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7 Incredible Techniques to Easily Solve the Root of Any Problem

7 Incredible Techniques to Easily Solve the Root of Any Problem

Do you find yourself making the same mistakes over and over? Have some of your poor choices morphed into bad habits? All of us can probably agree that there are things we’d like to change about our actions or circumstances.

Maybe you keep getting drawn into bad relationships, or you can’t stop binge-eating cupcakes, or you are never on time. Perhaps your car breaks down every week, or you always get into arguments with your in-laws. Regardless of what problem you face, there are many ways to reach a solution.

Our problems tend to stick around when we treat the symptoms rather than eliminate their causes. Our knee-jerk response to whatever troubles us may provide temporary relief, but the problem will continue to manifest itself unless we can identify the root.

Get to the heart of your problem, always.

Reactivity is the enemy of a calm and happy existence. Instead of developing sustainable strategies to address your problems, reactivity forces you to spend your days putting out fires. To solve problems, you will need to be proactive.

Performing causal analysis or root cause analysis can help you identify the root of your problems so that you can eliminate the issue for good.[1] Causal analysis can help you anticipate future problems, eliminate current issues, and develop an action-plan to resolve trouble.[2]

When you perform root cause analysis, you can differentiate between correlation and causation. We most often think of using this type of analysis to understand current or past problems, but hypothetical causal analysis enables you to predict outcomes before you commit to an action.[3]

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Seven tried-and-true techniques for solving any problem

Employing one of these causal analysis techniques can help you find a sustainable solution.

1. 5 Whys Analysis

One of the simplest causal analysis methods involves asking yourself “why” five times.[4] You start by identifying the problem. “My house is always disorganized.” Then, you ask yourself why that is the case. You create a chain of inquiry that offers insight about the core of the problem. Find out how to do a good 5 Whys analysis here.

2. Pareto Analysis

This is sometimes referred to as the “80/20 Rule.” The idea here is that 20% of your actions cause 80% of the results.[5]

Usually, when you are having a problem, there are a few major contributors, referred to as the “vital few.” Then there are the “trivial many,” smaller problems which can deepen the effects of a poor habit or problematic mindset.

Many people go after one of the “trivial many” instead of focusing on the “vital few” causes that are creating the most trouble.

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    As you can see from the diagram, the x-axis contains contributing factors for tardiness. The left y-axis represents the number of instances in which the lateness occurs. The right y-axis shows you how the number of instances stacks up against the percentage of the total problem. The orange line is the cumulative percentage of the problems that contribute to lateness overall. As you can see, traffic, child care, and public transportation were the major contributors to tardiness. If you wanted to improve your punctuality, you should focus on traffic, child care, and public transportation issues because they are the most common causes for lateness.

    While this method appears complicated, there are many software templates available to you to facilitate this type of visualization.

    3. Failure Mode and Effects Analysis (FMEA)

    This multi-step causal analysis can illustrate the root of your problem, but it is also an effective way to anticipate difficulties when you are trying something new.[6]

    1. Begin by ascertaining the problem (real or anticipated).
    2. Then, name all the things that are contributing to the failure.
    3. Ask yourself how often the failure is occurring.
    4. List the actions you have taken to ensure that the failure does not recur.
    5. Analyze whether those solutions worked for you.

    You can revisit this line of inquiry at any time, but it is especially valuable after you restructure a procedure or policy.

    4. Fault Tree Analysis

    This visual model for ascertaining the root of problems is best employed where matters of safety are concerned. While Boolean algebra can make this model more robust, at its most basic level, you begin this analysis by naming the problem. Below the problem, you create boxes which contain factors contributing to the undesired outcome. Unlike other models, which encourage you to think about broad potential contributors, fault tree analysis requires that you look at what is known and deduce meaning from that.[7]

    5. Current Reality Tree (CRT)

    When you are dealing with a number of problems at the same time, the CRT can be an effective way to understand what the problems are and what connections exist between them.

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    For example, you may have noticed that your boss is mad at you all the time, you are late on a frequent basis, and you are often too fatigued to work.

    1. Place each of these undesirable effects, your angry boss, tardiness, and fatigue, into their own box at the bottom of your tree.
    2. Brainstorm the possible causes for each of these problems independently, and place each cause in its own box as a “branch” sprouting from the tree.
    3. Take time to analyze each of the problems that you listed in connection to one another as “If…then” statements. “If my boss is angry with me, then is it related to my frequent tardiness.”
    4. Connect ideas in your CRT with arrows.

    Eventually you will notice common threads between the undesirable effects.[8]

    6. RPR (Rapid Problem Resolution) Diagnosis

    This type of causal analysis involves three main steps.

    1. In the discovery phase, you collect information to ascertain problems.
    2. During the investigation phase, you create a plan based off the data that you have collected.
    3. Finally, you set your plan in motion.

    If you choose to use this type of causal analysis, you should periodically check in to ensure that you properly identified the problem and your solution is working as intended.[9]

    7. Cause-and-Effect Diagram or “Fishbone” Diagram

    This means of visualizing a problem is useful whether you are working on your own or with a team.[10]

    As with other models, you start by identifying your problem. One horizontal line, cuts through the center of your diagram like the spine of a fish, hence the name. Several diagonal lines radiate from the spine.

