Task A3.3: Look for Elements of System 2

What is Task A3.3?

Task A3.3 is part of the "Observe" phase in the Viability Canvas methodology, specifically within the "System Two - Stability and conflict resolution" step (Step A3). This task instructs you to "Find elements that are designed for horizontal coordination."

Purpose of Looking for System 2 Elements

The purpose of this task is to identify existing coordination mechanisms within your organization that help manage interactions between operational units and dampen potential oscillations. This serves several important functions:

1. Recognizing existing coordination tools: Identifying what coordination mechanisms already exist
2. Understanding coordination gaps: Discovering where coordination mechanisms are missing
3. Assessing effectiveness: Evaluating how well current mechanisms perform
4. Leveraging existing assets: Finding coordination tools that can be strengthened or expanded
5. Building a complete picture: Cataloging the full range of formal and informal coordination methods

By identifying existing System 2 elements, you gain a clearer understanding of your organization's current approach to stability and coordination, creating a foundation for later improvement design.

Understanding System 2 Elements

In the context of the Viable System Model, "System 2 elements" are the mechanisms, artifacts, roles, meetings, and tools that facilitate horizontal coordination between operational units (Systems 1). These elements:

• Prevent or resolve conflicts between operational units
• Dampen oscillations (recurring cyclical problems)
• Enable operational units to coordinate without requiring management intervention
• Facilitate information sharing and synchronization
• Allow different parts of the organization to work together effectively

System 2 is all about peer-to-peer coordination rather than hierarchical control, representing one of the most effective ways to manage complexity in organizations.

How to Complete Task A3.3

To find elements designed for horizontal coordination:

1. Identify coordination artifacts:
   • Look for documents that define standard procedures
   • Find shared information systems that enable coordination
   • Locate written agreements between operational units
   • Discover common guidelines, templates, or standards
   • Identify shared calendars or scheduling tools
2. Recognize coordination roles:
   • Look for people who serve as liaisons between departments
   • Identify coordinators who facilitate cross-unit collaboration
   • Find mediators who help resolve interdepartmental conflicts
   • Note roles that have specific coordination responsibilities
   • Recognize informal "bridge" people who connect different units
3. Map coordination meetings:
   • Identify regular cross-functional meetings
   • Find planning sessions involving multiple departments
   • Note problem-solving forums for inter-unit issues
   • Recognize synchronization events (like Scrum of Scrums)
   • List regular forums for information sharing
4. Catalog technical coordination systems:
   • Identify shared workflow management systems
   • Find integrated planning or scheduling tools
   • Note version control or change management systems
   • Recognize resource allocation or booking systems
   • List communication platforms for cross-unit collaboration
5. Document these elements with specificity:
   • Be precise about their coordination purpose (e.g., "Planning meeting - the part where teams align their work plans")
   • Note which operational units they connect
   • Identify which conflicts or oscillations they address
   • Assess their current effectiveness
   • Note their formal or informal status

Example Application

In a product development organization, System 2 elements might include:

• Artifacts:
  • Shared product roadmap document (coordinates development and marketing)
  • Interface definition templates (coordinates between engineering teams)
  • Release checklist (coordinates all departments involved in product releases)
  • Standard API documentation (coordinates integration between software components)
• Roles:
  • Integration Manager (coordinates technical interfaces between components)
  • Release Coordinator (synchronizes activities for product launches)
  • Scrum Master (facilitates coordination within and between teams)
  • Technical Writer (ensures consistent documentation across components)
• Meetings:
  • Weekly cross-team synchronization meeting
  • Release planning sessions
  • Technical design reviews
  • Retrospectives with cross-team participation
• Technical systems:
  • Version control system with branching strategies
  • Shared project management platform
  • Integrated test automation framework
  • Collaborative documentation system

By identifying these existing System 2 elements, the organization can build on current coordination strengths while addressing gaps where new coordination mechanisms are needed.

Important Aspects to Consider

When looking for System 2 elements:

1. Formal vs. informal: Recognize both official coordination mechanisms and informal practices that have evolved
2. Effectiveness vs. existence: Distinguish between mechanisms that exist but don't work well and those that function effectively
3. Coverage: Identify which conflicts are well-addressed and which lack adequate coordination mechanisms
4. Awareness: Note whether people are conscious of these coordination mechanisms or use them without recognizing their purpose
5. Ownership: Determine who is responsible for maintaining these coordination mechanisms
6. Evolution: Consider how these mechanisms have changed over time

By thoroughly examining your organization for existing System 2 elements, you gain a comprehensive understanding of your current coordination capabilities, providing a foundation for strengthening stability and preventing oscillations in the future.