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Problem Identification ToolsNominal Group Technique
Affinity DiagramBrainstorming
Flow Chart
Presented toDr. Betty Polido in
Partial Fulfilment
N414 F
Tallo, Hannah Andrea G.
Tanque, Valerie Hope G.
July 10, 2012
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Table of Contents
Page TitlePage
Objectives
2
Introduction: Problem Identification Tools
2
Nominal Group Technique3
Affinity Diagram
5
Brainstorming
7 Flow Chart
10
Lessons Learned
13
Bibliography
15
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OBJECTIVES
To be able to discuss the problem
identification tools
To be able to define and enumerate
different kinds of problem identificationtools
To be able to show and illustrate the
different tools through the use of samplediagrams
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INTRODUCTION Problem identification involves clear and precise perception
of the problems which exist. The identification and understanding
of problem is crucial as it will affect rest of the activities involved
in the process. Proper identification of true-cause will lead to the
developing the appropriate remedy. You will come up with and
implement solutions based on the work in the stage.
Understanding the problem in terms of its extent and impact willhelp plan effectives ways to communicate about the problem and
guide planning efforts.
When using these problem identification tools, these helps us
recognize and pinpoint priority areas. The extent of this
identified problem can be then solved systematically andefficiently and could come up to a more precise and favourable
result. These tools gather up the information needed in order to
supply the demand of giving out solution to the maze of the
problem.
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NOMINAL GROUPTECHNIQUE
The nominal group technique(NGT) is a decision making
method for use among groups ofmany sizes, who wants to make
their decision quickly, as by a
vote, but want everyone'sopinions taken into account.
http://en.wikipedia.org/wiki/Decision_makinghttp://en.wikipedia.org/wiki/Groups_of_peoplehttp://en.wikipedia.org/wiki/Groups_of_peoplehttp://en.wikipedia.org/wiki/Decision_making7/31/2019 28 29Tallo&Tanque
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NGT uses a highly structured meeting agendato allow everyone to contribute ideas without theinterference of evaluative comments by others.Participants are first asked to work alone andrespond in writing with possible solutions to astated problem. Ideas are then shared in roundrobin -fashion without any criticism or
discussion; all ideas are recorded as they arepresented. Ideas are next discussed andclarified in round-robin sequence, with noevaluative comments allowed. Next, membersindividually and silently follow a written voting
procedure that allows for all alternatives to berated or ranked in priority order. Finally, the lasttwo steps are separated as needed to furtherclarify the process. (Schermerhon, 2008)
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Some facilitators will encourage the
sharing and discussion of reasons for the
choices made by each group member,thereby identifying common ground, and a
plurality of ideas and approaches. This
diversity often allows the creation of a
hybrid idea (combining parts of two or moreideas), often found to be even better than
those ideas being initially considered.
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This process is designed to ensure that eachgroup member has equal participation in
making group decision. (Certo & Certo,2006)
This involves the following steps:
Step 1: Each group writes down individualideas on the decision or problem beingdiscussed.
Step 2: Each member presents individual
ideas orally. The ideas are usually written ona board for all other members to see andrefer to.
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Step 3: After all members present theirideas, the entire group discusses these ideas
simultaneously. Discussion tends to beunstructured and spontaneous.
Step 4: When discussion is completed, a
secret ballot is taken to allow members tosupport their favorite ideas without fear. The
idea receiving the most votes is adopted and
implemented.
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Fig.1 Nominal Group Technique
Diagram sample
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AFFINITY DIAGRAM
An affinity diagram is used to
reduce a large number of items
into a few categories. It is a toolthat gathers large amounts of
language data (ideas, opinions,
issues) and organizes them intogroupings based on their natural
relationships. (Mclean 2006)
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Affinity diagrams can be used to:
Draw out common themes from a
large amount of information
Discover previously unseenconnections between various ideas
or information
Brainstorm root causes and solutionsto a problem
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Affinity diagrams are not the domain of
brainstorming alone though. They can beused in any situation where:
The solution is not readily apparent
You want to reach a consensus or decision
and have a lot of variables to consider,
concepts to discuss, ideas to connect, or
opinions to incorporate
There is a large volume of information to sortthrough
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Why should teams use theAffinity process?