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    At the top of each of these lines, write the type of cause that contributes to the problem. For example, if your problem is that you are frequently unhappy, categories of causes that contribute to your problem could be family, work, and health. Ask yourself why each of these categories feeds into your problem. These are the causes for your symptoms. A symptom of your unhappiness rooted in your family might be that you feel disconnected from your partner. Brainstorm as many causes in the categories as you can.

    After you finish your diagram, you will have a better sense of where your problem originates. You may notice that some categories have more causes that contribute to the undesired symptom than others. You can also think about how these categories are connected. Rather than trying to chop the head off the hydra, you can develop of systematic plan that deals with the issue at its core.

      Which method should you try?

      There are a plethora of causal analysis options with varying levels of complexity. If you have lots of data about your problem, Pareto analysis and fault-tree analysis, are great options. All the models are fairly flexible to accommodate a wide range of problems, though some were developed specifically for business or IT. The common thread in all of these methods is that they require self-reflection and a chain of inquiry.

      Next time you feel like you are spending more time putting out fires than living your life, give one or more of these causal analyses a try. You’d be amazed at how effective your problem-solving will be when you can get to the heart of the issue.

      Reference

      More by this author

      Angelina Phebus

      Writer, Yoga Instructor (RYT 200)

      Foods That Can Suppress Appetite And Help With Weight Loss Quality or Quantity? Why Don’t You Sleep On It What it Feels Like To Be The Child of Your Children? Pick Your Job Based On What You Love To Do, Not How Much You Have Invested In. How to Become Successful 10 Times Easier: Don’t Focus on Improving Your Faults

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      Published on January 16, 2019

      How to Effectively Manage a Heavy Workload at Work

      How to Effectively Manage a Heavy Workload at Work

      We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

      You might have such a heavy workload that it feels too intimidating to even start.

      You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

      That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

      Here’re 13 strategies you can use to get out from under your overwhelming workload:

      1. Acknowledge You Can’t Do It All

      Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

      We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

      To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

      At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

      The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

      2. Focus on Your Unique Strengths

      Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

      The challenge is that many people end up doing things that they’re simply not very good at.

      In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

      It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

      It is often not about how to complete this project more effectively but who can help deliver this project.

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      So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

      • Are you a great strategist?
      • Are you an effective planner?
      • Is Project Management your strength?
      • Is communication and bringing people together your strength?
      • Are you the ideas person?
      • Is Implementation your strength?

      Think about how you can bring the biggest value to your work and the projects you undertake.

      3. Use the Strengths of Your Team

      One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

      Delegation or better teamwork is the solution.

      Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

      Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

      4. Take Time for Planning

      “Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

      One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

      You can take the time to think about:

      • What’s the purpose of the project?
      • How Important is it?
      • When does it need to be delivered by?
      • What is the best result and worst result for this project?
      • What are the KPIs?
      • What does the project plan and key milestones look like?
      • Who is working on this project?
      • What is everyone’s responsibilities?
      • What tolerances can I add in?
      • What are the review stages?
      • What are the challenges we may face and the solutions for these challenges?

      Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

      5. Focus on Priorities

      Not everything is a priority, although it can often feel, in the moment, that it is.

      Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

      One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

      1. Urgent and important (tasks you will do immediately).
      2. Important, but not urgent (tasks you will schedule to do later).
      3. Urgent, but not important (tasks you will delegate to someone else).
      4. Neither urgent nor important (tasks that you will eliminate).

      James Clear has a great description on how to use the Eisenhower Matrix: How to be More Productive By Using the Eisenhower Box

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        The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

        If you didn’t get everything accomplished, start the next day with your number one priority.

        If you are given additional task/projects during the day, then you will need to gauge their importance V the other priorities.

        6. Take Time Out

        To stay on top of a heavy workload, it’s important to take time out to rest and recuperate.

        If your energy levels are high and your mind and body is refreshed and alert, you are in more of a peak state to handle a heavy workload.

        Take time out of your day to go for a walk or get some exercise in. Leave early when possible and spend time with people who give you a lot of energy.

        In the background, it’s essential to get a good night’s sleep and eat healthily to sharpen the mind.

        Take a look at this article learn about The Importance of Scheduling Downtime.

        7. Maintain a Healthy Work-Life Balance

        Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

        I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

        Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

        If you feel there is not enough balance, then it may be time to make a change.

        8. Stop Multitasking

        Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

        So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

        When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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        If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

        9. Work in Blocks of Time

        To keep your energy up to produce your best results it’s essential to take regular breaks.

        I use the 60-60-30 method myself and teach it to my coaching clients.

        Work on a project for a sustained period of 50 minutes.

        Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

        Then continue to work on the project for a further 50 minutes.

        Then take another 10-minute break.

        Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

        By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

        10. Get Rid of Distractions

        Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

        “Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

        Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

        If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

        11. Commit Focused Time to Smaller Tasks

        You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

        Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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        Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

        12. Take a Time Audit

        Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

        Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

        You can start by taking a piece of paper and creating three columns:

        Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

        Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

        At the end of the week, record the total time spent in each column.

        If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

        13. Protect Your Confidence

        It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

        When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

        Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

        When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

        Final Words

        A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

        The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

        If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.

        Featured photo credit: Hannah Wei via unsplash.com

        Reference

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