Reflection – Visualization

Challenge & Selection    The usual tool that I use to have a clear and common understanding with customer is Visualization  or Visual Thinking. I use this method to first gather all of the needed information before formulating  or suggesting the possible solutions to the problem. Most of the time, I talk with the engineer-in- charge thru Teams and I prepare a network diagram to have a clear picture of the flow of signal or  the interconnection of the devices involved in the setup like switches, encoders, transcoders and  routers. There are times that we also invite the other teams like for example the MCR guys who are  the actual users of the system in order for us to know their pain points and also to address them if it  brings good value.    Application   I start the process by sending emails to the stakeholders wherein I send the agenda of the meeting  and making sure that important topics are covered. Once the meeting schedule is confirmed, I start  to gather sample diagrams or workflows that are somewhat similar to the new requirement. From  this samples, I review them carefully and take what could be useful and are most likely applicable. I  prepare the diagrams based on the initial information provided. Then, during the actual Teams  meeting, I show to them the diagram and listen to their feedback in order to revise it and make it  accurate and matching to the real requirement of the customer. Once the simple diagrams that are  first prepared thru Powerpoint are finalized, I then prepare the diagram thru Visio wherein I add  more details and proper icons to make it more presentable. This final version will then be placed into  the System Architecture section of the Solution Description document. The Solution Description  document is basically covering the entire scope of the new requirement together with the  recommended solution that we offer to the customer. This document also covers the Project Plan  and this is presented thru a Gantt Chart of which is also another form of Visualization. Lastly, we add  tables and charts in order to provide all of the needed information in a very organized way.    Insight & Approach  What I have learned from conducting this exercise with the stakeholders involved is that while the  diagrams – especially the revised diagrams that incorporates their feedback – is important for  reinforcing their understanding of the problem they are working to solve, the more valuable aspect  of the activity is the shared insights and shared learning that occurs while they are working to define  their problem space. The diagram gives the stakeholders a focal point for discussion that allows  them to share their perspectives and develop insights into potential root causes of their problems.  While they could create the diagram from a blank slate in a collaborative manner, starting with a  simple flowchart jump starts the conversation for them. They can quickly identify where they are in  the diagram – or if they are missing – and can more quickly gain new insights about relationships  between key entities instead of taking time to identify them. They can also identify variables in the  problem space – that is, it helps them to identify what they don’t know, in what areas they need to  obtain information or data to provide the values for the variables.  Since I discovered that the most valuable aspect is the shared insights and learning, next time I  would further use the visualization activity as a starting point for a series of design thinking activities.  Then the revised graphic/diagram that incorporates their combined feedback can serve as a  reference tool throughout the remainder of the work. Furthermore, the visualization for the Project  Plan thru a Gantt chart provides a guide as well as a target for the stakeholders to meet the time  constraint of the entire project.


Reflection – Visualization Challenge & Selection The usual tool that I use to have a clear and common understanding with customer is Visualization or Visual Thinking . I use this method to first gather all of the needed information before formulating or suggesting the possible solutions to the problem . Most of the time , I talk with the engineer - in- charge thru Teams and I prepare a network diagram to have a clear picture of the flow of signal or the interconnection of the devices involved in the setup like switches , encoders , transcoders and routers . There are times that we also invite the other teams like for example the MCR guys who are the actual users of the system in order for us to know their pain points and also to address them if it brings good value . Application I start the process by sending emails to the stakeholders wherein I send the agenda of the meeting and making sure that important topics are covered . Once the meeting schedule is confirmed , I start to gather sample diagrams or workflows that are somewhat similar to the new requirement . From this samples , I review them carefully and take what could be useful and are most likely applicable . I prepare the diagrams based on the initial information provided . Then , during the actual Teams meeting , I show to them the diagram and listen to their feedback in order to revise it and make it accurate and matching to the real requirement of the customer . Once the simple diagrams that are first prepared thru Powerpoint are finalized , I then prepare the diagram thru Visio wherein I add more details and proper icons to make it more presentable . This final version will then be placed into the System Architecture section of the Solution Description document . The Solution Description document is basically covering the entire scope of the new requirement together with the recommended solution that we offer to the customer . This document also covers the Project Plan and this is presented thru a Gantt Chart of which is also another form of Visualization . Lastly , we add tables and charts in order to provide all of the needed information in a very organized way . Insight & Approach What I have learned from conducting this exercise with the stakeholders involved is that while the diagrams – especially the revised diagrams that incorporates their feedback – is important for reinforcing their understanding of the problem they are working to solve , the more valuable aspect of the activity is the shared insights and shared learning that occurs while they are working to define their problem space . The diagram gives the stakeholders a focal point for discussion that allows them to share their perspectives and develop insights into potential root causes of their problems . While they could create the diagram from a blank slate in a collaborative manner , starting with a simple flowchart jump starts the conversation for them . They can quickly identify where they are in the diagram – or if they are missing – and can more quickly gain new insights about relationships between key entities instead of taking time to identify them . They can also identify variables in the problem space – that is , it helps them to identify what they do n’t know , in what areas they need to obtain information or data to provide the values for the variables . Since I discovered that the most valuable aspect is the shared insights and learning , next time I would further use the visualization activity as a starting point for a series of design thinking activities . Then the revised graphic / diagram that incorporates their combined feedback can serve as a reference tool throughout the remainder of the work . Furthermore , the visualization for the Project Plan thru a Gantt chart provides a guide as well as a target for the stakeholders to meet the time constraint of the entire project .