“Do I really have no access to transport?”
“Can I really not afford to buy a car?”
The questions have to be asked, is the stated goal the real goal? Are the barriers actual barriers and what other barriers are there? In this example, the problem at first seems to be:
Goal | Barrier 1 | Barrier 2 |
Take the job | No transport | No money |
This is also a good opportunity to look at the relationships between the key elements of the problem . For example, in the 'Job-Transport-Money' problem, there are strong connections between all the elements.
By looking at all the relationships between the key elements, it appears that the problem is more about how to achieve any one of three things, i.e. job, transport or money, because solving one of these sub-problems will, in turn, solve the others.
This example shows how useful it is to have a representation of a problem.
Visual and verbal representations include:
Chain diagrams are powerful and simple ways of representing problems using a combination of diagrams and words. The elements of the problem are set out in words, usually placed in boxes, and positioned in different places on a sheet of paper, using lines to represent the relationship between them.
Chain Diagrams are the simplest type, where all the elements are presented in an ordered list, each element being connected only with the elements immediately before and after it. Chain diagrams usually represent a sequence of events needed for a solution. A simple example of a chain diagram illustrates the job-transport-money example as as follows:
TAKE JOB |
Flow charts allow for inclusion of branches, folds, loops, decision points and many other relationships between the elements. In practice, flow charts can be quite complicated and there are many conventions as to how they are drawn but, generally, simple diagrams are easier to understand and aid in 'seeing' the problem more readily.
Tree diagrams and their close relative, the Decision Tree , are ways of representing situations where there are a number of choices or different possible events to be considered. These types of diagram are particularly useful for considering all the possible consequences of solutions.
Remember that the aim of a visualisation is to make the problem clearer. Over-complicated diagrams will just confuse and make the problem harder to understand.
Listing the elements of a problem can also help to represent priorities, order and sequences in the problem. Goals can be listed in order of importance and barriers in order of difficulty. Separate lists could be made of related goals or barriers. The barriers could be listed in the order in which they need to be solved, or elements of the problem classified in a number of different ways. There are many possibilities, but the aim is to provide a clearer picture of the problem.
1. Get money |
A visual representation and a working definition together makes it far easier to describe a problem to others. Many problems will be far more complex than the example used here.
Continue to: Investigating Ideas and Possible Solutions
See also: Social Problem Solving Project Management Risk Management
5 steps (and 4 techniques) for effective problem solving.
Problem solving is the process of reviewing every element of an issue so you can get to a solution or fix it. Problem solving steps cover multiple aspects of a problem that you can bring together to find a solution. Whether that’s in a group collaboratively or independently, the process remains the same, but the approach and the steps can differ.
To find a problem solving approach that works for you, your team, or your company, you have to take into consideration the environment you’re in and the personalities around you.
Knowing the characters in the room will help you decide on the best approach to try and ultimately get to the best solution.
5 problem solving steps, 4 techniques to encourage problem solving, the bottom line.
No matter what the problem is, to solve it, you nearly always have to follow these problem solving steps. Missing any of these steps can cause the problem to either resurface or the solution to not be implemented correctly.
Once you know these steps, you can then get creative with the approach you take to find the solutions you need.
You must define and understand the problem before you start, whether you’re solving it independently or as a group. If you don’t have a single view of what the problem is, you could be fixing something that doesn’t need fixing, or you’ll fix the wrong problem.
Spend time elaborating on the problem, write it down, and discuss everything, so you’re clear on why the problem is occurring and who it is impacting.
Once you have clarity on the problem, you then need to start thinking about every possible solution . This is where you go big and broad, as you want to come up with as many alternative solutions as possible. Don’t just take the first idea; build out as many as you can through active listening, as the more you create, the more likely you’ll find a solution that has the best impact on the team.
Whichever solution you pick individually or as a team, make sure you think about the impact on others if you implement this solution. Ask questions like:
At this stage of problem solving, be prepared for feedback, and plan for this. When you roll out the solution, request feedback on the success of the change made.
Making a change shouldn’t be a one time action. Spend time reviewing the results of the change to make sure it’s made the required impact and met the desired outcomes.
Make changes where needed so you can further improve the solution implemented.
Each individual or team is going to have different needs and may need a different technique to encourage each of the problem solving steps. Try one of these to stimulate the process.
The 1-2-4-All is a good problem solving approach that can work no matter how large the group is. Everyone is involved, and you can generate a vast amount of ideas quickly.
Ideas and solutions are discussed and organized rapidly, and what is great about this approach is the attendees own their ideas, so when it comes to implementing the solutions, you don’t have more work to gain buy-in.
As a facilitator, you first need to present the group with a question explaining the problem or situation. For example, “What actions or ideas would you recommend to solve the company’s lack of quiet working areas?”
With the question clear for all to see, the group then spends 5 minutes to reflect on the question individually. They can jot down their thoughts and ideas on Post-Its.
Now ask the participants to find one or two other people to discuss their ideas and thoughts with. Ask the group to move around to find a partner so they can mix with new people.
Ask the pairs to spend 5 minutes discussing their shared ideas and thoughts.
Next, put the group into groups of two or three pairs to make groups of 4-6. Each group shouldn’t be larger than six as the chances of everyone being able to speak reduces.
