Using Affinity Diagrams To Organize Task Ideas

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Wednesday, 06 April 2011 05:51

Image by Sean Munson via Flickr

In one of my last post on “Brainstorming Finding a Suitable Domain Name” we mentioned the use of Affinity Diagrams and its use in organizing the information developed from a brainstorming session.

Affinity Diagrams Defined

To help organize our brainstorming efforts, the “affinity diagram” helps to

combine our thought process with organizing techniques that converts the information collected into mutually agreed upon categories. These categories may or may not be clearly visible and “brainstorming” aids in breaking free of built in bias and rigid things about what the experts may say about finding a domain name. By using this technique, you will at least have a road map to defining the best domain name. The Affinity Diagram can then be used to organize and structure the list of developed names to identify areas for consideration.

The Process

With that said, your brainstorming creates ideas that can be captured on a white board, a flip-chart, etc. to quickly jot the ideas down. In the traditional methods, your notes are transferred to index cards, 8-1/2 x 11 sheets with tape, or Post-it (TM) type notes for display. However, depending on the condition, I use the mind mapping technique using a FREE open-source program called FreeMind. You can use other mind mapping software such as the various paid web-based services or programs such as Visio or PowerPoint. However, I have found that FreeMind does the trick for me. As a rule of thumb, if less than 15 items of information have been identified, the Affinity process is not as efficient as simply going over the data.

If you are using the traditional method you would next arrange the cards by placing the individual ideas into the related groups under what the main theme, this is their “affinity”. Next group the affinity cards under wider groups if such is apparent and continue to group the cards until no further “affinities can be developed.” A diagram can be then developed by drawing outlines around affinity groups that will provide “hierarchical” structure. As I mentioned I use FreeMind to document this.

Other Opportunities

Of course we have discussed brainstorming for defining a suitable domain name. There many other applications on using the brainstorming method, such is how do I automate my process the most efficient way. The following link is an example of a FreeMind map that I developed to document Automatic RSS feeds.

Summary

The following summarizes the Affinity process as adapted from the The Memory Jogger:

Step 1 Use Brainstorming to generate a list of thoughts, issues, ideas.
Step 2 - Post the list of thoughts, issues, ideas where they can be seen.
Step 3 - Sort the ideas into groups.
Step 4 - Select a name that describes each category
Step 5 - Map the finished Affinity Diagram with its title and description on cards above the groups of ideas. These become the various “Nodes” for each category when placed into a MindMap.

Using brainstorming techniques and following up with the Affinity diagramming you will start to see a picture emerge that will provide better guidance on what you are trying to define. Yes, this process does take time, but in the end it will be worth the effort.

Good luck on your journey and provided feedback below this post.

References

1. Brassard, M. (1989). The Memory Jogger Plus+, pp. 17 - 39. Methuen, MA:
Goal/QPC.
2. A detailed presentation on Affinity Diagrams can be found in the “Handbook for Basic Process Improvement.” This is a Free download.