what is the first step of the problem solving process

Master the 7-Step Problem-Solving Process for Better Decision-Making

Discover the powerful 7-Step Problem-Solving Process to make better decisions and achieve better outcomes. Master the art of problem-solving in this comprehensive guide. Download the Free PowerPoint and PDF Template.

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Introduction

Mastering the art of problem-solving is crucial for making better decisions. Whether you're a student, a business owner, or an employee, problem-solving skills can help you tackle complex issues and find practical solutions. The 7-Step Problem-Solving Process is a proven method that can help you approach problems systematically and efficiently.

The 7-Step Problem-Solving Process involves steps that guide you through the problem-solving process. The first step is to define the problem, followed by disaggregating the problem into smaller, more manageable parts. Next, you prioritize the features and create a work plan to address each. Then, you analyze each piece, synthesize the information, and communicate your findings to others.

By following this process, you can avoid jumping to conclusions, overlooking important details, or making hasty decisions. Instead, you can approach problems with a clear and structured mindset, which can help you make better decisions and achieve better outcomes.

In this article, we'll explore each step of the 7-Step Problem-Solving Process in detail so you can start mastering this valuable skill. You can download the process's free PowerPoint and PDF templates at the end of the blog post .

Step 1: Define the Problem

The first step in the problem-solving process is to define the problem. This step is crucial because finding a solution is only accessible if the problem is clearly defined. The problem must be specific, measurable, and achievable.

One way to define the problem is to ask the right questions. Questions like "What is the problem?" and "What are the causes of the problem?" can help. Gathering data and information about the issue to assist in the definition process is also essential.

Another critical aspect of defining the problem is identifying the stakeholders. Who is affected by it? Who has a stake in finding a solution? Identifying the stakeholders can help ensure that the problem is defined in a way that considers the needs and concerns of all those affected.

Once the problem is defined, it is essential to communicate it to all stakeholders. This helps ensure that everyone is on the same page and that there is a shared understanding of the problem.

Step 2: Disaggregate

After defining the problem, the next step in the 7-step problem-solving process is to disaggregate the problem into smaller, more manageable parts. Disaggregation helps break down the problem into smaller pieces that can be analyzed individually. This step is crucial in understanding the root cause of the problem and identifying the most effective solutions.

Disaggregation can be achieved by breaking down the problem into sub-problems, identifying the contributing factors, and analyzing the relationships between these factors. This step helps identify the most critical factors that must be addressed to solve the problem.

A tree or fishbone diagram is one effective way to disaggregate a problem. These diagrams help identify the different factors contributing to the problem and how they are related. Another way is to use a table to list the other factors contributing to the situation and their corresponding impact on the issue.

Disaggregation helps in breaking down complex problems into smaller, more manageable parts. It helps understand the relationships between different factors contributing to the problem and identify the most critical factors that must be addressed. By disaggregating the problem, decision-makers can focus on the most vital areas, leading to more effective solutions.

Step 3: Prioritize

After defining the problem and disaggregating it into smaller parts, the next step in the 7-step problem-solving process is prioritizing the issues that need addressing. Prioritizing helps to focus on the most pressing issues and allocate resources more effectively.

There are several ways to prioritize issues, including:

• Urgency: Prioritize issues based on their urgency. Problems that require immediate attention should be addressed first.
• Impact: Prioritize issues based on their impact on the organization or stakeholders. Problems with a high impact should be given priority.
• Resources: Prioritize issues based on the resources required to address them. Problems that require fewer resources should be dealt with first.

Considering their concerns and needs, it is important to involve stakeholders in the prioritization process. This can be done through surveys, focus groups, or other forms of engagement.

Once the issues have been prioritized, it is essential to develop a plan of action to address them. This involves identifying the required resources, setting timelines, and assigning responsibilities.

Prioritizing issues is a critical step in problem-solving. By focusing on the most pressing problems, organizations can allocate resources more effectively and make better decisions.

Step 4: Workplan

After defining the problem, disaggregating, and prioritizing the issues, the next step in the 7-step problem-solving process is to develop a work plan. This step involves creating a roadmap that outlines the steps needed to solve the problem.

The work plan should include a list of tasks, deadlines, and responsibilities for each team member involved in the problem-solving process. Assigning tasks based on each team member's strengths and expertise ensures the work is completed efficiently and effectively.