Ask the group to discuss one interesting idea they’ve heard in previous rounds, and each group member shares one each.
The group then needs to pick their preferred solution to the problem. This doesn’t have to be voted on, just one that resonated most with the group.
Then ask for three actions that could be taken to implement this change.
Bring everyone back together as a group and ask open questions like “What is the one thing you discussed that stood out for you?” or “Is there something you now see differently following these discussions?”
By the end of the session, you’ll have multiple approaches to solve the problem, and the whole group will have contributed to the future solutions and improvements.
The Lightning Decision Jam is a great way to solve problems collaboratively and agree on one solution or experiment you want to try straight away. It encourages team decision making, but at the same time, the individual can get their ideas and feedback across. [1]
If, as a team, you have a particular area you want to improve upon, like the office environment, for example, this approach is perfect to incorporate in the problem solving steps.
The approach follows a simple loop.
Make a Note – Stick It on The Wall – Vote – Prioritize
Using sticky notes, the technique identifies major problems, encourages solutions, and opens the group up for discussion. It allows each team member to play an active role in identifying both problems and ways to solve them.
Mind mapping is a fantastic visual thinking tool that allows you to bring problems to life by building out the connections and visualizing the relationships that make up the problem.
You can use a mind map to quickly expand upon the problem and give yourself the full picture of the causes of the problem, as well as solutions [2] .
The goal of a mind map is to simplify the problem and link the causes and solutions to the problem.
To create a mind map, you must first create the central topic (level 1). In this case, that’s the problem.
Next, create the linked topics (level 2) that you place around and connect to the main central topic with a simple line.
If the central topic is “The client is always changing their mind at the last minute,” then you could have linked topics like:
Adding these linking topics allows you to start building out the main causes of the problem as you can begin to see the full picture of what you need to fix. Once you’re happy that you’ve covered the breadth of the problem and its issues, you can start to ideate on how you’re going to fix it with the problem solving steps.
Now, start adding subtopics (level 3) linking to each of the level 2 topics. This is where you can start to go big on solutions and ideas to help fix the problem.
For each of the linked topics (level 2), start to think about how you can prevent them, mitigate them, or improve them. As this is just ideas on paper, write down anything that comes to mind, even if you think the client will never agree to it!
The more you write down, the more ideas you’ll have until you find one or two that could solve the main problem.
Once you run out of ideas, take a step back and highlight your favorite solutions to take forward and implement.
The five why’s can sound a little controversial, and you shouldn’t try this without prepping the team beforehand.
Asking “why” is a great way to go deep into the root of the problem to make the individual or team really think about the cause. When a problem arises, we often have preconceived ideas about why this problem has occurred, which is usually based on our experiences or beliefs.
Start with describing the problem, and then the facilitator can ask “Why?” fives time or more until you get to the root of the problem. It’s tough at first to keep being asked why, but it’s also satisfying when you get to the root of the problem [3] .
As a facilitator, although the basic approach is to ask why, you need to be careful not to guide the participant down a single route.
To help with this, you can use a mind map with the problem at the center. Then ask a why question that will result in multiple secondary topics around the central problem. Having this visual representation of the problem helps you build out more useful why questions around it.
Once you get to the root of the problem, don’t forget to be clear in the actions to put a fix in place to resolve it.
Learn more about how to use the five why’s here .
To fix a problem, you must first be in a position where you fully understand it. There are many ways to misinterpret a problem, and the best way to understand them is through conversation with the team or individuals who are experiencing it.
Once you’re aligned, you can then begin to work on the solutions that will have the greatest impact through effective problem solving steps.
For the more significant or difficult problems to solve, it’s often advisable to break the solution up into smaller actions or improvements.
Trial these improvements in short iterations, and then continue the conversations to review and improve the solution. Implementing all of these steps will help you root out the problems and find useful solutions each time.
[1] | ^ | UX Planet: |
[2] | ^ | Focus: |
[3] | ^ | Expert Program Management: |
Explore the time flow system.
Psychology Spot
All About Psychology
Problem solving is a complex psychological process through which we try to find the best way to overcome an obstacle or face a challenge. Unfortunately, this process is not always linear, but can follow tortuous paths, plunging us into a situation of psychological anguish when we believe that there is no possible solution.
On the other hand, knowing the phases of problem solving will save us a lot of headaches. Providing a coherent structure to the situation that concerns us, and having a common thread that guides us along the way, will help us to put some order in the mental chaos that problems usually generate.
Experience can be a plus or, on the contrary, become an impediment to solving problems. Psychologists from the universities of Hong Kong and Princeton examined how we implement problem-solving strategies by asking a group of people to solve a series of problems with matches.
Participants were presented with a series of linked squares. Each square in the matrix was made up of separate pieces, and people had to remove a certain number of matches while keeping a specified number of squares intact. The interesting thing about these types of problems is that they generally have more than one solution, different strategies can be used and these must change according to the configuration of the matrix, just as it usually happens with life problems.
These researchers found that participants went through two major stages in problem solving. At first they let themselves be carried away by the perceptual characteristics of the problem and began to explore different strategies, some successful and others not.
In a second moment they used the accumulated experience to narrow their options of strategies, focusing on those that were more successful. The problem is that the more the participants trusted their strategic knowledge, the more difficulties they had in solving problems that demanded the application of novel strategies. In practice, they suffered from a kind of functional fixation.