The Affinity process is a good way to get
people to work on a creative level to address
difficult issues. It may be used in situations
that are unknown or unexplored by a team,
or in circumstances that seem confusing or
disorganized, such as when people with
diverse experiences form a new team, orwhen members have incomplete knowledge
of the area of analysis.
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Creating an Affinity Diagram
Step 1 - Generate ideas
Step 2 - Display ideas
Step 3 - Sort ideas into groups
Step 4 - Create header cards
Step 5 - Draw finished diagram
Fi 2 Affi it Di
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Figure 2. Affinity Diagram
Sample
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BRAINSTORMING
Brainstorming works by focusing on a
problem, and then deliberately coming up
with as many solutions as possible and by
pushing the ideas as far as possible. Oneof the reasons it is so effective is that the
brainstormers not only come up with new
ideas in a session, but also spark off from
associations with other people's ideas bydeveloping and refining them.
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Brainstorming is carefully designed to
encourage all group members to
contribute as many viable decision
alternatives as they can think of. Duringbrainstorming, group members are
encouraged to state their ideas, no
matter how wild they may seem; while
an appointed group member records all
ideas for discussion.
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During brainstorming sessions there should
therefore be no criticism of ideas: You are
trying to open up possibilities and break
down wrong assumptions about the limitsof the problem. Judgments and analysis at
this stage stunt idea generation. Ideas
should only be evaluated at the end of the
brainstorming session
this is the time toexplore solutions further using conventional
approaches. (Certo & Certo 2006)
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There are four basic rules inbrainstorming (Osborn, 1963)
No criticism: Criticism of ideas arewithheld during the brainstorming
session as the purpose is on generatingvaried and unusual ideals and extendingor adding to these ideas. Criticism isreserved for the evaluation stage of the
the process. This allows the members tofeel comfortable with the idea ofgenerating unusual ideas.
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Welcome unusual ideas: Unusual ideas arewelcomed as it is normally easier to "tamedown" than to "tame up" as new ways ofthinking and looking at the world may provide
better solutions. Quantity Wanted: The greater the number of
ideas generated, the greater the chance ofproducing a radical and effective solution.
Combine and improve ideas: Not only are avariety of ideals wanted, but also ways tocombine ideas in order to make them better.
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Brainstorming Variations
One approach is to seedthe session with a wordpulled randomly from a dictionary. Use this word as astarting point in the process of generating ideas.
When the participants say they "can't think of anymore ideas" then give them about 15 more minutes
as the best ideas sometimes come towards the endof a longer thought process.
Brainstorming can either be carried out by individualsor groups. When done individually,brainstorming tends to produce a wider range of
ideas than group brainstorming as individuals arefree to explore ideas in their own time without anyfear of criticism. On the other hand, groups tend todevelop the ideas more effectively due to the widerrange of diversity.
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Keep all the generated ideas visible. As aflip chart page becomes full, remove it from
the pad and tape it to a wall as that it isvisible. This "combined recollection" ishelpful for creating new ideals.
If the brainstormers have difficulty in
coming up with solutions, you may have torestate the problem in a different context,such as using metaphors or linking it toown knowledge.
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Figure 3. Brainstorming sample
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FLOW CHART
A flowchart is a type ofdiagram that represents analgorithm orprocess, showing the steps as boxes ofvarious kinds, and their order by connecting thesewith arrows. This diagrammatic representation cangive a step-by-step solution to a given problem.
