Cense Ltd.

Inspiration, Innovation and Impact

Practical Systems Thinking: The Cynefin Framework

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The Cynefin Framework is among the most widely used frameworks for understanding how systems are organized. It might be the most practical means of bringing systems thinking to life. A system, after all, is simply an organization of things within some constraint or boundary.

We rely on The Cynefin Framework (pronounced /kəˈnɛvɪn/ kuh-NEV-in) as a central platform in our training and consulting work for strategy, evaluation, and design. The reasons are many, but its utility is the most important of them.

What makes the Framework so useful is that people can relate to the stories we tell about systems using it. Perhaps the best story comes from the Framework’s founder and chief advocate, Dave Snowden in describing how to organize a children’s party using systems thinking*.

This video has been our most widely-referred source for teaching the fundamentals of systems thinking since it was first made.

The Framework has also been an inspiration informing the development of a centre for studying and intervening in complex systems based in Wales. It’s also developed into a burgeoning practice and learning community centred around the model.

The video below adds detail to help explain how the Cynefin Framework functions and where it came from.

We recommend reading Chris Corrigan’s excellent update on the Cynefin Framework. Chris has been one of the leading practitioners contributing to the thinking on the Framework’s use and development.

Using the Framework

Unlike many other Frameworks, Cynefin is useful throughout a project life cycle, not just at a particular stage.

In the beginning, we recommend using it to orient yourself to the situation you’re facing. What kind of problem situation do you find yourself in? What elements of the situation are complicated, complex, or simple? These questions aided by the Framework can help you identify key aspects of the system and complement systems mapping work.

As you move through the project, the Framework can help serve as a wayfinding tool. When you know where you are, it is easier to see where you are going. Social systems are dynamic, so while we may find ourselves in a quadrant at one stage, this can shift during the project or at particular moments.

The Framework can also be used as an evaluation tool by helping frame the questions you ask and the strategies that link your actions to your outcomes. By inquiring about the way your work and activities are organized within systems, we can ask better questions and assess real influence and possible impact.

We recommend starting any evaluation with the Cynefin Framework.

We also recommend using the framework as part of a strategic assessment approach to planning and sensemaking. The framework can help you to determine the role of evidence and practice — when to look for ‘best evidence‘, practice-based evidence, and innovative problem-solving options.

Moving Forward with Cynefin

We recommend using Cynefin Framework to anyone working in applied systems thinking, check it out. There is a global community of scholars, practitioners, and policy-makers who are working on advancing, testing, and documenting the use of it in practice. A recent book has been published that provides further examples and can be of use to anyone looking to get into Cynefin.

It’s worth the effort to explore – and we think you’ll agree.

* It is worth noting that our use of the term systems thinking is just that: thinking about systems and how they are organized and function. We recognize there are many different definitions and models of systems thinking including those used by Dave Snowden that may not fully subscribe to ours.

If you want help in applying lessons from the Cynefin Framework or building up your systems thinking capacity for action and strategy, reach out and let’s have a coffee meeting. We can help.

Image credit: Mitchell Luo on Unsplash; Snowded, CC BY-SA 3.0 https://creativecommons.org/licenses/by-sa/3.0, via Wikimedia Commons

(At)tractor Beams for Transformation

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Many transformation efforts fail because they focus on what people say they want, not what holds their attention and are attracted toward. This is the role of attractors. We’ve written about attractors before and how to map them, however in this post we want to explore how they benefit strategy development more fully.

An attractor is just what it sounds like: something we are attracted to. That might be something positive (an opportunity), an area of activity like a part of the market, or it could be something we fear. The idea of attractors is rooted in complexity science although, unlike many areas within it, the application of our understanding of attractors is actually quite straightforward for decision making. Attractors help to establish coherence. That’s why they are useful in strategy development.

Aside from using it in mapping a system, how might we learn from what people pay attention to rather than what they think? That’s the role of attractors. They focus us on what humans — and by extension, organizations – find important even if they are not conscious of what that might be.

Using Attractors To Focus Discussion and Strategy

Just like the Death Star uses a tractor beam to pull spaceships into its orbit, we can use attractors to help us focus our strategic thinking. The first step is to determine what attractors we have. This might not be conscious — we can often find ourselves unaware of what is driving us. This is where having an evaluation plan can really help.

If not, here’s what we recommend doing.