These series of experiments show us that to solve a problem we must keep an open mind because along the way circumstances are likely to change and we need the mental flexibility necessary to change our problem-solving strategies.
1. Identify the problem
It may seem like a truism, but the truth is that identifying the real problem is not as easy as it seems, especially when it comes to a situation that affects us emotionally. In fact, when the problem is too scary or we sense that we do not have the psychological tools to solve it, we usually put into practice defense mechanisms such as displacement that allow us to erase the problematic situation from our conscious mind.
Instead, being able to identify the problem is the first step in finding a solution. Many times that means stopping looking outside for the culprits and searching within, wondering why a situation is particularly bothering or hindering us.
2. Understand the problem
Many times the problem brings with it the seed of the solution. So one of the steps in solving a problem is making sure we understand it. It is not enough to identify the problem, we need to define it. For this we need to analyze it from different perspectives.
For example, if we are trying to carry out a professional project that does not finish taking off, we have to clarify the reasons. Do we need more training? Are we in an overly competitive sector? Do we have enough resources? We need to understand the source of the problem.
Organizing the information available is another crucial step in the problem-solving process. We have to ask ourselves both, what we know about the problem and everything we do not know. Ultimately, the accuracy of the solution will largely depend on the amount of information available.
3. Assume a psychological distance
Most of the major problems in life have the potential to generate an emotional tsunami. However, many times that affective involvement obfuscates and prevents us from thinking clearly. That is why on many occasions one of the most important but least known phases for solving problems consists of moving away from what concerns us. To assume a psychological distance , we can take a few days away from the problematic environment or try to stop thinking about what worries us for a while.
During that time the unconscious mind will continue to work and is likely to generate creative and perfectly valid insights that lead to the solution of the problem. That distance to allow us to overcome the functional fixations that prevent us from thinking outside the box, giving way to a mental restructuring that will allow us to see the problem from another perspective.
4. Find solutions and develop strategies
Each problem is different, so it will require a specific solution. A solution cannot always be reached by insight, so it will be necessary to think of possible alternatives to solve the problem. Synectics , for example, is a problem-solving method that uses creativity to find original solutions.
The next step is to develop a strategy, since solutions that do not materialize in concrete steps are very difficult to implement. Therefore, we must ask ourselves how we are going to implement our solution. In this phase of problem solving it is important to be honest with ourselves and “land” that strategy taking into account our resources and real availability. It is useless to develop a great strategy if we cannot apply it later.
5. Evaluation of progress
Very few problems are solved overnight. These are generally complex situations that we must patiently “unwind” over time. Therefore, another of the phases to solve a problem consists of monitoring the results that we are achieving. This way we make sure that we are on the right track and we are not wasting energy and time uselessly.
In this last stage of problem solving it is important to be able to adapt our expectations. It is difficult for a professional project to take off in the blink of an eye, so we must focus on the small steps that indicate that the solution is paying off. To do this, it is important to sit down and reflect on the impact of the solution from time to time.
We must also bear in mind that circumstances often change, so we may need to make adjustments to our initial solution. This requires great mental flexibility to change course when we realize that the strategy is not as effective as we would like.
Fedor, A. et. Al. (2015) Problem solving stages in the five square problem. Front. Psychol ; 6: 1050.
Louis Lee, N. Y. & Johnson-Laird, P. N. (2013) Strategic changes in problem solving. Journal of Cognitive Psychology ; 25: 165–173.
Gillen, G. (2009) Managing Executive Function Impairments to Optimize Function. Cognitive and Perceptual Rehabilitation ; 245-283.
I am a psychologist and I spent several years writing articles for scientific journals specialized in Health and Psychology. I want to help you create great experiences. Learn more about me .
15/08/2024 By Jennifer Delgado
14/08/2024 By Jennifer Delgado
What is problem-solving and how to do it right steps, processes, exercises.
The better your problem-solving skills are, the better (and easier!) your life will be. Organized problem-solving is a killer career skill - learn all about it here.
Whether we’re trying to solve a technical problem at work, or trying to navigate around a roadblock that Google Maps doesn’t see – most people are problem-solving every single day .
But how effective are you at tackling the challenges in your life? Do you have a bullet-proof process you follow that ensures solid outcomes, or... Do you act on a whim of inspiration (or lack thereof) to resolve your pressing problems?
Here’s the thing: the better your problem-solving skills are - the better (and easier!) your life will be (both professionally and personally). Organized problem-solving is a killer career (and life!) skill, so if you want to learn how to do it in the most efficient way possible, you’ve come to the right place.
Read along to learn more about the steps, techniques and exercises of the problem-solving process.
We’re faced with the reality of having to solve problems every day, both in our private and professional lives. So why do we even need to learn about problem-solving? Aren’t we versed in it well enough already?
Well, what separates problem-solving from dealing with the usual day-to-day issues is that it’s a distinct process that allows you to go beyond the standard approaches to solving a problem and allows you to come up with more effective and efficient solutions. Or in other words, problem-solving allows you to knock out those problems with less effort.
Just like with any other skill, there’s an efficient way to solve problems, and a non-efficient one. While it might be tempting to go for the quickest fix for your challenge without giving it much thought, it will only end up costing you more time down the road. Quick fixes are rarely (if ever!) effective and end up being massive time wasters.
