6 step problem solving method

Tuesday, May 15, 2012

• The Six-Step Problem-Solving Process

• Select the problem to be analyzed
• Clearly define the problem and establish aprecise problem statement
• Set a measurable goal for the problem solving effort
• Establish a process for coordinating with and gaining approval of leadership
• Identify the processes that impact the problem and select one
• List the steps in the process as it currently exists
• Map the Process
• Validate the map of the process
• Identify potential cause of the problem
• Collect and analyze data related to the problem
• Verify or revise the original problem statement
• Identify root causes of the problem
• Collect additional data if needed to verify root causes
• Establish criteria for selecting a solution
• Generate potential solutions that will address the root causes of the problem
• Select a solution
• Gain approval and supporter the chosen solution
• Plan the solution
• Implement the chosen solution on a trial or pilot basis
• If the Problem Solving Process is being used in conjunction with the Continuous Improvement Process, return to Step 6 of the Continuous Improvement Process
• If the Problem Solving Process is being used as a standalone, continue to Step 5
• Gather data on the solution
• Analyze the data on the solution
• Achive the desired results?
• If YES, go to Step 6. 
• If NO, go back to Step 1.
• Identify systemic changes and training needs for full implementation
• Adopt the solution
• Plan ongoing monitoring of the solution
• Continue to look for incremental improvements to refine the solution
• Look for another improvement opportunity

4 comments:

Tim, This is a good guideline for any practitioner to follow. I wish I had this a few weeks ago. A client liked a training deck I prepared but didn't want to confuse anyone with terms like Deming Cycle and such. The final version of PDCA was a 6 step process improvement method that's very similar to yours. Thanks for sharing. Cheers, Chris

Thank you for you brief and easy to understand on each step problem solving above.

Wonderful. Well Explained. Thank you for sharing

I mapped this to PDCA and observed that the first 3 steps correspond to P, the next 3 to D, C and A respectively. This Show that indeed planning is the most important step in PDCA.

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The Six Step Problem Solving Model

What is The Six Step Problem Solving Model?

The Six Step Problem Solving Model is a widely recognized and effective approach to addressing and resolving complex problems in personal and professional settings. This model provides a structured and systematic process for analyzing, identifying, and resolving issues, making it an indispensable tool for individuals, teams, and organizations.

Problem-solving is the process of identifying and resolving issues or obstacles that hinder the attainment of a goal. It is a critical skill that is highly valued in both personal and professional settings.

Whether you are a business owner, an employee, or an individual, the ability to solve problems effectively is essential for success.

According to a report by the World Economic Forum, problem-solving, critical thinking, and creativity are among the top skills that will be in demand in the job market by 2025.

This highlights the importance of problem-solving as a skill in the professional world. However, problem-solving is not limited to the workplace, it is also crucial in everyday life.

For instance, when faced with a personal challenge or a difficult situation, the ability to identify and solve the problem is key to achieving a desirable outcome.

The Six Step Problem Solving Model was first introduced by Kepner and Tregoe in the 1960s, who were management consultants known for their work in the field of decision-making and problem-solving. They proposed a rational and logical approach that was based on a rigorous analysis of the problem and its underlying causes, followed by a deliberate and careful selection of solutions that would address the root cause of the problem.

Since then, the Six Step Problem Solving Model has been widely adopted and modified by many organizations and industries, and it continues to be a useful and effective tool for addressing complex issues in a structured and systematic manner.

In this article, we will explore each step of the model in detail and provide examples of how it can be applied in real-world situations.

I have listed below all Six Steps in detail:

Step 1: Identify The Problem

Identifying the problem is the first step in the Six-Step Problem Solving Model. This step is critical because it sets the foundation for the rest of the problem-solving process.

The four sub-steps of this stage include:

Selection of the problem to be analyzed

The first sub-step in this stage is to select the problem that needs to be analyzed. This could be any issue that is causing problems for your personal or professional life. It could be a product or service that is not meeting customer expectations, a process that is causing delays, or any other problem that needs to be addressed.

Clear definition of the problem and establishment of a precise problem statement

Once you have identified the problem to be analyzed, the next step is to define it clearly and establish a precise problem statement. This step involves defining the problem in clear and concise terms so that everyone involved in the problem-solving process understands the issue at hand.

For example, if the problem is related to product quality, the problem statement could be: “Our product is not meeting the quality standards expected by our customers, which is resulting in negative feedback and decreased sales.”

Setting a measurable goal for the problem-solving effort

After defining the problem, the next step is to set a measurable goal for the problem-solving effort. This goal should be specific, measurable, achievable, relevant, and time-bound ( SMART ). The goal should be aligned with the overall objectives of the organization and should focus on addressing the root cause of the problem.

For example, if the problem is related to product quality, the goal could be: “To improve product quality by reducing defects by 50% within the next three months.”

Establishing a process for coordinating with and gaining approval of leadership

The final sub-step in this stage is to establish a process for coordinating with and gaining approval of leadership. This involves identifying the stakeholders who will be involved in the problem-solving process and obtaining their buy-in and support for the process.

For example, if the problem is related to product quality, the stakeholders could include the quality control team, production team, and senior management. It is important to involve all stakeholders in the process to ensure that everyone is aligned and committed to finding a solution to the problem.

Step 2: Analyze The Problem

Identification of the processes that impact the problem and selection of one.

To analyze the problem effectively, you need to identify the processes that impact the problem and select one. The selected process should be relevant to the problem and the one that can be analyzed to identify the root cause.

