OLS 30000: Safety and Health in Engineering Technologies Assignment 2 – Mil-Tech – Ethics in Safety
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one_page_report_lecture.pdf
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One Page Report/ Executive Summary
OLS 30000: Safety and Health in Engineering Technologies
Shoji Nakayama, Ph.D.
Used with permission of
Importance of Writing
One of the major issues employers see among graduates.
News: Why Johnny can't write, and why employers are mad
Background: Executive summaries Executives summaries are reports, proposals, etc:
Reader will understand main points without details Differ from an abstract which is typically 6-8 lines
May be a different reader than the person who reads the full text Make sure that the reader can understand acronyms and
technical reference Take the most important and salient points to create the
summary Brevity and conciseness are key Stand alone document
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A3 / A4 reports A3 reports are part of Toyota’s standardized approach to problem solving.
What do you do to solve a problem? Writing things down aids thinking
How you document things and convey ideas aids understanding of others
Toyota’s approach for problem solving involved pencil, eraser, and one side of a piece of paper
A3’s facilitate communication and action
Problem Definition and Description
Implementation Plan
Problem Analysis Results
A3 Report Title and Description
Next Steps
A 4 reports (approximately 11 x 14) derived from A3 using a standardized approach to summarize information where A4 is the more commonly used paper size
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Training Course To Teach 1 Pg. Report Writing using Plan – Do – Check – Act (PDCA)
I. Background: - Lean Tool For Reports
- Most simple and effective way to communicate key issues quickly
II. Objective(s): - Teach participants fundamentals of effective one-
page report writing
- At end of course participants able to develop one- page reports on various subjects
III. Schedule: - Flexible for organization and
participants
IV. Plan:
-Classroom Training
What
When
Why
How
Examples
The Customer
Formatting Guidelines
-Group Activity
-Implementation
V. Follow-Up: - Flexible for participants and
instructor
By: To: Date:
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One Pagers are “standardized” 8 ½ x
11 reports
One Page Report for PDCA!
ACTION Standardize
or start PDCA again
PLAN Identify/ Grasp Situation
DO Recommend counter- measure/ Implement
CHECK
Follow Up on Implementation
and Results
PLAN
Situation
PLAN
PLAN
gTargets
Title/ Theme - PLAN/ ACTION
CHECK/ACTION
pFollow-Up
DO
CountermeasuresCountermeasures
DO
ImplementationImplementation
AnalysisAnalysis
PDCA Cycle One Page Report Format
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Especially: To clearly tell a story, To simplify or clarify a complicated issue Create consensus
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“When” to Use a “One Pager”
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“Who” Should Use Them / Who Benefits
Who should use them: Any staff function, forum or group that needs to
communicate succinct information should use one pagers as a normal part of their business
Who benefits: All on distribution, especially senior management
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Understanding the “What” of one page reports……
A one-page report is a communication tool that includes all information needed to:
make a decision on a stated
make a decision on a stated
communicate the of a specific goal
communicate the of a larger goal.
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“How” to write a 1 page report Determine your goal - what is your purpose?
Did you reach a conclusion? What is your recommendation?
Did you satisfy your goal?
Analyze the information, charts & graphs
Visualize your 1 pg. report: Does it tell a story?
Is it short and concise?
of 1 pg. to suit goal
to support your story
to satisfy Readers’ needs
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1) Problem Solving:
2) Proposals:
3) Status Reports:
4) Informational Reports
5) Communicate with customers / members
Types of One Page Reports
What is my goal?
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•The Standard vs. Current Situation •Discrepancy/Extent of the Problem •Rationale for picking up problem •Importance or effect to business activity, goals or values of the organization)
PROBLEM: Potential Causes: Most likely direct cause: Why?
Why? Why?
Why? Root Cause:
Measurable description of what you want to change; cost, quantity, time
II. Target/ Goal
“What are we trying to do?”
Unresolved issues & actions to address them. How will you check effects? When will you check effects? How will you report findings? When will you report findings?
VI. Follow-Up
(Resulting from Root Cause Analysis) Temporary Containment Measure
Long Term Countermeasure
V. Implementation
III. Analysis
What Who When Actions to be taken
Cost
Responsible Person
Times, Dates
PROBLEM SOLVING To:Sign: Date:
From: Date:
I. Situation IV. Countermeasures
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PROPOSAL
•Basic Concept, Background, or •Basic Strategy •How it fits into big picture •How it relates to company goals
•How to implement
•Basic Concept
•Vital Points
Unresolved issues and how to overcome obstacles, i.e.. How to negotiate with related departments, anticipated problems and resolutions.
How to implement plan and follow- up Schedule/Timeline
1. Required Condition
2. Reason for required
Condition
Expected Effect
Respon sibility
What Why What Who
COST
I. Introduction
II. Proposal
III. Proposed Steps
IV. Unresolved Issues
V. Action Plan - Schedule
Theme: Main Topic By: Date:
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STATUS REPORT
Reason for choosing Theme
Vital points of strategy or policy
Unresolved Problems Action
I. Introduction
THEME: Main Topic of Information
II. Objectives
III. Implementation
IV. Total Effect
IV. Future StepsObjectives Activity Examples
Achieve- ments
Eval. Problems
for Future
Analysis of situation
x
By:
Date:
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INFORMATIONAL REPORT
Reason for choosing Theme
Vital points of strategy or policy
Unresolved Problems Action
I. Background
THEME: Main Topic of Information
II. Key Points
III. Total Effect
IV. Future Steps
By: Date:
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Ask “why” 5 times….As
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Formatting Guidelines Always focus on content; however... “look” is important
Don’t restate what is said graphically
Write neatly and legibly. • List bullets from most
important to least • List bullets based on sequence or
time
L in
e u
p B
o x
E d
g es
Heading
Title
L ea
ve l
ef t
m ar
g in
f o
r h
ol e
p u
n ch
FR: (author), TO:, and DATE: Font Size
Max 12 pt / Min 9 pt
26 36
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Things to Remember People who might not otherwise read / review a document
will often read a one pager Can be used for driving strategic initiatives Great tool for those not in attendance at a meeting Simple and easy with a little practice Enables creation of executive style presentation by doing cut
and paste into PowerPoint presentation Great for: Marketing Year end summaries Coordinating /communication with diverse stakeholders Executive information
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Good Report Writing Guidelines
Write Specifically State the Facts Leave Little to Interpretation
Write to the Audience - Know your customer! Avoid obvious spelling errors or inaccuracies Check for Overall Balance Not too much, but not too little The constraint is you only have one page……
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Subject Date
One Page Reports
It’s the thinking….
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One Pager Debrief
• What is the purpose of One Pagers?
• Philosophy or tool?
