Too small text does not stimulate the brain it only strains the eyes!

4.16 Layout Same principle as 4.13

4.17 Distribution

a) The basic rule of distribution is to target a certain position in the company and not to a specific person (excluding Senior Management). You need to distribute copies to appropriate positions in organisations in the right quantity. Also in cases of reports to Senior Management you will need to adjust the report so as not to give too much detail as far as data is concerned unless specifically requested.

4.18 Cost effective

Make every effort so that readers can obtain the necessary information from your report in the minimum time. Also try to reduce the number of copies, size of paper etc.

4.19 Be Timely

Reports raised too late are worse than nothing! You should raise reports with consideration for the time that it takes to make approvals and distribution.

4.20 Self Check

Some people tend to submit reports without a full check of the report to confirm that it is doing what it is intended to do. You should always-self check your report to ensure that the contents are understood easily (dont forget that you probably have a better knowledge of the subject matter then the reader). Avoid the use of acronyms and slang.

Main checking points are:

a) Logical links between purpose of reported matter, and conclusion

b) Readers should be able to follow the story from purpose/ reason for to conclusion/ suggestion in the future.

WHY HANDWRITTEN A3 REPORTS?

WHEN A3 REPORTS ARE HANDWRITTEN

They cannot be e-mailed so forces face to face Communication.

You have to understand the detail before writing.

Because it takes more time you only produce valuable reports.

You have to get a result to warrant the time spent.

WHEN REPORTS ARE ELECTRONICALLY PRODUCED

Not enough time is spent on understanding

We do not communicate effectively

It is too easy to make and e-mail a report

It can be used to absolve Blame or ownership

NEMAWASHI (LINING UP YOUR DUCKS)

PURPOSE

In order to obtain consensus of the report and to gain sign off, it is advisable to spend some time prior to submittal gaining buy in to both your objectives and to peoples understanding of the content.

Requirement

Take time to walk the report through each signatory, sit down and explain content, actions and any surprises. This will speed up both the signature process and enable all concerned to feel more at ease with any actions arising from the report, which will provide ownership for the actions.

Result

Fully signed off report with clear understanding and ownership of actions.

Appendix

Items to be included in reports

Depending upon the type of report, the items to be included and order if inclusion depends upon the type of report that you are writing. Raise a GOOD report by referring to the following list:

1. Summary

2. Conclusion

3. Background or motive

4. Preface

5. Purpose

6. Objective

7. Reason for reporting

8. Process

9. Special feature

10. Current status

11. Policy

12. Past review

13. Interpretation

14. Schedule

15. Focus points of activity

16. Important points

17. Process outline

18. Structure

19. Problem

20. Priority

21. Countermeasure responsibility

22. Target

23. Conditions

24. Plan

25. Cause and effect analysis

26. Future actions

27. Request

28. Timing

29. Evaluation/ test results

30. Effectiveness of countermeasure, expected effectiveness

31. New problem

32. Action and results

33. Cause investigation

34. Influence on others

35. Review

36. Initiators impression/ opinion

37. Recurrence prevention

38. Future plan, future action

39. Remaining problems/actions

A3 Reports