Advertising
Advertising

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]

Advertising

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.

Advertising

    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.

    Advertising

    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.

    Advertising

    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

      [1] Bright Hub Project Management: Overviews of different root cause analysis methods
      [2] Quality Assurance: Causal Analysis Guidelines
      [3] LinkedIn: Causal Analysis
      [4] iSixSigma: Determine the Root Cause: 5 Whys
      [5] Project Smart: Pareto Analysis Step by Step
      [6] ASQ: Failure Mode Effects Analysis
      [7] Clifton Ericson: Fault Tree Analysis
      [8] CIRAS: Building a Current Reality Tree
      [9] MBA Brief: Rapid Problem Resolution
      [10] ASQ: Fishbone (Ishikawa) Diagram

      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

      Trending in Productivity

      1 15 Best Organizing Tips For Office Organization and Getting More Done 2 50 Motivational Quotes for Work to Inspire Success 3 How to Take Notes Effectively: Powerful Note-Taking Techniques 4 15 Inspiring Journal Ideas to Set You up for Success 5 11 Organizational Skills That Every Smart Leader Needs

      Read Next

      Advertising
      Advertising
      Advertising

      Last Updated on September 18, 2019

      15 Best Organizing Tips For Office Organization and Getting More Done

      15 Best Organizing Tips For Office Organization and Getting More Done

      You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

      Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

      A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

      Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

      So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

      1. Purge Your Office

      De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

      Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

      Advertising

      Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

      2. Gather and Redistribute

      Gather up every item that isn’t where it belongs and put it where it does.

      3. Establish Work “Zones”

      Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

      Place the appropriate equipment and supplies are located in the proper area as much as possible.

      4. Close Proximity

      Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

      5. Get a Good Labeler

      Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

      6. Revise Your Filing System

      As we move fully into the digital age, the need to store paper files has decreased.

      Advertising

      What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

      Here’re some storage ideas for creating a smooth filing system:

      • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
      • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
      • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
      • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
      • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
      • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
      • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

      Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

      7. Clear off Your Desk

      Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

      If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

      8. Organize your Desktop

      Now that you’ve streamlined your desktop, it’s a good idea to organize it.

      Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

      Advertising

      Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

      9. Organize Your Drawers

      Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

      Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

      10. Separate Inboxes

      If you work regularly with other people, create a folder, tray, or inbox for each.

      11. Clear Your Piles

      Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

      Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

      12. Sort Mails

      Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

      Advertising

      13. Assign Discard Dates

      You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

      Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

      14. Filter Your Emails

      Some emails are important to read, others are just not that important.

      When you use the filter system to label different types of emails, you know their priority and which to reply first.

      Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

      15. Straighten Your Desk

      At the end of the day, do a quick straighten, so you have a clean start the next day.

      Bottom Line

      Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

      Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

      More Organizing Hacks

      Featured photo credit: Alesia Kazantceva via unsplash.com

      Read Next