Extension to Communities

Tips For Card Sort Technique

Background Preparation - Before the meeting begins

1. Write Problem Statements. Collect and study background information related to issues of concern to group members and the organization. Involve a variety of people in writing problem statements - a brief phrase or sentence - for each issue identified. The more people involved in writing the problem statements, the better the results will likely be. This insures that important issues won't be overlooked.

2. Edit Problem Statements. Review problem statements for clarity and duplication. Edit as necessary. If more than 50 to 75 problems are identified, divide the problems into separate groups of 50 or so, by general content areas.

3. Write Each Problem Statement on a 3"x 5" Index Card. Make enough cards so that each person attending the planning meeting will have a complete set of problem statement cards. Add 5 to 10 blank cards to each deck so additional problem statements can be added later.

Conducting the Meeting

1. Seat the group at tables. Distribute one complete set of cards to every person seated at the tables. Each table will need newsprint and felt markers.

2. Present Background Information. The group leader should present a 10 to 15 minute summary of background information relating to the major issues of concern to the group. Involve the group in discussion.

3. Review Problem Statements. Tell each person to go through his/her set of cards. Ask if there are any problems or needs that people think are important which are not included in the cards. Have everyone in the group add these new suggestions on the blank card provided to them.

4. Sort Cards. Each person then sorts their cards into three piles - - "yes," "no," and "maybe" - - depending on how important the problem is to the organization. Everyone then goes through their "yes" pile and selects the 5 that are the most important. It is not necessary to rank them.

5. Rank Problems by Tables. The facilitator goes around the tables making each person in turn name one of their top five problems. These are recorded on the newsprint at the table. The procedure is repeated until everyone's top five have been recorded on newsprint. The people around the table vote to select the top five of the table. The top five are listed on newsprint - - large enough to read at a distance.

6. Total Group Discussion. If more than one discussion group has been used, the meeting chairperson then collects the top 5 problem statements from each table and makes a master list on newsprint - - not in any special order. The problems are numbered consecutively. The pros and cons of the problems are discussed - - why did the tables think they were important?

7. Vote. End the meeting with the entire group voting - either by a show of hands or by taking an "exit poll." Each person identifies/lists the 5 problems she/he thinks are most important - - not in any special order.

8. Results Tabulated and Participants Notified. After the meeting the chairperson tabulates the results and informs the participants what priorities were established as a result of the meeting.

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Extension programs are available to all without regard to race, color, national origin, religion, sex, age, or disability. Questions or comments? Contact the Extension to Communities Secretary, lindaek@iastate.edu last updated Thursday March 01 2001