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Published on March 31, 2020

5 Steps (And 4 Techniques) for Effective Problem Solving

5 Steps (And 4 Techniques) for Effective Problem Solving

Problem solving is the process of reviewing every element of an issue so you can get to a solution or fix it.

Problem solving is a series of steps that you work through, covering multiple aspects of a problem until you can find a solution. Whether that’s in a group collaboratively or independently, the process remains the same, but the approach and the steps can differ.

To find a problem solving approach that works for you, your team, or your company, you have to take into consideration the environment you’re in and personalities around you.

Knowing the characters in the room will help you decide on the best approach to try and ultimately get to the best solution.

5 Problem Solving Steps

No matter what the problem is, to solve it, you nearly always have to follow these steps. Missing any of these steps can cause the problem to either resurface or the solution to not be implemented correctly.

Once you know these steps, you can then get creative with the approach you take to find the solutions you need.

1. Define the Problem

You must define the problem before you start, whether you’re solving it independently or as a group. If you don’t have a single view of what the problem is, you could be fixing something that doesn’t need fixing, or you’ll fix the wrong problem.

Spend time elaborating on the problem, write it down, and discuss so you’re clear on why the problem is occurring and who it is impacting.

2. Ideate

Once you have clarity on the problem, you then need to start thinking about every possible solution. This is where you go big and broad as you want to come up with as many potential solutions as possible.

Don’t just take the first idea; build out as many as you can as the more you create, the more likely you’ll find a solution that has the lowest impact on the team.

3. Decide on a Solution

Whichever solution you pick individually or as a team, make sure you think about the impact on others if you implement this solution. Ask questions like:

  • How will they react to this change?
  • Will they need to change anything?
  • Who do we need to inform of this change?

4. Implement the Solution

When you implement the solution, be prepared for feedback, and plan for this. When you roll out the solution, request feedback on the success of the change made.

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5. Review, Iterate, and Improve

Making a change shouldn’t be a one time action. Spend time reviewing the results of the change to make sure it’s made the required impact and met the desired outcomes.

Make changes where needed so you can further improve the solution implemented.

4 Techniques to Encourage Problem Solving

Each individual or team is going to have different needs and may need a different technique to encourage problem solving. Try one of these to stimulate the process.

1-2-4 All Approach + Voting

The 1-2-4-All is a problem solving approach that can work no matter how large the group is. Everyone is involved, and you can generate a vast amount of ideas quickly.

Ideas and solutions are discussed and organized rapidly, and what is great about this approach is the attendees own their ideas, so when it comes to implementing the solutions, you don’t have more work to gain buy-in.

As a facilitator, you first need to present the group with a question explaining the problem or situation. For example, “What actions or ideas would you recommend to solve the company’s lack of quiet working areas?”

1

With the question clear for all to see, the group then spends 5 minutes to reflect on the question individually. They can jot down their thoughts and ideas on Post-Its.

2

Now ask the participants to find one other person to discuss their ideas and thoughts with. They can be in threes if the numbers aren’t even.

Ask the group to move around to find a partner so they can mix with new people.

Ask the pairs to spend 5 minutes discussing their shared ideas and thoughts.

4

Next, put the group into groups of two or three pairs to make groups of 4-6. Each group shouldn’t be larger than six as the chances of everyone being able to speak reduces.

Ask the group to discuss one interesting idea they’ve heard in previous rounds, and each group member shares one each.

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The group then needs to pick their preferred solution to the problem. This doesn’t have to be voted on, just one that resonated most with the group.

Then ask for three actions that could be taken to implement this change.

All

Bring everyone back together as a group and ask open questions like “What is the one thing you discussed that stood out for you?” or “Is there something you now see differently following these discussions?”

By the end of the session, you’ll have multiple approaches to solve the problem, and the whole group will have contributed to the future solutions and improvements.

The Lightning Decision Jam

The Lightning Decision Jam is a great way to solve problems collaboratively and agree on one solution or experiment you want to try straight away. It encourages team decision making, but at the same time, the individual can get their ideas and feedback across.[1]

If, as a team, you have a particular area you want to improve upon, like the office environment, for example, this approach is perfect.

The approach follows a simple loop.

Make a Note – Stick It on The Wall – Vote – Prioritize

Using sticky notes, the technique identifies major problems, encourages solutions, and opens the group up for discussion. It allows each team member to play an active role in identifying both problems and ways to solve them.

Mind Mapping

Mind mapping is a fantastic visual thinking tool that allows you to bring problems to life by building out the connections and visualizing the relationships that make up the problem.

You can use a mind map to quickly expand upon the problem and give yourself the full picture of the causes of the problem, as well as solutions.

The goal of a mind map is to simplify the problem and link the causes and solutions to the problem.

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To create a mind map, you must first create the central topic (level 1). In this case, that’s the problem.

Next, create the linked topics (level 2) that you place around and connect to the main central topic with a simple line.

If the central topic is “The client is always changing their mind at the last minute,” then you could have linked topics like:

  • How often does this happen?
  • Why are they doing this?
  • What are they asking for?
  • How do they ask for it?
  • What impact does this have?

Adding these linking topics allows you to start building out the main causes of the problem as you can begin to see the full picture of what you need to fix.

Once you’re happy that you’ve covered the breadth of the problem and its issues, you can start to ideate on how you’re going to fix it.

Now start adding subtopics (level 3) linking to each of the level 2 topics.

This is where you can start to go big on solutions and ideas to help fix the problem.

