Lesson Outcomes

By the end of this lesson, you will be able to:

• Explain why you may need to obtain further information after an initial investigation.
• Assess information for its relevance to a problem.
• Use Force-Field Analysis to examine factors for and against a plan.
• Use SWOT Analysis to examine a problem situation.
• Distinguish between important and less important information when analysing a problem.

Lesson Overview

An initial investigation may give you a good understanding of a problem, but it may also reveal gaps in your knowledge.

At this stage, you need to obtain further information where necessary and critically examine everything you have gathered to determine whether it is relevant to the problem.

The Learner Guide identifies two techniques for doing this:

• Force-Field Analysis
• SWOT Analysis

These techniques help you move beyond simply collecting information and start examining what that information means for the problem.

Main Lesson Content

Why Obtain Further Information?

Your initial investigation may not answer every question.

You may discover that:

• Some information is missing.
• Some information is unclear.
• Different people give different accounts.
• You need additional evidence.
• Some assumptions need testing.
• New issues emerge during the investigation.

The Learner Guide therefore requires you to obtain further information if required and critically examine all information for its relevance to the problem.

The goal is not to collect information endlessly.

The goal is to collect enough relevant information to understand the problem properly and support sound decision-making.

Critically Examine the Information

Critical examination means that you do not simply accept every piece of information at face value.

Ask:

• Is this information relevant to the problem?
• Does it directly relate to the situation?
• Is it supported by evidence?
• Does it agree with other information?
• Is anything important missing?
• Is the information based on fact or opinion?
• Could another interpretation explain the same information?
• Does the information help us understand the problem or its possible causes?

For example:

“Employees are unhappy with the new system.”

This may be relevant, but you need more information.

You could ask:

• How many employees are unhappy?
• What specifically are they unhappy about?
• When did the dissatisfaction begin?
• What effect does it have on their work?
• Do employees in other departments experience the same issue?

This turns a general statement into information that you can investigate.

Technique 1: Force-Field Analysis

What Is Force-Field Analysis?

Force-Field Analysis gives you a broad view of the forces for and against a plan or change.

It helps you consider the interests of the people involved and identify factors that could support or oppose a proposed action.

The technique can help you:

• Identify supporting forces.
• Identify opposing forces.
• Assess the strength of each force.
• Decide whether the supporting forces outweigh the opposing forces.
• Identify actions that could strengthen supporting forces or reduce opposing forces.

Step 1: List the Forces

Create two columns.

Include both tangible and intangible factors. The Learner Guide specifically warns that ignoring intangible or emotional factors can undermine a decision.

Step 2: Score Each Force

Give each force a score from:

1 = weak

to

5 = strong

For example:

The score represents the strength of the factor.

Step 3: Compare the Scores

Add the scores for the forces for and against.

For example:

The scores suggest that the supporting forces are currently stronger.

However, do not simply accept the numbers.

Ask:

• Are any important factors missing?
• Are the scores realistic?
• Are less important factors overshadowing important ones?
• Does the result make sense?
• Does the evidence support the assessment?

The Learner Guide specifically recommends reviewing the factors and scores rather than manipulating them to achieve a desired result.

Step 4: Consider Actions

You may be able to strengthen the forces supporting change or reduce the forces opposing it.

For example:

After considering these actions, you can reassess the strength of the forces.

The Learner Guide gives communication, training and additional resources as examples of actions that may reduce opposing forces or strengthen supporting forces.

Force-Field Analysis at a Glance

The purpose is to make the factors influencing the situation visible rather than relying only on “gut feel.”

Technique 2: SWOT Analysis

What Is SWOT Analysis?

SWOT stands for:

SWOT Analysis helps you identify strengths and weaknesses and examine opportunities and threats within a business problem or situation.

A simple SWOT structure looks like this:

Strengths

Strengths are things that you or the organisation do well.

Ask:

• What are our advantages?
• What resources do we have?
• What capabilities do we have?
• What do others recognise as our strengths?

The Learner Guide encourages you to consider strengths from both your own perspective and the perspective of others, while remaining realistic.

Weaknesses

Weaknesses are areas where performance could improve.

Ask:

• What do we do badly?
• What could we improve?
• What should we avoid?
• What weaknesses might others see that we do not?

You should be prepared to acknowledge uncomfortable weaknesses rather than ignore them.

Opportunities

Opportunities are external developments or circumstances that could benefit the organisation.

The Learner Guide identifies examples such as

• New technology
• Changes in the marketplace
• Changes in government policy
• Changes in social patterns
• Population or lifestyle changes
• Local events

Ask:

What opportunities are available to us?

Threats

Threats are obstacles or external factors that could negatively affect the situation.

Ask:

• What obstacles do we face?
• How are competitors performing?
• Could technological changes threaten us?
• Do financial problems create a risk?

Force-Field Analysis vs. SWOT Analysis

Both techniques help you examine information, but they approach the problem differently.

You can use either technique depending on what you need to understand.

You can also use them together.

Example: Introducing a New Workplace System

A company wants to introduce a new digital system.

Force-Field Analysis

For:

• Faster processing
• Better reporting
• Fewer manual errors

Against:

• Cost
• Employee resistance
• Training requirements

The team then scores each factor and compares the forces.

SWOT Analysis

Strengths

• Experienced employees
• Existing IT infrastructure

Weaknesses

• Limited digital skills
• Outdated processes

Opportunities

• Improved automation
• Better customer service

Threats

• Competitors adopting technology faster
• Cybersecurity risks

The two techniques provide different perspectives on the same situation.

Using the Information to Improve Your Understanding

After applying these techniques, do not stop at the completed diagram or table.

Review what you have learned.

Ask:

What does this information tell us about the problem?

You may discover:

• A previously overlooked factor.
• A stronger cause than originally suspected.
• A new risk.
• An opportunity.
• A stakeholder concern.
• A weakness in your original assumptions.

This may require you to return to your problem definition or conduct further investigation.

Problem-solving is therefore iterative. As your understanding improves, you may need to refine what you know about the problem.

Key Notes / Lesson Summary

• Obtain further information when the initial investigation leaves gaps.
• Critically examine information rather than accepting it automatically.
• Check whether information is relevant, reliable and supported by evidence.
• Force-Field Analysis examines forces for and against a plan or change.
• Score forces from 1 (weak) to 5 (strong).
• Review whether the factors and scores are realistic.
• Consider actions that can strengthen supporting forces or reduce opposing forces.
• SWOT Analysis examines Strengths, Weaknesses, Opportunities and Threats.
• Use SWOT to identify areas that require attention in a business situation.
• Both techniques help you make your analysis more structured and transparent.