INTRODUCTION
Graphic tool designed to help organize loose, unstructured ideas generated in brainstorming or problem solving meetings. In this method, disparate but related ideas (collected in an idea generation session) are grouped (on cards or sheets of paper) into meaningful categories called affinity sets. These categories tie different concepts together with one underlying theme, clarify the issues, and provide a structure for a systematic search for one or more solutions. Known also as KJ Method after its inventor, the Japanese anthropologist Jiro Kawakita (born 1920). Also called affinity chart.
TYPE OF AFFINITY DIAGRAM
There are two basic approaches to generating an Affinity Diagram: The classic approach, which can be accomplished with or without a facilitator, and the facilitated approach (which must be done with a facilitator)
The Classic Affinity Diagram Approach
Divergent Thinking
Stage
- The team uses sticky notes or
cards to record the individual views/ideas about the problem or situation. It
is typical to allocate a certain time period for this (15 minutes is often
suitable)
- Each team member writes their
ideas on a sticky note or card with one per sticky note or card
- The sticky notes are then stuck on a wall or
card stuck on a pin board
By
allowing each team member to individually think of and capture their own ideas
avoids issues that surround a hierarchical group or a group containing either a
dominant and/or shy individual. It allows each team member to make a more
balance contribution, but it does result in duplications.
Convergent Thinking Stage
In silence,
the team organizes the sticky notes or cards into related groups that are
thematically linked that have an affinity. The intent is to let the natural
groups emerge consensually. Silence is used to restrict individuals from
forcing non consensual structure on the outcome.
- Everyone
is allowed to move the sticky notes or cards in order to place them with
others with which they consider they have affinities.
- Existing
groups can be broken and new groups should be allowed to emerge.
Once
the groups have reached a stable state, the team should now discuss the groups
to:
- Give
each group a header. This may be an existing sticky note or card.
- Larger
groups should be sub- divided into smaller groups. A useful rule of thumb is to
aim for group sizes of 5 to 7 of different post-its (if there are potential
duplications – see next step – the group size can be larger. If sub-groups are
formed they too should be given a header.
The
last step is to review the Affinity Diagram to:
Reconcile
duplications. There are two possibilities here:
- Exactly
the same words on two or more post-its™. These should be discussed to determine
whether they are capturing the same information or ideas. If they are then the
duplications should be removed. If the words capture different ideas or
information the sticky note should be rewritten
- The
words are similar or appear to recording the same information. These should be discussed to determine
whether they are capturing the same information or ideas. If they are then a suitable
set of words should be agreed. If the words capture different ideas or
information then consideration should be given to rewriting the post-its to
make the difference clear.
One
of the advantages of grouping the post-its™ is that it makes it much easy to
review the diagram to identify missing ideas or information. Each group on the
Affinity Diagram should be examined to determine a record additional ideas or
information that is pertinent.
Consider
different groupings. The whole Affinity Diagram should be examined for other
groupings and structures.
The Facilitated Affinity Diagram Approach
The
use of an experienced facilitator to create and Affinity Diagram can often improve
the overall quality of the output and reduce the generation time. There can be
some loss of ownership if the facilitator does not allow time for debate and
discussion.
Divergent Thinking
Stage
- The
Facilitator should start by defining the problem or situation under
consideration before directing the team to generate ideas or information. As
the information or ideas are verbalized, the Facilitator captures the
individual views/ideas on sticky notes or cards. A good Facilitator will manage
the idea/information generation to avoid any individual dominating. They should
also probe the information or ideas to aid in generating further views. It is
typical to allocate a certain time period for this (20-30 minutes is often
suitable).
- As
the information is captured on the sticky notes cards these stuck on a wall or
pin board as appropriate.
Convergent
Thinking Stage
- The
convergent thinking stage is typically carried out as per the classic approach.
STEPS TO CREATE AFFINITY DIAGRAM
- Organize a brainstorming
meeting involving a group of individuals who are committed to resolving
issues based on logic and patterns.
