Affinity Diagrams

Learning Objectives Upon completing this module, you will be able to: Understand the purpose and proper use of the Affinity Diagram (AD) Construct, interpret, and revise an Affinity Diagram Improve the process of gathering and structuring apparently random or unrelated information Creatively achieve consensus around the major action themes of any complex issue

Recall Step 1 Define Problem or Opportunity Collect Data Consider Both Quantitative and Qualitative Data Use Surveys, Focus Groups, Interviews, Observations, Archival Data Analyze the Situation Define Process or Value Stream Maps, SIPOC Diagram Use Affinity Diagrams

A team tool used to organize text data. AFFINITY DIAGRAM A team tool used to organize text data. This tool Gathers large amounts of text data (ideas, opinions, issues, etc.) Organizes it into groupings based on the natural relationship between each item Is largely a creative rather than a logical process

The Affinity Diagram Does the Following Produces team consensus by sorting cards rather than by discussion Gets a group of people to react from the creative “gut level” to efficiently organize creative new thought patterns for further elaboration Encourages true participation because every person’s ideas find their way into the process

When to Use an Affinity Diagram Step 1: Define Problem or Opportunity (Problem Statement) where often: Facts or thoughts are in chaos Breakthrough in traditional concepts or thinking is needed Too much information or too many ideas exist to quickly understand what it all means Broad issues/themes and/or causes must be identified and agreed upon

Construction Steps Step 1: Assemble the Right Team Step 2: Phrase Issue to be Considered Step 3: Generate and Record Ideas Step 4: Randomly Lay Out Completed Cards Step 5: Sort the Cards into Related Groupings Step 6: Create the Header Cards Step 7: Draw the Finished Affinity Diagram

Construction Steps 1. Assemble the Right Team Four to six people Varied perspectives Creative, open-minded members 2. Phrase Issue to be Considered Broad, neutral statement Clearly stated, well understood For example. “What are the Key Issues for Selecting a Good Kaizen Project?”

Construction Steps 3. Generate and Record Ideas Follow guidelines for brainstorming Record each idea on cards (Post-it Notes) and flip chart For example: Problem can be well defined Results are measurable Project has and obtainable solution Process needs improvement No one word cards. Use a noun and a verb to create a complete and concise thought.

Construction Steps Randomly Lay Out Completed Cards On wall, table, flip chart, etc. 5. Sort the Cards into Related Groupings In silence Gut reaction Quick process If disagree--move cards, don’t discuss Problem can be well defined Project has and obtainable solution Process needs improvement Results are measurable Problem can be well defined Results are measurable Process needs improvement Project has and obtainable solution

You can only move the same card to the same position once Construction Steps A B Joe Mary You can only move the same card to the same position once

Construction Steps Create the Header Cards Concise but complete Again, no one word cards. Use a noun and a verb to create a complete and concise thought. Make sense standing along Captures essential link in all ideas beneath it as well as what the cards are saying about that link Place at top of each grouping Problem can be well defined Process needs improvement Define a Process Improvement Project Project has and obtainable solution Results are measurable Monitor Process and Goals

Construction Steps 7. Draw the Finished Affinity Diagram Draw lines connecting headers, sub-headers with all the cards beneath them Bring together related groupings Review by the team Review by important “non-team members”

What are the Key Issues for Selecting a Good Kaizen Project? Define a Process Improvement Project Problem can be well defined Find a Committed Organization Organization sees a need for improvement Monitor Process and Goals Project has an obtainable solution Team is Well-Prepared Team can technically understand the project Project is Manageable There is Time to finish the project. Project is a process-type improvement Process needs improvement Customer needs can be identified Organization agrees to implement the project Organization is willing to devote time to the project No obvious solution exists up front Results are measurable Team leader is knowledgeable of problem solution tools Responsibility is shared by all team members Project Needs Low Capital Solution is under the control of the team What are the Key Issues for Selecting a Good Kaizen Project? Chosen project is interesting to all group members

Organize an area or process Find quantitative room for improvement Collect a big enough sample size to have relevant process information Define steps for improvement Project requires improvement not innovation Ensure open communication Work closely with stakeholders to ensure solution is valuable Get input from all levels involved Create a schedule and milestones for project Have a well defined scope What are the Key Issues for Successfully Selecting & Implementing a Good Kaizen Project? The solution should focus on the root cause not the symptoms Project solution will be sustainable Use Kaizen Principles Focus on small steps for improvement Project can be completed using PDCA Everyone works towards a common goal Find management that is open and willing to change Management is excited about change Stay within the budget of employer Employer or project owner buy-in to project Over-communicate with management about issues Coordinate meeting times with group Assign responsibility to all members Ensure you find a project all members are interested in Time to completion is within the teams constraint Issues are definable Project solution should ideally improve bottom line for company Team and management must create a plan for sustainability 15

Next Steps Once completed, the Affinity Diagram may be used to create an Interrelationship Diagraph An Interrelationship Digraph will be used to identify root causes and key issues

Thank You