Decision Fish Matrix
This matrix shows the comparative “size” (impact, complexity) of decisions and suggests methods for discussing and making decisions. These suggestions are a starting point. Actual decisions may not fall neatly in into these categories!
| Type of Decision | Criteria | Decision-making method How is the decision made? | Discussion method How is the decision introduced and discussed? | Possible relationship to RACI (see below for definition) Where does the buck stop? |
---|---|---|---|---|---|
“Little fish” |
| Supermajority is used to decide if the issue should be standardized. If yes, start with Consent agenda to make the decision. | Decision is summarized in advance of a meeting and shared via email or slack If no objection or call for discussion is raised, the decision is immediately approved at the deciding group’s next meeting. | Gets decided by responsible group; no further approval needed. | |
“Medium fish” |
| Supermajority (same as above) Consent agenda (same as above) Engage in discussion and unpack complexities; then, when at or nearing the decision point, use the Fist-of-five to gauge agreement; if members are at a (3) or lower, they should discuss remaining For fist-of-five to pass: there should be no blocks (1) and at least 50% of quorum should be (4) or (5). It might not be necessary to take the fist-of-five vote twice. | Same as above, or If objections or concerns are raised, and they are not resolved, the item goes to a meeting for discussion. | Gets decided by responsible group, with consent from approving group | |
“Big fish” |
| Fist-of-five (same as above) | Meeting | Recommended by responsible group; approved by approving group | |
“Whale” |
| Fist-of-five (same as above) | Meeting | Recommended by responsible group; needs approval at the highest level |
See also: Decision Flow
SILS decision-making processes
(Excerpted from Shared Governance PDF, page 10)
For decisions specific to harmonization (i.e., determining when to standardize and when to maintain local, campus practices), the Policy & Practice groups will begin their work by employing three main decision-making types: supermajority, fist-of-five and consent agenda decision-making.
Supermajority decision-making is used to select which items (e.g., policies, practices, implementation details, etc.) are considered for standardization. For the SILS project, a supermajority requires a two-thirds threshold, so long as quorum is met (quorum requires half of the membership plus one in attendance). If two-thirds does not equal a whole number, the group will round down. With supermajority support, an item will proceed in the decision-making workflow (see steps 3(a)-(j)).
Fist-of-five decision-making is used to make a determination around whether and how a policy, practice or other item will be standardized. This process involves broad discussion and exploration of options and concerns; through synthesis of the ideas and issues, common ground (though not necessarily unanimity) is established. Fist-of-five decision-making can take place if quorum is met; given the time constraints present in the SILS implementation timeline and the broad consultation that will occur before decisions are called, decision-making should not be delayed if some group members are absent.
Consent agenda decision-making is used when dealing with low-risk, non-controversial decisions around how a policy, practice or other item will be standardized. Low-risk decisions are bundled into a “consent agenda” item and, unless a group member calls for discussion or objects to the inclusion of a decision item, the consent agenda is immediately approved/endorsed at the meeting in question.
Supermajority, fist-of-five and consent agenda decision-making may also be employed by other SILS groups or for non-harmonization decisions made by the Policy & Practice groups. As noted, these processes represent a starting point; as work progresses and decisions are made, phase 4 groups will learn from this experience and potentially expand upon (or change) the decision-making processes outlined here, or pursue different decision-making approaches. Changes to decision-making processes should be clearly documented, both to confirm they are shared amongst group members and to make such changes visible to the entire cohort and UC Libraries community.
RACI
R = Responsible. Assigned to do the work
A = Accountable. The owner and final decider
C = Consulted. Must be consulted before a decision is made
I = Informed. Informed that a decision or action has been taken
The SILS mission is to transform library services and operations through innovation and collaboration. The future is shared!
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