which options are generated and evaluated. The data gathered in the previous steps, as well as the insights and understanding gained from the root cause analysis, guide this process. The solution should be based on a thorough understanding of the problem and address the underlying cause.

Techniques for Developing Solutions

There are several techniques that can be used to develop solutions in A3 Problem Solving, including:

• Brainwriting
• Solution matrix
• Multi voting
• Force field analysis

These techniques can help to generate a range of options and to select the best solution.

Best Practice for Developing Solutions

It is critical to follow the following best practices when developing solutions in A3 Problem Solving:

• Participate in the solution development process with all stakeholders.
• Make certain that the solution addresses the underlying cause of the problem.
• Make certain that the solution is feasible and achievable.
• Consider the solution’s impact on the organisation and its stakeholders.

Organizations can ensure that the solutions they develop are effective and sustainable by adhering to these best practises. This will help to ensure that the problem is addressed effectively and that it does not reoccur.

Step 5: Implement Solutions

The final and most important step in the A3 Problem Solving methodology is solution implementation. This is the stage at which the identified and developed solutions are put into action to address the problem. This step’s goal is to ensure that the solutions are effective, efficient, and long-lasting.

The implementation Process

The implementation process entails putting the solutions developed in the previous step into action. This could include changes to processes, procedures, and systems, as well as employee training and education. To ensure that the solutions are effective, the implementation process should be well-planned and meticulously executed.

Techniques for Implementing Solutions

A3 Problem Solving solutions can be implemented using a variety of techniques, including:

• Piloting the solution on a small scale before broadening its application
• Participating in the implementation process with all relevant stakeholders
• ensuring that the solution is in line with the goals and objectives of the organisation
• Monitoring the solution to determine its effectiveness and make any necessary changes

Best Practice for Implementing Solutions

It is critical to follow these best practices when implementing solutions in A3 Problem Solving:

Make certain that all relevant stakeholders are involved and supportive of the solution. Have a clear implementation plan that outlines the steps, timeline, and resources required. Continuously monitor and evaluate the solution to determine its efficacy and make any necessary changes. Encourage all stakeholders to communicate and collaborate openly. Organizations can ensure that solutions are effectively implemented and problems are effectively addressed by adhering to these best practices. The ultimate goal is to find a long-term solution to the problem and improve the organization’s overall performance.

In conclusion, A3 Problem Solving is a comprehensive and structured methodology for problem-solving that can be applied in various industries and organisations. The A3 Problem Solving process’s five steps – Define the Problem, Gather Data, Identify Root Causes, Develop Solutions, and Implement Solutions – provide a road map for effectively addressing problems and making long-term improvements.

Organizations can improve their problem-solving skills and achieve better results by following the key principles, techniques, and best practices outlined in this guide. As a result, both the organisation and its stakeholders will benefit from increased efficiency, effectiveness, and satisfaction. So, whether you’re an experienced problem solver or just getting started, consider incorporating the A3 Problem Solving methodology into your work and start reaping the benefits right away.

Was this helpful?

Daniel Croft is a seasoned continuous improvement manager with a Black Belt in Lean Six Sigma. With over 10 years of real-world application experience across diverse sectors, Daniel has a passion for optimizing processes and fostering a culture of efficiency. He's not just a practitioner but also an avid learner, constantly seeking to expand his knowledge. Outside of his professional life, Daniel has a keen Investing, statistics and knowledge-sharing, which led him to create the website learnleansigma.com, a platform dedicated to Lean Six Sigma and process improvement insights.

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8 Steps to Problem Solving: Implement Continuous Improvement in Your Organization

The 8 Steps to Problem Solving Method was developed by Toyota Motor Corporation as a practical, structured, and simple way to handle any problem from the smallest issue to the most complex roadblock. 

What is the 8 Step Problem Solving Method? 

This problem-solving method helps teams identify and solve problems in a clear and structured way, ensuring that there is consistency within an organization. 

This process is an expansion of the Plan, Do, Check, and Act (PDCA) cycle. Steps one through five are part of the planning process, step six is the doing process, step seven is the checking process, and step eight is the acting part of the cycle. 

Following this method ensures that your problem-solving technique can be repeated in a sustainable way with the least amount of impact on your customers. 

What are the benefits of the 8 Step Method? 

There are a few key benefits to using this method to solve your problems: 

You get to the root cause of the issue, ensuring the problem is not repeated in the future.

You can better identify and prevent any weak points in your process. 

 Long-term, effective solutions are generated.

Problems will be reduced over time, increasing your bottom line. 

What are the 8 Steps in this Methodology? 

Clarify Problem

Break Down Problem

Root Cause Analysis

Develop Countermeasures

See Countermeasures Through

Monitor Results and Processes

Standardize Successful Process

A Detailed look at the 8 Steps to Problem Solving Templates 

Step 1: Clarify The Problem

In this step, you need to identify and clarify the problem. Determine why it is a problem, what should be happening instead, and how it fits into the business as a whole.

The Stormboard Template for this step is divided into four sections: Clarify Ideal Situation, Clarify Current Situation, Visualize Gap Between Current and Ideal Situations, and Set Ultimate Goal.

Step 2: Break Down The Problem

For this next step, you need to start getting more detailed and specific. Break down the problem into manageable pieces, go see the problem in the process, analyze the issues, and start thinking about priorities.

The Stormboard Template for this step is divided into three sections: Get Your Boots On and Go See, Create a Process Flow, and Identify Point of Occurrence.

Step 3: Set Your Target

This step is where you set clear target dates to resolve the problem. Determine what is needed to reach the target and how long it will take. 

The Stormboard Template for this step is divided into three sections: Measurability, Target Point of Occurrence, and What, How Much, and When.

Step 4: Perform a Root Cause Analysis

In this step, you really dig into the factors that are causing the problem. Consider and address all of the causes of the issue — there will usually be more than one. 

The Stormboard Template for this step is divided into four sections: Create a Decision-Making Tree, Analyse and Discard Ideas, Ask Why, and Conduct “Why Analysis”.

Step 5: Develop Countermeasures

Use this step to brainstorm countermeasures that will help you remove the root causes of your problem. Come up with as many as possible, and then narrow the criteria matrix and create an implementation plan 

The Stormboard Template for this step is divided into three sections: List Root Cause, List Countermeasures, and Chart and Rate Countermeasures.

Step 6: See Countermeasures Through

In this step, you will implement your countermeasures using a clear plan and share the progress of each countermeasure that you implement with your team. 

The Stormboard Template for this step is divided into three sections: Implement Countermeasures, Share progress, and Next Steps.

