Minimize the Kerfuffle

The Art of Applied Visual Thinking

During one conversation with my hubby about our upcoming vacation to an island in Maine with extended family, a tiny lightbulb went off for me. I was talking about things I assumed he would want to do during the week when he reminded me that I didn't have to guess what he wanted, I could actually just ask, because he was sitting right there.

Dumb, right? We think that just because we know someone well, we know exactly what they like, want and need at any given moment. Maybe sometimes that's true, but not always. Just as spouses and children grow and change, bosses and coworkers do, too. Similarly, when seeking a solution to a complex problem at work or planning any multi-faceted project or event, isn't it better to TEST assumptions before we set expectations?

It stands to reason that if all or most impacted parties are consulted during the planning phase, we can minimize the kerfuffle during the vacation, rollout or event. No assumptions, no surprises.

This insight led me to ask all of the family members who would be coming on the vacation what they required and what would make the vacation extra special if it were possible. Because my brain frequently gravitates toward lists and diagrams, my notebook quickly filled with lists of people's REQUIREMENTS and WISHES. Talking things through with everyone in advance also gave me the opportunity to temper expectations when I sensed that the wish bucket was getting full to overflowing.

To learn about the car camping innovation I designed last summer that saved time and reduced friction during packing, click to read "Packing More In with Visuals: Camping Innovation."

A couple of the wishes people mentioned involved reservations and scheduling, so I started a diagram like the one pictured here. I kept it super simple just blocking in meals, morning and afternoon segments. For example, my brother and his son were interested in fishing, and wanted to reserve a 1/2 day on a fishing charter. My family needed to reserve one evening to attend a birthday dinner. I filled in activities and meals that we imagined happening on specific days and times first so that we could be sure to keep plenty of unprogrammed time. 

My planning diagram prompted discussion about which activities and meals could be flexible, and which were relatively fixed. As a result, there was very little kerfuffle, and I think it's safe to say that the majority of (moderate) expectations were met.

While this story happened to stem from a personal experience, the process of info gathering can be used for any group activity planning, such as a team offsite or annual meeting. Here's how.