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Problem structuring methods (PSMs) are a group of techniques used to model or to map the nature or structure of a situation or state of affairs that some people want to change. [1] PSMs are usually used by a group of people in collaboration (rather than by a solitary individual) to create a consensus about, or at least to facilitate negotiations about, what needs to change. [2] Some widely adopted PSMs [1] include
Unlike some problem solving methods that assume that all the relevant issues and constraints and goals that constitute the problem are defined in advance or are uncontroversial, PSMs assume that there is no single uncontested representation of what constitutes the problem. [6]
PSMs are mostly used with groups of people, but PSMs have also influenced the coaching and counseling of individuals. [7]
The term "problem structuring methods" as a label for these techniques began to be used in the 1980s in the field of operations research, [8] especially after the publication of the book Rational Analysis for a Problematic World: Problem Structuring Methods for Complexity, Uncertainty and Conflict. [9] Some of the methods that came to be called PSMs had been in use since the 1960s. [2]
Thinkers who later came to be recognized as significant early contributors to the theory and practice of PSMs include: [10]
In discussions of problem structuring methods, it is common to distinguish between two different types of situations that could be considered to be problems. [17] Rittel and Webber's distinction between tame problems and wicked problems (Rittel & Webber 1973) is a well known example of such types. [17] The following table lists similar (but not exactly equivalent) distinctions made by a number of thinkers between two types of "problem" situations, which can be seen as a continuum between a left and right extreme: [18]
Thinker | Left extreme | Right extreme |
---|---|---|
Rittel & Webber | Tame problem | Wicked problem |
Herbert A. Simon | Programmed decision | Non-programmed decision |
Russell L. Ackoff | Puzzle / Problem | Mess |
Jerome Ravetz | Technical problem | Practical problem |
Ronald Heifetz | Technical challenge | Adaptive challenge |
Peter Checkland | Hard systems | Soft systems |
Donald Schön | The high ground | The swamp |
Barry Johnson | Problems to solve | Polarities to manage |
Tame problems (or puzzles or technical challenges) have relatively precise, straightforward formulations that are often amenable to solution with some predetermined technical fix or algorithm. It is clear when these situations have changed in such a way that the problem can be called solved.
Wicked problems (or messes or adaptive challenges) have multiple interacting issues with multiple stakeholders and uncertainties and no definitive formulation. These situations are complex and have no stopping rule and no ultimate test of a solution.
PSMs were developed for situations that tend toward the wicked or "soft" side, when methods are needed that assist argumentation about, or that generate mutual understanding of multiple perspectives on, a complex situation. [17] Other problem solving methods are better suited to situations toward the tame or "hard" side where a reliable and optimal solution is needed to a problem that can be clearly and uncontroversially defined.
Problem structuring methods constitute a family of approaches that have differing purposes and techniques, and many of them had been developed independently before people began to notice their family resemblance. [17] Several scholars have noted the common and divergent characteristics among PSMs.
