MENTORSHIP PROGRAM

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OF EXCELLENCE
FOUNDATION FOR EXCELLENCE
MENTORSHIP PROGRAM

Problem-Solving and
Decision-Making
Session II
Time of Session
Topics covered in the session (1-1.5 hours)
Introduction of Topic
Selecting the best alternative using Decision-
making matrix Tips on planning and reviewing
CONTENT
ONTENT

Objectives
● Understand the nuances of planning and on-time monitoring
● Understand the techniques to select the best alternative
- Decision-making matrix
Pre-reading for Mentee / Assignments Due
Mentee to go through the case study and come prepared for the session.

Imagine that your HOD has put you in charge of taking on a new outsourced canteen food supplier. You've already
identified several different suppliers, and you now need to decide which one to use. You could decide to go with the low-
cost option. But you don't want to make your decision on cost alone – many other important factors need to be considered.
How would you go about making your decision?

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SESSION FLOW

Action Item Time

Recap of previous session on Problem Solving and Decision Making 5 min

1 Review Assignment and provide feedback 15 min

2 Discuss the following (content provided) 5 min

Introduction - Decision-making matrix

3 Understanding the matrix in relation to the case study, application of matrix concept to case 10 min
study
5 Activity on Case study on creating action plan 10 min

6 Session Wrap-up: reflect on what 10 min

You Did
You Learnt
You found interesting
Questions about content

8 Session Feedback Post Session

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STEP 3 – SELECTING BEST ALTERNATIVE

Recall DISCO: In our previous sessions we learnt how to “Define the problem” and also
how to “Identify alternatives”. We are now going to explore the “S” of DISCO -
“Selecting the best alternative” or in other words Decision Making.

Step 3 – Selecting the Best Alternative

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DECISION MAKING

Decision making is part of everyone’s life and all of us have to make decisions every moment. Right from choosing what to wear to
what to eat to where we live and work and extending to whom we marry, decisions are an integral part of our lives. A lot of time is
consumed while decisions are taken. In a management setting, decision cannot be taken abruptly. Following steps are normally
followed:
1. Defining the problem
2. Gathering information and collecting data
3. Developing and weighing the options
4. Choosing best possible option
5. Plan and execute
6. Take follow up action

Decision making should be based on a systematic evaluation of the alternatives. An important part of this process involves determining
the possible outcomes of the various alternatives. The choice process is mostly rational, but very skilled decision makers rely on
intuition as well, especially for complex problems.

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DECISION MAKING MATRIX

Step 1: List all of your options as the row labels on the table, and list the factors that you need to consider as the column headings.
 
Step 2: Next, work your way down the columns of your table, scoring each option for each of the factors in your decision. Score
each option from 0 (poor) to 5 (very good).
 
Step 3: The next step is to work out the relative importance of the factors in your decision. Show these as numbers from, say, 0 to
5, where 0 means that the factor is absolutely unimportant in the final decision, and 5 means that it is very important.
 
Step 4: Now multiply each of your scores from step 2 by the values for the relative importance of the factor that you calculated in
step 3. This will give you weighted scores for each option/factor combination.
 
Step 5: Finally, add up these weighted scores for each of your options. The option that scores the highest wins!

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ACTIVITY 1

CASE STUDY
TIME: 15 MINS

Discuss how to use the Decision-Making Matrix and utilise it to rework the assignment regarding vendor selection
for your college canteen.

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APPLICATION

Let’s Look At Applying This To Our Case Study (Assignment from previous session)
You need to find a new supplier for your canteen food and if you have four options. Factors that you could consider are
- Cost
- Quality
- Location
- Reliability
- Payment options

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DECISION MAKING MATRIX STEP 1 & 2

Step 1/ 2: List all suppliers/vendors as rows and the factors as columns as follows and score each
option from 0 (poor) to 5 (very good).

Factors Cost Quality Location Reliability Payment Total

options
Weights:

Supplier 1 1 0 0 1 3

Supplier 2 0 3 2 2 1

Supplier 3 2 2 1 3 0

Supplier 2 3 3 3 0

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0
DECISION MAKING MATRIX STEP 3

Step 3: Decide the relative weights for each of the factors

Factors Cost Quality Location Reliability Payment Total

options
Weights: 4 5 1 2 3

Supplier 1 1 0 0 1 3

Supplier 2 0 3 2 2 1

Supplier 3 2 2 1 3 0

Supplier 2 3 3 3 0

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DECISION MAKING MATRIX STEP 4 & 5

Step 4: Multiply these by the scores already entered, and total them

Factors Cost Quality Location Reliability Payment Total

options
Weights: 4 5 1 2 3

Supplier 1 1 0 0 1 3 15

Supplier 2 0 3 2 2 1 24

Supplier 3 2 2 1 3 0 25

Supplier 2 3 3 3 0 32

Step 5: Supplier 4 scores the highest and will be your best choice for vendor.

Refer to notes below

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STEP 4 – CREATING A PLAN

Step 4 – Creating an Action plan

An action plan is a document that lists what steps must be taken in order to achieve a specific goal.

A plan is like a map. When following a plan, you can always see how much you have progressed towards your project goal and
how far you are from your destination. Knowing where you are is essential for making good decisions on where to go or what to
do next. Here is how you can create an action plan

1. Make Sure Your Goals Are SMART.

a. S - Specific
b. M - Measurable
c. A - Attainable
d. R - Relevant
e. T - Timely
2. Work Backwards to Set Milestones
3. Decide What Actions Are Required to Reach These Milestones
4. Put Your Actions Into a Schedule - create time lines
5. Monitor progress.

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ACTIVITY 2

Trek To Himalayas

Mentor to narrate the following scenario to the mentee:

You and a group of seven other friends intend going for a trek to the
Himalayas this year. How would you go about planning for the same?

Once you have arrived at the best alternative using the decision-making
matrix, planning towards using the alternative involves similar steps.

Refer to notes below

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ACTIVITY 3

Case Study
(10 Mins)

Imagine that your marks in the final exams last year were not satisfactory. You defined the problem using the 5
why technique and identified your computer skills being weak. You identify multiple alternatives like self-
study, online courses, joining some evening classes for the same etc.
While selecting the best alternative using decision-making matrix, you arrive at the alternative of attending
evening classes with some IT training centres in the city. Please create an action plan for the same.

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STEP 5 – ON TIME MONITORING

Step 5 – On Time Monitoring

As an Action Plan for a solution to a problem is being implemented it is important to monitor its progress. Monitoring requires
reflection. Monitoring the plan helps to ensure that the solution is being implemented as expected. In order to monitor the plan
the following questions should be asked:
 
1. Has each step been implemented correctly?
2. Has each step been implemented on time?
3. Has the expected outcome materialized from the completion of each step?
 
Based on the answers to the above questions the following questions may need to be considered:
4. Is more time required?
5. Are more resources required?
6. Was the plan realistic?
7. What action needs to be taken?
8. Does the plan need to change?

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RESOURCES

1. https://www.mindtools.com/pages/article/newTED_03.htm
2. https://www.youtube.com/watch?time_continue=4&v=xO7xJ1sTyPI
3. https://www.thebalance.com/how-to-create-an-action-plan-to-achieve-your-goals-17 94
129

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THANK YOU

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