Last updated on 2024年10月4日

What are the latest tools and techniques for facilitating online function analysis sessions?

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Function analysis is a core component of value engineering, a systematic method to improve the value of products, services, or processes by optimizing their functions and costs. Function analysis helps identify the essential functions of a system, evaluate their performance and worth, and generate alternatives for improvement. However, conducting function analysis sessions in person can be challenging, especially in the context of remote work, diverse teams, and complex projects. How can you facilitate online function analysis sessions effectively and efficiently? In this article, we will explore some of the latest tools and techniques that can help you achieve this goal.

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Alvin Tehmono

First Professional in Value Management (PVM) in Indonesia, a Value Engineering Practitioner
Reghu Achikulathu MSc, MCIOB, MIIQS , NCMA, MRICS-APC Candidate

Manager Quantity Surveyor/Commercial Manager @ Shapoorji Pallonji Group | MSc, Quantity Surveying, Commercial Management

1 Online Platforms

One of the first steps to facilitate online function analysis sessions is to choose a suitable platform that can support collaboration, communication, and creativity among the participants. There are many online platforms available, such as Zoom, Microsoft Teams, Miro, or Google Workspace, that offer various features and functionalities, such as video conferencing, screen sharing, whiteboards, sticky notes, polls, chats, and more. Depending on your needs and preferences, you can select the platform that best fits your budget, security, and usability requirements. You can also integrate different platforms to enhance your online experience. For example, you can use Zoom for video conferencing and Miro for whiteboarding.

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Alvin Tehmono

First Professional in Value Management (PVM) in Indonesia, a Value Engineering Practitioner
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I use Miro, combined with zoom for facilitating the Value Engineering Workshop virtually/online. The latest update from Miro is AI feature, where you can ask AI to summarize and categorize the brainstorming result from the team (so we can categorize function easily in 2x2 matrix: need/want, higher order/lower order). On the other hand, Zoom also has it own merit in facilitating a large group, since I can group the team and ask them to join each break out room with its own co-facilitator (and that break out room, or team, will have their own "frame" in Miro). I often use miro even in my live (face to face) workshop due to its convenience

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Sathish Kumar Chelladurai

With over 14 years of experience | Professional in program & project management, Value engineering, and specialize in product lifecycle and new product projects.
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The latest tools and techniques for facilitating online function analysis sessions include video conferencing software like Webex, Zoom, Google Meet, and Microsoft Teams, which offer screen sharing, virtual whiteboards, and breakout rooms. Online collaboration tools such as Miro, Lucidchart, and Google Jamboard provide virtual whiteboards and collaborative features. Survey tools like SurveyMonkey and Google Forms can be used to gather feedback from team members. Project management software like Asana, Trello, and Jira can be used to manage tasks and track progress. Virtual workshops and training sessions can also be conducted to equip team members with the necessary skills and knowledge for the function analysis process.

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2 Preparation and Planning

Another key step to facilitate online function analysis sessions is to prepare and plan ahead of time. This includes defining the scope and objectives of the session, selecting and inviting the participants, creating and distributing the agenda and materials, and testing and troubleshooting the technical aspects. You should also consider the best way to structure the session, such as the duration, frequency, and format of the meetings, as well as the roles and responsibilities of the facilitator and the participants. You should also establish some ground rules and expectations for the online session, such as the etiquette, participation, feedback, and follow-up.

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Reghu Achikulathu MSc, MCIOB, MIIQS , NCMA, MRICS-APC Candidate

Manager Quantity Surveyor/Commercial Manager @ Shapoorji Pallonji Group | MSc, Quantity Surveying, Commercial Management
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I recommend pre-session documentation, such as sending out a detailed agenda, pre-filled FAST diagrams, or problem statements, so participants can come prepared. Setting clear objectives and timelines ensures the session stays focused and productive. I also suggest assigning roles such as a moderator or facilitator to guide the conversation and ensure every participant’s input is captured.

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3 Function Analysis System Technique

One of the most widely used techniques for function analysis is the Function Analysis System Technique (FAST), which involves creating a diagram that shows the logical relationships between the functions of a system. FAST helps clarify the scope, purpose, and value of the system, as well as identify opportunities for improvement. To create a FAST diagram online, you can use a digital whiteboard tool, such as Miro, that allows you to draw, edit, and share the diagram with your team. You can also use templates, icons, and colors to make the diagram more visually appealing and informative.

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Reghu Achikulathu MSc, MCIOB, MIIQS , NCMA, MRICS-APC Candidate

Manager Quantity Surveyor/Commercial Manager @ Shapoorji Pallonji Group | MSc, Quantity Surveying, Commercial Management
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For running FAST diagrams online, I suggest utilizing the dedicated FAST Diagram Software or customizing tools like Microsoft Visio or Draw.io to build function trees. These tools can help you visualize the relationship between functions easily, especially when breaking down complex processes. I've found that sharing the screen while building or editing these diagrams helps keep everyone focused and contributes to real-time collaboration.

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4 Function-Cost-Worth Analysis

Another useful technique for function analysis is the Function-Cost-Worth Analysis (FCWA), which involves estimating the cost and worth of each function of a system. FCWA helps compare the current and desired performance of the system, as well as prioritize the functions that need improvement. To conduct a FCWA online, you can use a spreadsheet tool, such as Google Sheets, that allows you to enter, calculate, and display the data with your team. You can also use charts, graphs, and filters to visualize and analyze the data.

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5 Benchmarking and Brainstorming

Another important technique for function analysis is benchmarking and brainstorming, which involves researching and generating ideas for improving the functions of a system. Benchmarking helps identify the best practices and standards in the industry or market, as well as the gaps and opportunities for innovation. Brainstorming helps generate creative and diverse solutions for enhancing the value of the system. To perform benchmarking and brainstorming online, you can use a research tool, such as Google Scholar, that allows you to search and access relevant sources and information. You can also use a brainstorming tool, such as Stormboard, that allows you to create, organize, and vote on ideas with your team.

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6 Evaluation and Selection

The final step to facilitate online function analysis sessions is to evaluate and select the best solutions for improving the functions of a system. Evaluation helps assess the feasibility, viability, and desirability of each solution, as well as the potential benefits and risks. Selection helps choose the most optimal solution based on the criteria and goals of the project. To conduct evaluation and selection online, you can use a decision-making tool, such as Decision Matrix Analysis, that allows you to rank and compare the solutions with your team. You can also use a presentation tool, such as PowerPoint, that allows you to summarize and communicate the results and recommendations of the session.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the latest tools and techniques for facilitating online function analysis sessions?

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1 Online Platforms

2 Preparation and Planning

3 Function Analysis System Technique

4 Function-Cost-Worth Analysis

5 Benchmarking and Brainstorming

6 Evaluation and Selection

7 Here’s what else to consider

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