What is an operational definition, and why does it matter?

Imagine a tool so pivotal that it aligns the understanding of managers, workers, and suppliers alike, ensuring everyone is not just on the same page, but the right page. This is the essence of an operational definition—a foundational tool for effective business operations. It consists of a definition which reasonable people can agree on in advance, and can do business with. It must detail and include what you want to do, how you plan to do it, and how you will know if you accomplished it (by what measure?) It should be in straightforward language, so it means the same thing to everyone:vendor, supplier, manager and worker.

Discussion:

A procedure must be defined in a way that is possible to DO it, and the question is not whether an operational definition is right or wrong. The question is does it do what you want it to do? David Kerridge

Let's explore how operational definitions function in different scenarios.?

In a laboratory, precision matters, but in daily commerce, practical considerations must guide our actions. Scientifically, weight is a measure of the gravitational pull on an object, but how do you use that in the real world? It is abstract, and thereby, can mean different things to different people.?

To weigh something, we put it on a scale. The scale gives weight a practical, operational meaning—critical when precision affects outcomes, such as in baking or pharmaceuticals. A good operational definition would include the kind of scale, whether it needs to be calibrated, how often, and how much to subtract for the weight of the paper or pan you put on the scale so it doesn’t get dirty, the tare weight.?

A recipe is another example of an operational definition. But, what do we mean by a pinch of salt? Three fingers holds a lot more than just two, for instance. Reports, Instructions, Procedures and Emails written without first agreeing on the meaning of the things that matter, will make sense only to those who have written them, and that is a recipe for chaos.

Consider the tragic collapse of a bridge in Melbourne, Australia. Here, the lack of a precise operational definition for 'flat' steel led to the use of inadequate materials, culminating in a disaster that claimed 35 lives." (Ibid)

“No matter how great the principles behind a manual are, it has no value if it cannot be applied in practice. We’re not living in an ivory tower. Work can never be standardized based only upon your ideas and demands without validating facts on the shop floor.” “Procedures written without the direct involvement of those who will do the work, don’t work.” Taichi Ohno

A pepper processor promised 20% red peppers in every batch. With no reasonable definition of what was meant by “red” the end product varied greatly. The customer rejected the order. Can you find other examples in your work?

Operational Definition Requirements:

• In writing.
• Answers at least What, How and How to know if what you get is what was intended.
• Written with those who will use them.
• Reworked as necessary, to better suit their purpose in context.

What They are Not:

Operational Definitions are not Standards.?

Standards are written for Compliance: HACCP, SQF ANSI and GAP are some examples. Standards are facts of life in many industries, but complying with them is no guarantee of quality, nor does it relieve an organization of the responsibility of creating their own Operational Definitions. They are attempts at control, to be implemented and followed or fail an audit.

Contrary to what most believe, the US Armed Forces do not use Standard Procedures; they use Standing Operating Procedures— why “Standing” and not “Standard?” A Military Standing Operating Procedure refers to one unit's unique procedures, which are not necessarily standard to another unit, whereas “Standard” implies that there is one procedure to be used across all units.

This from the Marine Corps manual on War Fighting:

“War is a process of continuous adaptation, of give and take, move and countermove ...Because we can never eliminate uncertainty, we must learn to fight effectively despite it. We can do this by developing simple, flexible plans; planning for likely contingencies; developing standing operating procedures; and fostering initiative among subordinates.”

Standards require compliance, Operational Definitions require understanding and give and take. Well written Operational Definitions help. Uncertainty is part of Nature. While it is human to try to control it, doing so can make things worse, but uncertainty can be managed.

Examples where Operational Definitions are needed:

Clean the table: Clean enough to eat on or eat off? Or to sell, or to operate on?? We need to specify to make it an operational definition.

Satisfactory?: For what? To whom? What test shall we apply?

What is a defect? e.g. What is a surface with no cracks? A vegetable with blemishes? Remember the six ladies: who, what, why, when, where and how!

What is a crack? Do cracks too small to be seen with the naked eye need to be counted? Are these to be detected by a magnifying glass? What magnification?

We must have a PH of 5.4.? Using what tool? Calibrated or not? Taken at what point in the process? Using what sampling method: random or 100% sampling?

Lower Costs! How do you define cost: the overall cost of the finished product? When? At shipping, or stored in the warehouse, including freight? Administration? Or do you just mean the price you paid for the raw material? Do you include the cost of lost opportunities due to poor design or workmanship??

Careful, correct, attached, tested, level, secure, complete, uniform: All need operational definitions.

Why in writing?

“I know a great doctor, if you can’t afford the operation he’ll change the X-ray!” Henny Youngman.

In business, definitions that are not agreed upon in advance and put in writing can change under pressure. Memory is unreliable.

More Reliable Results

Results are the result of causes. A business result is usually expressed as a number. We get that result by carrying out a procedure. If we change what is done, or how the procedure is done, we are likely to get a different result. If a procedure is not operationally defined, it will vary, and deliver different numbers and results! How can you improve something if you don’t know what “something” really is?

For example,

Percent stemless peppers: Old method of sampling : by scooping samples off the top, center and bottom of the crates they were delivered in. New Method: taking samples off the conveyor. Neither method is right or wrong. Which one serves the purpose better?

All models are wrong, some are useful. (George Box)

Mathematical theory says Pi goes on forever, but the first six numbers are: 3.14159, IF….? The measurement method is infinitely accurate; the circle is perfect; the line of the circumference as well as the diameter have zero thickness. (ibid)? In the real world, these conditions never happen. Even with the best atomic measuring tools, you will never get exactly Pi.

A procedure should be defined in a way that is possible to DO it, (ibid). The question is not right or wrong, the question is does it do what everyone involved needs it to do.

In conclusion, operational definitions are not about compliance nor are they standards; they are about clarity, effectiveness, and safety. By crafting definitions that are as practical as they are precise, and involving those who must do the work in developing them, we pave the way for Continual Improvement. You can't improve if you don't know what you are doing.