Task A1.2: Define the System-in-Focus

What is Task A1.2?

Task A1.2 is part of the "Observe" phase in the Viability Canvas methodology, specifically within the "Define the System-in-Focus" step (Step A1). This task instructs you to "Define the System-in-Focus" by selecting the specific organizational level that will be the primary subject of your VSM analysis.

Purpose of Defining the System-in-Focus

The purpose of this task is to make a deliberate decision about which specific organizational unit will be the focus of your analysis. This serves several important functions:

1. Establishing boundaries: Clearly defining what is included in and excluded from your analysis
2. Managing complexity: Limiting the scope to make the analysis manageable
3. Creating clarity: Ensuring everyone involved understands exactly what is being analyzed
4. Focusing effort: Preventing distraction by details at other organizational levels
5. Enabling recursion: Allowing for the application of VSM principles at a specific level

By defining your system-in-focus, you create a clear foundation for all subsequent analysis and design steps, ensuring that your work remains coherent and targeted.

How to Complete Task A1.2

To define your system-in-focus effectively:

1. Review your recursion diagram from Task A1.1:
   • Look at the different organizational levels you've mapped
   • Consider which level would be most valuable to analyze
2. Select one specific system as your focus:
   • Choose the organizational unit that aligns with your improvement goals
   • Consider factors like your sphere of influence, current pain points, and strategic priorities
   • Remember that this unit should be viable in its own right
3. Clarify the boundaries of your selected system:
   • Identify what is included within this system
   • Determine what constitutes its environment
   • Define its relationship to higher-level systems
4. Prepare your Canvas for the system-in-focus:
   • Use a large format (e.g., A0 size) to provide ample space
   • Write the name of your system-in-focus prominently
   • Post it where it will be visible throughout your analysis
5. Document your selection with clear rationale:
   • Note why this particular system was chosen
   • Record how it relates to other recursion levels
   • Explain the value expected from analyzing this specific level

Example Application

In the retail organization example:

• After reviewing the recursion diagram, you might select "Bike Shop" as your system-in-focus
• This choice encompasses all bicycle-related operations while remaining a manageable scope
• The environment would include customers, suppliers, and competitors
• The higher recursion level would be "The Sports Mall"
• You'd note that focusing on this level allows you to address coordination issues between sales, repairs, and parts departments

By making this deliberate choice, you establish a clear foundation for your subsequent analysis of the Bike Shop's viability.

Why This Approach Works

Defining the system-in-focus works well because:

1. It creates discipline: Forces clarity about what is and isn't included in the analysis
2. It prevents scope creep: Helps maintain focus on a specific organizational level
3. It enables depth: Allows for thorough analysis of one system rather than superficial coverage of many
4. It supports communication: Ensures everyone involved is aligned on what's being examined
5. It respects VSM's recursive nature: Acknowledges that while VSM can be applied at any level, focusing on one level at a time produces better results

When implementing this step for your own organization, be prepared to revisit your choice if you discover that a different level would be more productive for analysis. The goal is to select the level that offers the greatest insight and opportunity for improvement.