Creating a work plan can help keep the team on track and ensure everyone is working towards the same goal. It can also help to identify potential roadblocks or challenges that may arise during the problem-solving process and develop contingency plans to address them.

Several tools and techniques can be used to develop a work plan, including Gantt charts, flowcharts, and mind maps. These tools can help to visualize the steps needed to solve the problem and identify dependencies between tasks.

Developing a work plan is a critical step in the problem-solving process. It provides a clear roadmap for solving the problem and ensures everyone involved is aligned and working towards the same goal.

Step 5: Analysis

Once the problem has been defined and disaggregated, the next step is to analyze the information gathered. This step involves examining the data, identifying patterns, and determining the root cause of the problem.

Several methods can be used during the analysis phase, including:

• Root cause analysis
• Pareto analysis
• SWOT analysis

Root cause analysis is a popular method for identifying the underlying cause of a problem. This method involves asking a series of "why" questions to get to the root cause of the issue.

Pareto analysis is another method that can be used during the analysis phase. This method involves identifying the 20% of causes responsible for 80% of the problems. By focusing on these critical causes, organizations can make significant improvements.

Finally, SWOT analysis is a valuable tool for analyzing the internal and external factors that may impact the problem. This method involves identifying the strengths, weaknesses, opportunities, and threats related to the issue.

Overall, the analysis phase is critical for identifying the root cause of the problem and developing practical solutions. Organizations can gain a deeper understanding of the issue and make informed decisions by using a combination of methods.

Step 6: Synthesize

Once the analysis phase is complete, it is time to synthesize the information gathered to arrive at a solution. During this step, the focus is on identifying the most viable solution that addresses the problem. This involves examining and combining the analysis results for a clear and concise conclusion.

One way to synthesize the information is to use a decision matrix. This involves creating a table that lists the potential solutions and the essential criteria for making a decision. Each answer is then rated against each standard, and the scores are tallied to arrive at a final decision.

Another approach to synthesizing the information is to use a mind map. This involves creating a visual representation of the problem and the potential solutions. The mind map can identify the relationships between the different pieces of information and help prioritize the solutions.

During the synthesis phase, it is vital to remain open-minded and consider all potential solutions. Involving all stakeholders in the decision-making process ensures that everyone's perspectives are considered.

Step 7: Communicate

After synthesizing the information, the next step is communicating the findings to the relevant stakeholders. This is a crucial step because it helps to ensure that everyone is on the same page and that the decision-making process is transparent.

One effective way to communicate the findings is through a well-organized report. The report should include the problem statement, the analysis, the synthesis, and the recommended solution. It should be clear, concise, and easy to understand.

In addition to the report, a presentation explaining the findings is essential. The presentation should be tailored to the audience and highlight the report's key points. Visual aids such as tables, graphs, and charts can make the presentation more engaging.

During the presentation, it is essential to be open to feedback and questions from the audience. This helps ensure everyone agrees with the recommended solution and addresses concerns or objections.

Effective communication is vital to ensuring the success of the decision-making process. By communicating the findings clearly and concisely, stakeholders can make informed decisions and work towards a common goal.

The 7-step problem-solving process is a powerful tool for helping individuals and organizations make better decisions. By following these steps, individuals can identify the root cause of a problem, prioritize potential solutions, and develop a clear plan of action. This process can be applied to various scenarios, from personal challenges to complex business problems.

Through disaggregation, individuals can break down complex problems into smaller, more manageable parts. By prioritizing potential solutions, individuals can focus their efforts on the most impactful actions. The work step allows individuals to develop a clear action plan, while the analysis step provides a framework for evaluating possible solutions.

The synthesis step combines all the information gathered to develop a comprehensive solution. Finally, the communication step allows individuals to share their answers with others and gather feedback.

By mastering the 7-step problem-solving process, individuals can become more effective decision-makers and problem-solvers. This process can help individuals and organizations save time and resources while improving outcomes. With practice, individuals can develop the skills to apply this process to a wide range of scenarios and make better decisions in all areas of life.

7-Step Problem-Solving Process PPT Template

Free powerpoint and pdf template, executive summary: the 7-step problem-solving process.

The 7-Step Problem-Solving Process is a robust and systematic method to help individuals and organizations make better decisions by tackling complex issues and finding practical solutions. This process comprises defining the problem, disaggregating it into smaller parts, prioritizing the issues, creating a work plan, analyzing the data, synthesizing the information, and communicating the findings.

