Reflection – Visualization

Challenge and Selection

During a myriad of community outreach programs I have led to benefit the more unfortunate  members of society, Visualization is a convenient device that has allowed me to convey ideas  and plans in a more efficient manner and clear potential conflicts between different  stakeholders invested in the program. Stakeholders usually aligned with this project were  neighborhood community centers, government social aid ministries, as well as individual  volunteers keen to participate. As expected, coordinating between these three groups have  often given rise to communication issues as each group would have different roadblocks they  want to address. In addition, each group would also be facing individual restrictions in the form  of budgetary constraints (especially notable with government ministries who fund a majority of  the programs) and time commitment. It was during this dilemma that I realized the tool of  Visualization would help let us know, as a group, what common ground we held in terms of  objectives and constraints. To achieve this, we utilized Venn Diagrams as well as mind maps to  better plan out how to proceed.

Visualization would also be a more intuitive manner for all parties involved to learn about each  other, in contrast to the vanilla method of using words and descriptions to deliver what was  needed. Such a tool enabled more information to be provided in the best possible manner.

Application

To give the best possible returns, I ensured that each group was separated and asked them first  to draw a mind map. At the center of the mind map is the name of the program in question. To  the right of the name is the general objectives of such a program and to the left is the  objectives that they have brought to the table. Each group was then asked to list all the  restrictions they faced internally (i.e., within the group such as personal events clashing with  the timeline of the project) and externally. As they were doing this, I asked them to consider  which of these restrictions they faced would affect which objective the most (for example a  budgetary limit would reduce the number of hampers we can create to distribute amongst the  elderly living alone). They were then required to match the objective and the constriction.

Once the mind maps were done, I got all the groups back together for the next step of the  Visualization process; a Venn diagram. Two Venn diagrams of 3 large circles were created. One  Venn diagram was for the objectives and the other for their restrictions. This step is when the  magic occurs. Using the notes produced by the three groups, I listed the constrictions and  objectives within the respective Venn diagrams. The results were startling; while common  restrictions between the groups were not often seen and only amounted to a maximum of 5 or  6 items (common issues were budgetary and personal time interferences), shared objectives  were much more in number. This usually encompassed objectives such as better population

development in terms of education and healthcare as well as better job prospects. This gave  the groups a much better sense of what they should be targeting in terms of objectives and  what possible block points they would encounter, significantly reducing potential conflicts in  the future and giving a more streamlined route for the future.

Insight and Approach

The experience I have gained from utilizing Visualization in these programs have been eye- opening. The tool has enabled data and information to be presented more clearly and makes it  easier for all parties to understand, giving way to a more even path for delivery of the program.  However, the shared restrictions and objectives the parties had were the real show stoppers  with this tool, as it gave a sense to all agencies that they were on the same team, a feeling not  commonly found in similar big programs.

Perhaps for more efficient utilization, greater emphasis and time can be allocated for insights to  be shared amongst all parties, as during a discussion the need for individual mind maps can be  reduced or eliminated.

