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Seven Management and Planning Tools

EXAMPLE: INVOLVEMENT MATRIX

PERT CHART

An involvement matrix is a tool to help identify the people who should be involved in developing and implementing solutions. It identifies the responsibilities and identifies the role of the members of a team. It is shows the degree of involvement and level of participation in the execution of corrective actions.

MATRIX DIAGRAPH

INTERRELATIONSHIP DIAGRAM

COMPLETION TIME= 27 WEEKS

CRITICAL PATH= 1 -> 2 -> 3 -> 4 -> 6 ->7 ->8

CRITICAL ACTIVITIES= a,c,f,i,j

The Interrelationship Diagram is a team-based process improvement tool. Ideas gathered through. Affinity diagrams are grouped in a circular pattern on a flip chart. Arrows are drawn to show the relationships between items, leading from Cause to Effect:

This tool shows the relationship between items. At each intersection a relationship is either absent or present. It then gives information about the relationship, such as its strength, the roles played by various individuals or measurements.

A PERT chart is most useful for planning and tracking entire projects or for scheduling and tracking the implementation phase of a planning or improvement effort.

  • The number of arrows leading 'in' and 'out' of each item are counted and tabulated.
  • Items that have a high number of 'out' arrows are important drivers. A high number of 'in' arrows suggests important outcomes and candidates for measures of success.

TREE DIAGRAPH

  • A tree diagraph is used to break down broad categories into finer and finer levels of details.

PRIORITIZATION DIAGRAPH

The Four Steps of the Affinity Diagram

Benefits

1. Identify an appropriate focus statement.

• Generates significant amounts of information relatively quickly

• Facilitates balanced input

• Encourages productive collaboration

• Ensures feedback is captured accurately

• Facilitates objective consensus-building and prioritization

Prioritization Diagraph narrows options down by systematically comparing choices through the selection, weighing, and application of criteria.

Example: Affinity Diagram used by Starbucks

  • It helps move thinking step by step from generalities to specifics, helps simplify complex problems and their proposed solutions and makes it easier to get an overview of options. It can also show all the possible outcomes of an event.

Steps to construct a Contingency Diagram:

I. Identify process or plan to be analyzed.

II. Use brainstorming to identify potential conditions that could cause the process or plan to go wrong.

III. Identify preventive actions.

AFFINITY DIAGRAM

CONTINGENCY DIAGRAM

2. Generate individual comments on large index cards or sticky notes.

ACTIVITY NETWORK DIAGRAPH

  • This tool takes large amounts of disorganized data and information and enables one to organize it into groupings based on natural relationships.
  • It was created in the 1960s by Japanese anthropologist Jiro Kawakita.
  • ‘Post-it clustering’

Contingency Diagraph is used when brainstorming ideas. With this tool, you change the brainstorming topic to be the opposite of what you really want. You then take each idea and work on how to eliminate it from your environment. It is used to prepare for the unexpected when implementing a new process or plan and to identify causes of potential problems with a process or plan.

4. Vote on top-priority categories.

This tool is used to plan the appropriate sequence or schedule for a set of tasks and related subtasks. It is used when subtasks must occur in parallel. The diagram helps in determining the critical path. The Purpose is to help people sequentially define, organize, and manage a complex set of activities.

3. Post the cards on the wall and categorize them.

Constructing Prioritization Diagraph:

I. Set a goal

II. Se criteria

III. Weigh criteria for importance

IV. Weigh options against criteria

V. Compare options

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