What separates problem-solving from dealing with the usual day-to-day issues is that it’s a distinct process that allows you to go beyond the standard approaches to solving a problem and allows you to come up with more effective and efficient solutions.
On the other hand, following a systemized clear process for problem-solving allows you to shortcut inefficiencies and time-wasters, turn your challenges into opportunities, and tackle problems of any scope without the usual stress and hassle.
What is the process that you need to follow, then? We’re glad you asked...
So what’s the best way to move through the problem-solving process? There’s a 5-step process that you can follow that will allow you to solve your challenges more efficiently and effectively. In short, you need to move through these 5 steps:
Let’s look at each of those stages in detail.
The first step might sound obvious, but trust us, you don’t want to skip it! Clearly defining and framing your challenge will help you guide your efforts and make sure you’re focussing on the things that matter, instead of being distracted by a myriad of other options, problems and issues that come up.
For once, you have to make sure you’re trying to solve the root cause, and not trying to mend the symptoms of it. For instance, if you keep losing users during your app onboarding process, you might jump to the conclusion that you need to tweak the process itself: change the copy, the screens, or the sequence of steps.
But unless you have clear evidence that confirms your hypothesis, your challenge might have an entirely different root cause, e.g. in confusing marketing communication prior to the app download.
Clearly defining and framing your challenge will help you guide your efforts and make sure you’re focussing on the things that matter, all the while ensuring that you’re trying to solve the root cause, and not trying to mend the symptoms of it
That’s why it’s essential you take a close look at the entire problem, not just at a fraction of it.
There are several exercises that can help you get a broader, more holistic view of the problem, some of our all-time favorites include Expert Interviews, How Might We, or The Map. Check out the step-by-step instructions on how to run them (along with 5 more exercises for framing your challenge!) here.
When in doubt, map out your challenge, and always try to tackle the bottlenecks that are more upstream - it’s likely that solving them will solve a couple of other challenges down the flow.
You also have to be mindful of how you frame the challenge: resist the urge to include a pre-defined solution into your problem statement. Priming your solutions to a predestined outcome destroys the purpose of following a step-by-step process in the first place!
Steer clear of formulations like:
We need to change the onboarding process... or We need to improve ad copy to increase conversions.
Instead, opt for more neutral, problem-oriented statements that don’t include a solution suggestion in them:
The drop off rate during the onboarding process is too high or Our ad conversion rates are below the norm.
Pro tip: Reframing your challenge as a ‘How Might We’ statement is a great way to spark up new ideas, opening your problem to a broader set of solutions, and is just a great way to reframe your problem into a more positive statement (without implying the possible solution!)
For example, following the onboarding drop-off rate problem we mentioned earlier, instead of framing it as a problem, you could opt for:
How Might We decrease the drop-off rate during the onboarding process?
Find out more about the best exercises for problem framing here!
Now that you have a clear idea of what you’re trying to solve, it’s move on to the next phase of the problem-solving process.
Step 2: ideating a solution.
Get ready to roll up your sleeves and challenge the status quo! This step of the problem-solving process is all about thinking outside of the box, challenging old assumptions, and thinking laterally.
This stage is the one that tends to cause the most overwhelm in teams because it requires just the right balance of creativity and critical thinking, which tends to cause a lot of friction.
Our best advice?
Let go of the pressure to produce a polished, thought-through solution at this stage. You can hash out the details at a later point. Our goal right now is to come up with a direction, a prototype if you may, of where we want to move towards.
Embrace the “quantity over quality” motto, and let your creative juices flow! Now, we’re not saying you should roll with sub-par ideas. But you shouldn’t get too fixated on feasibility and viability just yet .
Your main goal during this step is to spark ideas, kick off your thinking process in the right direction, venture out of the familiar territories and think outside the box.
For the ideation to be the most effective your team will have to feel safe to challenge the norm and wide-spread assumptions. So lay judgment by side, there is no space for “that’s the way it’s always been done” in this step.
For your ideation sessions to be as efficient as possible, we highly recommend to run them in a workshop setting: this helps reduce the usual drawbacks of open discussions in teams (i.e. groupthink & team politics!)
Our favorite exercises to run during this phase include Lightning Demos, Sketching, and variations of Brainstorming. We crafted an entire article on how to run and facilitate these exercises in a separate article, so check it out of you’re going to be running an ideation session anytime soon!
It’s time to decide which of the ideas that you generated in the last step will be the one you’ll implement.
This step is arguably the hardest one to complete smoothly: groupthink, team politics, differences in opinions and communication styles all make it very hard to align a team on a common course of action.
If you want to avoid the usual pitfalls of team decision-making, we recommend you steer clear of open unstructured discussion. While it’s useful in some scenarios, it’s a poor choice for when you need to make a decision, because it tends to reward the loudest people in the room, rather than give way to the best ideas.
It’s crucial you not only commit to a course of action but get full buy-in from the team. If your team members don’t understand the reasons for a decision, or are not fully onboard, the implementation of your decision will be half-hearted, and that’s definitely not what you want!
To achieve that, opt for anonymized, multi-layered voting, and include guided exercises like Storyboarding to prioritize your ideas.
We’ve gathered the list of our top-rated decision-making exercises, along with step-by-step instructions on how to run them in this article!
