six steps in problem solving process

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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Having read this I believed it was extremely enlightening. I appreciate you taking the time and energy to put tis informative article together. I onc again findd myself spending a significant amount of time both reading and leavfing comments. But so what, it was still worth it!

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

By Status.net Editorial Team on May 7, 2023 — 4 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 skill that allows you to tackle complex situations, adapt to changes, and overcome difficulties with ease.

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.

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

When brainstorming:

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.

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Mastering the Six Step Problem Solving Model – A Step-by-Step Guide for Effective Solutions

Introduction.

Problem-solving skills are essential in both personal and professional settings. The ability to identify and resolve issues efficiently can lead to improved productivity, increased innovation, and overall success. One popular model commonly used for problem-solving is the Six Step Problem Solving Model. This model provides a structured approach to analyzing and addressing challenges, ensuring that comprehensive solutions are found. In this blog post, we will delve into each of the steps involved in the Six Step Problem Solving Model, along with some useful tips for mastering this process.

Understanding the Six Step Problem Solving Model

Step 1: identify the problem.

The first step in the Six Step Problem Solving Model is to identify the problem at hand. This involves clearly defining the issue and gathering relevant information. By clearly understanding the problem, you set the foundation for finding an effective solution. Take the time to analyze the situation and collect as much data as possible to gain insights into the problem’s nature and scope.

Defining the problem

It is crucial to clearly define the problem to ensure all stakeholders have a clear understanding of what needs to be solved. A well-defined problem statement includes specific details such as who is affected, when it occurs, and its impact on the overall operation or goal.

Gathering information

Once the problem is defined, it’s time to gather relevant information related to the issue. This may involve conducting research, collecting data, or consulting subject matter experts. The more information you have, the better you can understand the problem and make informed decisions.

Step 2: Analyze the problem

After identifying the problem, the next step is to analyze it thoroughly. This involves breaking down the problem into smaller components, identifying patterns or trends, and getting to the root causes. By dissecting the problem, you can better understand its complexities and identify potential solutions.

Breaking down the problem into smaller components

Complex problems are often composed of smaller components. Break down the main problem into manageable parts to tackle them individually. This approach allows for a more systematic and focused problem-solving process.

Identifying patterns or trends

In some cases, there may be trends or patterns that contribute to the problem. Identifying these recurring factors can help in understanding how and why the problem occurs. Look for commonalities and trends to gain insights into potential solutions.

Identifying root causes

At the heart of every problem are root causes that need to be addressed. By identifying the underlying factors contributing to the problem, you can develop more targeted and effective solutions. Dig deep to uncover the root causes and work towards resolving them.

Step 3: Generate potential solutions

Once the problem is thoroughly understood, it’s time to brainstorm and generate potential solutions. This step requires creativity, open-mindedness, and a willingness to explore various options.

Brainstorming techniques

Brainstorming is a powerful technique to generate a wide range of potential solutions. Encourage team collaboration and create a safe environment for sharing ideas. Write down all suggestions without judgment and explore each one thoroughly.

Considering different perspectives

When generating potential solutions, it’s important to consider different perspectives. Each person brings a unique viewpoint, and incorporating diverse ideas can lead to more well-rounded and innovative solutions. Encourage team members to share their thoughts and actively listen to their input.

Evaluating pros and cons

After generating a list of potential solutions, it’s time to evaluate the pros and cons of each option. Consider factors such as feasibility, cost, time, and potential risks. Assess each solution objectively to determine which ones are most viable.

Step 4: Evaluate and select the best solution

With potential solutions in hand, it’s important to evaluate each one to determine the best course of action. This step involves assessing the feasibility, potential outcomes, and resource availability of each solution.

Assessing the feasibility of each solution

Various solutions may be feasible, but it’s essential to evaluate whether they are practical and realistic. Consider factors such as available resources, time constraints, and potential obstacles. Eliminate options that are not feasible given the current circumstances.