Eden and Ackermann identified four characteristics that problem structuring methods have in common: [19]
Rosenhead provided another list of common characteristics of PSMs, formulated in a more prescriptive style: [20]
An early literature review of problem structuring proposed grouping the texts reviewed into "four streams of thought" that describe some major differences between methods: [21]
Mingers and Rosenhead have noted that there are similarities and differences between PSMs and large group methods such as Future Search, Open Space Technology, and others. [22] PSMs and large group methods both bring people together to talk about, and to share different perspectives on, a situation or state of affairs that some people want to change. However, PSMs always focus on creating a sufficiently rigorous conceptual model or cognitive map of the situation, whereas large group methods do not necessarily emphasize modeling, and PSMs are not necessarily used with large groups of people. [22]
There is significant overlap or shared characteristics between PSMs and some of the techniques used in participatory rural appraisal (PRA). Mingers and Rosenhead pointed out that in situations where people have low literacy, the nonliterate (oral and visual) techniques developed in PRA would be a necessary complement to PSMs, and the approaches to modeling in PSMs could be (and have been) used by practitioners of PRA. [23]
In 2004, Mingers and Rosenhead published a literature review of papers that had been published in scholarly journals and that reported practical applications of PSMs. [24] Their literature survey covered the period up to 1998, which was "relatively early in the development of interest in PSMs", [25] and categorized 51 reported applications under the following application areas: general organizational applications; information systems; technology, resources, planning; health services; and general research. Examples of applications reported included: designing a parliamentary briefing system, modeling the San Francisco Zoo, developing a business strategy and information system strategy, planning livestock management in Nepal, regional planning in South Africa, modeling hospital outpatient services, and eliciting knowledge about pesticides. [24]
PSMs are a general methodology and are not necessarily dependent on electronic information technology, [26] but PSMs do rely on some kind of shared display of the models that participants are developing. The shared display could be flip charts, a large whiteboard, Post-it notes on the meeting room walls, and/or a personal computer connected to a video projector. [26] After PSMs have been used in a group work session, it is normal for a record of the session's display to be shared with participants and with other relevant people. [26]
Software programs for supporting problem structuring include Banxia Decision Explorer and Group Explorer, [27] which implement cognitive mapping for strategic options development and analysis (SODA), and Compendium, which implements IBIS for dialogue mapping and related methods; [28] a similar program is called Wisdom. [29] Such software can serve a variety of functions, such as simple technical assistance to the group facilitator during a single event, or more long-term online group decision support systems.
Some practitioners prefer not to use computers during group work sessions because of the effect they have on group dynamics, but such use of computers is standard in some PSMs such as SODA [27] and dialogue mapping, [28] in which computer display of models or maps is intended to guide conversation in the most efficient way. [26]
In some situations additional software that is not used only for PSMs may be incorporated into the problem structuring process; examples include spreadsheet modeling, system dynamics software [30] or geographic information systems. [31] Some practitioners, who have focused on building system dynamics simulation models with groups of people, have called their work group model building (GMB) and have concluded "that GMB is another PSM". [32] GMB has also been used in combination with SODA. [33]
Systems engineering is an interdisciplinary field of engineering and engineering management that focuses on how to design, integrate, and manage complex systems over their life cycles. At its core, systems engineering utilizes systems thinking principles to organize this body of knowledge. The individual outcome of such efforts, an engineered system, can be defined as a combination of components that work in synergy to collectively perform a useful function.
Operations research, often shortened to the initialism OR, is a branch of applied mathematics that deals with the development and application of analytical methods to improve decision-making. Although the term management science is sometimes used similarly, the two fields differ in their scope and emphasis.
Anthony Stafford Beer was a British theorist, consultant and professor at the Manchester Business School. He is best known for his work in the fields of operational research and management cybernetics.
Within personality psychology, personal construct theory (PCT) or personal construct psychology (PCP) is a theory of personality and cognition developed by the American psychologist George Kelly in the 1950s. The theory addresses the psychological reasons for actions. Kelly proposed that individuals can be psychologically evaluated according to similarity–dissimilarity poles, which he called personal constructs. The theory is considered by some psychologists as forerunner to theories of cognitive therapy.
Morphological analysis or general morphological analysis is a method for exploring possible solutions to a multi-dimensional, non-quantified complex problem. It was developed by Swiss astronomer Fritz Zwicky. General morphology has found use in fields including engineering design, technological forecasting, organizational development and policy analysis.
Design research was originally constituted as primarily concerned with ways of supporting and improving the process of design, developing from work in design methods. The concept has been expanded to include research embedded within the process of design and research-based design practice, research into the cognitive and communal processes of designing, and extending into wider aspects of socio-political, ethical and environmental contexts of design. It retains a sense of generality, recognising design as a creative act common to many fields, and aimed at understanding design processes and practices quite broadly.