Step 7: Monitor Results and Processes

Use this step to determine if your countermeasures were successful or if they need to be adjusted and reimplemented. 

The Stormboard Template for this step is divided into three sections: Evaluate Results, Report, and Lessons Learned.

Step 8: Standardize The Successful Process

In this step, you will integrate your successful countermeasure into your process, share your results with your team, reflect on what you have learned, and make sure there are no unaddressed issues.  

The Stormboard Template for this step is divided into three sections: Standardize, Share, and Start a new Kaizen.

See the template →

Are you interested in trying out Stormboard’s 8 Steps to Problem Solving Templates with your team? Sign up for a FREE trial now ! 

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• Root cause analysis: Digging to find ef ...

Root cause analysis: Digging to find effective solutions (with examples)

Root cause analysis (RCA) finds the root causes of a problem and helps you identify and implement solutions. Instead of treating surface-level symptoms of a problem, RCA digs deeper and finds the underlying issues. By taking the time to analyze the real reason why a problem is occurring, you can solve the problem for good instead of opting for a quick fix. In this piece, you’ll learn how RCA can be the key to corrective action.

“Let’s get to the root of the problem” is an idiom people commonly use when looking for solutions. This idiom can be visualized in the form of tree roots below the surface. Tree roots aren’t visible, but their growth is obvious above ground. Sometimes this growth is positive and results in a beautiful tree, and sometimes it’s negative—damaging sidewalks and foundations. 

What is root cause analysis?

A root cause analysis (RCA) involves finding the root causes of a problem in order to identify and implement solutions. RCA treats the underlying causes of a problem instead of the surface-level symptoms of the problem itself. 

For example, if your company is suffering from a low retention rate, hiring more team members is a quick solution. But with RCA, you can instead discover why team members aren’t staying with the company so you can increase retention long term. Root causes of low retention rate could include:

Lack of professional development opportunities

Poor team member benefits

Low pay compared to market range

Low team morale

After considering possible root causes, you can use research to determine one or multiple root causes. Once you understand those root causes, it’s easy to implement a solution. RCA addresses problems systematically instead of placing a bandaid over problems and taking the risk that the problem will occur again. 

Key principles of RCA

Root cause analysis can resolve recurring project issues or larger bottlenecks within business processes. If you want to reap the unique benefits of this method, keep these key principles of RCA in mind:

Instead of correcting the symptoms of a problem, focus on its root causes.

Focus less on who caused the problem and more on how and why the problem occurred.

Find cause-and-effect evidence to support the root causes you’ve identified.

Develop an informative action plan to support your solutions.

Consider how you can prevent root causes from reoccurring in the future.

Remember that you can have multiple root causes for a problem, and it’s not out of the ordinary for this to happen. End with the root causes you feel are most accurate and be prepared to tackle them with strong solutions. 

How to perform a root cause analysis

There are various strategies you can use to identify root causes in RCA. Use the steps below to guide your team through the RCA process. 

1. Define the problem

You’ll need a clearly defined problem to perform a root cause analysis. If you have multiple problems you want to solve, it’s best to start with one and perform multiple RCAs to find solutions for each. By tackling one problem at a time, you’ll have a better chance of finding the cause of each issue and addressing it quickly.

Defining your problem also involves getting everyone on the same page. For example, you may want to perform RCA because you think your team is suffering from low productivity. But if your team doesn’t feel like their productivity is low, then you can’t move forward. Because productivity is subjective, you may need to define your problem in a more measurable way and move on to step two where you’ll use evidence to learn more about the problem. 

2. Collect data

You’ll now need to collect evidence to support the idea that the problem exists. You can also use company research to better understand the symptoms of the problem. Questions you should ask during this step include:

How long has the problem existed?

Who is suffering because of this problem?

What is the short-term and long-term impact of this problem?

What are the key symptoms of this problem?

What evidence do we have to support the idea that there’s a problem?

Once you know more about how this issue impacts your company and team members, you can brainstorm potential causes of the problem. 

3. Identify possible root causes

Identifying possible root causes is the most important part of the root cause analysis process. The causes you find in this step will eventually lead you toward a solution and action plan. Common problem-solving strategies include:

Cause-and-effect flow chart: The free root cause analysis template provided below features a cause-and-effect flowchart. This flowchart breaks down the problem into symptoms, possible causes, and actual causes in order to find a logical solution. 

5 whys approach : You can also use the 5 whys approach to get to the root cause of a problem. Instead of taking the problem at face-value, ask "why" until you uncover a process or system that isn't working the way it's supposed to. When you don’t settle for the first answer you land on, you can discover layers of issues that weren’t noticeable right away. 

4. Determine the root cause

To determine the root cause of your problem, you’ll go through as many possible root causes as you can. Once you’ve exhausted every possibility, ask the following questions:

Are there any similarities between the root causes I’ve identified?

Are there reasons to eliminate any of these possible root causes?

Which root cause seems most problematic?

Similar to the strategies you used when looking for possible root causes, there are strategies you can use to get to the actual root cause. These strategies include:

Failure Mode and Effects Analysis (FMEA): FMEA is a tool similar to risk analysis where you’ll look at the possible root causes you’ve identified and eliminate the ones that are most likely to result in failure later on. 

Impact analysis: Use an impact analysis to assess the positive and negative impacts of each possible root cause you’ve identified. When you make this hypothetical pro and cons list for each cause, you can feel more confident narrowing down your list.

You may struggle to identify a singular root cause of your problem, and that’s okay. If you think your problem has multiple contributing factors, don’t feel pressured to choose just one to solve. It’s nice to streamline your action plan, but sometimes you’ll need to create multiple plans to address an issue.

5. Implement solutions

Once you’re confident in the root causes you’ve identified, it’s time to find solutions for these causes and take action. The solutions you come up with should address the root cause, but as a result, these solutions will work their way back up the chain and address your initial problem. 

Ask yourself these questions when developing solutions:

How will we implement this solution if we choose it?

What roadblocks will we face when implementing this solution?

How long will it take to implement this solution?

Who will implement this solution?

Could implementing this solution lead to other problems?

Once you’re ready to create your implementation plan , make sure it’s shared in a tool that all stakeholders can view. Project management software makes it easy for your team to collaborate and coordinate deliverables as needed. It may take several weeks to implement your plan, which means some of your objectives may become dependent on other milestones. Use Gantt charts to view project dependencies and collaborate in real-time.

Root cause analysis template and example

An RCA template makes performing root cause analysis simpler because you can visualize your problem and its underlying causes in flowchart form. Just like the roots of a tree, this cause-and-effect flow chart expands in different directions from the initial problem. 

