ScriptsMap: A tool for designing multi-method policy-making workshops

Abstract

This paper reports on the development and structure of a framework – ScriptsMap – intended to facilitate the design of mixed method policy-making workshops. The ScriptsMap framework aims to provide a means of articulating and combining activities (which a script specifies) from two or more methods so that a facilitator or group facilitation team can construct, with the framework’s aid, a thoughtful and careful design for a workshop. To provide an example of the framework, the combination of system dynamics group model building and group problem structuring incorporating causal mapping with the use of a Group Support System is used. The paper will illustrate ScriptsMap’s structure through an example of the use of the framework in practice.

Introduction

When designing mixed method workshops using Operational Research (OR) methods, group facilitators are conscious they need to attend to a number of key considerations if an effective design is to emerge [41], [28], [35]. The situation is particularly intricate if the workshop is to address a complex policy-making task, one demanding attention to the composition of the group, client demands, a detailed focal task, and the facilitation team’s own group process and modelling skills [13]. This complexity increases if the particular problem situation appears to require a mixed-method approach as issues relating to paradigm incommensurability [38], effective integration, and demands on facilitators and clients emerge [18]. However, for many of the policy making situations clients are facing, a mixed-method approach appears to provide the best option. This view is echoed by Mingers [36] who notes that when considering mixing methods the ‘purpose is to generate a richer and more effective way of handling the problem situation’ (p. 679, our emphasis). As such, a framework for thinking about workshop design is likely to be invaluable.

Complexity in workshop design is further compounded by the view that appropriate modelling designs should attend to three key objectives: the speed with which the problem situation can be addressed and agreements made, inclusivity of stakeholders (involving at least the key power brokers), and robust analysis [18]. These three objectives are particularly germane if we seek to ensure that the team will agree that the options/policies are worth implementing—that they are politically feasible [16], through a coalition of support for them, ensuring a greater likelihood of success. A further key consideration is ensuring that the agreements can work over the long term—and that the dynamics within the system will not lead to unintended and undesirable outcomes. These overarching requirements are a powerful and demanding set of criteria when designing interventions.

Taking cognisance of the above considerations, this paper focuses upon an innovative framework design that facilitates the creation of designs for policy-making workshops. Policy-making workshops are chosen as they are typically complex in nature, require careful attention to negotiation amongst key stakeholders, involve multiple perspectives, and benefit from rigorously testing policies and strategies to ensure long term robustness. There has also been recent demand for more OR attention to be focused on this area [29]. The framework design emerged through the integration of two established methods – system dynamics simulation model building [22], [43], [49] and a specific strategy making approach – Journey Making [5] (which uses causal mapping as a way of employing in practice strategic management concepts alongside the use of a computer based Group Support System [6]). These two methods had not hitherto been used together in a workshop setting, although they had been used together off-line. Thus, the workshops that have to date been designed using ScriptsMap are mixed-method designs for strategy and policy-making workshops. The map is aimed to help those involved in group model building and who wish to design a framework for exploring and agreeing the best use of combined methods.

The ScriptsMap itself is a framework for effectively combining particular sequences of scripted activities, products, and deliverables into a formal network to enable facilitators to construct appropriate combinations for workshops. To illustrate the ScriptMap’s structure the paper will explain the rationale behind the formal network. In addition, the paper will provide an example from organizational practice before concluding with some comments about further research.

The authors anticipate that there is a range of potentially interested audiences for the work presented here. Firstly, this audience includes relatively novice facilitators who have undertaken courses on the specific approaches presented (System Dynamics and Journey Making) but who are, as yet, relatively inexperienced when it comes to designing workshops. The tool thus begins to help alleviate the concern that has existed for a number of years regarding the transferability of some of the OR modelling approaches [52], particularly ‘soft-OR’ [44] (Problem Structuring Methods). A ScriptsMap workshop design, based on the ScriptsMap framework, provides novices with both details on specific tasks (within the methods) and help in linking together the tasks to provide a design for a workshop. Secondly, experienced practitioners will be interested in the explicit articulation of scripts, products, and deliverables that are the result of combining systems dynamics group model building with group modelling for policy making using Journey Making. The ScriptsMap framework not only illustrates current modelling practice but may give rise to further possibilities by stimulating the creation of new combinations. Finally, academics and practitioners interested in designing new workshops by mixing other methods may find the framework useful as it provides a means to both examine the practicalities of mixing methods but also explore in more depth some of the conceptual considerations.