Challenge in Projects, by Antonio Hanson    Page 1

Challenge in Projects - Identify Root cause and enable department to work on improvements.

1. Challenge

Not aligned working process and understanding of responsibilities in projects.  Project stakeholders have no common understanding of the working process and  responsibilities of the assigned role. This is causing massive delay and unwanted discussions /  confusion in projects.

2. Selection

I selected the tool VISUALIZATION (Module 1) to easily enable the workshop participants to  draft, draw / sketch their view of the process.

In week 1, the 7 minute video “Visualization Tool”, shows that it is great to enable thinking in  a nonverbal way.  Quote:” The visualization is a really core component of the way that we communicate,  whether we're aware of it or not. When we're dealing with very complex problems, we're  actually enacting a different kind of problem solving that has to bring in more than just logic.”

3. Scope

Identify Root cause and enable the department to work on improvements.

4. Application

My approach is conducting workshops with all project stakeholders to gather their  understanding of the process, including the good sides and the pain points.  To be efficient I invite all stakeholders in groups owning the same role in projects. Each group  size should be limited to 4-6 participants.  Each stakeholder shall provide the understanding of their role in project and which  challenges they face.  The best tool to do this is using visualization.  Each participants uses a white board and later on colored sticky notes “POSTIT”. The  participant results and working process will be documented by taking photos of the white  boards and the group.

As basis I provide the structure of the main stages of the process as entry point (e.g.  Initiation, Planning, Realization and Closure). For each of the main stages the participant shall  visualize the details of the owned role.  Preferably I combine the visualization with another powerful tool to support each of the  “stages” -the “Six Thinking Hats” by the Bono. This tool will provide the research with all  necessary angles from stakeholder and role perspective during each of the main stages.  The green and blue hat will not be used during this workshop. :

Challenge in Projects, by Antonio Hanson    Page 2

a. Each of the stakeholders visualized their own understanding of the respective

process, relevant for their role. Starting with the “White Hat” as basis.

b. Next step was to add colored sticky notes with comments and details to the relevant

area of their visualization, using the “Yellow Hat”.

c. Proceeding in the same manner with the black hat and finally with the red hat on.

Past conducting all workshops the information we had on hand enable us to understand each  of the areas. From facts, pros, cons until the pain points, individually mapped to the process  of each project role.   By using the Design Thinking the information we gathered was overwhelming, in regard to  quantity and quality. It enabled us to understand if all roles were affected and to identify the  root cause(s) of the challenge. It also clearly showed the strong and positive points of the  process and roles. Great information to work on prototypes bringing this department and  even involved departments to the next level, also by using Design Thinking.

5. Insight

I learned again that visualization is a great universal language. It is easier to understand and  to compare than just the written word by most people. The tool is a great supportive  acceptance factor. It easy to approach and can be used by most people.  In addition it is a perfect basis to visually highlight exactly the pain points and good phases.  In our case the colored sticky note showed exactly the reference point in the process that it  referred to.  Using not just a “blank” page as basis but giving a small guidance also helped to keep  discussion to the topic instead of having participants struggling to know where to start..

Challenge in Projects, by Antonio Hanson    Page 3

6. Approach

Instead of using the “old style” way of just using sticky notes and grouping them per topic I  will remain using visualization. It is much more natural and brings the people much faster  into the topics. It even helps the people to identify gaps and gain a much better  understanding of the topics. Just by the “self” reflection during the visualization drafting. If I  would remain with the “old” style” I would not get the additional benefits of an easier  approach, more information with better quality.  This time visualization together with the bono hat was very suitable. It provided great inside  view and even brought to light that the root cause was not just limited to the department. It  enabled us to understand the “as is “situation and to reach out to the other departments  that are involved to solve and improve the situation.  Next time I will remain using the visualization tool as “entry” point but I will check what tool  in addition shall be used in addition to be efficient in fact finding.  And I will spread knowledge of Design Thinking in my department. I will encourage the  people to use the tools and approaches in full paramount: Before you begin, What is?, What  if?, What wows? until What works?


