Lesson 1.3: Synthesize Data Using Affinity Diagrams

Step-by-Step Implementation Guide

Detailed walkthrough of the complete synthesis process from preparation through Problem Tree integration, with time estimates and quality checks for each phase.

Preparation Phase (15-20 minutes)

Setup Your Workspace

📌 Physical Approach

  • • Large wall space for sticky notes
  • • Different colored sticky notes
  • • Thick markers (visible from distance)
  • • Camera for documentation

💻 Digital Approach

  • • Miro/Mural board set up
  • • Virtual sticky note template
  • • Screen sharing if collaborative
  • • Export settings configured

Gather Your Materials

  • All stakeholder conversation notes from Lesson 1.2
  • Original Problem Tree from Lesson 1.1 for reference
  • Notebook for capturing synthesis insights
  • Timer for managing process phases

Set Process Expectations

  • Allow 2-3 hours for complete process (don't rush)
  • Plan for iteration - first clustering rarely captures all patterns
  • Prepare for surprises that challenge original assumptions
  • Focus on understanding rather than confirming preconceptions

Phase 1: CAPTURE (45-60 minutes)

Step 1: Systematic Review

Review each stakeholder conversation document individually:

  • Work through conversations one at a time
  • Look for discrete insights, observations, quotes, and recommendations
  • Don't worry about organizing yet - just extract comprehensively
  • Use highlighter or comment features to mark key passages

Step 2: Insight Extraction

Write one insight per sticky note or digital card:

✅ Good Example

"Transportation costs eat up 30% of potential daily wages"

[Source: Focus Group, 8 rural youth]

❌ Poor Example

"There are problems with employment"

Too vague, no source, no specificity

Step 3: Quality Check

Review your extracted insights:

  • Ensure each insight is specific and actionable
  • Verify source attribution is clear
  • Check that insights represent stakeholder perspective, not your interpretation
  • Aim for comprehensive coverage without redundancy

Expected Output:

30-80 individual insight cards depending on scope of stakeholder engagement (10-15 conversations typically generate 40-60 insights)

Phase 2: CLUSTER (30-45 minutes)

Step 4: Initial Clustering

  • Spread all cards where you can see them clearly
  • Start grouping insights that feel naturally related
  • Don't force groupings - some insights may remain standalone
  • Create loose clusters without worrying about perfect boundaries

Step 5: Cluster Refinement

  • Review each cluster to ensure internal coherence
  • Split clusters that contain multiple distinct themes
  • Merge clusters that are too similar to differentiate
  • Allow some insights to move between clusters as patterns become clearer

Step 6: Outlier Management

  • Identify insights that don't cluster with others
  • Consider whether outliers reveal important unique perspectives
  • Don't force outliers into clusters where they don't belong
  • Note outliers for special attention during synthesis

Expected Output:

5-12 clusters of varying sizes (2-15 cards each) plus 2-5 standalone insights that don't cluster

Phase 3: THEME (30-40 minutes)

Step 7: Theme Identification

  • Examine each cluster individually
  • Ask: "What's the common thread across these insights?"
  • Create descriptive theme headers that capture the essence
  • Test theme accuracy against all insights in the cluster

Step 8: Theme Refinement

  • Ensure themes are specific enough to be actionable
  • Verify themes accurately represent stakeholder perspectives
  • Check that themes are distinct from each other
  • Refine cluster boundaries if theme analysis suggests improvements

Step 9: Theme Documentation

  • Write 2-3 sentence descriptions for each theme
  • Include key supporting quotes or examples
  • Note which stakeholder groups contributed most to each theme
  • Identify themes that were surprising or contradicted assumptions

Expected Output:

5-8 clearly defined themes with supporting documentation, stakeholder attribution, and theme descriptions

Phase 4: SYNTHESIZE (20-30 minutes)

Step 10: Cross-Theme Analysis

  • Map relationships between themes (which reinforce each other?)
  • Identify which themes reinforce or contradict each other
  • Look for meta-patterns across multiple themes
  • Note themes that suggest specific intervention opportunities

Step 11: Priority Assessment

  • Rank themes by frequency across stakeholder conversations
  • Assess themes by intensity of stakeholder emphasis
  • Consider themes by potential impact on project design
  • Identify themes that challenge core assumptions

Step 12: Integration Preparation

  • For each theme, identify related Problem Tree elements
  • Note themes that suggest new causes or effects to add
  • Prepare to convert validated assumptions from (A) to (E)
  • Document clear trail from stakeholder insights to Problem Tree updates

Expected Output:

Prioritized themes with clear implications for Problem Tree refinement, ranked by importance and impact

Phase 5: INTEGRATION (30-45 minutes)

Step 13: Problem Tree Update

  • Use themes to refine existing Problem Tree elements
  • Add new causes or effects revealed through affinity analysis
  • Convert validated assumptions to evidence-based findings
  • Update problem statement if stakeholder insights suggest refinements

Step 14: Documentation

  • Create clear mapping from affinity themes to Problem Tree elements
  • Document key quotes supporting each Problem Tree update
  • Note contradictions or areas needing further validation
  • Prepare summary of how stakeholder engagement refined your analysis

Step 15: Quality Review

  • Verify that Problem Tree updates are grounded in stakeholder insights
  • Check that community voice and priorities are reflected
  • Ensure traceability from original insights through themes to final analysis
  • Confirm that synthesis strengthens rather than weakens your problem understanding

✅ Final Output:

Community-validated Problem Tree with clear evidence trail, documented synthesis themes, and refined problem analysis ready for Theory of Change development in Lesson 1.4

Implementation Timeline Summary

Phase Steps Time Can Break?
Preparation Setup & materials 15-20 min ✅ Yes
Phase 1: Capture Steps 1-3 45-60 min ✅ Yes
Phase 2: Cluster Steps 4-6 30-45 min ⚠️ Better continuous
Phase 3: Theme Steps 7-9 30-40 min ⚠️ Better continuous
Phase 4: Synthesize Steps 10-12 20-30 min ❌ Do continuous
Phase 5: Integration Steps 13-15 30-45 min ✅ Yes

What's Next

Now that you have the complete step-by-step implementation guide, you're ready to access the downloadable templates that will make your synthesis work easier and more systematic.

Next: Templates & Tools

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