Visual management
Andon / signal definition worksheet
Andon / signal definition worksheet is licensed CC BY 4.0. Attribution: Katafacts (katafacts.com).
Customise with AISkill file ↓1 · What it is
What it is
An andon signal only works if everyone agrees what it means and who responds. This worksheet is the escalation matrix's own shape — a signal, its definition, the response it triggers, when it escalates further, and a named first responder. Describe the signals this process needs, and a real definition gets drafted for each — but who watches for it is never guessed.
2 · When to use it
When to use it — and when not to
Use it when
- A team uses (or wants to use) a visual signal system — a flag, a light, a colored card — and wants everyone to agree what each one actually means.
- You want to catch a signal nobody's actually assigned to watch before it matters.
- You want a real response and escalation path for each signal, not just a color with no plan behind it.
Not when
- The process genuinely doesn't need visual signaling — forcing an andon system onto quiet, low-variation work adds noise.
3 · How to fill it in
How to fill it in
- Escalation matrix
- Drafted from your signals — assign a real first responder to each row.
- Narrative
- Drafted from the worksheet actually built.
4 · What good looks like
What good looks like
The example below defines a three-signal system for the renewal-risk queue. Two of three signals have a named responder — Red routes straight to the queue lead — and Yellow is honestly left unassigned rather than padded with a placeholder name.
Same example, as a downloadable xlsx workbook.
Download .xlsxEscalation matrix
Renewal-risk queue — andon signal definitions
Support — renewal-risk queue
Priya Nair · 2026-10-09
Escalation matrix
2 of 3 severities have a named first responder
| Severity | Definition | Response target | Escalation trigger | First responder |
|---|---|---|---|---|
| Red flag | Renewal-risk account with an open Critical ticket past its escalation trigger | Immediately notify the queue lead and open a live channel | No resolution or update within 15 minutes of the flag being raised | Priya Nair |
| Yellow flag | Renewal-risk account with any open ticket, regardless of severity | Check in during the next huddle | Still open after two huddles | Unassigned |
| Green | No open tickets on any renewal-risk account | No action needed | N/A | Support rotation |
Narrative
Two of three signals have a named first responder — Red routes straight to the queue lead given the stakes, and Green needs no action. Yellow doesn't have anyone specifically assigned yet, worth naming since it's the signal most likely to get missed without an owner checking it at each huddle.
5 · Common mistakes
Common mistakes
Defining a signal with no real response or escalation path.
A signal with no plan behind it is just a color — the whole point is a checkable response, not a decoration.
Naming a placeholder responder to make every signal look covered.
A fake name hides exactly the gap a real worksheet exists to surface.
6 · What it connects to
What it connects to
upstream
Escalation matrix
Shares the same shape directly — a signal is a severity made visible.
downstream
Visual board design guide
Signal definitions are a natural board zone once they exist.
7 · Where AI helps
Where AI helps
Judgement — stays yours
- Deciding who's actually the right person to watch for a given signal
- Deciding whether a drafted response is realistic given real team capacity
Analysis — AI helps
- Drafting a specific signal definition, response, and escalation trigger from a rough description
- Drafting the narrative from the worksheet actually built
Drudgery — automated
- Counting how many signals have a named responder
- Identifying which signals are still unassigned
- Exporting to xlsx in the house format
9 · Rate this kata