If you follow the root cause analysis example below, you’ll see how the template begins with one problem and then breaks down into the symptoms the problem displays. From the symptoms, the root cause analysis template helps you determine possible root causes before settling on actual root causes and finding solutions. 

In this example, the company is suffering from a loss of website views. The root cause analysis flows as follows:

Website views are down

Reduction in brand visibility

Lack of online purchases

Low domain authority

Possible root causes:

Technical issues with our website

Competitor ranking higher in SERPs

Customers don’t like our product

Customers can’t find our website to make purchases

Poor quality content

Irrelevant backlinks

Actual root causes:

Lack of SEO content

Website isn’t ranking in the SERPs

Lack of relevant keywords

Revamp content

You can download a free root cause analysis template below and use it to identify possible causes and solutions for problems you’re experiencing at work. An RCA template can help you address underlying issues that may not have been obvious at first.

Root-cause analysis tools and methods

Root cause analysis stands as a cornerstone in continuous improvement and risk management efforts. It offers a systematic process to unearth the real root causes of problems or incidents. 

By going beyond symptoms, root cause analysis tools empower RCA teams to delve into the deeper, underlying causes of issues. This deep dive doesn't just lead to temporary fixes; it leads to more effective, long-term resolutions—transforming challenges into opportunities for lasting improvement.

Pareto charts

Pareto analysis, based on the Pareto Principle (also known as the 80-20 rule ), is a decision-making technique that helps in identifying the tasks or problem areas with the biggest payoffs. Pareto analysis is particularly effective when there are multiple causes leading to a single effect. This method is widely applied in various business and organizational sectors, helping to prioritize actions that have the greatest impact.

The 5 Whys method is an iterative interrogative method used to analyze the cause-and-effect relationships underlying a specific problem. It involves repeatedly asking the question "Why?" to peel away layers of symptoms, leading to the real root cause of a problem. The Five Whys technique is widely used in lean methodologies to solve problems, reduce costs, and improve quality.

Ishikawa fishbone diagram

The fishbone diagram, also known as the Ishikawa diagram, is a visual way to look at cause and effect. It helps in brainstorming to detect potential root causes of a problem and is used for product design and quality management. The Ishikawa diagram displays the effect or problem at the mouth of the fish, with potential causes added to the smaller "bones."

Fault tree analysis

Fault tree analysis is a graphical tool that uses Boolean logic—in which the answers to every question are "yes" or “no"—to determine the cause of system-level failures. It's suitable for risk assessment in industries like pharmaceuticals, aerospace, and software engineering. The tool arranges events in sequences and uses logic symbols to show dependencies among events.

Failure Mode and Effective Analysis (FMEA)

FMEA involves reviewing components, subsystems, and assemblies to find weak links in a system and their causes and effects. Developed in the late 1950s, it is both a quantitative and qualitative analysis method used in designing products, processes, or services and for creating control plans for new or modified processes.

Scatter diagram

The scatter diagram is a graphical tool that plots pairs of numerical data, with one variable on each axis, to examine the relationship between them. When variables are correlated, the points will align along a line or curve. How closely the points cluster around the line indicates the strength of the correlation. This root cause analysis tool is regarded as one of the seven basic quality tools and is essential in determining the relationships between different variables in root cause analysis.

DMAIC template

DMAIC, standing for Define, Measure, Analyze, Improve, and Control, is a structured approach used in Six Sigma to optimize processes. It provides quantifiable evidence of improvements and is a repeatable and easy-to-understand method for detecting issues and developing solutions. This template is excellent for project managers and RCA teams.

8D report template checklist

The 8D report template is used for detailed root-cause analysis based on eight disciplines of problem-solving. It's widely used in industries influenced by customer feedback, such as automotive and healthcare. The template helps in identifying and eradicating the problem, focusing on the "escape point," which represents the point when the issue first went undetected.

Events and causal factor analysis

Events and causal factor analysis identifies the sequence of events and the causal factors that led to an issue or problem. This analysis focuses on understanding the chronological order of events and the specific conditions or actions that contributed to the problem. A cause-and-effect diagram is particularly useful in complex situations where multiple factors interact to cause an issue. 

Change analysis

Change analysis is a key component of effective root cause analysis, particularly in quality management and continuous improvement efforts. This method involves examining and comparing the situation or system before and after the occurrence of a problem. 

By identifying what changed, you can isolate causal factors more accurately. Change analysis is valuable in scenarios where the issue emerged following alterations in processes, materials, personnel, or equipment, helping to pinpoint the real root cause of the problem swiftly.

Barrier analysis

Barrier analysis is a problem-solving process that examines the controls and barriers that were in place to prevent an incident and why those safety checks failed. By analyzing the breakdown or absence of these barriers, root cause analysis teams can identify human error, system flaws, and other potential root causes. Barrier analysis contributes to the development of more robust systems and processes, preventing future occurrences of similar issues.

Tips for conducting an effective root cause analysis

Have you ever wondered how to not only solve problems but also prevent them from recurring? Root cause analysis methods are the key. These methods go into the heart of issues, address their underlying causes, and pave the way for lasting improvements. 

This approach doesn't just offer a temporary fix; it ensures the same problems don’t resurface, fostering continuous improvements in processes and outcomes.

Encourage team collaboration

Promoting team collaboration can significantly enhance the effectiveness of root cause analysis. Diverse perspectives and expertise contribute to a more comprehensive understanding of the issue and the development of effective solutions.

Example: Consider a manufacturing company facing frequent equipment breakdowns. By forming a cross-functional RCA team with members from engineering, maintenance, and operations, they can pool their insights to identify the root cause. 

An engineer may pinpoint a design flaw, while a maintenance worker could identify wear and tear issues, and an operator might highlight operational errors. This collaborative approach leads to a comprehensive problem statement that results in a multifaceted and effective solution.

Ask open-ended questions

Open-ended questions are key in root-cause analysis. Asking questions encourages a detailed exploration of the issue, allowing team members to consider various possibilities and delve deeper into the underlying causes.

Example: In a healthcare setting, if there's a rise in patient readmissions, asking open-ended questions like "What are the common factors among these readmissions?" or "How do our discharge processes vary for patients who are readmitted?" can reveal deeper issues. 

These questions could uncover that certain discharge procedures aren't being followed consistently, leading to the root cause of inadequate patient education at discharge.

Avoid blame

An essential aspect of successful root cause analysis is focusing on the process and not on individual blame. Concentrating on the "why" and "how" of the problem rather than "who" was responsible creates an environment conducive to genuine problem-solving and improvement.

