Preparation
01 · Define the purpose
- Clarify the objective of the activity, such as identifying specific barriers, optimizing processes, or improving team coordination.
02 · Prepare the materials
- Boards or large whiteboards for diagrams.
- Markers, sticky notes, or index cards for writing ideas.
- Optional: Digital tools like Miro or MURAL for an online version.
03 · Structure the analysis
- Define guiding questions to direct the reflection, such as: What recurring challenges do we face in this project? Which processes seem to be the most delayed? What are the possible causes of these problems?
- What recurring challenges do we face in this project?
- Which processes seem to be the most delayed?
- What are the possible causes of these problems?
Step-by-step instructions
1
Introduce the purpose
- Explain the objective of the activity: identifying "bottlenecks" or critical points slowing down the project and generating strategies to resolve them.
- Ensure that all participants understand what a bottleneck is and how it affects overall project performance.
2
Map the current process
- Invite the group to visualize the workflow or key processes of the project.
- Use flowcharts or timelines to represent the stages.
3
Identify bottlenecks
- Participants identify areas where delays, recurring errors, or coordination issues have been observed.
- They can write their observations on sticky notes and place them directly on the diagram or board.
- Discuss each point to ensure that everyone understands the identified problems.
4
Analyze root causes
- Use tools such as the fishbone diagram (Ishikawa) or the 5 Whys to explore the root causes of bottlenecks.
- Example: If budget approval is delayed, ask "why?" repeatedly until reaching the underlying cause.
5
Prioritize problems
- Classify bottlenecks based on their impact and urgency:
- High priority: Significantly impacts the project and must be addressed immediately.
- Medium priority: Partially affects project flow.
- Low priority: Minor issues that can be resolved in the long term.
6
Generate solutions
- Participants propose strategies to resolve or mitigate each bottleneck.
- Discuss the feasibility and resources needed to implement the solutions.
7
Plan actions
- Assign responsibilities and set deadlines for implementing the agreed solutions.
- Document the decisions in a clear and accessible action plan for everyone.
8
Closure and reflection
- Review the key learnings from the exercise and reflect on how to prevent future bottlenecks.
- Reinforce the importance of collaboration and communication in overcoming obstacles.
Examples of common bottlenecks
- Delays in decision-making.
- Lack of communication between teams.
- Shortage of material or human resources.
- Slow bureaucratic processes.
- Poorly defined roles and responsibilities.
- Task dependencies causing blockages.
- Delays in budget approvals.
- Recurring technical issues.
- Lack of follow-up on key activities.
- Work overload on specific team members.
Materials
Board, whiteboard, or large paper for diagrams.
Markers, sticky notes, or index cards.
Practical recommendations
Encourage participation
Ensure that all stakeholders have the opportunity to contribute.
Facilitate analysis
Use visual tools to organize ideas clearly.
Prioritize issues
Focus on the most critical bottlenecks for the project's success.
Document decisions
Record the agreed solutions and deadlines for implementation.
