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The third reason is tied to learning. We must not stop learning if we want to
improve the world we live in. Improving our lives and the lives of the
people around us means we must be aware of the systems that we are a
part of. We must also seek to understand how our choices affect those
systems.
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What is a System and What is Systems Thinking?
To look at why system thinking is critical, let’s put off the academic
approach for a bit and start with a story.
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There is a man and a woman. They are happily going about their
single lives, enjoying life and by happenstance, they meet one night in
a cozy café. They share a drink and some conversation. That leads to
an exchange of phone numbers and that happenstance meeting
becomes a few planned meetings that later become official dates. The
dates become a romance and the romance becomes an engagement
(don’t worry, the romance is still there). The engagement becomes a
marriage and with marriage comes some realities of family life: a
mortgage, some little ones, many dirty diapers, and barely balanced
work-home-life schedules. One day there’s a sock on the floor and
there is an eruption of emotion about that SOCK! Words are
exchanged…. “You don’t appreciate me anymore! You don’t
understand!” The other person may want to counter that verbal
explosion with an explanation about how the sock got on the floor,
how it was going to be put away later…but, is this REALLY about the
sock on the floor? A systems thinker would know that this is not
about the sock at all. A systems thinker would begin to wonder, “how
did a sock come to endanger this beautiful relationship that started
with a glance and became a romance?” The sock is an event…just one
event in a system that has been playing out, albeit quietly, almost
undercover, for quite a while. That sock isn’t really an event at all. It
is a visible trigger that now reveals that the reinforcing loop of
romantic relationship has some counteracting balancing, or even
negating effects at play.
And just when you thought that the ASQ was all about statistics, process
maps and quality audits, now we’re ready to improve the quality of
marriages. Okay, maybe we’re exaggerating there, but let’s unpack how we
could go about getting beyond the sock on the floor.
Peter Senge, in his best-selling work, The Fifth Discipline (1990), defines
systems thinking as a “conceptual framework, a body of knowledge and
tools that has been developed to make the full patterns clearer, and to help
us see how to change them effectively.” (1990, p. 7) Take note that systems
thinking is both a body of knowledge and a set of tools, sharing a clear
purpose. That purpose is to make effective changes. Effective is the key
adjective. Gharajedaghi (2006) argued that systems thinking rested on four
foundations: (a) holistic thinking - structure, function, and process, (b)
operational thinking - the dynamics of multi-loop feedback systems, chaos,
and complexity, (c) self-organization – moving toward a socio-cultural
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model, and (d) interactive design – redesigning the future and inventing the
ways to reach that future (p. 107). As you can see, systems thinking,
provides us a way to look beyond the events and search for underlying
patterns or dynamics that help us to find ways that may have been hidden
or counterintuitive so that we can change the system.
Here’s another way to say this. Systems thinking acknowledges that the
sum is greater than the parts. For example, an orchestra is more than just a
lot of instruments. You do not improve a symphony by individually
improving each instrument and each player. When the brass section is too
strong, do you think that you will hear the string section clearly? So in a
business setting, when production is rewarded by pushing product out the
door while sourcing is rewarded by finding the cheapest materials, do you
think the organization will thrive? That push to ship coupled with flawed
material is likely to lead to a higher defect rate, rework, and for the
organization as a whole – a financial loss. There is an effective system for
reducing material cost and producing material for rapid shipment. Is that
the outcome desired by the organization? Or is the organization interested
in profitability: defined as the amount of money it gets to keep after
expenses?
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The beauty of Deming’s (1986) almost cartoon like simplicity is that it
makes it obvious that all the parts of any enterprise, from distant supplier
to future customer, are somehow linked together. And, when feedback is
added, it is then obvious that the system is not a static, one-shot picture, but
rather a frame out of a movie.
It reveals how inputs are altered into tangible outputs for the purpose of
satisfying customers. The process map allows process data to be
understood in their context of the flow of inputs, the capability and capacity
of the transformation, or the efficiency or effectiveness of products that
satisfy customers. What the process map doesn’t do is show the
interrelationships, the systems that reach between each process point.