By following these steps, individuals can identify the root cause of a problem, break it down into manageable components, and prioritize the most impactful actions. The work plan, analysis, and synthesis steps provide a framework for developing comprehensive solutions, while the communication step ensures transparency and stakeholder engagement.

Mastering this process can improve decision-making and problem-solving capabilities, save time and resources, and improve outcomes in personal and professional contexts.

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7 Steps to Better Problem-Solving Process

Discover the Problem-Solving Process, from identifying issues to implementing optimal solutions. Explore the key steps and benefits to enhance decision-making. Read This blog covers each crucial step—identifying, analysing root causes, brainstorming solutions, evaluating options, and ensuring success through monitoring.

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Navigating problems is like solving a complex puzzle. It starts with recognising the issue and ends with implementing a successful solution. The Problem-Solving Process includes key steps: identifying the problem, clarifying it, generating solutions, evaluating options, and executing the best one. Each step builds on the previous, ensuring we tackle the root cause rather than just the symptoms.

The Problem-Solving Process embodies a curiosity, open-mindedness, and resilience mindset, viewing challenges as opportunities for growth and learning. Whether facing minor annoyances or major obstacles, this method equips us with the skills to transform barriers into opportunities and make wise choices. In this blog, we’ll explore this approach in depth. 

Table of contents 

1) What is a Problem-Solving  Process?

2) Steps of the Problem-Solving Process

3) Benefits of the Problem-Solving Process 

4) Creating Your Process for Problem-Solving  

5) Conclusion 

What is a Problem-Solving Process?

The Problem-Solving Process is a crucial analytical skill that helps individuals identify, analyse, and develop effective solutions to various challenges. It serves as a guiding framework, promoting logical and systematic approaches to address complex issues. By examining the root causes of problems and assessing potential options, individuals can make informed decisions and optimise outcomes.

Emphasising critical thinking and creativity, the Problem-Solving Process enhances adaptability and resilience in the face of adversity. Whether dealing with personal dilemmas or professional challenges, mastering this process empowers individuals to navigate uncertainties and achieve success.

Steps of Problem-Solving  Process

The Problem-Solving Process is a systematic approach to identifying, analysing, and resolving issues efficiently. Each step is designed to break down complex problems into manageable tasks, leading to effective solutions.

Step 1: Identify the Problem 

Initiate the Problem-Solving process by visualising the ideal scenario. Define the standard against which the current situation will be measured. Ask critical questions like, "If things were going perfectly, what would that look like?"

Further, determine the acceptable variation from the norm, considering factors like engineering precision or behavioural flexibility. Assess how much deviation is tolerable. This step sets the stage for a clear understanding of the problem's context and the criteria for an optimal outcome.

Step 2: Analyse the Problem 

Understand the problem's urgency by identifying its stage: emergent, mature, or crisis. An emergent problem allows time for corrective action without immediate threats. At the same time, a mature problem causes more than minor damage, necessitating quick intervention. A crisis demands immediate correction due to severe repercussions. Thus, evaluating the potential damage guides decision-making and makes sure an appropriate level of urgency is assigned to the problem.

Step 3: Describe the Problem 

Craft a concise problem statement in a clear yet short manner. This concise articulation serves as a focal point for the Problem-Solving effort. Further, statement should be distributed to the team for consensus, ensuring everyone involved agrees on the root cause. 

The critical question to ask here is, "Is your premise correct?" Validating the accuracy of the premise ensures a shared comprehension of the problem.

Step 4: Look for Root Causes  

This step involves a thorough investigation to uncover the underlying issues and come up with targeted solutions. Delve into the root causes of the problem by asking a series of questions: who, what, when, why, how, and where. You can use the 5Why method or Fishbone Diagram to explore the factors that led to a departure from the set standards. Also, assess the possibility of solving the problem permanently while aligning with effective leadership principles.

Step 5: Develop Alternate Solutions

This step emphasises the importance of exploring a range of possibilities before committing to a specific course of action. So, generate a list of diverse solutions beyond the initial perspective. Apply the One-third Plus One Rule for consensus-building, involving key stakeholders in the Decision-making Process. Further, rank solutions based on their efficiency, cost, and long-term value. Carefully select the most suitable solution, considering available resources and potential impacts.