Challenge in Projects , by Antonio Hanson Page 1 Challenge in Projects - Identify Root cause and enable department to work on improvements . 1 . Challenge Not aligned working process and understanding of responsibilities in projects . Project stakeholders have no common understanding of the working process and responsibilities of the assigned role . This is causing massive delay and unwanted discussions / confusion in projects . 2 . Selection I selected the tool VISUALIZATION ( Module 1 ) to easily enable the workshop participants to draft , draw / sketch their view of the process . In week 1 , the 7 minute video “ Visualization Tool ” , shows that it is great to enable thinking in a nonverbal way . Quote : ” The visualization is a really core component of the way that we communicate , whether we 're aware of it or not . When we 're dealing with very complex problems , we 're actually enacting a different kind of problem solving that has to bring in more than just logic . ” 3 . Scope Identify Root cause and enable the department to work on improvements . 4 . Application My approach is conducting workshops with all project stakeholders to gather their understanding of the process , including the good sides and the pain points . To be efficient I invite all stakeholders in groups owning the same role in projects . Each group size should be limited to 4 - 6 participants . Each stakeholder shall provide the understanding of their role in project and which challenges they face . The best tool to do this is using visualization . Each participants uses a white board and later on colored sticky notes “ POSTIT ” . The participant results and working process will be documented by taking photos of the white boards and the group . As basis I provide the structure of the main stages of the process as entry point ( e.g. Initiation , Planning , Realization and Closure ) . For each of the main stages the participant shall visualize the details of the owned role . Preferably I combine the visualization with another powerful tool to support each of the “ stages ” -the “ Six Thinking Hats ” by the Bono . This tool will provide the research with all necessary angles from stakeholder and role perspective during each of the main stages . The green and blue hat will not be used during this workshop . : Challenge in Projects , by Antonio Hanson Page 2 a. Each of the stakeholders visualized their own understanding of the respective process , relevant for their role . Starting with the “ White Hat ” as basis . b. Next step was to add colored sticky notes with comments and details to the relevant area of their visualization , using the “ Yellow Hat ” . c. Proceeding in the same manner with the black hat and finally with the red hat on . Past conducting all workshops the information we had on hand enable us to understand each of the areas . From facts , pros , cons until the pain points , individually mapped to the process of each project role . By using the Design Thinking the information we gathered was overwhelming , in regard to quantity and quality . It enabled us to understand if all roles were affected and to identify the root cause(s ) of the challenge . It also clearly showed the strong and positive points of the process and roles . Great information to work on prototypes bringing this department and even involved departments to the next level , also by using Design Thinking . 5 . Insight I learned again that visualization is a great universal language . It is easier to understand and to compare than just the written word by most people . The tool is a great supportive acceptance factor . It easy to approach and can be used by most people . In addition it is a perfect basis to visually highlight exactly the pain points and good phases . In our case the colored sticky note showed exactly the reference point in the process that it referred to . Using not just a “ blank ” page as basis but giving a small guidance also helped to keep discussion to the topic instead of having participants struggling to know where to start .. Challenge in Projects , by Antonio Hanson Page 3 6 . Approach Instead of using the “ old style ” way of just using sticky notes and grouping them per topic I will remain using visualization . It is much more natural and brings the people much faster into the topics . It even helps the people to identify gaps and gain a much better understanding of the topics . Just by the “ self ” reflection during the visualization drafting . If I would remain with the “ old ” style ” I would not get the additional benefits of an easier approach , more information with better quality . This time visualization together with the bono hat was very suitable . It provided great inside view and even brought to light that the root cause was not just limited to the department . It enabled us to understand the “ as is “ situation and to reach out to the other departments that are involved to solve and improve the situation . Next time I will remain using the visualization tool as “ entry ” point but I will check what tool in addition shall be used in addition to be efficient in fact finding . And I will spread knowledge of Design Thinking in my department . I will encourage the people to use the tools and approaches in full paramount : Before you begin , What is ? , What if ? , What wows ? until What works ?