As a bonus tip, we recommend you involve a facilitator throughout the entire process. They will help align the team, and guide them through prioritizing and de-prioritizing solutions, as well as defining the next steps.
Pro tip : If you’re not the ultimate decision maker on the issue you’re trying to solve, make sure they’re in the room when the call is being made! Having a Decider in the room ensures that the decisions you come to will actually get executed on after, instead of getting shut down by your superiors after.
Step 4: implementing your solution.
Here’s a truth that might be hard to swallow: it doesn’t matter how innovative, creative, or original your idea is, if your execution is weak.
One of our favourite illustrations of how this works in practice comes from the book “ Anything you want ” by Derek Sivers. He reveals that ideas should be treated as multipliers of execution. What this means is that a mediocre, “so-so” idea could be worth millions if executed well, while a “brilliant” idea can completely flop with bad execution.
That’s why this step is crucial if you want to really master the problem-solving process.
What do we mean by execution? Everything that happens after the whiteboards are wiped clean and your team starts to action the outcomes of your sessions, be it prototyping, development, or promotion.
But don’t just take our word for it, look at the example of how execution affected Nintendo’s sales:
In the past few years, Nintendo has come up with 3 products: the Wii, the Wii U and the Switch. Check out their sales figures on the graph below - Wii is the clear-cut leader, followed by Switch, and finally Wii U lagging behind.
The Wii was unbelievably successful - it was a genuinely unique, “brilliant”-level idea and it had a “brilliant” execution (20x $10 million = $200 million). It is one of the fastest selling game consoles of all time and it completely took over the market.
The next product was called Wii U and it was a “great” concept but the execution was absolutely terrible. So even though this product was very interesting and innovative, the end result was 15x $1,000 = $15,000.
Finally, Nintendo took the Wii U concept and tried it again with the Switch. The idea was “so so” as it was already done before, but the execution was “brilliant”. So, 5x $10 million = $50 million! Much better.
Bottom line?
The same idea can either make no dent in the market and damage your share price OR become a market hit and increase your share price dramatically. The only difference between the two scenarios – execution.
So shift your focus from coming up with crazy, innovative, outlandish ideas that will disrupt the market, and concentrate on really nailing down your execution instead.
This is likely the least “workshoppy” step out of the entire problem-solving process because it requires less alignment and decision-making and more..well.. Execution!
But hey, we wouldn’t be called “Workshopper” if we didn't offer you at least one way to optimize and workshopify (yup, we’re making it a thing) your execution process.
Cue in….prototyping.
We’re huge fans of prototyping all big solutions (and testing them!) The main reason?
This saves us time AND money! Prototyping and testing your solutions (especially if they’re time and investment-demanding) is a great way to make sure you’re creating something that is actually needed.
The key with prototyping the right way is to keep it simple. Don’t invest too much time, or resources into it. The goal is to gather data for your future decisions, not to create a near-to-perfect mockup of your solution.
There are LOADS of prototyping forms and techniques, and if you’d like to learn more on the subject you should definitely check out our extensive prototyping guide.
You’re nearly done, woo! Now that you have defined the right problem to tackle, brainstormed the solutions, aligned your team on the course of action, and put your plan into action it’s time to take stock of your efforts.
Seek feedback from all involved parties, analyze the data you’ve gathered, look at the bottom line of your efforts, and take a hard look at your problem: did it get solved? And even more than that, did the process feel smoother, easier, and more efficient than it normally is?
Running a retrospective is a great way to highlight things that went well and that you should keep for your next round of problem.solving, as well as pinpoint inefficiencies that you can eliminate.
But which kind of retrospective should you run? There are loads of options, and it’s easy to feel overwhelmed by them all, so we gathered our favorite retrospective variations in this article.
And there you have it, you just completed the cycle of problem-solving. We highly recommend you follow through with all the steps, without leaving any out. They all complement and build on each other, and it’s the combination of all 5 of them that makes the process effective.
Now that you have the problem solving process down, you might be wondering…
Do I need any special skills in order to be able to move through that process?
And the answer is… sort of! More in this in the next section.
While your skill set will need to adapt and change based on the challenges you’ll be working on, most efficient problem-solvers have a solid foundation of these key skills:
Not checking every single skill of your list just yet? Not to worry, the next section will give you practical tools on how to level up and improve your problem-solving skills.
Just like with any other skill, problem-solving is not an innate talent that you either have or you don’t. There are concrete steps you can take to improve your skills.
Here are some things that will get you closer to mastering the problem-solving process:
Practice makes perfect, and problem-solving skills are no exception! Seek opportunities to utilize and develop these skills any time you can.
If you don’t know where or how to start just yet, here’s a suggestion that will get you up and running in no time: run a quick problem-solving session on a challenge that has been bothering your team for a while now.
It doesn’t need to be the big strategic decision or the issue defining the future of the company. Something easy and manageable (like optimizing office space or improving team communication) will do.
As you start feeling more comfortable with the problem-solving techniques, you can start tackling bigger challenges. Before you know it, you’ll master the art of creative problem-solving!
Facilitation is one of the essential skills for problem-solving. But here’s the thing… Facilitation skills on their own won’t lead you to a solved challenge.
