A simple problem solving process

By far one of the most effective personal improvement strategies any individual (or organisation) can ever use is problem solving. Far too much time and money is wasted doing things again and again when, if only we could learn from our mistakes we would put them right for good. An effective problem solving strategy does just that. 

Background 

Many problems you face will be repeats of problems which have occurred before; which indicates that the true cause of the problem has not been eliminated - yet. A problem can be said to exist when: 

'You have deviated from what should have happened to what has actually happened'.           

A systematic approach to problem solving will ensure that problems are solved effectively and stay solved. 

Seven Easy Steps to Solving Problems using the 7 'D's Approach 

1.         Describe the problem 

Problems can be described in many ways in order to better understand them. A good idea is to describe your problem using a one sentence headline which begins with 'How to' or 'How can ?' Try it! 

2.         Define the symptoms and facts 

Next you need to establish the situation and facts. To do this use good problem solving questions such as:

- How has the problem occurred?

- Why is this a problem for you?

- What is the current situation?

- What, if anything, has been tried before?

- What else has been thought of?

- When did this problem first occur?

- What else happened just before or at that time? Etc, etc. 

In order to solve any problem you need to treat the causes and not the symptoms (a symptom is what indicates to you that you have a problem). However, it is often the symptom that gets your attention. Collect facts to show you the scale of your problem and to show you the trends i.e. is the problem increasing, decreasing, static, variable, regular, intermittent etc. Then analyse your facts using tools such as pareto charts and histograms. 

3.         Determine the Possible Causes 

Now you can begin to look for possible causes. This is where you need to be logical and radical.  Think beyond what has gone before, challenge prejudices and beliefs, and examine all the relevant facts and information at hand using tools such as Brainstorming and CEDAC (Cause and Effect Diagram with the Addition of Cards). Systematically consider every possible cause and check it against the known factual information. 

4.         Develop Solutions and Ideas 

Now using brainstorming, you need to be creative.  Start your brainstorming by writing a 'How to' statement on a flipchart so it is clearly visible and in the forefront of everyones mind.  Don't rule anything out. Brainstorm all possible solutions and ideas you can think of that could solve your problem. Then go to step 5. 

 5.        Decide on the best solution 

Now review your brainstorming list and eliminate any ideas that will not completely eliminate your problem. Evaluate the rest using a systematic ranking tool such as 10/4, 3 Star Rating, or Consequence Analysis (my favourite as it is the most objective). During your deliberations you should consider Cost, Complexity and Risk. 

6.         Do the implementation work 

It's not uncommon for problems to go unsolved; simply because the implementation of the solution was not carried out or carried out badly. Solving problems means changing something and as a general rule we don't like change! Always make sure that those affected by change are involved in it, that way you gain buy-in and your change will be much more likely to succeed.  

7.         Demonstrate success 

Finally, complete the problem solving loop to satisfy yourself that the solution you implemented worked and that it has been successful. Therefore introduce a means of checking and evaluating the results.  Do not assume all will be well - check! 

Common Problem Solving mistakes... 

• Choosing wrong problems
• Not understanding the seriousness and the cost of the problem
• Jumping to causes/solutions
• Wrong information
• Too much information
• Treating symptoms not causes
• "Politics" and pressure
• Defensiveness
• Blame culture
• Implementing first solution
• Not evaluating solutions
• Failure to implement solution
• Not thinking through the implementation
• Not checking effectiveness