Step 6: Implement the Solution 

Translate the chosen solution into action by creating an implementation plan. Outline responsibilities, timelines, and contingency measures to ensure a smooth execution. Moreover, clearly communicate team roles and track the solution's progress. This step involves strategic planning and coordination to bring the selected solution to completion. Also, anticipate potential deviations from the plan and establish mechanisms for prompt resolution.

Step 7: Measure the Results 

Evaluate the solution's effectiveness by measuring and tracking results. Answer critical questions about its success, learning opportunities, and applicability to future challenges. This step involves a systematic assessment of the outcomes against the desired objectives. Insights gained from this evaluation contribute to continuous improvement and the refinement of Problem-Solving skills. 

The focus is on deriving meaningful conclusions and utilising them for continuous enhancement.

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Benefits of the Problem-Solving Process 

Developing and implementing a Problem-Solving Process brings significant benefits. Listed below are the benefits that develop during this Process: 

1) Improves Analysis 

Individuals develop and refine their analytical skills as they engage in the Problem-Solving journey. This involves systematically examining complex situations, breaking them into manageable components, and comprehensively evaluating each element.

Through analysis, individuals gain a deeper understanding of the underlying factors contributing to the problem, leading to more precise and informed Problem Solving and Decision Making. Moreover, Problem Solving encourages individuals to gather relevant data, conduct research, and consider various perspectives. This can help enhance the accuracy and depth of their analysis. 

2) Improves Risk Management 

Individuals and teams naturally encounter various challenges and uncertainties as they engage in problem-Solving activities. In response, they learn to identify, assess, and mitigate potential risks associated with different solutions. 

This heightened risk management awareness allows for a more comprehensive evaluation of each proposed solution's possible consequences and likelihood of success. By carefully considering and addressing risks, decision-makers can make more informed and calculated choices, minimising potential adverse outcomes. 

3) Promotes Creative Thinking  

The Problem Solving Process serves as a catalyst for promoting creative thinking and unlocking innovative solutions to complex challenges. Individuals and teams engage in Problem Solving activities and are encouraged to explore various ideas and perspectives. 

This fosters divergent thinking, allowing the generation of unconventional and imaginative solutions that may not be initially apparent. By challenging conventional norms and encouraging the exploration of alternative approaches, Problem Solving stimulates the creative faculties of the mind. 

4) Improves Time Management 

The Problem-Solving Process significantly improves time management by instilling a structured approach to tackling challenges, promoting efficient decision-making, and cultivating a habit of prioritisation and productivity. Individuals and teams can better allocate time and resources as they break down complex problems into manageable steps. 

Moreover, the Process encourages swift evaluation of potential solutions, ensuring timely progress. These skills become ingrained, enabling individuals and teams to meet deadlines and optimise productivity. By embracing this process, individuals can effectively manage time in various aspects of life and work. 

Reduces Bias 

The Problem-Solving Process offers the invaluable benefit of reducing bias in decision-making. As individuals and teams work through problem-Solving activities, they are compelled to approach challenges systematically and objectively. This structured approach encourages considering various perspectives and examining evidence and data without preconceived notions or personal biases. 

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Potential Risks and How Can They be Mitigated by Problem-Solving Process?

Efficient risk management requires a systematic approach to identifying, evaluating, and minimising potential risks in any project or business endeavour. Here’s how the Problem-Solving process can be beneficial:

1) Risk Identification

The first step involves recognising potential risks that may impact the project or organisation. This includes brainstorming, analysing past data, and consulting experts to uncover hidden risks.

2) Risk Assessment 

 Once identified, each risk is evaluated based on its likelihood and potential impact. This stage involves prioritising risks to address the most significant threats first. Tools like risk matrices can be helpful in this process.

3) Risk Mitigation Strategies 

After assessment, strategies are developed to minimise each risk. This might involve implementing safeguards, exploring alternative approaches, or transferring risk through insurance. The goal is to reduce the likelihood or impact of each risk.

4) Contingency Planning

If mitigation strategies fail, contingency plans are created. These plans outline steps to take if a risk materialises, ensuring the organisation can respond quickly and effectively.

5) Monitoring and Review

Continuous monitoring and reviewing of risks ensure that mitigation strategies remain effective and can adapt to emerging threats.

6) Communication

Effective communication throughout the risk management process ensures that all stakeholders are informed and prepared to address potential risks.

