5 Steps to Make your Problem-Solving Process Easier

No matter what kind of job you have, the chances of a problem arising at some point is almost inevitable. If the problem isn’t taken care of immediately with proper action, it could potentially get worse. No one wants to be in a hostile work environment, so it’s crucial to be aware of how to properly solve an issue.

What is Problem Solving?

Before we can even begin to explain what problem-solving is, we need to define what a problem is. A problem is any type of disturbance from normality that is hindering progress. A problem can be time-consuming and energy wasting. They can be as little as a disagreement, to as big as a miscommunication that costs millions of dollars to fix.

One problem-solving technique is determining whether it prevents you from reaching your goal. No matter the issue’s size, it can be solved by identifying it, gathering possible solutions, choosing the best possible one, and implementing it. That’s commonly known as the problem-solving process. If a company neglects any problems in the workplace, they could potentially get worse and cause significant problems.

Problem-solving can be the difference between a business succeeding or failing. According to Forbes.com, some common barriers that will prevent companies from being successful problem-solvers include the inability to see a problem, lack of respect, and failure to include all parts involved with the problem, among others.

Problem-solvers need some specific skills, like being able to do research and make both rational and emotionally intelligent decisions. Risk management is another skill that’s imperative to making a successful decision. Your team should all be able to work together in the problem-solving process.

In fact, in 2013, the Association of American Colleges and Universities released a report claiming that 93 percent of employers agree, “a candidate’s demonstrated capacity to think critically, communicate clearly, and solve complex problems is more important than their undergraduate major.”

Here are a few more problem-solving skills:

• Team building
• Effective communication
• Active listening
• Creativity
• Analysis
• Brainstorming

There are many benefits to problem-solving in an organization. For one thing, it creates a hostility-free environment that encourages everyone to speak their mind when a problem occurs. Resolving problems together as a team can foster team building. Problem-solving can also empower a workforce and make its members more confident. If an entire organization can problem-solve efficiently, they can spend their time more wisely.

5 Steps to Better Problem-Solving

Step 1: Identify the Problem

As obvious as it may sound, the first step in the problem-solving process is to identify the root of the issue. However, the problem isn’t always easily identifiable and might require some extra analysis to get the source. One way you can identify a problem is by using Toyota’s “Five Whys” technique. In the event of a problem, ask yourself the five whys:

• Who?
• What?
• When?
• Where?
• Why?

By asking yourself these questions, you’ll discover where the problem is coming from. If that isn’t enough, here are three steps you can take to better identify a problem:

Explore the situation: Expand on the problem to try to get to the bottom of it. If an individual is the problem’s source, try putting yourself in their shoes.

Draft a problem statement: Reduce the problem into the simplest of terms and put it down on paper. This can help you gather and organize your thoughts.

Try to answer the question: “Why is this current situation a problem?” Once you’ve boiled it down to one source, you’ll be able to better assess the situation.

Let’s use a coffee shop as an example. Say the coffee shop has slowly been losing business in the last quarter, despite being very successful in the past few months. The owner wants to better understand why they’re suddenly losing business.

First, they explore the situation and look at all the possible reasons for why this is happening. They look at their employees, their daily routines, and training procedures. They also observe the local competition and the regional factors, like the fact that they’re located in a college town.

After looking at every single possible reason, the owner figures out what’s causing the problem and writes it down: It’s the summer and most of their student clientele are away for the summer. Finally, the owner answers the question, “Why is this current situation a problem?” Then after further evaluation, they realize the problem is a limited market and that they must expand to get more business.

Step 2: Generate Potential Solutions

The next step is to create a list of possible solutions. Start by brainstorming some potential answers, either individually or in a group setting. The latter is recommended, because when you have more input, you get more perspectives that can lead to unique solutions.

Here are some other methods to create solutions:

Means-End Analysis: An artificial intelligence analysis that finds the best possible way of attaining a goal.

Plan Do Study Act Model: Also known as the PDSA Model. This is the shorthand version of the problem-solving method, where you start with planning, test the theory, study the results, and act based upon observations. This process is done several times.

Root Cause Analysis: This method is used to get to the root of the problem. Its four steps are to identify the problem, establish a timeline, distinguish between root causes and other factors, and create a cause graph.

Lean Prioritization Method: This method is created within a two-by-two matrix, with the X and Y-axis ranging from low to high. The X-axis is labeled as “effort”, while the Y-axis is labeled “value.” Inside the matrix, label the four squares with:

• Quick wins
• Big bets
• Maybes
• And time sinks

Evaluate the problems and situations and put them in the appropriate categories to figure out where to focus your attention.

Step 3: Choose One Solution

Once a list of possible solutions has been made, it’s time to put your decision-making skills to the test. To find the best solution for the problem, analyze every possible resolution and decide which is best for your situation.

Before making a decision, consider the potential solution’s efficacy, practicality, timeliness, resources, and cost. Narrow your choices down with the process of elimination and with a risk manager’s input. Like brainstorming, choosing a solution doesn’t have to be done alone.

Step 4: Implement the Solution You’ve Chosen

Now that you’ve chosen a solution, it’s time to implement it throughout the necessary departments, areas, or people. On average, it takes about 66 days for a new habit to become automatic, according to a study published in the European Journal of Social Psychology. In other words, change doesn’t happen overnight. To make a new change to any business, planning, patience, and persistence are all required.

Planning: Timing is everything. When a company implements a new strategy, they often take a lot of time to implement the new idea. Decide on clear goals, address any issues or possible obstacles, and create a plan. It’s also critical to practice proper communication skills across the entire organization so that everyone knows what’s expected.

Patience: Change is scary and not everyone is going to accept it, that’s why it’s important to stay patient throughout this process. Try implementing the plan little by little so that employees aren’t overwhelmed. Encourage each other and make sure everyone understands the intention behind this change, and that everyone is participating in making it possible.

Persistence: Continuous application and monitoring of these changes are crucial. Make sure all of your employees are practicing the changes every week so they become the norm.

Step 5: Evaluate Results

The final part of the problem-solving process is to analyze the results. This can be done after a couple of weeks, months, or years, depending on what you’re trying to achieve. It’s important to remember why this problem started in the first place and how it affected the company. Ask yourself any of the following questions to better evaluate results:

• Are any of our processes being interrupted by the previous problem?
• Have any new problems arisen since we started this process?
• Is there a possibility the issue can return?
• Is everyone aware of the original problem, the solution created, and why it was created?
• Do you need to change any policy, procedure, or personnel to avoid this from happening again?

Sometimes, it’s necessary to start the process completely over. To make the problem-solving process easier, it’s best to simplify the solution as much as possible. Try to focus on the solution rather than the problem. Be positive, open-minded, and willing to make the change. With enough practice, any problem can be solved.

Next Steps

Problems will always occur no matter what situation you’re in, so it’s important to know how to conquer them before they get out of hand. Do you want to learn more about the process of problem-solving and how you can apply it to fix your company’s issues?

You can learn about different strategies that will help alleviate any workplace problems in KnowledgeCity’s course on Problem Solving in 5 Easy Steps. Use this information to take control of any problems that crop up at work.