  1. Talk. Ask questions and open up the conversation about what is not only valued, but what has value. This is about the narrative of what is important — what those stated goals are — and about what kind of evaluation metrics guide decision making. For example, consider a student who focuses on whether they get a grade of 94, an A, or a pass. Each of these are metrics that shape what is valued and what has value.
  2. Observe. This is where evaluation comes in. Evaluation is fundamentally an assessment of what is valued and how that value is expressed. Some say it’s about merit, worth, and significance. Regardless of how you define evaluation, the key is using methods and tools that can help you detect what an organization pays attention to and considers in its decisions. Take for example the role of evidence in decision making. If an organization claims to be evidence based, yet repeatedly neglects its research or fails to invest the energy in reviewing research, it shows that this value isn’t valued in practice.
  3. Sort Once you have the data from what is reported and what is witnessed it’s important to sort and to engage in a form of sensemaking that involves a social process of meaning-making from data that is usually complex and multi-layered. Our attractions and attractors are things that often fit this because they aren’t straightforward. There are issues of what we want and what we actually feel. It’s often why we experience feelings of cognitive dissonance — a separation between what we think and what we do.
  4. Design. The last part is to take what we learn and design a strategy around what we are attracted to — or want to avoid. By being conscious of what it is that we are looking to move toward or from we can be far more intentional in how we go about setting up systems and strategies to get us where we desire. This intention, design-driven process both works with how we are and who we want to be (as an organization or individuals).

Attractors, as their name suggests, can draw us to them and be powerful vehicles for focusing change if we’re aware of them and work with them, rather than against them.

We can help if you want some support in identifying and using attractors as a means to help you learn, grow, and focus your organization and generate impact. Contact us to learn more.

“Strange attractor?” by Kevin Dooley is licensed under CC BY 2.0.

Mind Maps For Complex Projects

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A mind map is a powerful, simple organizing tool that features a lot of information on a single page. We use mind maps and other visual tools to communicate relationships between ideas, people, project components and topics with our clients and partners. We present a short introduction to how and why you might want to use mind maps in your work.

A mind map is a visual representation of a project that links actors and actions together. This article focuses on using mind maps, not creating them.

Below is an example from software provider Lucidspark (which is a tool for creating mindmaps) that illustrates what a mind map is and how it can connect ideas and actions together.

Visualizing our Relationships

A search of Google (or any other search engine) will find thousands of visual examples of what a mind map is. There are few ‘essentials’ for mind mapping, which is among its most attractive features.

A complex project is one where there are many things happening at the same time, at different time scales, and involving many interdependencies and actors. That’s just a way of saying: there’s a lot going on.

It doesn’t matter how you organize your mind map only that it is useful. That means it provides information that you can make decisions with and act on. If it does that, it’s a good mind map.

Once we have that in place, the mind map allows us to examine the relationships between the nodes and topics to assess their fit. The expression ‘getting on the same page‘ reflects an ability for all of those looking at the document to have a similar representation of what’s on that page. The mind map allows us to verify relationships between entities, determine gaps or inaccuracies, and explore different ways of connecting things together.

There may not be a single ‘master’ map that is better than all, but there may be a map that is more useful than others.

How to Use Mind Maps

When we use this with clients and partners on projects we aim for the following:

  • To examine the assumptions involved in the project
  • To explore alternative relationships of fit and see if the map is the best representation of what we are looking at
  • To guide the project and keep the topics on track
  • To provide a building block for connecting ideas together (in ways that weren’t done previously)
  • To map out a system of relationships
  • To use colour and visuals to surface feelings, thoughts, and other emotional aspects of the project that might influence the strategy or outcomes

By creating a visual representation we see the whole project and the relationship context. Relationships are the key in any complex system. When we visualize these relationships it allows us to see how the actions in one relationship can affect others. Visual maps can aid us in anticipating possible effects.

(Note: We don’t use the term ‘unintended effects’ – just effects because in complex systems it’s too hard to predict cause and effect with any degree of accuracy).

We continually refer back to our maps to help ensure we are accounting for all relationships of importance throughout the project and not just those that have the most amount of activity within them. It’s incredibly difficult to track this in our heads or in something like a spreadsheet or text document.

Mind maps can be great tools to visualize a lot of information and get you and your collaborators on the same page when it comes to understanding what is going on in a complex system and program. Try it out — they are easy to create and simple to use.

If you want to use this approach to visualizing your programs and using this to help you innovate, contact us – we’d love to hear from you.

After-Action Review: Learning Together Through Complexity

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Complexity science is the study of how systems behave when under conditions of high dynamism (change) and instability due to the number, sequencing, and organization of actors, relationships, and outcomes. Complex systems pose difficulty drawing clear lessons because the relationship between causes and consequences are rarely straightforward. To illustrate, consider how having one child provides only loose guidance on how to parent a second, third or fourth child: there’s no template.

An After-Action Review is one such way to learn from actions you take in a complex system to help shape what you do in the future and provide guidance on what steps should be taken next.

