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In an ever-changing world, nothing stays perfect for long. To stay ahead of your competitors, you need to be able to
refine your processes on an ongoing basis, so that your services remain efficient and your customers stay happy.
This article looks the FOCUS Model – a simple quality-improvement tool that helps you do this.
The model is helpful because it uses a team-based approach to problem solving and to business-process
improvement and this makes it particularly useful for solving cross-departmental process issues. Also, it encourages
people to rely on objective data rather than on personal opinions, and this improves the quality of the outcome.
5. Select a solution.
According to a popular analogy, identifying problems is like harvesting apples. At first, this is easy – you can pick
apples up from the ground and from the lower branches of the tree. But the more fruit you collect, the harder it
becomes. Eventually, the remaining fruit is all out of reach, and you need to use a ladder to reach the topmost
branches.
Start with a simple problem to get the team up to speed with the FOCUS method. Then, when confidence is high, turn
your attention to more complex processes.
If the problem isn't obvious, use these questions to identify possible issues:
What might happen in the future that could become a problem for us?
Where possible, bring together team members from a range of disciplines – this will give you a broad range of skills,
perspectives, and experience to draw on.
Select team members who are familiar with the issue or process in hand, and who have a stake in its resolution.
Enthusiasm for the project will be greatest if people volunteer for it, so emphasize how individuals will benefit from
being involved.
Keep in mind that a diverse team is more likely to find a creative solution than a group of people with the same
outlook.
Before the team can begin to solve the problem, you need to define it clearly and concisely.
According to "Total Quality Management for Hospital Nutrition Services," a key book on the FOCUS Model, an
enthusiastic team may be keen to attack an "elephant-sized" problem, but the key to success is to break it down into
"sushi-sized" pieces that can be analyzed and solved more easily.
Record the details in a problem statement, which will then serve as the focal point for the rest of the exercise. Focus
on factual events and measurable conditions such as:
The problem statement must be objective, so avoid relying on personal opinions, gut feelings, and emotions. Also, be
on guard against "factoids" – statements that appear to be facts, but that are really opinions that have come to be
accepted as fact.
Once the problem statement has been completed, members of the team gather data about the problem to
understand it more fully.
Dedicate plenty of time to this stage, as this is where you will identify the fundamental steps in the process that, when
changed, will bring about the biggest improvement.
Consider what you know about the problem. Has anyone else tried to fix a similar problem before? If so, what
happened, and what can you learn from this?
Use a flow chart to organize and visualize each step; this can help you discover the stage at which the problem is
happening. And try to identify any bottlenecks or failures in the process that could be causing problems.
As you develop your understanding, potential solutions to the problem may become apparent. Beware of jumping to
"obvious" conclusions – these could overlook important parts of the problem, and could create a whole new process
that fails to solve the problem.
Generate as many possible solutions as you can through normal structured thinking, brainstorming and reverse
brainstorming. Don't criticize ideas initially – just come up with lots of possible ideas to explore.
Once you've selected an idea, think about the possible consequences of moving ahead, and make a well-considered
go/no-go decision to decide whether or not you should run the project.
Key Points
The FOCUS Model is a simple quality-improvement tool commonly used in the health care industry. You can use it to
improve any process, but it is particularly useful for processes that span different departments.
5. Select a solution.
People often use the FOCUS Model in conjunction with the Plan-Do-Check-Act cycle, which allows teams to
implement their solution in a controlled way.
*Originator unknown. Please let us know if you know who the originator is.