Problem-Solving Process

Problem-Solving Process

There is a variety of problem-solving processes. But each process consists of a series
of steps - identifying the problem, searching for possible solutions, selecting the most
optimal solution and implementing a possible solution. It is useful to view problem
solving as a cycle because, sometimes, a problem needs several attempts to solve it
or the problem changes.

 Identifying the Problem: 

The first step in the problem solving process is sizing up

the situation to identify the problem. That sounds simple enough, but sometimes
managers might be uncertain about what the problem is; they might just feel general
anxiety or be confused about what is getting in the way of their objectives. If that is the
case, they can ask themselves or their friends or a professional expert. Other useful
techniques for identifying the problem include-

• Comparison with others
• Monitor for weak signals
• Comparison of current performance with objectives or past performance
• Checklists
• Brainstorming
• Listing complaints
• Role playing

Exploring the Problem: 

Having identified the problem, managers should analyze
it to see what the root cause is. Often people get caught up in symptoms or effects of
a problem or issue and never get down to the real cause. They get mad at someone’s
attitude, anger, or actions, which are not the cause of the problem. The key here is to
focus on analyzing the problem for the real cause without being affected by emotional
issues. Seeing answers for questions such as the following will help explore the problem:

Identify the Problem – Ask Who?
• Who says that this is a problem?
• Who caused or is causing the problem?
• Whom does it or will it affect?
• Who has done something about the problem?

Identify the Problem – Ask What?
• What happened or will happen?
• What are the symptoms?
• What are the consequences for others?
• What circumstances surround the occurrence of the problem?
• What is not functioning as desired?

Identify the Problem – Ask When?
• Did it or will it happen?
• Why did it happen?
• When did it first occur?

Identify the Problem – Ask Where?
• Where is the problem occurring?
• Did it or will it have an impact?
• Where did it have an impact?

Identify the Problem – Ask Why?
• Why is this, a problem?
• Did it or will it occur?
• Why did it occur?
• Why was nothing done to prevent the problem from occurring?
• Why did no one recognize and do something about the problem at the
earliest?
• Why is a response needed now?

Identify the Problem – Ask How?
• How should the process be working?
• How are others dealing with this or similar problems?
• How do you know this is a problem; what supporting information do you
have?

Once the cause is found, plans can be made to fix it. Analyzing implies gathering
information. If there is not enough information, they should figure out how to research
and collect it