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Thinking Process Workshop · Lesson 1 of 9

Writing undesirable effects

Every analysis starts with the problems people see. Learn what makes an undesirable effect (UDE), the two types, and the seven rules for wording one. Then write the UDEs of a system you know, and check them.

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Start from the system and its goal

A problem is only a problem in relation to something we want. So before listing problems, write down three things:

  1. The system or situation you want to improve: a plant, a sales region, a project portfolio, a team.
  2. Its goal: what the system exists to achieve.
  3. Its necessary conditions: what must be true for the goal to be reached, such as satisfied customers or secure employees.

Then look for the gaps: where current performance falls short of the goal or a necessary condition.

What is an undesirable effect?

An undesirable effect (UDE) is a negative aspect of current reality: a severe, recurring problem, defined in relation to the system’s goal or its necessary conditions. A UDE is a visible symptom of an underlying cause or core conflict. We don’t try to explain it yet; we just state it precisely.

There are two types, and a good analysis uses both:

  • Gap existence UDEs state the gap itself: “Our project due-date performance is 60%.”
  • Difficulty-to-close-the-gap UDEs state what gets in the way: “Resources are frequently not available”, “Priorities change frequently.”

Because one type often causes the other, having both helps the tree come together later.

Seven rules for wording a UDE

  1. It is a simple statement, with no cause and effect inside. No “because”, “due to”, “leads to”.
  2. It is an ongoing problem in your reality that stops the system performing better, not a one-off event.
  3. It describes a state: what is, not what should be.
  4. It is not blame. It describes an effect, not a person.
  5. It is not a speculated cause or a hidden solution. “We lack X” and “we need Y” are solutions in disguise.
  6. It doesn’t need its negative impact explained. If you have to add “…and this hurts us because…”, the real UDE is the impact.
  7. It is not subjective. Avoid words like difficult, hard, poor. Say what you can observe: how often, how much.
Wording What’s wrong Better
Because our salespeople promise due dates without consulting production, we are often late. Blame, two entities in one, and one is a speculated cause Too often the orders are late.
We don’t have the budget to buy more machines. Hidden solution Machines are not available when needed.
Our new production manager is too strict. Blame. What is the objective negative result? Many good workers resigned recently.
We have a bad project management process. Speculated cause, and subjective More than 50% of our projects are late.
Unskilled workforce Speculated cause, and not a complete statement There is too much rework.

Exercise: valid UDE, or not yet?

  • Communication
  • Quality is poor
  • Customers wait more than three weeks for spare parts
  • We have an old computer system
  • Sales are down because a competitor reduced prices
  • We don’t have the budget for training
  • More than 30% of orders ship after the promised date
  • Priorities on the shop floor change several times a week

Pause and think: a new product has been launched. Which of these is NOT a UDE as worded?

  • The new product has 2% market share after one year, against a target of 5%
  • Awareness of the new product among customers is low
  • The new product’s category is shrinking year on year
  • Recall of the new product is low due to lack of advertising

“…due to lack of advertising” puts a speculated cause, and a hidden solution, inside the statement. The UDE is “Recall of the new product is low”; whether advertising is the cause is a question for the tree.

Workbook: your UDEs

Pick a system you know well: your department, your business, a project, even a club or a household. Write its goal, then five to ten UDEs. Press Check my work to test the wording against the seven rules, rewrite, and check again. Your list is saved in this browser and will be waiting in the next lessons.

Check your understanding

Answer all five. Get four right to complete the lesson.

1. A UDE is defined in relation to…

  • Last year’s results for the same department
  • The system’s goal or its necessary conditions
  • The competitors
  • The budget

A problem is only undesirable relative to what the system wants to achieve.

2. Which is NOT a rule for writing a UDE?

  • It describes a state
  • It is not blame
  • It is not a speculated cause or hidden solution
  • It is a one-time event

A UDE is an ongoing, recurring problem.

3. “Our project due-date performance is 60%” is…

  • A gap existence UDE
  • A difficulty-to-close-the-gap UDE
  • A root cause
  • An injection

It states the gap between performance and the goal.

4. “We need a new planning system” as a UDE is…

  • Fine
  • Too long
  • A hidden solution
  • Blame

Ask what problem it would solve, and write that.

5. Why use both types of UDE?

  • To make the list longer
  • One type often causes the other, which helps connect them
  • Because managers prefer numbers to descriptions of problems
  • It isn’t necessary

Difficulties explain gaps; together they form chains.