While being able to shortcut aimless discussions is a great skill, you have to make sure your problem-solving session has tangible outcomes. Using a tried and tested method, a workshop, is one of the easiest ways to do that.
Our best advice is to get started with a tried and tested problem-solving workshop like the Lightning Decision Jam . The LDJ has all the right ingredients for quick, effective problem solving that leads to tangible outcomes. Give it a go!
You may have colleagues who are skilled problem solvers. Observing how those colleagues solve problems can help you improve your own skills.
If possible, ask one of your more experienced colleagues if you can observe their techniques. Ask them relevant questions and try to apply as many of the new found skills i your career as possible.
Having a toolbox of problem-solving exercises to pull from that can fit any type of challenge will make you a more versatile problem-solver and will make solving challenges that much easier for you!
Once you get used to the groove of learning how to combine them into effective sessions or workshops, there’ll be no stopping you. What are some of the most effective problem-solving exercises? Glad you asked! We’ve gathered our favorite ones here, check it out!
And there you have it, you’re now fully equipped for running creative problem-sessions with confidence and ease! Whichever method or exercise you choose, remember to keep track of your wins, and learn as much as you can from your losses!
Anastasia Ushakova
Brand Strategist, Digital Marketer, and a Workshopper.
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September 1, 2016 | Leadership Articles
Being a successful leader doesn’t mean that you don’t have any problems. Rather, it means that you know how to solve problems effectively as they arise. If you never had to deal with any problems, chances are pretty high that your company doesn’t really need you. They could hire an entry-level person to do your job!
Unfortunately, there are many examples of leaders out there who have been promoted to management or leadership positions because they are competent and excel in the technical skills needed to do the work. These people find themselves suddenly needing to “think on their feet” and solve problems that are far more high-level and complicated than they’ve ever really had to deal with before. Are there tools available to these people to help them solve the problem correctly and effectively? Absolutely!
Today, I am going to introduce you to the Seven Steps of Effective Problem Solving that Bullet Proof® Managers are learning about, developing, and implementing in their teams.
What are things like when they are the way we want them to be?
This question helps you find the standard against which we’re going to measure where we are now. If things were going the way we want them to go, what does that look like? If this person were doing the job we want him or her to do, what would they be doing?
And then ask this important question: How much variation from the norm is tolerable?
Therein lies the problem. From an engineering perspective, you might have very little tolerance. From a behavioral perspective, you might have more tolerance. You might say it’s okay with me when this person doesn’t do it exactly as I say because I’m okay with them taking some liberty with this. Some other issue you may need 100% compliance.
At what stage is this problem? This helps you identify the urgency of the problem, and there are generally three stages.
The emergent stage is where the problem is just beginning to happen. It does not cause an immediate threat to the way business operates every day. It is just beginning to happen and you have time on your side to be able to correct it without it causing much damage to the processes it is affecting. The mature stage is where this problem is causing more than just minor damage. Some amount of damage has been done, and you need to jump on it immediately to fix it before it becomes a problem where the consequences may be greater, deeper, and more expensive if we don’t solve this problem fast.
The third stage is the crisis stage, when the problem is so serious it must be corrected immediately. At this stage, real damage has been done to company processes, reputation, finances, etc. that will have potentially long-term effects on your ability to do business.
You should be able to describe a problem by writing it in the form of a statement and you should do it in 12 words or less, assuming it’s not a complicated, scientific problem. This way, you have clarity exactly what the issue is. Then, perhaps try distributing it to your team to ensure they agree that this is the root of the problem, that it makes sense, and everyone that is working toward a solution is working toward the same goal.
The most important question of all, when describing your problem: Is your premise correct?
Let me give you an example of what I mean. We’ve all heard – or read – the story of the engineer’s take on the old “half empty, half full” question. A speaker holds up the glass of water and asks if the glass is half empty or half full, a discussion within the group ensues, and you generally expect some sort of lesson in optimism, etc. from it. In this version, an engineer is in the room and answers, “I see this glass of water as being twice the size it needs to be.”
You see, sometimes when you are the one in charge of the problem, you tend to set the premise of the problem from your own perspective. But, that premise may not be accurate, or it may just need an alternate perspective from which to see it. If your premise is not correct, or at least incomplete, you are not fully understanding the problem and considering all the best options for a solution.
This step involves asking and answering a lot of questions. Ask questions like: What caused this problem? Who is responsible for this problem? When did this problem first emerge? Why did this happen? How did this variance from the standard come to be? Where does it hurt us the most? How do we go about resolving this problem?
Also, ask the most important question: Can we solve this problem for good so it will never occur again? Because an important aspect to leadership is coming up with solutions that people can use for a long-term benefit, rather than having to deal with the same problems over and over and over.
Just about any problem you have to deal with has more solutions to it than the one that you think of first. So, it is best to develop a list of alternate solutions that you and your team can assess and decide which one will be the best for the particular problem. I often use the ⅓ + 1 Rule to create consensus around one – or the top two or three solutions – that will be best for everyone involved.
Then rank those solutions based on efficiency, cost, long-term value, what resources you have and that you can commit to the solution of the problem. Then, look at every one of those solutions carefully and decide what you believe to be the best solution to this problem at this time.
