- A problem or issue has been identified, and there is a need to understand the underlying causes.
- There is a desire to explore all possible causes of a problem, rather than just the obvious ones.
- A team-based approach is needed to tackle a complex problem.
- Continuous improvement is a priority, and a structured way of identifying and addressing root causes is required.
The Fishbone Analysis Process
The steps to conduct a Fishbone Analysis are as follows:
- Define the Problem or Effect: Clearly state the problem or issue that needs to be addressed.
- Identify the Main Categories of Causes: Typical categories include Materials, Methods, Machines, Measurements, Environment, and People.
- Brainstorm Potential Causes: Encourage team members to generate as many potential causes as possible for each category.
- Organize the Causes: Arrange the potential causes on the Fishbone Diagram, with the main categories as the “bones” and the individual causes as the “smaller bones.”
- Analyze the Diagram: Examine the Fishbone Diagram to identify the most significant or likely causes of the problem.
- Prioritize and Take Action: Based on the analysis, determine the most critical causes and develop a plan to address them.
Fishbone Analysis Example
The attached fishbone diagram is a graphical representation of the potential causes contributing to the “Difficulty on Locating a Drawing” in a library or similar organization. The diagram is divided into four main categories: Material, Method, Man, and Equipment.
Material:
- Unclear writing on drawings
- Drawings are put under the wrong category
Method:
- Non-documented indexing procedure
- Improper organization procedure
Man:
- Library workers aren’t adequately informed
- Patron depends too much on librarian
- Library workers aren’t well-trained
Equipment:
- Filling cabinets
- Drawings are put too high on cabinets
- Lack of clear labels
- Cabinets are scattered
- Lack of machine in creating standard labels
The diagram systematically identifies and organizes the various factors that could be contributing to the difficulty in locating drawings within the library or organization. By examining each of these potential causes, the organization can work to address the root problems and improve the process of storing and retrieving drawings.
Action Plan
Here is a table outlining the action plan to address the difficulties in locating drawings within the library or organization based on the Fishbone diagram:
| Action Item | Objectives | Responsible Parties | Timeline |
|---|---|---|---|
| Improve Material Management | – Establish clear labeling and organization protocols for drawing storage
– Ensure all drawings are placed in the correct categories and storage locations |
– Library management
– Drawing cataloging team |
2 months |
| Enhance Indexing and Documentation | – Develop a comprehensive indexing procedure for all drawings
– Document the indexing process and ensure it is consistently followed |
– Library management
– Drawing cataloging team |
3 months |
| Provide Better Training and Support for Library Workers | – Implement training programs to educate library workers on drawing storage and retrieval
– Empower library workers to assist patrons more effectively |
– Library management
– Training department |
4 months |
| Optimize Equipment and Organization | – Evaluate the layout and accessibility of drawing storage cabinets
– Consider installing storage solutions that make drawings easier to locate (e.g., adding clear labels, improving cabinet organization) – Investigate the feasibility of acquiring a machine to create standard labels |
– Facilities management
– Library management |
6 months |
| Improve Communication and Collaboration | – Foster better communication between library workers and patrons to understand their needs
– Encourage feedback and input from both library workers and patrons to identify areas for improvement |
– Library management
– Customer service team |
Ongoing |
| Implement Continuous Improvement | – Regularly review the Fishbone diagram and action plan to monitor progress
– Collect and analyze data on drawing retrieval success rates and patron satisfaction – Adjust the action plan as needed based on feedback and changing requirements |
– Library management
– Continuous improvement team |
Quarterly |
This table provides a clear and structured overview of the key action items, objectives, responsible parties, and timelines for implementing the improvement strategies identified in the Fishbone diagram. By tracking the progress of each action item, the organization can ensure the effective execution of the plan and make adjustments as needed to achieve the desired outcomes.
Conclusion
By following the Fishbone Analysis process, organizations can systematically identify and address the root causes of a problem, leading to more effective and sustainable solutions. This powerful tool can be a valuable asset in any organization’s continuous improvement efforts.
The fishbone diagram is a valuable tool for problem-solving, as it encourages a comprehensive analysis of the situation and helps to identify areas for improvement. This type of visual representation can be particularly useful in a collaborative setting, where team members can contribute their insights and work together to find solutions.