Russell Lincoln Ackoff was an American organizational theorist, consultant, and Anheuser-Busch Professor Emeritus of Management Science at the Wharton School, University of Pennsylvania. Ackoff was a pioneer in the field of operations research, systems thinking and management science.
Soft systems methodology (SSM) is an organised way of thinking applicable to problematic social situations and in the management of change by using action. It was developed in England by academics at the Lancaster Systems Department on the basis of a ten-year action research programme.
In planning and policy, a wicked problem is a problem that is difficult or impossible to solve because of incomplete, contradictory, and changing requirements that are often difficult to recognize. It refers to an idea or problem that cannot be fixed, where there is no single solution to the problem; and "wicked" denotes resistance to resolution, rather than evil. Another definition is "a problem whose social complexity means that it has no determinable stopping point". Moreover, because of complex interdependencies, the effort to solve one aspect of a wicked problem may reveal or create other problems. Due to their complexity, wicked problems are often characterized by organized irresponsibility.
Management cybernetics is concerned with the application of cybernetics to management and organizations. "Management cybernetics" was first introduced by Stafford Beer in the late 1950s and introduces the various mechanisms of self-regulation applied by and to organizational settings, as seen through a cybernetics perspective. Beer developed the theory through a combination of practical applications and a series of influential books. The practical applications involved steel production, publishing and operations research in a large variety of different industries. Some consider that the full flowering of management cybernetics is represented in Beer's books. However, learning continues.
The issue-based information system (IBIS) is an argumentation-based approach to clarifying wicked problems—complex, ill-defined problems that involve multiple stakeholders. Diagrammatic visualization using IBIS notation is often called issue mapping.
Critical systems thinking (CST) is a systems approach designed to aid decision-makers, and other stakeholders, improve complex problem situations that cross departmental and, often, organizational boundaries. CST sees systems thinking as essential to managing multidimensional 'messes' in which technical, economic, organizational, human, cultural and political elements interact. It is critical in a positive manner because it seeks to capitalize on the strengths of existing approaches while also calling attention to their limitations. CST seeks to allow systems approaches such as systems engineering, system dynamics, organizational cybernetics, soft systems methodology, critical systems heuristics, and others, to be used together, in a responsive and flexible way, to maximize the benefits they can bring.
Compendium is a computer program and social science tool that facilitates the mapping and management of ideas and arguments. The software provides a visual environment that allows people to structure and record collaboration as they discuss and work through wicked problems.
Robust decision-making (RDM) is an iterative decision analytics framework that aims to help identify potential robust strategies, characterize the vulnerabilities of such strategies, and evaluate the tradeoffs among them. RDM focuses on informing decisions under conditions of what is called "deep uncertainty", that is, conditions where the parties to a decision do not know or do not agree on the system models relating actions to consequences or the prior probability distributions for the key input parameters to those models.
Confrontation analysis is an operational analysis technique used to structure, understand and think through multi-party interactions such as negotiations. It is the underpinning mathematical basis of drama theory.
A decisional balance sheet or decision balance sheet is a tabular method for representing the pros and cons of different choices and for helping someone decide what to do in a certain circumstance. It is often used in working with ambivalence in people who are engaged in behaviours that are harmful to their health, as part of psychological approaches such as those based on the transtheoretical model of change, and in certain circumstances in motivational interviewing.
DSRP is a theory and method of thinking, developed by systems theorist and cognitive scientist Derek Cabrera. It is an acronym that stands for Distinctions, Systems, Relationships, and Perspectives. Cabrera posits that these four patterns underlie all cognition, that they are universal to the process of structuring information, and that people can improve their thinking skills by learning to use the four elements explicitly.
David Allen Hickling was a British architect, strategic choice process consultant, author, game designer, and an authority in the field of toy forts and castles.
Colin Eden was a professor in management science and operations research at Strathclyde University.
Jonathan Vivian Rosenhead is a British mathematician, operational researcher and Labour Party activist.
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