Implementing the solution you decide on can include creating an implementation plan. It could also include planning on what happens next if something goes wrong with the solution if it doesn’t work out the way you thought it would. Implementation means that everyone on your team knows and understands their part in making the solution work, that there are timelines for execution, and also that you have a system in place to track whether or not the solution has corrected the problem.
From your implementation plan in step 6, make sure you track and measure the results so you can answer questions such as: Did it work? Was this a good solution? Did we learn something here in the implementation that we could apply to other potential problems?
These seven simple steps will help you become a more effective, efficient problem solver in your organization. As you practice this process and develop the skills, these steps will become more natural to you until the point that you are using them without noticing!
Crestcom International, LLC is an international leadership development organization, training more than one million leaders for 25,000 businesses in over 60 countries across the globe. Crestcom achieves this through a blend of live-facilitated multimedia video, interactive exercises, and shared learning experiences. Crestcom implements action plans and coaching accountability sessions to ensure measured development in key leadership competency areas. For more information, please contact your local Crestcom representative found here .
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Problem solving is a critical skill for success in business – in fact it’s often what you are hired and paid to do. This article explains the five problem solving steps and provides strategies on how to execute each one.
Before we talk about the stages of problem solving, it’s important to have a definition of what it is. Let’s look at the two roots of problem solving — problems and solutions.
Problem – a state of desire for reaching a definite goal from a present condition [1] Solution – the management of a problem in a way that successfully meets the goals set for treating it
[1] Problem solving on Wikipedia
One important call-out is the importance of having a goal. As defined above, the solution may not completely solve problem, but it does meet the goals you establish for treating it–you may not be able to completely resolve the problem (end world hunger), but you can have a goal to help it (reduce the number of starving children by 10%).
With that understanding of problem solving, let’s talk about the steps that can get you there. The five problem solving steps are shown in the chart below:
However this chart as is a little misleading. Not all problems follow these steps linearly, especially for very challenging problems. Instead, you’ll likely move back and forth between the steps as you continue to work on the problem, as shown below:
Let’s explore of these steps in more detail, understanding what it is and the inputs and outputs of each phase.
aka What are you trying to solve? In addition to getting clear on what the problem is, defining the problem also establishes a goal for what you want to achieve.
Input: something is wrong or something could be improved. Output: a clear definition of the opportunity and a goal for fixing it.
aka What are some ways to solve the problem? The goal is to create a list of possible solutions to choose from. The harder the problem, the more solutions you may need.
Input: a goal; research of the problem and possible solutions; imagination. Output: pick-list of possible solutions that would achieve the stated goal.
aka What are you going to do? The ideal solution is effective (it will meet the goal), efficient (is affordable), and has the fewest side effects (limited consequences from implementation).
Input: pick-list of possible solutions; decision-making criteria. Output: decision of what solution you will implement.
aka What are you doing? The implementation of a solution requires planning and execution. It’s often iterative, where the focus should be on short implementation cycles with testing and feedback, not trying to get it “perfect” the first time.
Input: decision; planning; hard work. Output: resolution to the problem.
aka What did you do? To know you successfully solved the problem, it’s important to review what worked, what didn’t and what impact the solution had. It also helps you improve long-term problem solving skills and keeps you from re-inventing the wheel.
Input: resolutions; results of the implementation. Output: insights; case-studies; bullets on your resume.
Once you understand the five steps of problem solving, you can build your skill level in each one. Often we’re naturally good at a couple of the phases and not as naturally good at others. Some people are great at generating ideas but struggle implementing them. Other people have great execution skills but can’t make decisions on which solutions to use. Knowing the different problem solving steps allows you to work on your weak areas, or team-up with someone who’s strengths complement yours.
Want to improve your problem solving skills? Want to perfect the art of problem solving? Check out our training programs or try these 20 problem solving activities to improve creativity .
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very helpful and informative training
Thank you for the information
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I’m writing my 7th edition of Effective Security Management. I would like to use your circular graphic illustration in a new chapter on problem solving. You’re welcome to phone me at — with attribution.
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i love your presentation. It’s very clear. I think I would use it in teaching my class problem solving procedures. Thank you
It is well defined steps, thank you.
these step can you email them to me so I can print them out these steps are very helpful
I like the content of this article, it is really helpful. I would like to know much on how PAID process (i.e. Problem statement, Analyze the problem, Identify likely causes, and Define the actual causes) works in Problem Solving.
very useful information on problem solving process.Thank you for the update.
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It makes sense that a business would want to have an effective problem solving strategy. Things could get bad if they can’t find solutions! I think one of the most important things about problem solving is communication.
Well in our school teacher teach us –
1) problem ldentification 2) structuring the problem 3) looking for possible solutions 4) lmplementation 5) monitoring or seeking feedback 6) decision making
Pleace write about it …
I teach Professional communication (Speech) and I find the 5 steps to problem solving as described here the best method. Your teacher actually uses 4 steps. The Feedback and decision making are follow up to the actual implementation and solving of the problem.
i know the steps of doing some guideline for problem solving
steps are very useful to solve my problem
The steps given are very effective. Thank you for the wonderful presentation of the cycle/steps/procedure and their connections.
I like the steps for problem solving
It is very useful for solving difficult problem i would reccomend it to a friend
this is very interesting because once u have learned you will always differentiate the right from the wrong.
I like the contents of the problem solving steps. informative.