For example, if a company is experiencing a high employee turnover rate, the process that needs to be analyzed could be the hiring process, employee training process, or employee feedback process.

Listing the steps in the process as it currently exists

Once you have identified the process, you need to list all the steps in the process as it currently exists. This will help you identify where the problem is occurring and what steps need to be changed to solve the problem.

For instance, in the case of employee turnover rate, the steps in the hiring process could be job posting, resume screening, initial interview, background check, reference check, and final interview.

Mapping the process

After listing the steps, you need to map the process. This involves creating a visual representation of the process flow. Mapping the process helps in identifying the bottlenecks, redundancies, and inefficiencies in the process.

Validation of the map of the process

The next step is to validate the map of the process. This involves reviewing the map with the stakeholders involved in the process and confirming that it accurately represents the process flow.

Identification of potential causes of the problem

With the process map validated, the next step is to identify potential causes of the problem. This can be done by brainstorming with the stakeholders and identifying the areas where the process is not functioning effectively.

For instance, in the hiring process, potential causes of employee turnover rate could be a lack of a comprehensive background check, inadequate employee training, or poor job fit.

Collection and analysis of data related to the problem

After identifying potential causes, you need to collect and analyze data related to the problem. This can include employee feedback surveys, turnover data, job satisfaction data, and any other relevant data.

Verification or revision of the original problem statement

Based on the analysis, you may need to verify or revise the original problem statement. This ensures that the problem statement accurately reflects the problem being solved.

Identification of root causes of the problem

With the data analyzed, you can identify the root causes of the problem. Root causes are the underlying reasons why the problem is occurring.

For example, in the hiring process, the root cause of employee turnover could be the inadequate employee training, which leads to employees feeling unprepared for the job.

Collection of additional data if needed to verify root causes

To verify the root causes identified, you may need to collect additional data. This ensures that the solutions developed address the actual root cause of the problem, leading to long-term and sustainable solutions.

The second step of the Six Step Problem Solving Model is critical in identifying the root cause of the problem. By analyzing the process and identifying potential causes and root causes, you can develop effective solutions to solve the problem.

Step 3: Develop The Solutions

After identifying the root causes of the problem, it’s time to develop solutions. This step involves the following:

Establishment of criteria for selecting a solution

When selecting a solution, it’s important to establish criteria that will help in evaluating and selecting the best solution. The criteria should be measurable, objective, and specific to the problem. Some criteria that can be used include:

• Feasibility: Can the solution be implemented with the available resources?
• Effectiveness: Will the solution solve the problem?
• Cost: Is the cost of the solution within the budget?
• Time: Will the solution be implemented within the required time frame?

Generation of potential solutions that will address the root causes of the problem

Brainstorming is a great way to generate potential solutions. Gather a team of individuals who are knowledgeable about the problem and its root causes. Encourage them to think creatively and come up with as many potential solutions as possible. It’s important to involve stakeholders who will be affected by the solution in the brainstorming process to ensure that their concerns are considered.

Use any of the 12 techniques of brainstorming from our brainstorming toolbox .

Selection of a solution

Once potential solutions have been generated, it’s time to select the best one. Use the established criteria to evaluate each solution and determine which one is the best fit. It’s important to involve stakeholders in the selection process to ensure buy-in and support for the chosen solution.

Gaining approval and support for the chosen solution

Before implementing the solution, it’s important to gain approval and support from leadership and other stakeholders. Present the chosen solution and its benefits to the decision-makers, and address any concerns they may have. Get their approval and support before moving forward with implementation.

Planning the solution

After gaining approval, it’s time to plan the solution. This involves creating an action plan that outlines the steps needed to implement the solution, who will be responsible for each step, and when each step will be completed. It’s important to have a realistic timeline and to involve all stakeholders in the planning process. Ensure that resources are available for implementation, and that all necessary training and communication plans are in place.

Step 4: Implement A Solution

Once the solution has been selected and approved, it’s time to put the plan into action. This step involves implementing the chosen solution on a trial or pilot basis to see how it performs. Here are the key components of this step:

Implementation of the chosen solution on a trial or pilot basis

Before implementing the solution fully, it’s important to test it out on a smaller scale to see how it works. This allows you to identify any potential problems or issues and make adjustments as needed. By implementing the solution on a trial or pilot basis, you can ensure that it will work effectively when it’s rolled out more broadly.

If the Problem Solving Process is being used as a standalone, continue to Step 5

If the Six Step Problem Solving Model is being used as a standalone process, it’s time to move on to Step 5, which involves evaluating the results of the solution. This step is critical to ensure that the solution is working as intended and achieving the desired results.

Step 5: Evaluate The Results

Gathering of data on the solution.

Once the chosen solution has been implemented, it is important to gather data on its effectiveness. This data can come in various forms, such as customer feedback, sales figures, or productivity metrics. The key is to gather enough data to make an informed decision about the success or failure of the solution.

Analysis of the data on the solution

After collecting the necessary data, it is important to analyze it thoroughly to determine whether or not the solution has achieved the desired results. This analysis can involve statistical methods, surveys, or other evaluation techniques. The goal is to determine whether or not the solution has been successful and to identify any areas where improvements can be made.

Achievement of the desired results?

Based on the analysis of the data, it is necessary to determine whether or not the solution has achieved the desired results. This can involve comparing the actual results to the goals established in Step 1, or it can involve evaluating the overall impact of the solution on the organization or individual.

If YES, go to Step 6.

If the solution has achieved the desired results, it is time to move on to Step 6. This step involves standardizing the solution and capitalizing on any new opportunities that may have arisen as a result of the problem-solving process.

