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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_making


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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/Diagram


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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.

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