AFFINITY DIAGRAM

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.

1. Everyone is allowed to move the sticky notes or cards in order to place them with others with which they consider they have affinities.
2.  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:

1.  Give each group a header. This may be an existing sticky  note or card.
2.  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:

1. 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
2.  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

1. 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).
2.   As the information is captured on the sticky notes cards these stuck on a wall or pin board as appropriate.

 Convergent Thinking Stage

1. The convergent thinking stage is typically carried out as per the classic approach. 

 STEPS TO CREATE AFFINITY DIAGRAM

1. Organize a brainstorming meeting involving a group of individuals who are committed to resolving issues based on logic and patterns.
2. Record individual ideas on sticky notes or cards. At this stage, the ideas are only collated and not categorized.
3. 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.
4. 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.
5. During a brainstorming session, discuss the themes or individual groups, and try to determine patterns or relationships among these individual groups. 
6. 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.