Affinity diagram

Affinity diagram
See also
Creative problem solving Action learning Why why analysis Deming wheel Importance of planning Daily standup Product backlog Spaghetti diagram Depth interview

The affinity diagram, also referred to as KJ method(from the name of its inventor), is a method that by brainstorming all the ideas improves the decision making process. It is a perfect tool for organizing pieces of information into well ordered group. It also provides decent structure to a chunks of various data gathered among the team. This successful yet very simple tool, where team members write down their thoughts on a small pieces of paper, provides better understanding of the matter and is a great starting point for analyzing main points and finding a solution(Charantimath 2003, p. 96; Plain C. 2007, p. 88).

Constructing an Affinity Diagram

The only things needed in this process are sticky notes or a pieces of paper, group of creative people and an ideas. It is the best used in a workshop environment as it helps group, analyze and talk over outstanding issues(Andler N. 2012, ch. 3.4.6). Develop such diagram requires:

1. Stating a clear problem or goal - it all begins with proper understanding of what need to be achieved. Executive-level report or a scorecard are major factors for comprehension of the key-goals(Milosevic D. Z. 2003, p. 282).
2. Defining time period in which the project will take place.
3. Brainstorming - thinking of possible outcomes and solutions and writing them down.
4. Spreading written ideas over a surface(wall or a large table usually works best).
5. Determining cause-effect connections and circling them around the issue card.
6. Grouping the ideas into previously defined order and naming them. Even rearranging some of ideas may influence team members and shed some light into the problem.
7. Summarizing the groups and preparing their final arrangement - taking a closer look at the notes and ideas is a great way to find solutions that may have not been spotted previously.

Useful Tips for Creating an Affinity Diagram

Assuming that "affinity diagrams help arrange many pieces of data into manageable groups"(Plain C. 2007, p. 88), it is highly useful to know how to efficiently arrange them:

• One note - one topic rule - to avoid mix-ups and unnecessary confusion it is the best to write down just one issue per one piece of paper.
• Avoiding any order before setting the cards up - think first, manage later rule applies.
• Don't make too much changes - the bigger the field of work and possibilities, the better the possible outcome and results.
• Keep it silent, but only during the final arrangements - it is the best time to take a step back and analyze things from a wider perspective.
• Group headings are important - brainstorm them too, it is the title that starts the process.
• Resulting diagram is the main goal - take time to discuss it with the team members.

Examples of Affinity diagram

• In a meeting of a group of executives discussing the possible problems in their business, the team can use an affinity diagram to brainstorm the issues and come up with solutions. Each person in the group can write down their ideas on small pieces of paper and then sort them into groups according to the similarities of their ideas. This can help the team to identify the main issues and come up with a plan to address them.
• Another example of an affinity diagram can be used in a marketing department. The team can brainstorm ideas for a new product or service and then sort them into groups according to the similarities of the ideas. This can help the team to identify the main points of the product or service and come up with a plan to implement it.
• In a classroom setting, an affinity diagram can be used to help students understand a concept or to organize their ideas. The students can write down their ideas on small pieces of paper and then sort them into groups according to the similarities of the ideas. This can help the students to identify the main points and come up with a plan to further understand the concept.

Advantages of Affinity diagram

The advantages of Affinity diagram include:

• A great tool for brainstorming and organizing ideas: The Affinity diagram helps to break down complex information into more manageable chunks. It also encourages creativity and helps people to think outside the box.
• Improved decision-making process: The structure of the Affinity diagram helps to identify patterns and relationships between different ideas. This allows teams to quickly and easily make decisions.
• Improved understanding of the matter: The Affinity diagram encourages team members to express their thoughts and opinions. This allows for better understanding of the data and helps to identify any potential issues.
• A great starting point for analyzing the data: The Affinity diagram helps to identify the main points in the data, which can then be used as a starting point for further analysis.
• A great team-building tool: The Affinity diagram encourages collaboration and communication between team members. This helps to build better relationships and trust between team members, which can lead to better decision making.

Limitations of Affinity diagram

• The affinity diagram is only as effective as the data that is used to create the diagram. If the data is incomplete, inaccurate or biased, the diagram will not provide the most accurate results.
• The affinity diagram relies on subjective opinions and perspectives of the team members, which can lead to bias and incorrect conclusions.
• The affinity diagram requires a significant amount of time and effort to create and analyze, which can be a problem for teams with limited resources.
• The affinity diagram does not provide a systematic approach to problem solving, which can lead to teams not addressing all possible solutions.
• The affinity diagram does not provide a clear-cut solution, which can lead the team to have difficulty making decisions.

Other approaches related to Affinity diagram

In addition to the Affinity Diagram, there are several other approaches related to it, such as:

• Force Field Analysis which is a tool used to analyze the forces that can facilitate or hinder the accomplishment of a goal (Plain C. 2007, p. 120).
• Process Flow Charting which is a tool used to identify and document the specific steps, decisions and associated outcomes of a process (Charantimath 2003, p. 127).
• Mind Mapping which is a graphical tool used to help organize ideas, concepts and information (Charantimath 2003, p. 131).
• Brainstorming which is a tool used to generate ideas and solutions to problems (Plain C. 2007, p. 173).

These approaches, much like the Affinity Diagram, are useful tools that can help groups make better decisions and find the best solution to a problem. By using these approaches in combination, teams can get a better understanding of the situation and create a comprehensive plan of action.

References

• Andler N., (2012). Tools for Project Management, Workshops and Consulting: A Must-Have Compendium of Essential Tools and Techniques, John Wiley & Sons, ch. 3.4.6
• Charantimath, (2003). Total Quality Management, Pearson Education India, p. 95-97
• Milosevic D. Z., (2003). Project Management ToolBox: Tools and Techniques for the Practicing Project Manager, John Wiley & Sons, p. 282-284
• Plain C., (2007). Build an Affinity for K-J Method, Quality Progress; Milwaukee, Vol. 40, Iss. 3, p. 88
• Widjaja W. (et al.), (2013). Discusys: Multiple User Real-time Digital Sticky-note Affinity-diagram Brainstorming System,Procedia Computer Science, vol. 22, p. 113-122

Author: Kamil Ochmański