Method guide · Work with a structured grid
Undocumented Decision Sweep
Compare documented decisions with actions already taken and route unmatched starts, stops, and changes for formal handling.
- People
- 3–16
- Base procedure time
- 40 minutes
- Recording
- Shared record
Purpose: Reflect and learn; Make a decision.
English guide
Text acceptance is not approval of this rendered page, its media, or publication.
How this method works
A reflection method for finding undocumented starts, stops, and changes through traces of actual work. Put formal records and facts of actions taken on opposite sides and connect only pairs matching in subject, timing, and scope of action. Allow one decision to authorise several actions, but do not count one action fact under multiple decisions. Move unmatched facts to additions, withdrawal, or decision-maker confirmation. Keep excess items in the unprocessed area with an owner and deadline. Reread the output at the end and confirm who will handle it next and where it will be stored. Do not use it to discard audit evidence or identify internal whistleblowers.
Phase schedule
Minutes are cumulative from the start of the base plan, not a live timer. Read scaling for any additional time. Phase controls do not advance automatically.
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- Align the period0–6 minutes from the start (6 minutes)
Action: Rephrase. Participation: Small groups around the record.
Shared record
- Arrange actions taken6–14 minutes from the start (8 minutes)
Action: Consider. Participation: Small groups around the record.
Shared record
- Compare formal records14–24 minutes from the start (10 minutes)
Action: Record. Participation: Small groups around the record.
Shared record
- Handle the differences24–34 minutes from the start (10 minutes)
Action: Read. Participation: Small groups around the record.
Shared record
- Pass on pending confirmations34–40 minutes from the start (6 minutes)
Action: Check. Participation: Small groups around the record.
Shared record
Facilitation steps
- For 6 minutes, define one work area and the most recent 7 days as the scope and put the formal records on the comparison surface.
- For 8 minutes, arrange up to 12 facts of starts, stops, and changes in occurrence order.
- For 10 minutes, connect matches in subject, timing, and scope. Allow several actions under one decision but do not double-count action facts.
- For 10 minutes, move differences to additions, withdrawal, or decision-maker confirmation and reduce unprocessed selected items to zero.
- For 6 minutes, give excess items and pending confirmations an owner and next confirmation deadline, then pass them to the formal consultation channel.
If something changes
If
The formal decision-maker for a difference is not present.
Then
Move it to pending confirmation and record the decision-maker and response deadline.
If
A difference may concern a safety problem, legal violation, or internal whistleblowing.
Then
Stop ordinary processing and pass it to the organisation’s formal consultation or reporting channel.
Preparation
Materials
- One copy of the formal decision record for one work area over the most recent 7 days
- Up to 12 action-fact forms across the whole group for starts, stops, and changes
- One comparison surface per group with 4 areas: formal records, action facts, processing, and unprocessed items
- One pen per person
Room and setup
- Limit the scope to one team, one work area, and the most recent 7 days
- Explain that only the first 12 items in occurrence order are processed, excess items are not deleted, and the method does not replace an audit or accountability investigation
Adjust for people and time
Do not run this method with fewer than 3 people, because comparison of formal records and action facts cannot be cross-checked. With 3–8, use one comparison surface for up to 12 items in occurrence order. With 9–16, compare in 2 groups but keep the overall processing limit at 12. From the thirteenth item onwards, do not discuss the content; retain the count, owner, and next confirmation deadline. With 17 or more, separate the work areas and keep each confirmation session to no more than 16 people.
Safety and non-applicable situations
Do not discard audit evidence, expose internal whistleblowers, or replace formal audit/accountability procedures. Do not double-count one action under several decisions or delete excess items. Stop ordinary processing of potential safety, legal, or whistleblowing matters and use the formal organisational channel.
Historical translation and source notes
These original notes are retained verbatim with their fixed source versions. This historical label does not resolve a source-specific concern or establish current acceptance.
- The source reduces selected unprocessed items to zero while allowing decision-maker confirmation and pending confirmation. It does not define whether referral alone counts as processed; this draft preserves the categories without claiming that a referred item is resolved.
Manuscript's recorded references
These translate the original manuscript's source and rights claims. They remain separate from any current-page notice below; they do not establish new verification.
- Designed by the Taiwa no Fumen editorial team
This description is original.
Diagram, print, and video language
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Editorial provenance
Japanese source status and logs are provenance only. They do not mean this English text or interface was field-tested. Historical fixed-text acceptance and hold records remain specific to their recorded versions; displaying them neither asserts current acceptance nor resolves source-specific restrictions.