Let’s take a look at the boxes in Figure 2. Together the boxes show the
process of producing a service. Yet, each box is linked by underlying
systems. A good systems diagram would show how the various parts of a
system work together to help a system to be self-sustaining, or where the
system is improving or worsening (Figure 1). Let’s go back to our earlier
example about materials quality (suppliers), production
(Process/transform), and customers. The system that rewards the sourcing
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team for buying cheap material and the production floor for moving
product out the door penalizes the organization when the customer returns
the product and asks for rework, for a refund, or requires warranty service
for the product. System diagrams fill a void where process maps are
inadequate. Similar to process maps, system diagrams can always have
more detail, but unlike process maps, that detail doesn’t add density. The
detail reveals more complexity, usually dynamic complexity.
This may all start to sound very Harry Potter-ish, with talk about
mysterious systems diagrams that delve into the mysteries of life.
Sometimes it feels that way. Remember the definition we used earlier: a
system is a “a body of knowledge and a set of tools” (Senge, 1990)? Let’s
take a look at the tools.
Senge (1990) offers two simple building blocks upon which we can build
system diagrams that help us see the dynamics in even the most complex
systems. These blocks are the reinforcing loop and the balancing loop.
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A real-life example of a
negative reinforcing loop is
the USS Challenger’s
destruction due to O-ring
failure (Tufte, 1997). It
represents a dramatic
example of how reinforcing
loops perform. Tufte
examined how information
presented in 13 charts faxed
to NASA the night before the
launch was disregarded by a
high-level NASA official. The
charts contained information
about O-ring damage during
cool weather launches,
Figure 3. NASA managers dismiss
physics of resiliency, and
vendor engineers’ concerns about
experimental data.
the USS Challenger launch.
Not all dynamics build upon themselves. Some systems have a natural
balancing mechanism that prevents the runaway nature of the reinforcing
loop. A simple illustration of this dynamic is when you turn on the water in
the shower.
There are many engineering principles that reflect this sort of balancing
dynamic. Fans, generators, ships, pumps all have mechanical properties that
increase exponentially the force needed to make them go faster. A more
common example is your car’s shock absorbers, which provide increasing
resistive force with increasing severity of the bumps; i.e. the faster you try
to compress the shock absorber, the more it pushes back. Some would think
that we are describing getting a rebellious teen to clean their room, which
does provide an illustration of a complex system at work.
Building Blocks
Our goal in this section is to whet your appetite; we will look at common
combinations of reinforcing loops, balancing loops, and delays. These
combinations reveal some complex realities so that you can find points of
leverage to make effective changes in your systems and organizations. We
can put these three elements - two loops and the delay - together in
limitless ways. Just like a mere four molecules can be combined in millions
of ways to define the human genome, these loops can be assembled to
explain very complex dynamics.
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Archetype Examples
Peter Senge and his team (Senge, 1990; Senge et al., 1994) compiled a set of
combinations that describe fairly common situations. They have given them
names that provide an easy way to recall them and to see if one of them
describes the system situation that you and your organization find yourself
in. They gave these common situations the title of archetype. It’s a cool word
that works well with academics, but you’d be just as well served by saying
“I’ve seen this situation before.” While we recommend that you take some
time to grab a copy of The Fifth Discipline Fieldbook (Senge et al., 1994) to
learn about these archetypes in more depth, we will provide a bit of an
overview here. Based on their years of experience, Senge et al. developed
the Situations described below. While they may be written as fictional, these
are quasi-realistic situations and represent ways to not only explain the
archetypes, but help to see common situations in which they are found.
Situation: I thought that this new process or initiative would catch on.
We went after the low hanging fruit and we had great successes but
now a year down the road, we seem to have stalled.
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work and we like the new capability, (meanwhile, in another
department or two or three, the exact same decisions are being
made). Weeks later...The first department says, “We can’t seem to get
anything out of our IT folks, they used to be so responsive and
creative; now all we get are forms that ask us to justify why we are
asking for these new web features.”
This Tragedy of the Commons archetype gets its name from those colonial
villages that were built with the houses forming a common area (the
commons) in the middle where animals would graze. But who owns the
commons? And what happens when citizen Smith thinks, “Hey, lots of grass,
I’ll increase my flock a little” and then citizen Kane thinks the same, then
citizen Lopez…and so on. Pretty soon, the commons are barren because it
has been overgrazed. This situation happens slowly…the deterioration is
imperceptible at first. This archetype reflects a very common situation
when two or more entities are drawing on what appears to be a very large
resource...and they decide to draw a little more, until eventually, there is no
more resource.