If NO, go back to Step 1.

If the solution has not achieved the desired results, it is necessary to go back to Step 1 and repeat the problem-solving process. This may involve refining the problem statement, identifying new potential causes, or generating new potential solutions. The key is to remain flexible and open to new ideas throughout the problem-solving process.

Step 6: Standardize The Solution (and Capitalize on New Opportunities)

Once the solution has been implemented and evaluated, it’s time to standardize the solution and capitalize on new opportunities. This step involves making sure that the solution is integrated into the organization’s standard operating procedures and that everyone involved knows how to use it effectively.

Identification of Systemic Changes and Training Needs for Full Implementation

When identifying systemic changes, it’s important to look at how the solution fits into the larger context of the organization. This includes looking at processes, policies, and procedures to see where changes need to be made to fully implement the solution.

Training is also crucial in the standardization process. Employees need to know how to use the solution properly and effectively. This can include training on new processes, tools, and technologies.

Adoption of the Solution

Once the solution has been standardized, it’s time to adopt it fully. This means integrating it into the organization’s operations and ensuring that everyone is using it consistently. This can involve making changes to job descriptions, updating policies and procedures, and making sure that everyone has the necessary tools and resources to use the solution effectively.

Planning Ongoing Monitoring of the Solution

Even after the solution has been adopted, it’s important to continue monitoring its effectiveness. This can involve setting up monitoring and reporting systems to track progress and identify areas for improvement. Regular review meetings can also help to keep the solution on track and ensure that it is meeting the organization’s goals and objectives.

Continuing to Look for Incremental Improvements to Refine the Solution

While the solution may have solved the initial problem, there is always room for improvement. This can involve looking for ways to make the solution more efficient, effective, or user-friendly. This can include gathering feedback from employees and customers, analyzing data to identify areas for improvement, and looking for ways to optimize processes and procedures.

Looking for Another Improvement Opportunity

Finally, it’s important to keep looking for new improvement opportunities. The Six Step Problem Solving Model is an iterative process, and there is always room for improvement. This can involve looking at other areas of the organization that could benefit from problem-solving and using the same process to identify and implement solutions.

In conclusion, the six-step problem-solving model is an effective approach for addressing problems and making improvements in personal and professional settings. The model involves identifying the problem, analyzing it, developing solutions, implementing the solution, evaluating the results, and standardizing the solution.

To summarize, the six steps of problem-solving include:

• Identify the problem
• Analyze the problem
• Develop the solutions
• Implement the solution
• Evaluate the results
• Standardize the solution (and capitalize on new opportunities)

Problem-solving and continuous improvement are critical skills for personal and professional growth.

By utilizing this model, individuals and organizations can become more efficient, productive, and effective in addressing challenges and achieving their goals.

• American Society for Quality. (2019). Root Cause Analysis .
• Hames, S. (2017). The 5 Whys Method
• Fass, M. (2020). The Six-Step Problem-Solving Process. Harvard Business Review .
• The Six-Step Problem-Solving Process by the University of California, San Francisco
• The Importance of Problem-Solving Skills in the Workplace by The Balance Careers.

Marty Hoffman

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The Art of Effective Problem Solving: A Step-by-Step Guide

Author: Daniel Croft

Daniel Croft is an experienced continuous improvement manager with a Lean Six Sigma Black Belt and a Bachelor's degree in Business Management. With more than ten years of experience applying his skills across various industries, Daniel specializes in optimizing processes and improving efficiency. His approach combines practical experience with a deep understanding of business fundamentals to drive meaningful change.

Whether we realise it or not, problem solving skills are an important part of our daily lives. From resolving a minor annoyance at home to tackling complex business challenges at work, our ability to solve problems has a significant impact on our success and happiness. However, not everyone is naturally gifted at problem-solving, and even those who are can always improve their skills. In this blog post, we will go over the art of effective problem-solving step by step.

You will learn how to define a problem, gather information, assess alternatives, and implement a solution, all while honing your critical thinking and creative problem-solving skills. Whether you’re a seasoned problem solver or just getting started, this guide will arm you with the knowledge and tools you need to face any challenge with confidence. So let’s get started!

Problem Solving Methodologies

Individuals and organisations can use a variety of problem-solving methodologies to address complex challenges. 8D and A3 problem solving techniques are two popular methodologies in the Lean Six Sigma framework.

Methodology of 8D (Eight Discipline) Problem Solving:

The 8D problem solving methodology is a systematic, team-based approach to problem solving. It is a method that guides a team through eight distinct steps to solve a problem in a systematic and comprehensive manner.

The 8D process consists of the following steps:

• Form a team: Assemble a group of people who have the necessary expertise to work on the problem.
• Define the issue: Clearly identify and define the problem, including the root cause and the customer impact.
• Create a temporary containment plan: Put in place a plan to lessen the impact of the problem until a permanent solution can be found.
• Identify the root cause: To identify the underlying causes of the problem, use root cause analysis techniques such as Fishbone diagrams and Pareto charts.
• Create and test long-term corrective actions: Create and test a long-term solution to eliminate the root cause of the problem.
• Implement and validate the permanent solution: Implement and validate the permanent solution’s effectiveness.
• Prevent recurrence: Put in place measures to keep the problem from recurring.
• Recognize and reward the team: Recognize and reward the team for its efforts.

Download the 8D Problem Solving Template

A3 Problem Solving Method:

The A3 problem solving technique is a visual, team-based problem-solving approach that is frequently used in Lean Six Sigma projects. The A3 report is a one-page document that clearly and concisely outlines the problem, root cause analysis, and proposed solution.

