Use of Process Tools

One of the main tasks in facilitation is the effective generation and management of information. Process Tools help to manage information in a structured manner. It is important that the right tools are used for the purpose in hand: Gathering/organising information(e.g., Mind-Mapping, Force-Field Analysis Generating new ideas(e.g., Brainstorming, Get Real, SCAMPER, Morphological Matrix, Forced Associations, PO) Group decision making(e.g., Plus-Minus-Interesting, Assumption Implication Tool, Evaluation Matrix,) Dealing with conflict(e.g., Thinking Hats) Use of Process Tools “Facilitation tools are simply a combination of words and lists that are organised around lines, circles, boxes, graphs and pictures. They are used to enable groups, to bring together ideas and make decisions.” (Howell, J. L., 1997)

Mind Map of Edward De Bono’sThinking Hats White Hat Blue Hat Facts only No opinions Metacognition Overview Red Hat Green Hat Feelings Own view Creative New ideas Black Hat Negative Logical Yellow Hat Positive Optimistic Mind Maps can promote all types of thinking as well as aid memory and learning

The Process of Problem-Solving • Recognition of a ‘problem’ • Exploration of the problem • Data gathering to understand • the problem Problem Analysis • A clear – “best” – picture • of the problem is achieved Problem Definition • Possible solutions are • identified • Data is sought, analysed and • interpreted • Criteria are used to determine • the most viable solution Solution Finding • What is to be done, by who, • when and how? Action Planning

Force-Field Analysis Tool This is a tool for generating and organizing information. Through the use of brainstorming, identify: • the desired situation (where the change wants to go) • Identify the current situation (where things are now) • Identify factors that are supporting change towards the desired situation (give them a rating on how important they are) • Identify factors that are resisting change towards the desired situation (give them a rating on how important they are) • Identify ways to enhance the factors supporting change • Identify ways to reduce the impact of factors resisting change • Identifying if some of the resistors of change can be used against each other

Current Situation Desired Situation Force-Field Analysis Potency: 5 4 3 2 1 1 2 3 4 5 :Potency Forces driving change Forces resisting change Equilibrium • The objective is to move the balance to the right, which can be achieved by: • identifying forces, their causes and strength • planning and acting to assist the driving forces • planning and acting to reduce the resisting forces • using some of the resisting forces against each other if possible

BRAINSTORMING • DEFER JUDGEMENT • STRIVE FOR QUANTITY • FREEWHEEL • HITCH HIKE RULES

Get Real This is a tool for generating possibilities, starting with wild ideas and progressing to more viable possibilities. It involves the following process: • Split main group into two sub-groups • Each groups generates ideas under the category “Got to be kidding” • Groups then switch and generate ideas under the category “That’s a little better” • Groups then switch again and generate/refine ideas under the category “Now we’re cooking” • Groups then switch for the final time and generate/refine ideas under the category “Now we’re cooking”

S A P R C M E SCAMPER is a checklist that helps to think of ways to improve existing products or create new ones Substitute Combine Adapt Magnify, Minify, Modify Put to other use Eliminate Reverse

Morphological Matrix This tool encourages new possibilities through combining options OPTIONS OPTIONS

Forced Associations (Random Triggers) Forced Associations is a technique for linking another thinking pattern into the one we are presently using. We do this by selecting a random concrete noun from a different field and combining it with the problem under consideration. For example, we might be looking at ways to make lifts quicker. By choosing a random word ‘Mirror’ could lead to installing mirrors by lifts. As we know this is a popular solution for ‘slow lifts’. The lift doesn’t go faster, but people waiting don’t notice this as they look in the mirror. Force Associate with ‘Mirror’

PO (Provocative Operation) • PO involves making deliberately provocative statements, which seek to • force thinking out of established patterns. • Examples: “Everybody should go to prison” • “Lets abolish schools” • Having made a provocative statement, it is then necessary to suspend judgement • and use the statement to generate ideas. For example, you can generate ideas • by examining: • The consequences of the statement • What the benefits could be? • What would need to change in order to make it a sensible statement? • What would happen if a sequence of events changed?

Plus-Minus-Interesting PLUS MINUS INTERESTING

Assumption Implication Tool This tools helps to create a bigger picture and facilitate fact- based group decisions. It involves the following process: • List solutions in the left-hand column • Identify the assumptions upon which the solutions are based (e.g., pose questions like – “what would happen if we do this, how do we know that”, etc.) • Identify the positive outcomes/reactions if the solution is implemented • Identify the negative outcomes/reactions if the solution is implemented • Reflect on the matrix and discuss how it looks, feels, etc.

Assumption Implication Tool Implications Solutions Assumptions Positive Negative

Evaluation Matrix

Use of Process Tools