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are likely to be shortchanged. This is a classic example of how optimizing
one area negatively impacts another area: a situation that could have been
avoided by using systems thinking. Over time, these little changes build on
each other and erodes the performance of the system, and in this case the
system is the company.
Actually, it’s probably easier to say when you should NOT use systems
thinking. Here are a couple of examples. One, when you are still in the cast
the glance stage of a relationship…One, you might not want to explain how
systems theory predicts that you may end up in a stupid argument about
socks.
Two, when you are in a bar and you knock over the beer belonging to the
lead gang member, this is not a good time to talk about accidental
adversaries. Otherwise, systems thinking, as one of the four elements of
Deming’s (2000) System of Profound Knowledge or, as one of the five
disciplines (actually, it IS the Fifth Discipline) of a learning organization
(Senge, 1990; Senge et al., 1994), is
valuable whenever you want to Deming’s System of Profound
Knowledge
change and improve any system.
· Knowledge of Psychology
· Understanding Variation
We are not going to kid you. Systems · Appreciation for a System
thinking is not easy. It is not like · Theory of Knowledge
algebra with a fairly well-known
way to plow through a set of Five Disciplines of a Learning
equations. It is probably more art Organization
· Personal Mastery
than science, and the diagrams are
· Shared Vision
never complete. Yes, you heard that · Mental Models
right, they are never complete. · Team Learning
There is no way we will ever know · Systems Thinking
every component at play. Deming
expanded on Dr. Lloyd S. Nelson’s quote “The most important figures for
management are unknown”, when Deming said “that the most important
losses and gains are not even under suspicion” (2013, p. 83). But systems
thinking is as good a tool as any at helping you peel back the onion layers
and see what is at play. The diagrams, while never complete, provide a safe
foundation for creating a learning dialogue, for you and your team to
expose and test your assumptions about what is making the system do what
it’s doing, and to test your assumptions about how effective various changes
could be.
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It’s messy. The learning lies in drawing the diagrams and in sharing them
and then fine-tuning them. This process gets folks away from reacting to
events and toward thinking about cause and effects over time. And there
are many, many occasions and reasons for doing that.
Summary
References
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Goldratt, E. M., & Cox, J. (1992). The goal: A process of ongoing improvement
(2nd rev. ed). Great Barrington, MA: North River Press.
Lepore, D., & Cohen, O. (1999). Deming and Goldratt: The theory of
constraints and the system of profound knowledge. Great Barrington,
MA: North River Press.
Senge, P. M. (1990). The fifth discipline: The art and practice of the learning
organization (1st ed). New York, NY: Currency/Doubleday.
Senge, P. M., Kleiner, A., Roberts, C., Ross, R. B., & Smith, Bryan J. (1994). The
fifth discipline fieldbook: Strategies and tools for building a learning
organization. New York: Currency, Doubleday.
Tufte, E. R. (1997). Visual explanations: Images and quantities, evidence and
narrative. Cheshire, CN: Graphics Press.
U.S. Department of Commerce, National Institute of Standards and
Technology. (2017). Baldrige Excellence Builder (p. 18). Retrieved
from
www.nist.gov/sites/default/files/documents/baldrige/publication
s/Baldrige_Excellence_Builder.pdf
Paul Armstrong
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C.A. “Charlie” Barton
Dr. Barton has been involved in quality initiatives since her days in the US
Navy where she learned the value of forward thinking solutions, skillfully
delivered. She is fascinated by the question: Why do most quality initiatives
fail? In Northwest Arkansas, she helped set up sustainable job analysis
audits and job leveling processes at Walmart and developed reliability
models for assessing safety and compliance reports from the field for Sam’s
Club. Dr. Barton earned her doctorate in Management studies with a focus
in Leadership and Organization Change from Walden University. In 2017,
she received the inaugural Leadership Excellence Award from the College of
Management and Technology, Walden University for Distinguished
Leadership, Scholarship, and Mentorship. She also holds an MBA, is an ASQ
Certified Quality Auditor, and a 2017 Examiner for the Arkansas Governor’s
Quality Award program. She has worked in industries as diverse as retail
and manufacturing and in organizations of all sizes. Her research interests
include business excellence and organization change management,
especially storytelling and organizational stories.
Michael Yergeau
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ASQ Human Development and Leadership Division
www.ASQHDANDL.ORG