The After-Action Review (AAR) is a method of sensemaking and supporting organizational learning through shared narratives and group reflection once an action has been taken on a specific project aimed at producing a particular outcome — regardless of what happened. The method has been widely used in the US Military and has since been applied to many sectors. Too often our retrospective reviews happen only when things fail, but through examining any outcome we can better learn what works, when, how, and when our efforts produce certain outcomes.

Here’s what it is and how to use it.

Learning Together

An AAR is a social process aimed at illuminating causal connections between actions and outcomes. It is not about developing best practice, rather it is to create a shared narrative of a process from many different perspectives. It recognizes that we may engage in a shared event, but our experience and perceptions of that event might be different and within these differences lie the foundation for learning.

To do this well, you will need to have a facilitator and a note-taker. This also must be done in an environment that allows individuals to speak freely, frankly, and without any fear of negative reprisals — which is a culture that must be cultivated early and ahead of time. The aim isn’t to point blame, but to learn. The facilitator can be within the team or outside the team. The US Military has a process where the teams undertake their own self-facilitated AAR’s.

To begin, gather those individuals directly involved in a project together in close proximity to the ‘end’ (e.g., launch, delivery of the product, etc..). As a group, reflect on the following three question sets:

  1. The Objectives & Outcomes:
    • What was supposed to happen?
    • What actually happened?
    • Practice Notes: Notice whether there were discrepancies between perceptions of the objective in the first place and where there are differences in what people pay attention to, what value they ascribe to that activity (see below), and how events were sequenced.
  2. Positive, Negative, and Neutral Events:
    • What created benefit / what ‘worked’ ?
    • What created problems / what ‘didn’t ‘work’?
    • Practice notes: The reason for putting ‘work’ in quotes is that there may not be a clear line between the activities and outcomes or a pre-determined sense of what is expected and to what degree, particularly with innovations where there isn’t a best practice or benchmark. Note how people may differ on their view of what a success or failure might be.
  3. Future Steps:
    • What might we do next time?
    • Practice notes: This is where a good note-taker is helpful as it allows you to record what happens in the discussion and recommendations. The process should end with a commitment to bringing these lessons together to inform strategic actions going forward next time something similar is undertaken.

Implementing the Method

Building AAR’s into your organization will help foster a culture of learning if done with care, respect and a commitment to non-judgemental hearing and accepting of what is discussed in these gatherings.

The length of an AAR can be anywhere from a half-hour to a full-day (or more) depending on the topic, context, and scale of the project.

An AAR is something that is to be done without a preconceived assessment of what the outcome of the event is. This means suspending the judgement about whether the outcome was a ‘success’ or ‘failure’ until after the AAR is completed. What often happens is successes and ‘wins’ are found in even the most difficult situations while areas of improvement or threats can be uncovered even when everything appeared to work (see the NASA case studies with the Challenger and Columbia space shuttle disasters).

Implementing an AAR every time your team does something significant as part of its operations can help you create a culture of learning and trust in your organization and draw out far more value from your innovation if you implement this regularly.

If your team is looking to improve its learning and create more value from your innovation investments, contact us and we can support you in building AAR’s into your organization and learn more from complexity.

Simple Systems Scoping

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Systems thinking done broadly allows us to take into consideration the various factors — structures, activities, relationships, interconnections — that can influence our organization, market, and domain of inquiry.

One of the fundamental qualities of systems is that they have boundaries. For example, when we consider an organization as a system we need to place boundaries on that organization such as who to include (e.g., all employees? full-time vs part-time? paid staff vs volunteers? settings or sites? etc..). There is no correct choice, just a useful one. Your boundary choices are to reflect what you are seeking to understand and how you’re seeking to act.

But how do you tell? We share with you a remarkably simple, but powerful way to scope your systems and determine if you have set the right boundaries.

Two Criteria

If you set your boundaries of inclusion in the system and find that you are lost and struggling to identify, map, or monitor the various interconnections, actors, actions, and outcomes within a system because there is too much to focus on then that is a sign you have bounded your system too loosely.

If you’re continuously finding yourself trying to explain what happened in the system by things outside of the boundaries, then you have bounded your system too tightly.

That’s it.

It may take some experimentation to get your boundaries right, however these two criteria can tell you if you’re on the right track or not.

Systems-informed strategy, mapping, and evaluation can be complicated, but understanding the boundaries does not have to be. This simple strategy has consistently allowed organizations to focus on what matters and avoid getting lost. The key is to make sure you have the ‘just right’ amount of detail and focus to allow you to make a meaningful sense of things and guide your action.

If you want help implementing a systems strategy for innovation and change in your organization or network, contact us.