Problem Solving is Fun with this 9-Step Method

Thursday 7 November 2024

By Esther Anassa James | Executive Administrator.

Step 1: Take the Time to Define the Problem Clearly

As the saying goes, 'an accurate diagnosis is half the cure'. This is particularly true for problem-solving. So, ask yourself, 'What exactly is the problem?' In any organisation, different people may have varying ideas about the nature of a problem. However, the key is to achieve a precise and shared understanding of the problem before moving forward. This will give you a sense of purpose and direction in your problem-solving journey.

Step 2: Ask, "Is It a Problem?"

Remember, there are some things that you cannot change—they are simply facts of life. For instance, if interest rates rise or the mortgage market collapses, this is not a problem per se but rather a reality to adapt to. Sometimes, what appears to be a problem is actually an opportunity in disguise. It could mean that the problem does not need solving at all, and instead, you could take a completely different approach that benefits you and your organisation.

Step 3: Ask, "What Else Is the Problem?"

You are more likely to find the best solution when you can define a problem in multiple ways. Therefore, be cautious of problems with only a single solution. The more ways you can define a problem, the more likely you will discover the best solution. In No Excuses!, Brian Tracy describes working with a corporation struggling with low sales. He writes, 'We force them to ask twenty-one questions, each a different way of restating the problem'. Each new definition leads to another potential solution, often shifting the organisation's direction completely. This example shows how asking and answering a series of relevant questions can help you pinpoint the most accurate definition, making the best solution more evident.

Step 4: Ask, "How Did This Problem Occur?"

Understanding the root causes ensures the problem does not recur. If the same issue keeps arising, it may signal that your organisation could be structured better or lacks control in that area. This implies your system needs improvement to permanently eradicate the problem. Discover all the possible reasons behind the issue and resolve it at its root.

Step 5: Ask, "What Are All the Possible Solutions?"

The more possible solutions you can brainstorm, the more likely you are to find the right one. There is a direct relationship between the value of a solution and the number of solutions considered. Keep an open mind and be creative in your approach. Avoid limiting yourself to a single solution.

Step 6: Ask, "What Is the Best Solution at This Time?"

Sometimes, any solution is better than none. Implementing an average solution can be more effective than an excellent one that remains unexecuted due to complexity. The Pareto Principle, discussed in the 'Owning Your Limited Time' article, applies here: it suggests that 80% of problems should be dealt with promptly, deferring only 20% for later. When postponing a decision, set a specific deadline for it, and conclude with the information available by that deadline. There’s a saying that 'every significant problem was once minor and could have been solved quickly and inexpensively at that time'. Addressing issues early on is often one of the best problem-solving strategies.

Step 7: Decide.

Select a solution and determine a course of action by asking what the next best step is in that moment.

Step 8: Assign Responsibility.

Who will execute the solution or its various components? Tracy notes it’s common for groups to agree on a solution, only to find two weeks later that nothing has changed. Assigning responsibility ensures specific individuals or teams are accountable for carrying out the tasks necessary to implement the solution, which prevents inaction and ensures effective execution.

Step 9: Set a Measure for the Decision.

What do you aim to achieve with this decision? How will you measure the results? The clearer you can be about the outcome you want, the more likely you are to achieve it.