Creating Your Process your Process  for Problem-Solving  

Below are the Problem-Solving  steps that can help you create a suitable process: 

1) Evaluate Problem-Solving Approach  approach 

To create an effective Process for Problem Solving, it is crucial to evaluate the Problem-Solving approach. Assess the success of previous solutions, identify areas for improvement, and gather feedback from team members. Further, adjust the Process based on insights gained, fostering continuous improvement and enhancing Problem-Solving capabilities. 

2) Identify Your Strengths your strengths 

When creating a Problem-Solving Process, it's essential to identify your strengths. Recognise the skills and expertise within your team and your talents. Leveraging these strengths will enable you to assign tasks effectively and collaborate efficiently. It will also help capitalise on your team's unique abilities to achieve successful Problem-Solving outcomes. 

3) Research Strategies  for Problem-Solving  

To create an effective Problem-Solving Process, researching feasible strategies is vital. Explore various Problem-Solving Techniques, methodologies, and best practices. Consider their applicability to your specific challenges and team dynamics. A well-informed approach ensures you adopt the most suitable strategies to tackle problems efficiently and achieve desired outcomes. 

4) Encourage Feedback  

While creating a Problem-Solving Process, it is crucial to encourage feedback. Foster an open and supportive environment for team members to freely share their thoughts and experiences. Valuable insights from diverse perspectives empower continuous improvement, refine Problem-Solving strategies, and enhance overall effectiveness in resolving challenges successfully. 

5) Evaluate Your Process  

When creating your Problem-Solving Process, testing and revising are essential steps. Implement the strategy in real-life scenarios to evaluate its effectiveness. Seek feedback from team members and superiors to examine strengths and areas for improvement. Make necessary adjustments to refine and optimise the process for better Problem Solving outcomes. 

6) Improve Problem-Solving Skills 

To create an effective Problem-Solving Process, prioritise improving Problem Solving skills. Encourage continuous learning through workshops, training, and skill-building exercises—practice solving diverse problems to gain experience and confidence. By investing in skill development, individuals and teams can enhance their Problem-Solving capabilities and achieve better outcomes in challenging situations. 

Conclusion 

Developing a well-defined and adaptive Problem-Solving Process is crucial for navigating the complexities of life and work successfully. By fostering creativity, promoting collaboration, and continuously refining strategies, individuals and teams can approach challenges confidently and with agility, ultimately leading to improved problem resolution and overall success. 

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Frequently Asked Questions

Choosing the appropriate problem-solving tool depends on the nature of the issue. Mind mapping helps generate ideas by visually displaying connections between concepts. On the other hand, the Fishbone diagram systematically identifies potential causes, with branches representing different categories of causes.

The 7-Diamond Problem Solving Process is a systematic approach to tackling complex issues. It involves the following seven steps:

a) Define the Problem

b) Gather Data

c) Analyse Data

d) Develop Hypotheses

e) Verify Hypotheses

f) Identify Root Cause

g) Implement Solution

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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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The 5 steps of the solving problem process

August 17, 2023 by MindManager Blog

Whether you run a business, manage a team, or work in an industry where change is the norm, it may feel like something is always going wrong. Thankfully, becoming proficient in the problem solving process can alleviate a great deal of the stress that business issues can create.

Understanding the right way to solve problems not only takes the guesswork out of how to deal with difficult, unexpected, or complex situations, it can lead to more effective long-term solutions.

In this article, we’ll walk you through the 5 steps of problem solving, and help you explore a few examples of problem solving scenarios where you can see the problem solving process in action before putting it to work.

Understanding the problem solving process

When something isn’t working, it’s important to understand what’s at the root of the problem so you can fix it and prevent it from happening again. That’s why resolving difficult or complex issues works best when you apply proven business problem solving tools and techniques – from soft skills, to software.

The problem solving process typically includes:

• Pinpointing what’s broken by gathering data and consulting with team members.
• Figuring out why it’s not working by mapping out and troubleshooting the problem.
• Deciding on the most effective way to fix it by brainstorming and then implementing a solution.

While skills like active listening, collaboration, and leadership play an important role in problem solving, tools like visual mapping software make it easier to define and share problem solving objectives, play out various solutions, and even put the best fit to work.

Before you can take your first step toward solving a problem, you need to have a clear idea of what the issue is and the outcome you want to achieve by resolving it.

For example, if your company currently manufactures 50 widgets a day, but you’ve started processing orders for 75 widgets a day, you could simply say you have a production deficit.