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I make an effort to appreciate the humor of everyday life....
This question helps us further the advancement of humor research to make it more equitable.
COMMENTS
Brainstorming and team problem-solving techniques are both useful tools in this stage of problem solving. Many alternative solutions to the problem should be generated before final evaluation. A common mistake in problem solving is that alternatives are evaluated as they are proposed, so the first acceptable solution is chosen, even if it's ...
Learn how to identify, define, form, organize, allocate, monitor, and evaluate problems using different strategies and techniques. Find out how to improve your problem-solving skills and overcome obstacles in various situations.
The problem-solving process typically includes the following steps: Identify the issue: Recognize the problem that needs to be solved. Analyze the situation: Examine the issue in depth, gather all relevant information, and consider any limitations or constraints that may be present. Generate potential solutions: Brainstorm a list of possible ...
7. Solution evaluation. 1. Problem identification. The first stage of any problem solving process is to identify the problem (s) you need to solve. This often looks like using group discussions and activities to help a group surface and effectively articulate the challenges they're facing and wish to resolve.
Problem-solving is an important part of planning and decision-making. The process has much in common with the decision-making process, and in the case of complex decisions, can form part of the process itself. We face and solve problems every day, in a variety of guises and of differing complexity. Some, such as the resolution of a serious ...
Step 1 - Define the Problem. The definition of the problem is the first step in effective problem solving. This may appear to be a simple task, but it is actually quite difficult. This is because problems are frequently complex and multi-layered, making it easy to confuse symptoms with the underlying cause.
Different stages of the problem-solving process can benefit from specific strategies, enhancing the efficiency and effectiveness of the solutions developed. Here's a detailed look at some key tools and techniques: Brainstorming. Brainstorming is a widely used technique during the solution-generation phase of problem-solving. It's a group ...
Problem-solving is a vital skill for coping with various challenges in life. This webpage explains the different strategies and obstacles that can affect how you solve problems, and offers tips on how to improve your problem-solving skills. Learn how to identify, analyze, and overcome problems with Verywell Mind.
Simplex, which involves an eight-stage process: problem finding, fact finding, defining the problem, idea finding, selecting and evaluating, planning, selling the idea, and acting. These steps build upon the basic, four-step process described above, and they create a cycle of problem finding and solving that will continually improve your ...
Learn from experts how to apply a structured method to any complex challenge, from business to policy to personal decisions. The podcast covers the seven steps of problem solving, from defining the problem to testing the solution, with examples and insights.
Problem-solving is a strategy-driven approach that uses logical thinking, creativity, and collaboration to analyze obstacles and build actionable solutions to overcome them. Life rarely goes exactly to plan, and problem-solving skills remove barriers that stop your team from reaching objectives when things go awry.
Teams today aren't just asked to execute tasks: They're called upon to solve problems. You'd think that many brains working together would mean better solutions, but the reality is that too ...
Business communication Why Groups Struggle to Solve Problems Together. From Why Groups Struggle to Solve Problems Together , Nov 07, 2019
The McKinsey guide to problem solving. Become a better problem solver with insights and advice from leaders around the world on topics including developing a problem-solving mindset, solving problems in uncertain times, problem solving with AI, and much more.
This page continues from Problem Solving an Introduction that introduces problem solving as a concept and outlines the stages used to successfully solve problems.. This page covers the first two stages in the problem solving process: Identifying the Problem and Structuring the Problem. Stage One: Identifying the Problem. Before being able to confront a problem its existence needs to be identified.
4. Implement the Solution. At this stage of problem solving, be prepared for feedback, and plan for this. When you roll out the solution, request feedback on the success of the change made. 5. Review, Iterate, and Improve. Making a change shouldn't be a one time action.
In insight problem-solving, the cognitive processes that help you solve a problem happen outside your conscious awareness. 4. Working backward. Working backward is a problem-solving approach often ...
The Stages of Problem Solving We Can All Apply. 1. Identify the problem. SEE ALSO 7 barriers to creativity that you raise yourself. It may seem like a truism, but the truth is that identifying the real problem is not as easy as it seems, especially when it comes to a situation that affects us emotionally. In fact, when the problem is too scary ...
Here are the basic steps involved in problem-solving: 1. Define the problem. The first step is to analyze the situation carefully to learn more about the problem. A single situation may solve multiple problems. Identify each problem and determine its cause. Try to anticipate the behavior and response of those affected by the problem.
This step of the problem-solving process is all about thinking outside of the box, challenging old assumptions, and thinking laterally. This stage is the one that tends to cause the most overwhelm in teams because it requires just the right balance of creativity and critical thinking, which tends to cause a lot of friction.
The 5 Stages of Problem-solving: 1. Define the problem 2. Ideate on the solution 3. Choose the best strategy 4. Implement your solution 5. Analyze the results. The 5 Stages of Problem-solving.
An effective problem-solving process is one of the key attributes that separate great leaders from average ones. ... Step 2: Analyze the Problem. At what stage is this problem? This helps you identify the urgency of the problem, and there are generally three stages.
Before we talk about the stages of problem solving, it's important to have a definition of what it is. Let's look at the two roots of problem solving — problems and solutions. Problem - a state of desire for reaching a definite goal from a present condition [1] Solution - the management of a problem in a way that successfully meets ...