Example: In a software development team experiencing frequent project delays, focusing on the process rather than blaming individuals can be more productive. By analyzing the “why” and “how,” such as asking, "Why are these delays happening?" or "How can we optimize our project management strategies?" they might discover that the root cause is not individual incompetence but an unrealistic timeline or unclear communication channels. 

This shift from blame to process-oriented thinking helps create a more effective and harmonious problem-solving environment.

Turn solutions into action with workflows

RCA doesn’t come with instant results, but getting to the root cause of a problem solves it for good. After coming up with an effective solution, you’ll need to put a plan into action. Asana workflows provide a single source of truth to set goals, monitor progress, and watch your problems fade in real-time.

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Top 10 Business Problem Solving Templates with Samples and Examples

Utsav Sinha

It is documented in many studies, and known intuitively, that 43% of start-ups fail because these offer solutions that people don’t want to pay for. Even established companies have a high failure rate with new products: Consumers reject over 95% of these. Companies, unwittingly, often develop products that no one wants as these do not address real problems or pain points in people’s lives.

A problem-solving approach is essential for any organization to run and overcome challenges. This approach allows businesses to determine what’s causing their problems; once this is done, clear goals are set. This also helps organizations discover perfect solutions to specific issues.

It’s also wise to look at what competitors are doing to understand industry trends and find ways to improve. Remember that problem-solving isn’t a straight line, but more like a circle that needs continuous, real-time evaluation and adjustment to reward organizations with success. 

Wish to unlock your business potential with a business management plan? Check out this blog on get world-class plans on business management.

SlideTeam’s business problem solving PowerPoint Templates is an indispensable, helpful tool for businesses and organizations. These help identify and address business problems more efficiently and effectively. 

Let’s explore this blog to learn more about these business problem solving templates. What’s even better, each of these templates is 100% editable and customizable. You get both structure and flexibility with the templates, due to the content-ready nature. The flexibility feature means you can tailor the presentation template according to audience profile. 

Here are the templates:

Template 1: Strawman proposal for business problem solving PPT templates

When managers want to improve their businesses, they look at important information and discuss how to improve. This template is a tool to help managers come up with solutions. It covers the company’s products, goals, finances, and costs. It also looks at things that could go wrong, like problems with quality or operations. 

In addition, use this template to draw up plans, priorities, and brand-building strategies. Finally, the slide looks at employee skills and communication that can be tackled as a problem to be solved. This proposal has many good ideas to help businesses improve marketing and attract more customers.

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Template 2: Problem solving approach business organizational analysis assessment systems PPT template 

This problem solving PPT Template is a great way to connect with your audience and improve your brand awareness. The high-quality content and graphics help convey your thoughts in a clear and concise way. 

Use this presentation template to portray information and educate your audience. This complete deck in 10 slides provides you the framework on how to move from problem recognition, its analysis, writing a problem statement, its analysis and solution. Get this PPT Layout now!

Template 3: Business problem solving PPT template 

Our dynamic business problem solving PPT Template is a powerful tool for organizations to resolve their pressing challenges. It's designed to help you showcase your work in the best possible light. Use this presentation template to understand a four-stage process that guides you from identifying the problem to exploring solutions, analyzing competitors, and uncovering key success factors. This dynamic template gives you an edge over traditional methods. It presents information in an engaging format that fosters understanding and collaboration among team members.

Template 4: Nine-step illustration of business problem solving process PPT template

Do you ever feel like your business faces a never-ending stream of problems? If so, you're not alone. That's where problem solving process PPT Template comes in.

The slide walks you through the nine crucial stages of the problem-solving process, from defining the problem to implementing the solution. Along the way, you'll learn how to:

• Identify the root cause of the problem
• Generate creative solutions
• Make informed decisions
• Track your progress and measure your results

The presentation template is ideal for businesses to tackle any problem with zest, gusto and a can-do spirit.

Template 5: Key solution for creative business problem solving PPT template

If you want to improve your organization's problem-solving skills, this business problem solving PPT Template is the right tool. 

This package includes everything you need to understand your thinking style, define core problems, and discover innovative solutions. With our templates, you can easily ask the right questions and methodically dissect issues from every angle. Download your copy of this presentation template today, and start solving problems like a pro!

Template 6: Six-staged business problem solving cyclic process PPT template

This template guides you through a six-step process, from identifying and analyzing problems to developing solutions, implementing these, evaluating results, and standardizing your processes. Each step is crafted to help you streamline your business operations and make better decisions. The clean design and intuitive layout make it easy to present your ideas in an impactful way. 

Whether you're a top-level executive or an entrepreneur, this presentation template can help you boost productivity and efficiency within your organization.

Template 7: Business problem solving the question of who, what, when PPT template 

This comprehensive template is designed to help you identify the root cause of problems, hold accountable those responsible, and recognize the genuine problem-solvers and performers. The template follows a three-stage process of customer analysis, where you understand your customers' needs and pain points. Then, in the competitor evaluation phase, you assess your competitors' strengths and weaknesses before evaluating the performance of your supplier. The wonderful, hands-on tool also includes on corporate strategy development, marketing initiatives, product analysis, and annual planning. Get this PPT Template today and take charge of your organization’s future.

Template 8: Six-stage of business problem solving PPT template 

This template is perfect for businesses that want to solve complex challenges. It guides you through a six-step process, from identifying the problem to developing solutions, evaluating results, and standardizing your processes. Whether you are a small business owner or a large enterprise, this template can help elevate your problem-solving strategies and drive success in the competitive e-commerce landscape.

Template 9: Semi-circular diagram showing business problem solving process PPT template

Our new semi-circular diagram showing business problem solving process PPT Template is the perfect tool for businesses of all sizes. This slide simplifies the problem-solving process into seven  essential stages so that you can identify and solve problems. The steps are: 

• Identify the problem. What's the issue you're trying to solve?
• Review literature. What does existing research say about this problem?
• Clarify the problem. What are the specific aspects of the problem that you need to address?
• Define concepts. What key concepts do you need to understand?
• Develop a plan .  What steps do you need to take to solve the problem?
• Collect data .  What information do you need to make informed decisions?
• Solve the problem. Implement your plan and track your progress.

With this seven-step mantra, you can easily take care of any and every issue that affects your business.

Template 10: Key steps for solution recommended to solve business problem PPT template 

This PPT Template helps you streamline your business operations, make better decisions, and improve efficiency. Whether you're a small business owner or a large enterprise, this template can help you revolutionize how you solve business problems. From defining the problem to finding its root cases, and then implementing the solution and evaluating the outcome, we have it all covered. 