Process operations are represented in these boxes,and arrows connecting them represent flow ofcontrol. Data flows are not typically represented in aflowchart, in contrast with data flow diagrams; rather,they are implied by the sequencing of operations.Flowcharts are used in analyzing, designing,
documenting or managing a process or program invarious fields.
http://en.wikipedia.org/wiki/Diagramhttp://en.wikipedia.org/wiki/Algorithmhttp://en.wikipedia.org/wiki/Process_(science)http://en.wikipedia.org/wiki/Knowledge_representation_and_reasoninghttp://en.wikipedia.org/wiki/Problem_solvinghttp://en.wikipedia.org/wiki/Datahttp://en.wikipedia.org/wiki/Data_flow_diagramhttp://en.wikipedia.org/wiki/Data_flow_diagramhttp://en.wikipedia.org/wiki/Datahttp://en.wikipedia.org/wiki/Problem_solvinghttp://en.wikipedia.org/wiki/Knowledge_representation_and_reasoninghttp://en.wikipedia.org/wiki/Process_(science)http://en.wikipedia.org/wiki/Algorithmhttp://en.wikipedia.org/wiki/Diagram7/31/2019 28 29Tallo&Tanque
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Flow charts are easy-to-understand
diagrams showing how steps in a process
fit together. This makes them useful tools
for communicating how processes work,and for clearly documenting how a
particular job is done. Furthermore, the act
of mapping a process out in flow chart
format helps you clarify your understandingof the process, and helps you think about
where the process can be improved.
A flow chart can therefore be
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A flow chart can therefore beused to: Define and analyze processes.
Build a step-by-step picture of the processfor analysis, discussion, or communication.
Define, standardize or find areas for
improvement in a process
Also, by conveying the information orprocesses in a step-by-step flow, you can
then concentrate more intently on eachindividual step, without feeling overwhelmedby the bigger picture.
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How to Use the Tool: Most flow charts are made up of three main
types of symbol:Elongated circles, which signify the start or end
of a process.
Rectangles, which show instructions or actions.
Diamonds, which show decisions that must bemade
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Within each symbol, write down what
the symbol represents. This could bethe start or finish of the process, the
action to be taken, or the decision to
be made.
Symbols are connected one to the
other by arrows, showing the flow of
the process.
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The example below shows part of
a simple flow chart which helps
receptionists route incomingphone calls to the correct
department in a company:
Figure 4 Flow Chart Sample
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Figure 4. Flow Chart SampleDiagram
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LESSONS LEARNED
Problem identification is one of the mostessential skills in life. Regardless of who youare or what you do, you will face obstacles.How you deal with such challenges will oftenbe a determining factor in how successfulyou are at life. While problems come in awide variety of shapes and sizes, problemidentification will give you some methods tohelp find solutions. The following methods ortools are Nominal Group Technique, AffinityDiagram, Brainstorming, Flow Chart.
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Based on our report we defined
Nominal group technique (NGT)
as a decision making method foruse among groups of many sizes,
who want to make their decision
quickly, as by a vote, but wanteveryone's opinions taken into
account.
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Another tool for problem identification is Affinity
diagram; this tool is commonly used within project
management and allows large numbers of ideasstemming from brainstorming to be sorted into
groups, based on their natural relationships, for
review and analysis. It is also frequently used in
contextual inquiry as a way to organize notes andinsights from field interviews. It can also be used for
organizing other freeform comments, such as open-
ended survey responses, support call logs, or other
qualitative data.Brainstorming is a group or individual
creativity technique by which efforts are made to find
a conclusion for a specific problem by gathering a list
of ideas spontaneously contributed by its member(s).
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Last tool is the flowchart which a type ofdiagram that represents an algorithm orprocess, showing the steps as boxes of variouskinds and their order by connecting these witharrows. This diagrammatic representation cangive a step-by-step solution to a given problem.
Problem identification is a mental processwhich is the concluding part of the largerproblem process that includes problem findingand problem shaping where problem is definedas a state of desire for the reaching of a definitegoal from a present condition that either is notdirectly moving toward the goal.
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By the help of the problem
identification tools we can identify
and solve our problem easier andquicker. We can exemplify the
problems identified and flex our
ability in solving and presentingthe different problems.