Got a mountain of problems at work? Don’t worry, we’ve put together a step-by-step solution plan.
In your career, the ability to solve problems effectively is one of the most valuable skills you can have.
You’ve probably faced numerous situations that required swift action to solve a troubling problem. Whether you have to deal with a cross-department communication issues, staff shortages, project delivery delays or problematic equipment, there are always issues that need to be dealt with.
Problem solving can be an intuitive process, but a lot of problems require a structured approach to ensure that they’re resolved successfully.
Let’s look at the steps you need to follow to become a better problem solver:
Step 1: Define the problem
Before you launch into problem-solving mode, establish what the problem is by understanding all of its components.
Start by answering some questions, such as:
• What exactly happened?
• Why did it happen?
• What caused the situation?
• Who is involved?
• Where did this problem occur?
• How is this problem affecting others?
• What are the immediate effects of this problem?
• How is this problem affecting workflow?
These questions will help you understand the full scale of the issue you’re facing and the aspects you’ll need to consider before working on a solution.
Don’t frame the problem in too vague a way, like: “Why is our business underperforming in New York?” Dig down into the details, like: “What, specifically, are we trying to uncover what is stalling the growth of a product in New York? Or a segment in New York? Or a channel in New York?”
Step 2: Collect feedback
If the problem involves different people, they should be involved so they can offer their insights.
Each person has a different view of what the problem is and what may be causing it. You can gain a well-rounded understanding of the issue by involving others. It is crucial however, that you separate opinion from fact at this point in the process.
This step also begins to clarify all stakeholders’ interests. You’ll be able to start clarifying how the problem affects people and what solution would benefit them.
Step 3: What is the source of the issue?
In this step, you will need to identify the root of the problem.
Determining what may be the underlying cause of the problem will be helpful in coming up with a solution and uncover any deeper issues that could be festering.
For instance, a communication problem between departments will have deeper roots than simply information not flowing properly. Are they using compatible software platforms? Have they not communicated clear objectives to each other? If they are in different parts of the world, are time zone issues involved?
Step 4: Brainstorm solutions
Once the problem is clarified it’s time to start brainstorming for ways to resolve it. Since all business problems usually involve more than one person, it is important to have others continue to participate in this phase.
You’ll need to take into consideration all the information, insights and feedback you have received to come up with appropriate solutions. Be careful not to overcomplicate things and possibly create new issues in the process.
Use your imagination and consider options from many angles. Define the objectives and outcomes of possible solutions, plus any other considerations and limitations that need to be considered. Setting a deadline is key, for this step and the remainder of the process.
Step 5: Put problem-solving techniques to work
When faced with a problem that needs to be resolved quickly and effectively, there are a few techniques you can integrate within the process, including:
The 5 whys
Use this method to get to the root cause of a problem. Define the problem and then ask why this is occurring. Then, ask why again in response to your first answer. Repeat this process three more times, each time framing your “why” around your previous response.
6 thinking perspectives
This technique helps you view the problem from six different perspectives. By the time you have cycled through all the perspectives, you’ll have greater insight in the situation.
Start with the decision-making process, focusing on summarizing all information.
Then, explore creative ideas and solutions.
Next, review the emotions and feelings involved in journey to the solution.
At this point, focus on the positive side of each idea.
Next, examine the facts and figures.
Finally, take a critical perspective to weed out bad ideas.
Failure mode & effects analysis
This method helps you identify preventative measure for potential failures and problems within your solution strategy. This often requires a deeper analysis supported by previous data. In the end, this analysis can be very helpful to prevent unforeseen challenges that may surface around complex decisions.
Step 6: Evaluate the alternatives
Once the brainstorming stage is complete, evaluate the collection of your ideas, based on their merits.
Prioritize the alternatives you come up with. Focus your efforts on elements that have a big impact on the problem and the ones that you actually have the ability to change. There may be things like – interest rates for capital – that you can’t control at all. By doing this kind of analysis, you focus on elements of the problem that you have the most control over.
A SWOT analysis will certainly help here. It will help you identify the strengths, weaknesses, opportunities and threats attached to each possible solution. Ultimately, this analysis will assist you to select the most appropriate choice.
Step 7: Implement the chosen solution
It has involved a substantial amount of work, but by this point, you’ve defined the problem, brainstormed a solution, evaluated your options, and made your choice on how to address the issue. You’ve now paved a clearer path to developing an implementation strategy and how to get things moving.
You should break the work among the team members so that people have a clear piece of the work to do. Tasks will need to be allocated to team members based on their roles.
Step 8: Monitor progress
Progress needs to be monitored while you’re implementing a solution and after it has been completed. This will make it easier to identify areas that might need to be tweaked or changed so that you can meet your initial objectives.
Keep channels of communication open with the rest of your team. This will help you gather necessary feedback that can help you achieve your solution in the most efficient manner.
Step 9: Document everything
During the entire process, keep a detailed record of everything. Minutes from brainstorming sessions, notes on the initial problem, and plans on the implementation strategy are all things to document.
Good documentation will help future teams, too, by providing a roadmap for similar issues that need solving.
Some people think problem solving is a linear activity, but in reality, it’s more of an iterative process. You may be able to cycle through the process in an hour, or it may take a few days. It all depends on the complexity of the problem you are working to solve. Either way, using this framework will get you to the solution in the most efficient way.