SEE PROBLEMS AS OPPORTUNITIES

We’ve curated and offered 10 of the best business problem solving templates available in any format online , with samples and examples to help you start your project. Whether creating a detailed plan or simply outlining what steps to take next, these templates make problem solving a breeze, and fun. It doesn't matter if you're a beginner or an experienced professional - having access to the right tools is vital to efficient and successful problem-solving. With this comprehensive list in hand, you'll be well-prepared for any challenge that comes your way.

Don’t let anything hold your business back. Click here to explore our problem solving templates, dedicated exclusively to this skill.

PS In business, identifying pain points are critical to really resolving the root cause of poor performance or any other recurring issue that come to plague it. Click here to resolve pain points clearly, and then working to address the issues these cause. 

FAQs on business problem solving

What are the seven steps to solving a business problem.

• Identify and define the problem.
• Gather relevant information and analyze the situation.
• Generate potential solutions.
• Evaluate and compare the solutions.
• Select the best solution.
• Implement the solution.
• Evaluate the results and make necessary adjustments.

What is an example of problem solving in business?

An example of problem solving in business is when a company faces declining sales. The problem is identified, and the business conducts a thorough analysis to determine the root causes. Possible solutions may include launching a new marketing campaign, improving product quality, or entering new markets. The solutions are evaluated, and the best one is selected. The chosen solution is implemented, and its effectiveness is monitored through sales data and customer feedback, making adjustments as necessary. 

What is the four-step method for business problem solving?

• Defining the issue or challenge: Clearly define the issue or challenge that needs to be addressed. Understand its impact on the business and set specific objectives for solving it.
• Analyze the Problem: Gather relevant data and related information. Break down the problem into its root causes, examine patterns, and identify any contributing factors.
• Develop Solutions: Generate multiple potential solutions or strategies to tackle the problem. Brainstorm ideas, consider approaches, and evaluate their feasibility and potential effectiveness.
• Implement and Evaluate:
• Choose the most viable solution and put it into action.
• Monitor and evaluate results to determine their success.
• Assess outcomes against set objectives and make necessary adjustments to ensure continuous improvement.

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Structured Problem Solving

The application of a structured, methodical approach to solving a complex problem. Drawing on scientific thinking, this process leads to reaching the root cause and applying countermeasures to ensure the problem does not occur again.

Once a large problem is identified and the target outcome is set, it is broken down to a clearly defined and manageable piece. This is the prioritized problem at the point of occurrence. A root cause analysis is applied, countermeasures identified and implemented to effectively solve that part of the problem. Standard work is then put in place to help sustain the improvement.

A visual that demonstrates and tells the story of the process followed to identify and solve a complex problem.

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10 Free Six Sigma Templates to Elevate Your Process Improvement Game

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

Ever wondered about the origins of the Six Sigma approach? It all began at Motorola in the mid-1980s! Originally developed to reduce manufacturing defects, Six Sigma has since evolved into a popular data-driven methodology used by various industries to improve efficiency and customer satisfaction.

But here’s the kicker: How do you put Six Sigma into action? Well, pre-built templates are the answer you’re looking for. They’re your trusty partners in problem-solving, process optimization, and fostering continuous improvement, all while adhering to the Six Sigma approach in a standardized manner.

Join us as we delve into the top 10 free Six Sigma templates to help you discover the ideal template for your business and inch closer to perfection. 👌

What Is a Six Sigma Template?

How to choose the best six sigma template for your project , 1. clickup process fmea lean six sigma template, 2. clickup dmaic template, 3. clickup process improvement wbs template, 4. clickup process audit and improvement template, 5. clickup pdca process whiteboard template, 6. clickup communication plan template, 7. clickup chatgpt prompts for six sigma template, 8. excel project charter template by goleansixsigma, 9. excel a3 problem solving template by citoolkit, 10. excel sipoc diagram template by goleansixsigma.

In its purest form, Six Sigma is a statistical concept that refers to a quality measurement denoting 3.4 defects per million opportunities. 

In project management , Six Sigma encourages the pursuit of near perfection . It’s a structured approach to improving the quality of products, services, and processes. Think of it as a guiding roadmap for continual enhancement, waste reduction, and increased customer satisfaction. 

Six Sigma templates are pre-designed tools that assist in implementing Six Sigma methodologies in process improvement. They provide a structured format to gather and process data, visualize processes, and apply Six Sigma techniques effectively.

Here’s a quick guide on how to choose the best Six Sigma template for improving your project management processes:

• Understand your project : Gain a solid understanding of the project’s specifics, like its scope, key objectives and goals, and its unique characteristics
• Identify the problem : Define your project’s problem or improvement opportunity to select a template that matches your goal, whether it’s error reduction, efficiency enhancement, or process optimization
• Assess data availability : Consider the availability of data relevant to your project. Some templates are suitable for extensive data collection and analysis, while others are more qualitative
• Select the right tool : The Six Sigma approach uses tools like process maps, fishbone diagrams, control charts, and Pareto charts. Pick the template with tools that match your project’s requirements (e.g., control charts are great for monitoring processes, while fishbone diagrams are suitable for pinpointing root causes)
• Consider your team’s expertise : If your team has experience with a specific tool, choose a template that offers it to ensure more efficient project execution 

10 Free Six Sigma Templates for Process Improvement and Project Management

Choosing the right Six Sigma template is like picking the perfect Sigma tool for a job—it can make all the difference between a smooth, successful project and a bumpy road full of uncertainties. 🏞

Let’s explore the top 10 Six Sigma templates in ClickUp and Excel to set your project up for success!

Introducing the ClickUp Process FMEA Lean Six Sigma Template , your go-to solution for identifying process risks, illuminating areas for improvement, and crafting the perfect corrective action plan. 

Combining Six Sigma techniques with Failure Modes and Effects Analysis (FMEA) is a guaranteed recipe for success—pinpoint areas for improvement through FMEA and use Lean Six Sigma tools to reduce defects, increase efficiency, and enhance process and product quality. 👨‍🍳

This template offers a visually intuitive structure for assessing your processes with the following views:

• FMEA List view : Provides a rundown of process failures with details like function, severity, probability of occurrence, and potential causes, all neatly organized through Custom Fields
• By Occurrence Board view : Shows process failures in the form of Kanban cards, sorted by their likelihood of happening, probability of detection, or level of severity
• The RPN Computation Table view : Displays failures along with their severity, likelihood of occurrence, probability of detection scores, and the resulting Risk Priority Number (RPN) to help you prioritize processes in your action plan

The ClickUp DMAIC Template is the perfect Six Sigma tool for D efining, M easuring, A nalyzing, I mproving, and C ontrolling any business process. 