Weighing the potential outcomes

Consider the potential outcomes that each solution can achieve. Look at both short-term and long-term impacts on stakeholders, productivity, and overall success. Choose solutions that offer the most significant positive impact.

Considering resource availability

Resource availability is a critical factor when selecting the best solution. Assess the resources required for each solution and compare them with the resources available. Opt for solutions that utilize resources optimally and effectively.

Step 5: Implement the chosen solution

After selecting the best solution, it’s time to put it into action. This involves formulating an action plan, assigning responsibilities, and setting timelines and milestones.

Formulating an action plan

Create a detailed action plan that outlines the steps required to implement the solution. Break down the plan into manageable tasks, assign responsibilities, and establish deadlines. A well-crafted plan ensures a smooth and organized implementation process.

Assigning responsibilities

All stakeholders need to know their roles and responsibilities in implementing the solution. Clearly define and communicate these assignments to ensure everyone is aware of their contribution. Collaboration and coordination are vital for successful implementation.

Setting timelines and milestones

Establish clear timelines and milestones to track progress throughout the implementation process. Define specific dates or deadlines for achieving key milestones. Regularly review and adjust these timelines as needed to accommodate changes or unforeseen circumstances.

Step 6: Evaluate the effectiveness of the solution

Implementing the chosen solution is not the end of the problem-solving process. It’s important to continuously monitor the effectiveness of the solution, collect feedback, and make necessary adjustments.

Monitoring progress

Closely monitor the progress of the solution implementation. Regularly review and evaluate whether the solution is achieving the desired outcomes. Use key performance indicators (KPIs) to gauge progress and make data-driven decisions.

Collecting feedback

Seek feedback from stakeholders involved in the problem-solving process. Gather their insights, opinions, and suggestions for improvement. This feedback can provide valuable information to refine the solution and enhance its effectiveness.

Making necessary adjustments

Based on the feedback and data collected, make any necessary adjustments to the solution. Identify areas that require improvement or modification and implement changes accordingly. Continuous improvement is a key aspect of effective problem-solving.

Tips for Mastering the Six Step Problem Solving Model

Mastering the Six Step Problem Solving Model requires practice and the development of certain skills. Here are some useful tips to help you become proficient in this problem-solving approach:

Practice critical thinking and analytical skills

Critical thinking and analytical skills are fundamental for effective problem-solving. Continuously develop these skills through practice and by seeking opportunities to analyze and evaluate various situations. This will enhance your ability to identify problems and find optimal solutions.

Foster a collaborative problem-solving environment

Encourage collaboration and teamwork when solving problems. Foster an environment where individuals feel comfortable brainstorming ideas and sharing their perspectives. Collaboration often leads to more creative solutions and promotes a sense of ownership among team members.

Develop effective communication skills

Effective communication is crucial throughout the problem-solving process. Practice active listening, asking clarifying questions, and conveying your ideas clearly. Strong communication skills facilitate effective collaboration and alignment with stakeholders.

Learn from past experiences and mistakes

Past experiences and mistakes can be valuable learning opportunities. Reflect on previous problem-solving efforts, analyze what worked well and what didn’t, and apply those learnings to future challenges. Embrace a growth mindset and view mistakes as opportunities for growth.

Seek feedback and continuous improvement

Regularly seek feedback from stakeholders and those affected by the problem and its solution. Actively listen to their suggestions and criticisms, and use them to refine and improve your problem-solving skills. Continuous improvement is essential to becoming a master problem solver.

Mastering the Six Step Problem Solving Model is a valuable skill that can be applied to various aspects of life and work. By following a structured problem-solving process, you can ensure comprehensive and effective solutions. Remember to diligently identify the problem, analyze it thoroughly, generate potential solutions, evaluate and select the best one, implement it with careful planning, and continuously evaluate its effectiveness. With practice and the adoption of the tips provided, you can become a proficient problem solver capable of overcoming any challenge that comes your way.

So, start applying the Six Step Problem Solving Model today and unlock your problem-solving potential!

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