Organisational Methodologies

As I complete my bachelor course, my studies have given me the opportunity to develop, alongside architectural skills, a set of organisational techniques for efficient management of tasks and their completion by set deadlines. I would like to share with you, some strategies which I have found to be incredibly helpful. Although many of these are more tailored to the creative field, they can be flexibly used to suit different purposes in a range of fields.

• Function Analysis Systems Technique Diagram

• The Sketchbook

• Weighted Evaluation Matrix

• The Digital Whiteboard

• Placeholder Planning

• The Checklist

Function Analysis Systems Technique Diagram

The Function Analysis Systems Technique diagram (otherwise known as FAST diagram) is a graphical flowchart representing the logical relationships between the functions of a project. It forms a coherent basis of the project by laying out consequential steps for ‘how’ the goal will be accomplished, as read left to right. It also answers the question of ‘why’ a certain step is undertaken, when read right to left. To put it into context, have a look at the simplified example below:

• How to reduce project costs? → Utilise site orientation.

How? → Orient living areas to the North to maximise solar gain.

• Why orient living areas to maximise solar gain? → To utilise site orientation.

Why? → To reduce project costs.

The use of a FAST diagram encourages both the creative and logical thinking process, helping to verify if project goals are being met through the set of actions undertaken. In the case that they are not, different solutions may be proposed, and unnecessary or contradictory steps may be re-evaluated.

Although it may start off messy, it can later be condensed into a neater and more succinct version. Aside from the traditional paper and pen method, there are various software tools that can be used to create a digital FAST diagram (including Miro, Adobe Illustrator and Microsoft PowerPoint) for a graphically appealing, colour-coordinated visual representation.

The Sketchbook

The sketchbook is a blank canvas of limitless possibilities. It is a great starting point for exploration of ideas in a pressure-free environment, through the means of sketching, annotating, planning, and formulating. You are able to see a vision inside your mind visualised in front of you on paper and further evaluate its applicability in real life. It is also a place of discovery, as ideas often lead to more ideas – the sketchbook allows for random connections and the juxtaposition of ideas in a space that is freely yours. To me, it has always been the birthplace of the key concepts of my architectural design propositions.

Weighted Evaluation Matrix

A weighted evaluation matrix is a useful device for decision-making when there is a number of potential options to select from, and a number of parameters to consider for each option, of varying degrees of importance. For such complex decisions, this method removes much of the bias or emotion involved, by quantifying subjective matters into objective analysis using a point-rating system.

The steps to perform value analysis using the weighted evaluation matrix are as follows:

1. Establish importance of functional parameters (e.g. ease of use, comfort, efficiency).

   1. Preference every parameter with each other.

   2. Rate the degree of preference.

   3. Sum the scores for each parameter.

   4. Divide by total score to get percentage importance of each parameter.

2. Assess prospective options (e.g. electrical, hydronic, gas heating) against weighted functional parameters.

   1. Rate each option against each parameter.

   2. Multiply rating score by percentage weight given to each parameter, to derive value.

   3. Sum value scores for each option.

3. Evaluate best value by comparing total sums.

   1. The option with the highest total score is of highest value.

4. Analyse cost performance graph to make final choice.

   1. Consider derived values against the cost of the option.

The weighted evaluation method is a systematic and rational decision-making approach that can be used for many aspects of work, and even for personal life, e.g. which house to buy or which destination to travel to.

The Digital Whiteboard

The digital whiteboard is a very powerful and useful tool that is gaining significant traction, especially with the shift to work-from-home. Online whiteboard platforms such as Miro contain numerous functions, allowing for the collation of photos, drawings, post-its and more, which can be clearly organised using frames, shapes and linking arrows of different colours and weights. The uses for this platform are abundant; be it mind-mapping, creating templates, mood boards, inspiration collation, strengths and weaknesses evaluation, mark-ups, categorisation, diagramming and more.

The beautiful thing about a digital whiteboard over a conventional one is its infinite nature – you can create numerous mind maps/brainstorms and keep expanding on it endlessly, whilst still having it all in one place. The ability to zoom in to view finer details and text, as well as the ability to zoom out to see the entire extent of the work, allows for greater understanding of the project from various perspectives. It also works effectively as a platform for collaboration, as everyone in the team can engage with the material as they wish, both asynchronously and in real time. Because it is stored as a soft copy, material is not just held for temporary viewing – instead it is accessible at any moment in time, making it easier to revise, relearn and refer to content. Overall, the online whiteboard is an exciting and effective multi-purpose tool for today’s digital age.

Placeholder Planning

Usually, the outcome for a design proposition is a set of graphically compelling drawings which both communicates and ‘sells’ the project concept. In order to produce this, planning ahead for the type, placement and scale of drawings using placeholders with drawing titles and relevant notes sets up a strong direction to work towards, even though it may change during the process. This is especially useful for creative work as it helps to better visualise how the final drawings will be composed, making it easier to amend, resize and rearrange the content early on, saving time and energy.

The aim of this exercise is to establish an overall graphic design layout of the project that conveys the concept effectively, and where the relationships between graphic elements are cohesive and balanced.

Some general graphic design strategies which are usually pleasing to the eye include:

• Aligning and sizing elements to a grid, for a structured appearance. A grid also makes the design easier to readjust within the framework.

• Using a consistent colour palette throughout all drawings for a graphically unified look.

• Giving hierarchy to text (headings, subheadings, paragraphs) and scale of drawings – the drawings should be of appropriate scale to clearly depict their level of detail.

• Utilising blank/white space – it declutters, giving graphic elements room to breathe.

The Checklist

Last but not least, the checklist is always a personal favourite of mine. Having a checklist, even for design projects, is a very useful technique that converts the final product into smaller tasks that simply have to be ticked off, one by one, to achieve the end result. It takes a lot of the stress away and reduces the mental energy needed to consider every aspect of the project – instead, it just becomes about actively doing each task (as set out in the checklist) well. The conventional list may be further organised for better management; by categorising into tasks and subtasks, numbering according to priority, and assigning a completion time. Ticking off items in a checklist is also an excellent dopamine-releaser, motivating further success linked to learning and achievement.

All in all, organisational methodologies are useful devices to assist in more thorough and well-considered outcomes, delivered efficiently in a timely manner.

Thoughts, questions? What strategies do you like to use? Drop a comment below.