DMAIC is like a secret detective, uncovering hidden problems where you least expect them. It’s the ultimate Six Sigma project management strategy for problem-solving and process improvement. 🕵️‍♂️ 

This Whiteboard template simplifies DMAIC analysis with color-coded sections for each stage and customizable sticky notes for assessing your problem. ClickUp Whiteboards offer flexibility, allowing you to adapt colors and shapes, add/remove notes, and include images or charts to suit your project’s requirements .

Let’s say you’re in the business of making cupcakes and want to employ DMAIC to improve the quality of your product. Use the template to:

• Define : Identify the problem (cupcakes of varying quality) and set specific goals (cupcakes that are consistently perfect)
• Measure : Gather data to understand the issue—make multiple cupcake batches and record the production and quality variations
• Analyze : Examine the data to identify the root cause . This can be oven temperature, the quality and quantity of ingredients, or inconsistent mixing
• Improve : Develop and implement solutions to address the cause. E.g., calibrate your oven for consistent temperature, source ingredients from the same supplier, or create a standardized mixing process
• Control : Establish control measures to maintain the improvements. Monitor baking times, regularly calibrate the oven, and train your staff to follow the standardized mixing process

Unlock a new level of efficiency with the ClickUp Process Improvement WBS Template . As its name suggests, it provides a Work Breakdown Structure (WBS) and turns complex projects into manageable tasks for complete workflow optimization .

The template comes with numerous elements to aid your process improvement exercise, most notably:

• List view : See all of your tasks grouped by stages like Initiation , Planning , and Execution for easier progress tracking and prioritization
• Custom Statuses : Determine if a task is Ready , In Progress , or In Review
• Custom Fields : Attribute your tasks by identifying assignees, setting due dates, and adding comments 💬

If you want to visualize how your process improvement project is coming along, the Status Board view displays associated tasks as cards categorized by status. Drag and drop the cards across the board to change their status, or click on individual cards to view more details like deadlines, stages, and the person in charge.

Don’t let outdated or inefficient processes hold you back. Give them a makeover with the ClickUp Process Audit and Improvement Template , a tool designed to keep your workflow optimized even as your business grows. 🌱

This handy template empowers you to conduct thorough process audits, identify bottlenecks that impact efficiency and profitability, and take the necessary steps to eliminate them.

The template divides your audit plan into four sections:

• CATWOE Analysis : Used to analyze and understand complex situations or problems by considering the perspectives of the Customer, Actor, Transformation, Worldview, Owner, and Environment
• Change Management : Covers all tasks related to change preparation, management, and reinforcement
• Model Conception : Defines your audit plan, offering a task Summary List view and a Timeline view
• Process Analysis : Lists the processes you’ll be auditing and establishes your criteria for assessment

Within each section, you can effortlessly create tasks, assign and prioritize them, and set due dates. Keep an eye on progress using Custom Statuses like Not Started and Archived .

The Plan-Do-Check-Act (PDCA) process—a continuous improvement cycle—offers a smarter path to streamlined quality management. To simplify your PDCA exercise, use the ClickUp PDCA Process Whiteboard Template that lets you effortlessly arrange entries by stage.

PDCA can be integrated into both lean and agile methodologies , as it’s all about identifying issues, experimenting with solutions, measuring results, and making adjustments, which can lead to more efficient processes and better outcomes.

This Whiteboard template contains a pre-made PDCA diagram neatly divided into four transformative stages:

• Plan : Focus on seizing opportunities and crafting a strategic plan for success
• Do : Include activities for testing the plan’s feasibility
• Check : Delve into review and evaluation, ensuring every step aligns with your goals
• Act : Apply the actions that lead to positive and desired outcomes

To add your entries, open the template’s List view, click the New Task button, and categorize the entry under the relevant PDCA stage. Then, find the entry via the ClickUp Cards icon on your side menu and drag and drop it onto the whiteboard. 🖱️

The ClickUp Communication Plan Template is your handy tool for crafting a winning business messaging strategy . It assists you in enhancing both internal and external communication through pre-designed ClickUp Docs sections for detailed planning and analysis.

Create your roadmap to success by populating the template’s sections such as:

• Data collection : Start by gathering valuable data for in-depth analysis, laying the foundation for a strategic execution plan
• PEST analysis : Dive into the Political, Economic, Social, and Technological (PEST) analysis section to identify external factors shaping your business landscape
• SWOT analysis : Harness SWOT Analysis to inspect your company’s Strengths, Weaknesses, Opportunities, and Threats
• Tool selection : Identify essential tools to drive goal attainment
• Strategy crafting : Develop your strategy by addressing the What, When, and How of your communication plan

But that’s not all! This template features an evaluation section to gather invaluable feedback from your team, ensuring continuous evolution and improvement of your communication plan . 📈

Generate ideas and content effortlessly with the ClickUp ChatGPT Prompts For Six Sigma Template . It’s a collection of over 190 ChatGPT prompts designed to support teams implementing the Six Sigma approach across a spectrum of business processes and projects. Whether trying to improve your quality management, budgeting, or cost control, this template has you covered!

To illustrate its use, here’s an example of a Six Sigma prompt :

“Create a comprehensive guide for project managers in ‘{specific industry}’, explaining how ‘Quality Control’ in Six Sigma can enhance ‘{specific outcome or effect}’.

Fill in the variables with relevant information to use the prompt. For example:

“Create a comprehensive guide for project managers in the healthcare industry, explaining how ‘Quality Control’ in Six Sigma can enhance patient satisfaction and safety.”

Then, lean back and let ChatGPT do the heavy lifting for you . 🏋🏻

Feel free to get creative! You can customize this Doc template to fit your project management methodologies and needs by modifying, adding, or removing prompts. Mix and match or combine prompts to create unique and engaging challenges for your project team. 

Take the first step in Lean Six Sigma and easily outline your process improvement plan for your project with the Excel Project Charter Template by GoLeanSixSigma. The template provides sections for all the necessary project charter elements so you can analyze the issue at hand, the rationale for addressing it, and the definition of “success” from the project team’s perspective. 🤝

The elements included in this template are:

• Problem statement : The issue is documented through measurements (frequency, time of occurrence, impact, etc.)
• Business case : Your business reasons behind the project
• Goal statement : The target of the process measurements
• Timeline : The time when each project phase will be completed
• Scope : What falls within the project scope and what doesn’t
• Team members : A list of project participants 

The template comes with practical use case examples in areas like manufacturing, finance, and healthcare, and it offers pre-made questions to guide you through project charter stages. 