The A3 problem-solving procedure consists of the following steps:

• Determine the issue: Define the issue clearly, including its impact on the customer.
• Perform root cause analysis: Identify the underlying causes of the problem using root cause analysis techniques.
• Create and implement a solution: Create and implement a solution that addresses the problem’s root cause.
• Monitor and improve the solution: Keep an eye on the solution’s effectiveness and make any necessary changes.

Subsequently, in the Lean Six Sigma framework, the 8D and A3 problem solving methodologies are two popular approaches to problem solving. Both methodologies provide a structured, team-based problem-solving approach that guides individuals through a comprehensive and systematic process of identifying, analysing, and resolving problems in an effective and efficient manner.

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. To avoid this pitfall, it is critical to thoroughly understand the problem.

To begin, ask yourself some clarifying questions:

• What exactly is the issue?
• What are the problem’s symptoms or consequences?
• Who or what is impacted by the issue?
• When and where does the issue arise?

Answering these questions will assist you in determining the scope of the problem. However, simply describing the problem is not always sufficient; you must also identify the root cause. The root cause is the underlying cause of the problem and is usually the key to resolving it permanently.

Try asking “why” questions to find the root cause:

• What causes the problem?
• Why does it continue?
• Why does it have the effects that it does?

By repeatedly asking “ why ,” you’ll eventually get to the bottom of the problem. This is an important step in the problem-solving process because it ensures that you’re dealing with the root cause rather than just the symptoms.

Once you have a firm grasp on the issue, it is time to divide it into smaller, more manageable chunks. This makes tackling the problem easier and reduces the risk of becoming overwhelmed. For example, if you’re attempting to solve a complex business problem, you might divide it into smaller components like market research, product development, and sales strategies.

To summarise step 1, defining the problem is an important first step in effective problem-solving. You will be able to identify the root cause and break it down into manageable parts if you take the time to thoroughly understand the problem. This will prepare you for the next step in the problem-solving process, which is gathering information and brainstorming ideas.

Step 2 – Gather Information and Brainstorm Ideas

Gathering information and brainstorming ideas is the next step in effective problem solving. This entails researching the problem and relevant information, collaborating with others, and coming up with a variety of potential solutions. This increases your chances of finding the best solution to the problem.

Begin by researching the problem and relevant information. This could include reading articles, conducting surveys, or consulting with experts. The goal is to collect as much information as possible in order to better understand the problem and possible solutions.

Next, work with others to gather a variety of perspectives. Brainstorming with others can be an excellent way to come up with new and creative ideas. Encourage everyone to share their thoughts and ideas when working in a group, and make an effort to actively listen to what others have to say. Be open to new and unconventional ideas and resist the urge to dismiss them too quickly.

Finally, use brainstorming to generate a wide range of potential solutions. This is the place where you can let your imagination run wild. At this stage, don’t worry about the feasibility or practicality of the solutions; instead, focus on generating as many ideas as possible. Write down everything that comes to mind, no matter how ridiculous or unusual it may appear. This can be done individually or in groups.

Once you’ve compiled a list of potential solutions, it’s time to assess them and select the best one. This is the next step in the problem-solving process, which we’ll go over in greater detail in the following section.

Step 3 – Evaluate Options and Choose the Best Solution

Once you’ve compiled a list of potential solutions, it’s time to assess them and select the best one. This is the third step in effective problem solving, and it entails weighing the advantages and disadvantages of each solution, considering their feasibility and practicability, and selecting the solution that is most likely to solve the problem effectively.

To begin, weigh the advantages and disadvantages of each solution. This will assist you in determining the potential outcomes of each solution and deciding which is the best option. For example, a quick and easy solution may not be the most effective in the long run, whereas a more complex and time-consuming solution may be more effective in solving the problem in the long run.

Consider each solution’s feasibility and practicability. Consider the following:

• Can the solution be implemented within the available resources, time, and budget?
• What are the possible barriers to implementing the solution?
• Is the solution feasible in today’s political, economic, and social environment?

You’ll be able to tell which solutions are likely to succeed and which aren’t by assessing their feasibility and practicability.

Finally, choose the solution that is most likely to effectively solve the problem. This solution should be based on the criteria you’ve established, such as the advantages and disadvantages of each solution, their feasibility and practicability, and your overall goals.

It is critical to remember that there is no one-size-fits-all solution to problems. What is effective for one person or situation may not be effective for another. This is why it is critical to consider a wide range of solutions and evaluate each one based on its ability to effectively solve the problem.

Step 4 – Implement and Monitor the Solution

When you’ve decided on the best solution, it’s time to put it into action. The fourth and final step in effective problem solving is to put the solution into action, monitor its progress, and make any necessary adjustments.

To begin, implement the solution. This may entail delegating tasks, developing a strategy, and allocating resources. Ascertain that everyone involved understands their role and responsibilities in the solution’s implementation.

Next, keep an eye on the solution’s progress. This may entail scheduling regular check-ins, tracking metrics, and soliciting feedback from others. You will be able to identify any potential roadblocks and make any necessary adjustments in a timely manner if you monitor the progress of the solution.

Finally, make any necessary modifications to the solution. This could entail changing the solution, altering the plan of action, or delegating different tasks. Be willing to make changes if they will improve the solution or help it solve the problem more effectively.

It’s important to remember that problem solving is an iterative process, and there may be times when you need to start from scratch. This is especially true if the initial solution does not effectively solve the problem. In these situations, it’s critical to be adaptable and flexible and to keep trying new solutions until you find the one that works best.

