Problem solving with a standardized, disciplined and methodical approach is by far the best way of understanding root causes, exploring influences and implementing solutions that not only work, but also stay effective over time. The best solution to a problem is not always the most obvious and only after careful thought and assessment can the most suitable and feasible solution or solutions be implemented. The 7 step problem solving guide provided below has been created to help solve problems where the solution or in some cases the problem itself is not obvious. Show STEP 1: The Right Problem to Solve When should problem solving be used? Anytime you have a goal to achieve or simply experience a challenge, problem solving techniques can be adopted. The steps provided can be used on any problem no matter how small and simple, or large and complex with the only difference being the amount of overall time required to be spent on the problem at hand. Unfortunately effective problem solving does take some time and attention to detail but the rewards for the time taken may far outweigh the consequences for leaving problems in place. STEP 1: The Right Problem to SolveIdentifying the right problem to solve can be by far the most crucial element in the process and it can’t be stressed enough that for this step to work to its full potential it is important to remember to focus on the problem and not just its symptoms or possible solutions, these parts will come shortly. If dealing with multiple problems the right problem is generally the one with the most important outcome, the greatest chance for solution and the nearest deadline. When trying to determine the right problem or if only intending to confirm one, ask yourself the following questions:
Once the above questions can be answered concisely you should be left with a well-defined problem which can also be described as an opportunity and more importantly you should have a better understanding of what you will be going to solve or achieve. It is time for the next step, analysing the problem. STEP 2: Analyse the ProblemAnalysing the problem starts with collecting as much information as possible relating to all aspects of the problem. This is where you find out what you already know about the situation and what areas need further looking into. To help discover all the facts it is a good idea to create a number of lists relating to the problem where you in turn list as many points as possible. Remember that in this stage writing down anything and everything that comes to mind can be a good starting point; irrelevant items can be removed at the end. Some of the information you may find valuable may stem from the following questions. There are quite a few questions to consider, but hopefully they will guide you in the right direction. They are based on the "5 W's and 1 H". When you ask "What?" you are asking for information specifying something - "What are we looking at?" or for things that are used in specifying something - "What we need is?" or even information specifying something - "What time is it?". Asking "What?" can also be used to find out to what extent - "What does it matter?".
When you ask "Why?" you are asking for a reason or purpose - "Why did they do it?" or "Why is it the way it is?"
When you ask "How?" you are asking in what way or manner; by what means - "How does it work?" or used to ask about the condition or quality of something - How was your time there?"
when you ask "Where?" you are asking what position something is or originates from or the location something is acting on or at - "Where did it come from?" or "Where is it affecting?"
When you ask "Who?" you are asking what or which person or people are involved - "Who is that?" or "Who was there at the time?"
When you ask "When?" you are asking at what time - "When did last witness it?" or at or on which time or circumstance - "Is early mornings when it happens most?"
Once every aspect of the problem has been looked into it is not uncommon for other potential problems to be identified as well. It may be necessary to start the entire process again for these new problems, but remember that problems are best dealt with one at a time and with that in mind it is time for the next step, defining the problem. STEP 3: Define the ProblemOnly after the right problem has been identified and analysed can one be sure of the correct definition of the problem. In most cases the definition will remain unchanged from STEP 1, but in some cases once other available information has been brought to light the problem, the opportunity or the desired outcome may have changed to accommodate either new information or a new perspective on the problem itself. The following definitions should be written down for future reference. If there is any hesitation with any of the definitions it can be a sign that you don’t fully understand the problem at hand and that the previous step should be re-visited.
STEP 4: Develop Opportunities (Possible Solutions)There is always more than one way to solve a problem and in some cases simultaneous solutions may be required. As with the previous steps it is essential that time is taken to develop plenty of innovative and creative ideas. At the end of this step you can be certain you will have the best solution if you have explored all possible avenues and generated every conceivable option. To help you find the best solution the following methods can be used. Seek advice; ask an expert Brainstorming The Scientific Method Have a Guess Work Backwards Do the Opposite A Randomized Approach If after numerous attempts without success it might be necessary to go back to previous steps and try to "look outside the square". Every now and then a problem presents itself that will require a bit more creativity to come up with a feasible solution. STEP 5: Select the Best SolutionWith a list of possible solutions developed in the previous step it is time to select the best individual or best combination of solutions to be put into action and to eliminate the problem at hand. The process of selecting the best solution is a matter of ranking all of the available solutions against one another and defining each options “pluses and minuses”. Some of the key areas that might need to be evaluated and prioritised have been listed below.
Keeping in mind that the best solution will be the result of considerable deliberation and also that one solution that is available for any problem is to simply do nothing, everything should now be in place for putting the solution into action. If something happens so that the chosen solution/s cannot be used or if the solution stops working, there will now be a list of alternatives already assessed, prioritised and ready to go. STEP 6: Implement the SolutionThe implementation plan is just as important as implementing the solution/s and monitoring the progress of this step is something that will need to be done also. A brief guide to some of the things that will need to be considered have been detailed below.
STEP 7: Evaluate and LearnHopefully everything went to plan and the problem is now solved and even if it wasn’t, this step is still the same. It is vital that the whole process is evaluated from problem to solution and a good starting point is to document the 7 step procedure. This step is intended to not only provide a future reference but also a learning experience for future problem solving. At a very minimum the following questions should be answered:
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