This Six Sigma Excel template is fully customizable to fit your project requirements. Add new rows and columns, change table colors and formatting, and adapt cell style to your liking. 

A3 thinking is a structured, globally embraced problem-solving approach within Lean project management . It involves using a single A3-sized sheet of paper to capture the essence of a problem, its analysis, and proposed solutions.

The Excel A3 Problem Solving Template by CIToolkit adheres to the A3 thinking problem-solving method and streamlines it further. It uses a spreadsheet instead of a piece of paper to help you solve issues more efficiently. 🚩

The template is structured into a sequence of sections, allowing you to:

• Define current and target conditions
• Identify cause-and-effect relationships
• Craft effective solutions
• Validate outcomes and plans for continuous improvement

The tool is adaptable to your unique requirements—you can incorporate additional sections and expand the implementation or include a follow-up plan by adding more rows. You can also adjust headers and spacing to align with your specific needs.

This template is available in two variations : the first is simple and beginner-friendly, while the second one encourages a more comprehensive information input.

Initiating your process improvement plan with a SIPOC (Supplier, Input, Process, Output, Customer) diagram provides a standardized process definition, ensuring your team’s alignment from the start. With the Excel SIPOC Diagram Template by GoLeanSixSigma , your diagram is already in place—all you need to do is fill in the relevant details. 📊

This diagram serves as the foundation for creating a detailed process map during the Define Phase of the DMAIC strategy. The template transforms the typical SIPOC diagram into an Excel table, making it easy to edit and adapt to your needs. 

Let’s once again imagine that you’re running a cupcake-baking business and want to improve your delivery process. Using the template would look like this:

• Supplier : Flour suppliers, sugar suppliers, and suppliers for other baking ingredients
• Input : Baking ingredients, customer preferences, and delivery addresses
• Process : Mixing ingredients, baking the cake, decorating it, and planning the delivery route
• Output : Finished custom cakes, ready for delivery
• Customer : People who placed cake orders and are awaiting delivery

When you have a well-defined process map, all you have to do is stick to it, and everything else is a “piece of (cup)cake.” 🧁

Master the Six Sigma Process with Free Templates to Ensure Quality Improvement

Perfectly executing your projects is a breeze when using these 10 free Six Sigma templates . They empower you to elevate your products, services, and processes with minimal effort, ensuring customer satisfaction and the thriving success of your company. 🏆

Interested in exploring more ready-made frameworks for improving all kinds of processes? Visit the ClickUp template library with 1,000+ templates for FMEA , risk assessment , and efficient process management . 

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Kaizen is about changing the way things are. If you assume that things are all right the way they are, you can’t do kaizen. So change something! —Taiichi Ohno

Inspect and Adapt

Inspect & adapt: overview.

The Inspect and Adapt (I&A) is a significant event held at the end of each PI, where the current state of the Solution is demonstrated and evaluated. Teams then reflect and identify improvement backlog items via a structured problem-solving workshop.

The Agile Manifesto emphasizes the importance of continuous improvement through the following principle: “At regular intervals, the team reflects on how to become more effective, then tunes and adjusts its behavior accordingly.”

In addition, SAFe includes ‘relentless improvement’ as one of the four SAFe Core Values as well as a dimension of the Continuous Learning Culture core competency. While opportunities to improve can and should occur continuously throughout the PI (e.g., Iteration Retrospectives ), applying some structure, cadence, and synchronization helps ensure that there is also time set aside to identify improvements across multiple teams and Agile Release Trains .

All ART stakeholders participate along with the Agile Teams in the I&A event. The result is a set of improvement backlog items that go into the ART Backlog for the next PI Planning event. In this way, every ART improves every PI. A similar I&A event is held by Solution Trains .

The I&A event consists of three parts:

PI System Demo

• Quantitative and qualitative measurement
• Retrospective and problem-solving workshop

Participants in the I&A should be, wherever possible, all the people involved in building the solution. For an ART, this includes:

• The Agile teams
• Release Train Engineer (RTE)
• System and Solution Architects
• Product Management ,  Business Owners , and other stakeholders

Additionally, Solution Train stakeholders may also attend this event.

The PI System Demo is the first part of the I&A, and it’s a little different from the regular system demos after every iteration. This demo shows all the Features the ART has developed during the PI. Typically the audience is broader; for example, Customers or Portfolio representatives are more likely to attend this demo. Therefore, the PI system demo tends to be a little more formal, and extra preparation and setup are usually required. But like any other system demo, it should be timeboxed to an hour or less, with the level of abstraction high enough to keep stakeholders actively engaged and providing feedback.

Before or as part of the PI system demo, Business Owners collaborate with each Agile Team to score the actual business value achieved for each of their Team PI Objectives , as illustrated in Figure 1.

The achievement score is calculated by separately totaling the business value for the plan and actual columns. The uncommitted objectives are not included in the total plan. However, they are part of the total actual. Then divide the actual total by the planned total to calculate the achievement score illustrated in Figure 1.

Quantitative and Qualitative Measurement

In the second part of the I&A event, teams collectively review any quantitative and qualitative metrics they have agreed to collect, then discuss the data and trends. In preparation for this, the RTE and the Solution Train Engineer are often responsible for gathering the information, analyzing it to identify potential issues, and facilitating the presentation of the findings to the ART.

Each team’s planned vs. actual business value is rolled up to create the ART predictability measure, as shown in Figure 2.

Reliable trains should operate in the 80–100 percent range; this allows the business and its external stakeholders to plan effectively. (Note: Uncommitted objectives are excluded from the planned commitment. However, they are included in the actual business value achievement, as can also be seen in Figure 1.)

Retrospective

The teams then run a brief (30 minutes or less) retrospective to identify a few significant issues they would like to address during the problem-solving workshop . There is no one way to do this; several different Agile retrospective formats can be used [3].

Based on the retrospective and the nature of the problems identified, the facilitator helps the group decide which issues they want to tackle. Each team may work on a problem, or, more typically, new groups are formed from individuals across different teams who wish to work on the same issue. This self-selection helps provide cross-functional and differing views of the problem and brings together those impacted and those best motivated to address the issue.

Key ART stakeholders—including Business Owners, customers, and management—join the retrospective and problem-solving workshop teams. The Business Owners can often unblock the impediments outside the team’s control.

Problem-Solving Workshop

The ART holds a structured, root-cause problem-solving workshop to address systemic problems. Root cause analysis provides a set of problem-solving tools used to identify the actual causes of a problem rather than just fixing the symptoms. The RTE typically facilitates the session in a timebox of two hours or less.