To summarise, effective problem solving is a critical skill that can assist individuals and organisations in overcoming challenges and achieving their objectives. Effective problem solving consists of four key steps: defining the problem, generating potential solutions, evaluating alternatives and selecting the best solution, and implementing the solution.

You can increase your chances of success in problem solving by following these steps and considering factors such as the pros and cons of each solution, their feasibility and practicability, and making any necessary adjustments. Furthermore, keep in mind that problem solving is an iterative process, and there may be times when you need to go back to the beginning and restart. Maintain your adaptability and try new solutions until you find the one that works best for you.

• Novick, L.R. and Bassok, M., 2005.  Problem Solving . Cambridge University Press.

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Mastering the Six-Step Problem Solving Model – A Comprehensive Guide for Success

Introduction.

Problem solving skills are a crucial aspect of life. Whether it’s tackling complex issues in the workplace or finding solutions to everyday challenges, being able to effectively solve problems is essential. One popular approach to problem-solving is the Six-Step Problem Solving Model. This model provides a structured and systematic way of approaching problems, enabling individuals and teams to arrive at effective solutions. In this blog post, we will delve into each step of the Six-Step Problem Solving Model and explore techniques and strategies for successful problem solving.

Step 1: Identify and define the problem

Before diving into finding a solution, it is imperative to clearly identify and define the problem at hand. Without a clear understanding of the problem, it becomes difficult to develop effective solutions. One technique for identifying the problem is to ask the right questions. By asking probing questions, you can gain a deeper understanding of the issue and its impact on various aspects.

Gathering relevant information is a vital aspect of defining the problem. This can be done through research, data analysis, or relying on the expertise of individuals who have faced similar issues. The more information you gather, the better equipped you will be to define the problem accurately.

Step 2: Analyze the problem

Once the problem is defined, it is crucial to analyze it thoroughly. This involves exploring the root causes of the problem. By identifying the underlying factors contributing to the problem, you can develop strategies to address them effectively.

Analytical tools and techniques can aid in this step. One such tool is the cause-and-effect diagram, also known as the fishbone diagram. This diagram helps visualize the multiple causes that contribute to a problem, enabling a comprehensive analysis. Other tools, such as SWOT analysis or Pareto analysis, can be utilized depending on the nature of the problem.

Step 3: Generate potential solutions

Brainstorming and creative thinking play a crucial role in the third step of the Six-Step Problem Solving Model. This is the stage where you generate as many potential solutions as possible, without evaluating them yet. Encouraging a free flow of ideas without judgment can lead to innovative and out-of-the-box solutions.

After generating a list of potential solutions, it’s time to evaluate their feasibility and effectiveness. Consider factors such as the resources required, the time frame, and the impact on stakeholders. Prioritize the solutions based on these considerations and shortlist a few viable options.

Step 4: Select the best solution

Choosing the best solution from the shortlisted options requires a careful evaluation process. Consider various factors such as the potential positive outcomes, potential risks, and the resources required for implementation. One useful tool in this step is decision matrix analysis. This tool allows you to objectively compare and evaluate different solutions based on predetermined criteria.

Remember that the best solution might not be perfect, but it should have a higher probability of success and address the root causes identified in the analysis phase.

Step 5: Implement the chosen solution

Once you have selected the best solution, it’s time to develop an action plan for implementation. The action plan should outline the necessary steps, allocate resources, and set clear timelines for each task. It’s important to involve all relevant stakeholders in this phase to ensure their buy-in and cooperation.

During implementation, it’s common to encounter obstacles and risks. It is important to anticipate and proactively address these challenges. Regular communication and monitoring of progress can help identify potential risks and resolve issues in a timely manner.

Step 6: Evaluate the results and make adjustments

After implementing the chosen solution, it is crucial to evaluate its effectiveness. Assess whether the solution has successfully addressed the problem and achieved the desired outcomes. This evaluation can be done through various means such as surveys, feedback from stakeholders, or quantitative measurements.

If the solution did not produce the desired results, it’s important to make adjustments and improvements. This might involve revisiting the problem definition, analyzing the root causes more deeply, or even considering alternate solutions. Continuous improvement is key to success in problem-solving endeavors.

The Six-Step Problem Solving Model provides a systematic approach to addressing and resolving problems. By following these steps, individuals and teams can enhance their problem-solving skills and arrive at effective solutions. Remember to always start with a clear definition of the problem, analyze it thoroughly, generate potential solutions, select the best solution, implement it carefully, and evaluate the results before making adjustments. By applying this model, you can tackle complex problems with confidence and achieve success in your problem-solving endeavors.

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• Creating Environments Conducive to Social Interaction
• Thinking Ethically: A Framework for Moral Decision Making
• Developing a Positive Climate with Trust and Respect
• Developing Self-Esteem, Confidence, Resiliency, and Mindset
• Developing Ability to Consider Different Perspectives
• Developing Tools and Techniques Useful in Social Problem-Solving
• Leadership Problem-Solving Model
• A Problem-Solving Model for Improving Student Achievement

Six-Step Problem-Solving Model

• Hurson’s Productive Thinking Model: Solving Problems Creatively
• The Power of Storytelling and Play
• Creative Documentation & Assessment
• Materials for Use in Creating “Third Party” Solution Scenarios
• Resources for Connecting Schools to Communities
• Resources for Enabling Students

weblink:  http://www.yale.edu/bestpractices/resources/docs/problemsolvingmodel.pdf

This six-step model is designed for the workplace, but is easily adaptable to other settings such as schools and families.  It emphasizes the cyclical , continuous nature of the problem-solving process .  The model describes in detail the following steps:

Step One:   Define the Problem

Step Two:   Determine the Root Cause(s) of the Problem

Step Three:   Develop Alternative Solutions

Step Four:   Select a Solution

Step Five:   Implement the Solution

Step Six:   Evaluate the Outcome

Six Steps to Develop an Effective Problem-Solving Process

by Rawzaba Alhalabi Published on November 1, 2017

Problem-solving involves thought and understanding. Although it may appear simple, identifying a problem may be a challenging process.

