Instructions for Brainstorming and Root Cause Analysis

Brainstorming Worksheet - Instructions

Two popular ways to use the Brainstorming Worksheet

1) Use a projector - to record ideas as they are generated directly on the Systems2win Brainstorming worksheet.

2) Write ideas on large paper - while an assistant uses the Systems2win Brainstorming worksheet to transcribe the results into a more legible version that can then be used for easier editing (to clarify and organize) and Affinity Grouping, and can electronically archived and emailed to participants after the meeting.

Instructions for using the Brainstorming worksheet

1. Clearly state the question or problem you are seeking to resolve.
        (A problem well defined is a problem half solved, right?)
2. Agree upon Objectives
        Most disagreements come from seeking to optimize different objectives.
        Example: Your idea optimizes time-savings, but I'm trying to optimize quality.
           No wonder we don't agree on the best way to solve our problem...
3. Facilitate brainstorming
1. Move around the room in sequential order - each person states and idea or has the option to "pass".
2. Keep going around the room until ideas become sparse.
3. Suspend judgment. No discussion or debate. Just ideas.
4. Encourage piggyback ideas and radical ideas.
5. Write ideas exactly as they are stated. (Can clarify later.)
4. Clarify and organize
   1. When done brainstorming, ask for clarifications (from the person that suggested the idea), and perhaps rephrase some ideas more clearly.
   2. Combine ideas that are similar or complimentary.
   3. Tip: Even if you did your original brainstorming on paper - this is where it is often "worth it" to transcribe your ideas to your Systems2win Brainstorming Worksheet - to make editing & organizing much easier.
5. Organize ideas into "Affinity Group" categories
   1. Select View > Document Map. This will open a sidebar collapsible menu - that makes viewing affinity groups easier.
      This template has been designed so that ideas are documented using Style Heading 3, which  will appear within the collapsible Document Map. If any ideas are somehow documented using Normal Style - highlight them and convert them to Heading 3. (Shortcut = Control Alt 3)
   2. Facilitate consensus-building to cut and paste all Brainstorm Ideas into Affinity Group Headings.
   3. Your goal is to identify patterns, overcome old paradigms, and stimulate fresh ideas - so encourage new ideas to come up, and add them to your list.
   4. Use your intuitive minds to allow Affinity Group category headings to emerge.
      In addition, you might consider using classic organization category headings:
                4 M’s (Man, Machine, Material, Methods)
                4 P’s (People, Plant, Policies, Procedures)
   5. If an Affinity Group only has 1 or 2 items, perhaps it can be combined with another.
   6. If an Affinity Group contains an overwhelming number of ideas, perhaps it can be divided further.
6. Optional: Seek root causes - by transferring your data to a Root Cause Analysis worksheet
   1. Copy the ideas for each Affinity Group into a separate column in a blank Excel spreadsheet.
   2. Import your ideas into the Root Cause Analysis worksheet.
   3. Continue brainstorming ideas - seeking deeper root causes by continuing to ask "Why?"
7. Agree upon solutions
   No matter which of the following decision-making methods you use, you might take the time to rank ideas. Perhaps give each person a specified number of votes. (e.g. their vote for the top 5 ideas). Just add an x next to each idea for each vote that it receives.
   1. Autocratic decision (the leader considers the options, and makes the decisions)
   2. Democratic majority vote (either simple majority, or any moderating rules you come up with. Sometimes result in hard feelings and/or sabotage)
   3. Consensus. (everyone agrees to support a decision, even if not their personal top choice)

Root Cause Analysis - Instructions

Purpose: To gain clearer understanding of possible root causes, and to brainstorm ideas for creative solutions to the problem.

Your Root Cause Analysis template can be used in different ways (and you might use it differently in different circumstances)

1. You can either:
   1. Do your initial brainstorming and affinity grouping by using the Brainstorming worksheet (as described above), or...
   2. Do all of your brainstorming right on the Root Cause Analysis itself
2. You can either:
   1. Use a projector, and make the changes where everyone can see them
   2. Use sticky notes on the wall - while an assistant transcribes the results into a more legible version that can then be used for easier editing (to clarify and organize) and Affinity Grouping, and can electronically archived and emailed to participants after the meeting.

Instructions for using the Root Cause Analysis template

1. Follow the instructions for brainstorming (above)
   1. You can either do your initial brainstorming using the Brainstorming worksheet, or directly on the Root Cause Analysis.
   2. If you are importing data - follow the instructions in your template for importing data
2. Continue asking "why" until root causes are found

How to copy shapes

Master the teachings found in:

1. The training video: How to use Excel shapes.
2. The written on-line training: Tips for using Microsoft Office Drawings.

Most important tips:

1. It is usually easier to copy & paste an entire cell (containing a textbox and arrow)
   rather than copying the textboxes and arrows separately.
    
2. Use your snap-to grid. [On Drawing Toolbar (View > Toolbars > Drawing)... Draw > Snap > To Grid)

More tips

1. You can quickly expand your workspace by simply unhiding pre-formatted rows and columns. (Format > Row or Column > Unhide)
    
2. Notice that you can easily connect multiple arrows in multiple directions to depict causes that have multiple effects and effects that have multiple causes. (Because that's the way the real world works... right?)
    
3. Use colors to communicate!!!
    
4. Use the stencil of shapes (that comes with every Systems2win Excel template) to highlight, circle, and call attention to important things.

    

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