However, the problem solving process will prove far more valuable if you define the start and end point by clarifying that production is running short by 25 widgets a day, and you need to increase daily production by 50%.

Once you know where you’re at and where you need to end up, these five steps will take you from Point A to Point B:

• Figure out what’s causing the problem . You may need to gather knowledge and evaluate input from different documents, departments, and personnel to isolate the factors that are contributing to your problem. Knowledge visualization software like MindManager can help.
• Come up with a few viable solutions . Since hitting on exactly the right solution – right away – can be tough, brainstorming with your team and mapping out various scenarios is the best way to move forward. If your first strategy doesn’t pan out, you’ll have others on tap you can turn to.
• Choose the best option . Decision-making skills, and software that lets you lay out process relationships, priorities, and criteria, are invaluable for selecting the most promising solution. Whether it’s you or someone higher up making that choice, it should include weighing costs, time commitments, and any implementation hurdles.
• Put your chosen solution to work . Before implementing your fix of choice, you should make key personnel aware of changes that might affect their daily workflow, and set up benchmarks that will make it easy to see if your solution is working.
• Evaluate your outcome . Now comes the moment of truth: did the solution you implemented solve your problem? Do your benchmarks show you achieved the outcome you wanted? If so, congratulations! If not, you’ll need to tweak your solution to meet your problem solving goal.

In practice, you might not hit a home-run with every solution you execute. But the beauty of a repeatable process like problem solving is that you can carry out steps 4 and 5 again by drawing from the brainstorm options you documented during step 2.

Examples of problem solving scenarios

The best way to get a sense of how the problem solving process works before you try it for yourself is to work through some simple scenarios.

Here are three examples of how you can apply business problem solving techniques to common workplace challenges.

Scenario #1: Manufacturing

Building on our original manufacturing example, you determine that your company is consistently short producing 25 widgets a day and needs to increase daily production by 50%.

Since you’d like to gather data and input from both your manufacturing and sales order departments, you schedule a brainstorming session to discover the root cause of the shortage.

After examining four key production areas – machines, materials, methods, and management – you determine the cause of the problem: the material used to manufacture your widgets can only be fed into your equipment once the machinery warms up to a specific temperature for the day.

Your team comes up with three possible solutions.

• Leave your machinery running 24 hours so it’s always at temperature.
• Invest in equipment that heats up faster.
• Find an alternate material for your widgets.

After weighing the expense of the first two solutions, and conducting some online research, you decide that switching to a comparable but less expensive material that can be worked at a lower temperature is your best option.

You implement your plan, monitor your widget quality and output over the following week, and declare your solution a success when daily production increases by 100%.

Scenario #2: Service Delivery

Business training is booming and you’ve had to onboard new staff over the past month. Now you learn that several clients have expressed concern about the quality of your recent training sessions.

After speaking with both clients and staff, you discover there are actually two distinct factors contributing to your quality problem:

• The additional conference room you’ve leased to accommodate your expanding training sessions has terrible acoustics
• The AV equipment you’ve purchased to accommodate your expanding workforce is on back-order – and your new hires have been making do without

You could look for a new conference room or re-schedule upcoming training sessions until after your new equipment arrives. But your team collaboratively determines that the best way to mitigate both issues at once is by temporarily renting the high-quality sound and visual system they need.

Using benchmarks that include several weeks of feedback from session attendees, and random session spot-checks you conduct personally, you conclude the solution has worked.

Scenario #3: Marketing

You’ve invested heavily in product marketing, but still can’t meet your sales goals. Specifically, you missed your revenue target by 30% last year and would like to meet that same target this year.

After collecting and examining reams of information from your sales and accounting departments, you sit down with your marketing team to figure out what’s hindering your success in the marketplace.

Determining that your product isn’t competitively priced, you map out two viable solutions.

• Hire a third-party specialist to conduct a detailed market analysis.
• Drop the price of your product to undercut competitors.

Since you’re in a hurry for results, you decide to immediately reduce the price of your product and market it accordingly.

When revenue figures for the following quarter show sales have declined even further – and marketing surveys show potential customers are doubting the quality of your product – you revert back to your original pricing, revisit your problem solving process, and implement the market analysis solution instead.

With the valuable information you gain, you finally arrive at just the right product price for your target market and sales begin to pick up. Although you miss your revenue target again this year, you meet it by the second quarter of the following year.

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