“Problems are only opportunities in work clothes”, says American industrialist Henry Kaiser. According to Concise Oxford Dictionary (1995), a problem is “ doubtful or difficult matter requiring a solution” and “something hard to understand or accomplish or deal with.” Such situations are at the center of what many people do at work every day.

Whether to help a client solve a problem, support a problem-solver, or to discover new problems, problem-solving is a crucial element to the workplace ingredients. Everyone can benefit from effective problem-solving skills that would make people happier. Everyone wins. Hence, this approach is a critical element but how can you do it effectively? You need to find a solution, but not right away. People tend to put the solution at the beginning of the process but they actually needed it at the end of the process.

Here are six steps to an effective problem-solving process:

Identify the issues, understand everyone’s interests, list the possible solutions, make a decision, implement the solution.

By following the whole process, you will be able to enhance your problem-solving skills and increase your patience. Keep in mind that effective problem solving does take some time and attention. You have to always be ready to hit the brakes and slow down. A problem is like a bump road. Take it right and you’ll find yourself in good shape for the straightaway that follows. Take it too fast and you may not be in as good shape.

Case study 1:

According to Real Time Economics, there are industries that have genuinely evolved, with more roles for people with analytical and problem-solving skills. In healthcare, for example, a regulatory change requiring the digitization of health records has led to greater demand for medical records technicians. Technological change in the manufacturing industry has reduced routine factory jobs while demanding more skilled workers who can operate complex machinery.

Case study 2:

Yolanda was having a hard time dealing with difficult clients and dealing with her team at the office, so she decided to take a problem-solving course. “I was very pleased with the 2-day Problem Solving program at RSM.  It is an excellent investment for anyone involved in the strategic decision-making process—be it in their own company or as a consultant charged with supporting organizations facing strategic challenges.“

Yolanda Barreros Gutiérrez, B&C Consulting

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What is Problem Solving? (Steps, Techniques, Examples)

By Status.net Editorial Team on May 7, 2023 — 5 minutes to read

What Is Problem Solving?

Definition and importance.

Problem solving is the process of finding solutions to obstacles or challenges you encounter in your life or work. It is a crucial skill that allows you to tackle complex situations, adapt to changes, and overcome difficulties with ease. Mastering this ability will contribute to both your personal and professional growth, leading to more successful outcomes and better decision-making.

Problem-Solving Steps

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 solutions to the issue, without immediately judging or evaluating them.
• Evaluate options : Weigh the pros and cons of each potential solution, considering factors such as feasibility, effectiveness, and potential risks.
• Select the best solution : Choose the option that best addresses the problem and aligns with your objectives.
• Implement the solution : Put the selected solution into action and monitor the results to ensure it resolves the issue.
• Review and learn : Reflect on the problem-solving process, identify any improvements or adjustments that can be made, and apply these learnings to future situations.

Defining the Problem

To start tackling a problem, first, identify and understand it. Analyzing the issue thoroughly helps to clarify its scope and nature. Ask questions to gather information and consider the problem from various angles. Some strategies to define the problem include:

• Brainstorming with others
• Asking the 5 Ws and 1 H (Who, What, When, Where, Why, and How)
• Analyzing cause and effect
• Creating a problem statement

Generating Solutions

Once the problem is clearly understood, brainstorm possible solutions. Think creatively and keep an open mind, as well as considering lessons from past experiences. Consider:

• Creating a list of potential ideas to solve the problem
• Grouping and categorizing similar solutions
• Prioritizing potential solutions based on feasibility, cost, and resources required
• Involving others to share diverse opinions and inputs

Evaluating and Selecting Solutions

Evaluate each potential solution, weighing its pros and cons. To facilitate decision-making, use techniques such as:

• SWOT analysis (Strengths, Weaknesses, Opportunities, Threats)
• Decision-making matrices
• Pros and cons lists
• Risk assessments

After evaluating, choose the most suitable solution based on effectiveness, cost, and time constraints.

Implementing and Monitoring the Solution

Implement the chosen solution and monitor its progress. Key actions include:

• Communicating the solution to relevant parties
• Setting timelines and milestones
• Assigning tasks and responsibilities
• Monitoring the solution and making adjustments as necessary
• Evaluating the effectiveness of the solution after implementation

Utilize feedback from stakeholders and consider potential improvements. Remember that problem-solving is an ongoing process that can always be refined and enhanced.

Problem-Solving Techniques

During each step, you may find it helpful to utilize various problem-solving techniques, such as:

• Brainstorming : A free-flowing, open-minded session where ideas are generated and listed without judgment, to encourage creativity and innovative thinking.
• Root cause analysis : A method that explores the underlying causes of a problem to find the most effective solution rather than addressing superficial symptoms.
• SWOT analysis : A tool used to evaluate the strengths, weaknesses, opportunities, and threats related to a problem or decision, providing a comprehensive view of the situation.
• Mind mapping : A visual technique that uses diagrams to organize and connect ideas, helping to identify patterns, relationships, and possible solutions.