- Record individual ideas on
sticky notes or cards. At this stage, the ideas are only collated and not
categorized.
- Group ideas based on pattern
similarities. If some ideas appear to belong to more than one pattern
group, create another group. A team consensus is imperative to ratify the
individual groups where the ideas are placed.
- Create an identity or a name
for each certified group and write an appropriate description which
describes exactly what the group refers to. The identity or name is placed
on the top of each group.
- During a brainstorming session,
discuss the themes or individual groups, and try to determine patterns or
relationships among these individual groups.
- Ensure that a consensus is arrived at, and that
the categorization of the groups is well understood. In case there are some
doubts about validity, reiterate through the above steps as required until
there is an agreement on the established groupings.
The limitations of Affinity
Diagramming
Affinity Diagramming is a very simple
but powerful tool for generating, capturing and organizing ideas and
information about a problem or situation. It does however have limitations and
can be awkward to use. Some of the issues with its use are given below with
advice on avoiding, and recovering from, the problem.
- Individuals
dominating the grouping. If the group is hierarchical consider using a
facilitator or limit the number people involved in the grouping.
- Difficulties
in finding agreed affinities. Ensure that the initial grouping activity is
performed in silence. Consider limiting the number individual involved in the
group (a minimum of 3 is recommended). If affinity groups have not stabilized
after 10 to 15 minutes allow the team to discuss potential options for
grouping. Consider the possibility of two Affinity Diagrams.
HOW IS AFFINITY DIAGRAMMING CONDUCTED
- Affinity diagramming simply consists of placing related
items together.
- Although this can be done electronically for very small sets
of data (using a word processor or spreadsheet program), it is better to work
with paper. In group situations, always use paper.
- If you have a pre-existing set of information, you can print
these on labels or card, or print on paper and guillotine to a convenient size.
- In a group situation, begin by handing out Post-It(tm)
notes.
- Ask participants to write one issue on each note.
- Give participants some minutes for this activity, but ask
them to stop when a large majority of participants have stopped.
- Get all participants to gather at a vertical surface
suitable for Post-It notes. Windows are appropriate.
- Encourage participants to place notes, one at a time, on the
surface. As each note is placed, other participants may add similar notes in
close proximity.
- Depending on the amount of time, the information being
analyzed, and on group dynamics (and patience) it may be worth spending some
additional time considering and rearranging the groups.
- When all notes have been placed and grouped, you can
optionally name each group.
- If there are more than 8 people, gathering
around a common area may not be convenient. In this case, you can handle all
the note-placing yourself-get one note from each person in turn; all
participants can then pass you any similar or related notes. This is not as
satisfactory as having the group work together, since it is difficult to keep
everyone focused on the task.
WHEN TO USE AFFINITY PROCESS
Sift
through large volumes of data
An
affinity diagram allows the summation of relatively large quantities of
data into a smaller set of related topics. The goal of the affinity exercise is
to look for groups of patterns that allow action at a higher level rather than
directly reacting to the large volume of data that may present.
Encourage
new patterns of thinking
Affinity
exercises do not focus on solving problems, but rather on looking at the
problems or the data in new and different ways. When affinity groups are
identified, time spent looking at the groups may identify new patterns or
options for making progress.
An
Affinity exercise is an excellent way to get a group of people to react on a
"gut level" rather than breaking their heads intellectually. Since
Brainstorming is the first step in making an Affinity Diagram, the team
considers all ideas from all members without criticism. This stimulus often
results in breaking through traditional or entrenched thinking and thus
enabling the team to develop a creative list of ideas.
SUMMARY
Affinity
Diagrams are created through a collaborative process where all individuals in
the brainstorming session participate and try to contribute in a positive and
constructive manner. Usually, it is advisable to create a limited number of
manageable groups to understand the problem and ultimately organize them to
manage a project effectively.