Figure 3 illustrates the steps in the problem-solving workshop.

The following sections describe each step of the process.

Agree on the Problem(s) to Solve

American inventor Charles Kettering is credited with saying that “a problem well stated is a problem half solved.” At this point, the teams have self-selected the problem they want to address. But do they agree on the details of the problem, or is it more likely that they have differing perspectives? To this end, the teams should spend a few minutes clearly stating the problem, highlighting the ‘what,’ ‘where,’ ‘when,’ and ‘impact’ as concisely as possible. Figure 4 illustrates a well-written problem statement.

Perform Root Cause Analysis

Effective problem-solving tools include the fishbone diagram and the ‘5 Whys.’ Also known as an Ishikawa Diagram , a fishbone diagram is a visual tool to explore the causes of specific events or sources of variation in a process. Figure 5 illustrates the fishbone diagram with a summary of the previous problem statement written at the head of the ‘fish.’

For our problem-solving workshop, the main bones often start with the default categories of people, processes, tools, program, and environment. However, these categories should be adapted as appropriate.

Team members then brainstorm causes that they think contribute to solving the problem and group them into these categories. Once a potential cause is identified, its root cause is explored with the 5 Whys technique. By asking ‘why’ five times, the cause of the previous cause is uncovered and added to the diagram. The process stops once a suitable root cause has been identified, and the same process is then applied to the next cause.

Identify the Biggest Root Cause

Pareto Analysis, also known as the 80/20 rule, is used to narrow down the number of actions that produce the most significant overall effect. It uses the principle that 20 percent of the causes are responsible for 80 percent of the problem. It’s beneficial when many possible courses of action compete for attention, which is almost always the case with complex, systemic issues.

Once all the possible causes-of-causes are identified, team members then cumulatively vote on the item they think is the most significant factor contributing to the original problem. They can do this by dot voting. For example, each person gets five votes to choose one or more causes they think are most problematic. The team then summarizes the votes in a Pareto chart, such as the example in Figure 6, which illustrates their collective consensus on the most significant root cause.

Restate the New Problem

The next step is to pick the cause with the most votes and restate it clearly as a problem. Restating it should take only a few minutes, as the teams clearly understand the root cause.

Brainstorm Solutions

At this point, the restated problem will start to imply some potential solutions. The team brainstorms as many possible corrective actions as possible within a fixed timebox (about 15–30 minutes). The rules of brainstorming apply here:

• Generate as many ideas as possible
• Do not allow criticism or debate
• Let the imagination soar
• Explore and combine ideas

Create Improvement Backlog Items

The team then cumulatively votes on up to three most viable solutions. These potential solutions are written as improvement stories and features, planned in the following PI Planning event. During that event, the RTE helps ensure that the relevant work needed to deliver the identified improvements is planned. This approach closes the loop, thus ensuring that action will be taken and that people and resources are dedicated as necessary to improve the current state.

Following this practice, problem-solving becomes routine and systematic, and team members and ART stakeholders can ensure that the train is solidly on its journey of relentless improvement.

Inspect and Adapt for Solution Trains

The above describes a rigorous approach to problem-solving in the context of a single ART. If the ART is part of a Solution Train, the I&A event will often include key stakeholders from the Solution Train. In larger value streams, however, an additional Solution Train I&A event may be required, following the same format.

Due to the number of people in a Solution Train, attendees at the large solution I&A event cannot include everyone, so stakeholders are selected that are best suited to address the problems. This subset of people consists of the Solution Train’s primary stakeholders and representatives from the various ARTs and Suppliers .

Last update: 22 January 2023

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Problem Solving Presentation Templates

Present the problem-solving processes effectively with our premade problem solving powerpoint templates and google slides themes. crafted to guide you from problem identification to resolution, these free templates breathe life into complex strategies. they feature creative, fully editable infographics, like puzzles and light bulb designs..

• Analytical Thinking: Breaking down a problem into smaller parts to understand its nature.
• Creative Thinking: Thinking outside the box to find unique and effective solutions.
• Decision Making: Choosing the best course of action among different alternatives.
• Team Collaboration: Working together to generate diverse perspectives and solutions.
• Communicate the problem statement clearly to stakeholders.
• Exhibit potential solutions and their implications.
• Rally teams around a unified strategy.
• Track progress and outcomes.

In such scenarios, the design and layout of your presentation matter as much as its content. And this is where Slide Egg steps in!

• Diverse Designs: From representing problem identification, business solutions, problem-solving techniques, and strategies to process steps, our slides have it all.
• Creative Infographics: Our slides are adorned with multicolor infographics like puzzle pieces, human brains, ladders, bulbs, stars, magnifiers, locks, and keys to captivate your audience.
• User-Friendly: Our problem solution slides  offers 100% editable features, allowing you to tailor the content to fit your narrative seamlessly.
• Cost-Efficient: For those on a budget, we provide free problem and solution slides so you can experience the quality of our offerings.

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How To Build A Problem Solving PowerPoint

We're here to help you, what is problem solving presentation templates.

Problem Solving Presentation Templates is a set of pre-designed PowerPoint slides that you can use to present and explain problem-solving strategies. The templates provide visuals and text that you can use to describe the problem-solving process, from identifying the problem to finding a solution.

Where can we use these Problem Solving Slides?

You can use these Problem Solving Slides for corporate meetings, educational classes, team-building events, or workshops. You can also use them to help facilitate brainstorming sessions and critical thinking activities.

How can I make Problem Solving PPT Slides in a presentation?

Start by creating a slide that outlines the problem. This should include the problem statement and a brief description of the context. Including brainstorming, researching, listing potential solutions, analyzing the data, and finally arriving at a solution. Suppose you want to create slides by yourself. Visit Tips and tricks for detailed instructions.

Who can use Problem Solving Presentation Templates?

Anyone can use Problem Solving PPT Templates to present a problem-solving strategy or process visually engagingly. These templates can be used by professionals, educators, students, business owners, and anyone looking to share a problem-solving approach with an audience.

Why do we need Problem Solving Presentation Slides?

Presenting a problem-solving Presentation slide helps illustrate complex concepts and issues. It can also engage an audience, provide visual context and simplify data. Problem-solving slides can convey ideas and solutions effectively and explore different solutions and alternatives.

Where can I find free Problem Solving Presentation Templates?

Many websites offer free Problem Solving Presentation Templates. Slide egg is one of the best PowerPoint providers. Our websites have uniquely designed templates that allow you to share the problem and help to track progress towards a solution.