Brainstorming

When facing a problem, start by conducting a brainstorming session. Gather your team and encourage an open discussion where everyone contributes ideas, no matter how outlandish they may seem. This helps you:

• Generate a diverse range of solutions
• Encourage all team members to participate
• Foster creative thinking

When brainstorming, remember to:

• Reserve judgment until the session is over
• Encourage wild ideas
• Combine and improve upon ideas

Root Cause Analysis

For effective problem-solving, identifying the root cause of the issue at hand is crucial. Try these methods:

• 5 Whys : Ask “why” five times to get to the underlying cause.
• Fishbone Diagram : Create a diagram representing the problem and break it down into categories of potential causes.
• Pareto Analysis : Determine the few most significant causes underlying the majority of problems.

SWOT Analysis

SWOT analysis helps you examine the Strengths, Weaknesses, Opportunities, and Threats related to your problem. To perform a SWOT analysis:

• List your problem’s strengths, such as relevant resources or strong partnerships.
• Identify its weaknesses, such as knowledge gaps or limited resources.
• Explore opportunities, like trends or new technologies, that could help solve the problem.
• Recognize potential threats, like competition or regulatory barriers.

SWOT analysis aids in understanding the internal and external factors affecting the problem, which can help guide your solution.

Mind Mapping

A mind map is a visual representation of your problem and potential solutions. It enables you to organize information in a structured and intuitive manner. To create a mind map:

• Write the problem in the center of a blank page.
• Draw branches from the central problem to related sub-problems or contributing factors.
• Add more branches to represent potential solutions or further ideas.

Mind mapping allows you to visually see connections between ideas and promotes creativity in problem-solving.

Examples of Problem Solving in Various Contexts

In the business world, you might encounter problems related to finances, operations, or communication. Applying problem-solving skills in these situations could look like:

• Identifying areas of improvement in your company’s financial performance and implementing cost-saving measures
• Resolving internal conflicts among team members by listening and understanding different perspectives, then proposing and negotiating solutions
• Streamlining a process for better productivity by removing redundancies, automating tasks, or re-allocating resources

In educational contexts, problem-solving can be seen in various aspects, such as:

• Addressing a gap in students’ understanding by employing diverse teaching methods to cater to different learning styles
• Developing a strategy for successful time management to balance academic responsibilities and extracurricular activities
• Seeking resources and support to provide equal opportunities for learners with special needs or disabilities

Everyday life is full of challenges that require problem-solving skills. Some examples include:

• Overcoming a personal obstacle, such as improving your fitness level, by establishing achievable goals, measuring progress, and adjusting your approach accordingly
• Navigating a new environment or city by researching your surroundings, asking for directions, or using technology like GPS to guide you
• Dealing with a sudden change, like a change in your work schedule, by assessing the situation, identifying potential impacts, and adapting your plans to accommodate the change.
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Step 2: Disaggregate

After defining the problem, the next step in the 7-step problem-solving process is to disaggregate the problem into smaller, more manageable parts. Disaggregation helps break down the problem into smaller pieces that can be analyzed individually. This step is crucial in understanding the root cause of the problem and identifying the most effective solutions.

Disaggregation helps in breaking down complex problems into smaller, more manageable parts. It helps understand the relationships between different factors contributing to the problem and identify the most critical factors that must be addressed. By disaggregating the problem, decision-makers can focus on the most vital areas, leading to more effective solutions.

Step 3: Prioritize

Once the issues have been prioritized, developing a plan of action to address them is essential. This involves identifying the resources required, setting timelines, and assigning responsibilities.

Step 4: Workplan

The work plan should include a list of tasks, deadlines, and responsibilities for each team member involved in the problem-solving process. Assigning tasks based on each team member's strengths and expertise ensures the work is completed efficiently and effectively.

Developing a work plan is a critical step in the problem-solving process. It provides a clear roadmap for solving the problem and ensures everyone involved is aligned and working towards the same goal.

Step 5: Analysis

Pareto analysis is another method that can be used during the analysis phase. This method involves identifying the 20% of causes responsible for 80% of the problems. By focusing on these critical causes, organizations can make significant improvements.

Step 6: Synthesize

Once the analysis phase is complete, it is time to synthesize the information gathered to arrive at a solution. During this step, the focus is on identifying the most viable solution that addresses the problem. This involves examining and combining the analysis results for a clear and concise conclusion.

During the synthesis phase, it is vital to remain open-minded and consider all potential solutions. Involving all stakeholders in the decision-making process is essential to ensure everyone's perspectives are considered.

Step 7: Communicate

In addition to the report, a presentation explaining the findings is essential. The presentation should be tailored to the audience and highlight the report's key points. Visual aids such as tables, graphs, and charts can make the presentation more engaging.

The 7-step problem-solving process is a powerful tool for helping individuals and organizations make better decisions. By following these steps, individuals can identify the root cause of a problem, prioritize potential solutions, and develop a clear plan of action. This process can be applied to various scenarios, from personal challenges to complex business problems.

By mastering the 7-step problem-solving process, individuals can become more effective decision-makers and problem-solvers. This process can help individuals and organizations save time and resources while improving outcomes. With practice, individuals can develop the skills to apply this process to a wide range of scenarios and make better decisions in all areas of life.

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The 5 steps of the solving problem process

August 17, 2023 by MindManager Blog

Whether you run a business, manage a team, or work in an industry where change is the norm, it may feel like something is always going wrong. Thankfully, becoming proficient in the problem solving process can alleviate a great deal of the stress that business issues can create.

Understanding the right way to solve problems not only takes the guesswork out of how to deal with difficult, unexpected, or complex situations, it can lead to more effective long-term solutions.

In this article, we’ll walk you through the 5 steps of problem solving, and help you explore a few examples of problem solving scenarios where you can see the problem solving process in action before putting it to work.

Understanding the problem solving process

When something isn’t working, it’s important to understand what’s at the root of the problem so you can fix it and prevent it from happening again. That’s why resolving difficult or complex issues works best when you apply proven business problem solving tools and techniques – from soft skills, to software.

The problem solving process typically includes:

• Pinpointing what’s broken by gathering data and consulting with team members.
• Figuring out why it’s not working by mapping out and troubleshooting the problem.
• Deciding on the most effective way to fix it by brainstorming and then implementing a solution.

While skills like active listening, collaboration, and leadership play an important role in problem solving, tools like visual mapping software make it easier to define and share problem solving objectives, play out various solutions, and even put the best fit to work.

Before you can take your first step toward solving a problem, you need to have a clear idea of what the issue is and the outcome you want to achieve by resolving it.

For example, if your company currently manufactures 50 widgets a day, but you’ve started processing orders for 75 widgets a day, you could simply say you have a production deficit.

However, the problem solving process will prove far more valuable if you define the start and end point by clarifying that production is running short by 25 widgets a day, and you need to increase daily production by 50%.

Once you know where you’re at and where you need to end up, these five steps will take you from Point A to Point B:

• Figure out what’s causing the problem . You may need to gather knowledge and evaluate input from different documents, departments, and personnel to isolate the factors that are contributing to your problem. Knowledge visualization software like MindManager can help.
• Come up with a few viable solutions . Since hitting on exactly the right solution – right away – can be tough, brainstorming with your team and mapping out various scenarios is the best way to move forward. If your first strategy doesn’t pan out, you’ll have others on tap you can turn to.
• Choose the best option . Decision-making skills, and software that lets you lay out process relationships, priorities, and criteria, are invaluable for selecting the most promising solution. Whether it’s you or someone higher up making that choice, it should include weighing costs, time commitments, and any implementation hurdles.
• Put your chosen solution to work . Before implementing your fix of choice, you should make key personnel aware of changes that might affect their daily workflow, and set up benchmarks that will make it easy to see if your solution is working.
• Evaluate your outcome . Now comes the moment of truth: did the solution you implemented solve your problem? Do your benchmarks show you achieved the outcome you wanted? If so, congratulations! If not, you’ll need to tweak your solution to meet your problem solving goal.

In practice, you might not hit a home-run with every solution you execute. But the beauty of a repeatable process like problem solving is that you can carry out steps 4 and 5 again by drawing from the brainstorm options you documented during step 2.

Examples of problem solving scenarios

The best way to get a sense of how the problem solving process works before you try it for yourself is to work through some simple scenarios.

Here are three examples of how you can apply business problem solving techniques to common workplace challenges.

Scenario #1: Manufacturing

Building on our original manufacturing example, you determine that your company is consistently short producing 25 widgets a day and needs to increase daily production by 50%.

Since you’d like to gather data and input from both your manufacturing and sales order departments, you schedule a brainstorming session to discover the root cause of the shortage.

After examining four key production areas – machines, materials, methods, and management – you determine the cause of the problem: the material used to manufacture your widgets can only be fed into your equipment once the machinery warms up to a specific temperature for the day.

Your team comes up with three possible solutions.

• Leave your machinery running 24 hours so it’s always at temperature.
• Invest in equipment that heats up faster.
• Find an alternate material for your widgets.

After weighing the expense of the first two solutions, and conducting some online research, you decide that switching to a comparable but less expensive material that can be worked at a lower temperature is your best option.

You implement your plan, monitor your widget quality and output over the following week, and declare your solution a success when daily production increases by 100%.

Scenario #2: Service Delivery

Business training is booming and you’ve had to onboard new staff over the past month. Now you learn that several clients have expressed concern about the quality of your recent training sessions.

After speaking with both clients and staff, you discover there are actually two distinct factors contributing to your quality problem:

• The additional conference room you’ve leased to accommodate your expanding training sessions has terrible acoustics
• The AV equipment you’ve purchased to accommodate your expanding workforce is on back-order – and your new hires have been making do without

You could look for a new conference room or re-schedule upcoming training sessions until after your new equipment arrives. But your team collaboratively determines that the best way to mitigate both issues at once is by temporarily renting the high-quality sound and visual system they need.

Using benchmarks that include several weeks of feedback from session attendees, and random session spot-checks you conduct personally, you conclude the solution has worked.

Scenario #3: Marketing

You’ve invested heavily in product marketing, but still can’t meet your sales goals. Specifically, you missed your revenue target by 30% last year and would like to meet that same target this year.

After collecting and examining reams of information from your sales and accounting departments, you sit down with your marketing team to figure out what’s hindering your success in the marketplace.

Determining that your product isn’t competitively priced, you map out two viable solutions.

• Hire a third-party specialist to conduct a detailed market analysis.
• Drop the price of your product to undercut competitors.

Since you’re in a hurry for results, you decide to immediately reduce the price of your product and market it accordingly.

When revenue figures for the following quarter show sales have declined even further – and marketing surveys show potential customers are doubting the quality of your product – you revert back to your original pricing, revisit your problem solving process, and implement the market analysis solution instead.

With the valuable information you gain, you finally arrive at just the right product price for your target market and sales begin to pick up. Although you miss your revenue target again this year, you meet it by the second quarter of the following year.

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