For each of the linked topics (level 2), start to think about how you can prevent them, mitigate them, or improve them. As this is just ideas on paper, write down anything that comes to mind, even if you think the client will never agree to it!

The more you write down, the more ideas you’ll have until you find one or two that could solve the main problem.

Once you run out of ideas, take a step back and highlight your favourite solutions to take forward and implement.

The 5 Why’s

The five why’s can sound a little controversial, and you shouldn’t try this without prepping the team beforehand.

Asking why is a great way to go deep into the root of the problem to make the individual or team really think about the cause. When a problem arises, we often have preconceived ideas about why this problem has occurred, which is usually based on our experiences or beliefs.

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Start with describing the problem, and then the facilitator can ask “Why?” fives time or more until you get to the root of the problem.

It’s tough at first to keep being asked why, but it’s also satisfying when you get to the root of the problem.

As a facilitator, although the basic approach is to ask why, you need to be careful not to guide the participant down a single route.

To help with this, you can use a mind map with the problem at the center. Then ask a why question that will result in multiple secondary topics around the central problem. Having this visual representation of the problem helps you build out more useful why questions around it.

Once you get to the root of the problem, don’t forget you must be clear in the actions to put a fix in place to resolve it.

The Bottom Line

To fix a problem, you must first be in a position where you fully understand it. There are many ways to misinterpret a problem, and the best way to understand them is through conversation with the team or individuals who are experiencing it.

Once you’re aligned, you can then begin to work on the solutions that will have the greatest impact.

For the more significant or more difficult problems to solve, it’s often advisable to break the solution up into smaller actions or improvements.

Trial these improvements in short iterations, and then continue the conversations to review and improve the solution. Implementing all of these steps will help you root out the problems and find useful solutions.

More Tips on Problem Solving

Featured photo credit: You X Ventures via unsplash.com

Reference

More by this author

Ben Willmott

Productivity and Project Management blogger for at work and at home

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Last Updated on October 22, 2020

2 Transformational Ways to Spark Your Creative Energy

2 Transformational Ways to Spark Your Creative Energy

Good things come in twos: Peanut butter and jelly, Day and night, Fred Astaire and Ginger Rogers. The same is true for what sparks our creative energy: our thoughts and actions.

Creativity is an inside job as much as it is about a conducive schedule, physical environment, and supportive behaviors. By establishing the right internal and external landscape, creativity can blossom from the abstract to the concrete and we can have fun along the way.

Sparking creativity is all about setting up the right conditions so a spark is ignited and sustained. The sparks don’t fizzle out. They are allowed to grow and ripen.

Think of a garden. Intention alone will not produce the delicious red tomato nor will the readiest seed. That seed needs attention at its nascent stage and as it grows a stalk and produces fruit. If we want to enjoy more than one fruit, we keep at it, cultivating the plant and reaping multiple harvests.

Creativity lives in each of us like seeds in the earth or encapsulated in a nut. Seeds of ideas, concepts, designs, stories, images, and even ways of communicating that surprise and delight await activation.

By sparking our creative energy, we activate these unique seeds. Like snowflakes, they are of a moment and always without a match. The smallest sparks encourage even the smallest, most dormant seeds to sprout.

The good news is that our creative energy wishes to be sparked—to be invited to play. It wants to be our regular playmate.

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1. Be Childlike in Your Thoughts, Attitudes, and Approach

Being childlike in our thoughts, attitudes, and approach is an easy way to internally have our thoughts be gracious prolific gardeners to our creative energy. If we want it to come out and play and hang around as our regular companion, then let’s return to our 5-year-old selves.

Our childhood selves are naturally curious. We still have that curiosity! All we have to do is remind ourselves to get curious. We can do that by simply observing and being with what is in front of us instead of making up a story about what won’t work or why something can’t be done. So, it’s about cultivating curiosity instead of jumping into judgment.

Move Your Inner Judge to the Sidelines

When we get curious, creativity percolates and, ultimately, takes its place in the world. To give a hand in choosing curiosity over judgment, we can move the judge that also lives inside us to the sidelines. The judge squashes our creative urges, even when they are as small as sharing a point of view. It’s that pesky voice that causes us to doubt ourselves or worry about what others will think.

The judge is also risk-averse. The judge likes things to stay the same. Change makes the judge nervous.

Creativity is all about risk and changing things up. It needs risk, even failure, to be its naturally innovative, dynamic, impactful self. The judge likes to convince us failure is something to be avoided at all costs.

To move the judge to the sidelines and let curiosity reign, we can pay attention to who we are in conversation with and who is calling the shots.

Is it the voice of fear, doubt, or anxiety (the inner-critic—the judge’s boss)? Or is it the voice of wisdom, courage, strength, and non-attachment, and of course curiosity (the inner-leader)?

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We can easily tell the difference by how each makes us feel. The inner-critic depletes and slows us down, putting roadblocks in the way. The inner-leader energizes and a natural rhythm develops.

It’s all about who we spend time with. If we wish to exercise, we will seek out our friends who go to the gym or hike. If we want to lose some weight, we will opt to eat dinner with someone who prefers a healthy spot over fast food.

After getting curious, we can honor what our curiosity prompts us to do. The spark can do its job and a fire starts to glow when commitment enters. Our childhood selves were fully committed to being creative. That level of commitment is still something we are very capable of exercising!!

Again, we need to let go of the judge. We can ask ourselves, what do we want to commit to—negativity that depletes our creative energy, depth, and output, or the understanding that our thoughts and attitudes matter and that right thoughts and attitudes are the sparks that really let our creativity come alive?

Learn to Recall Your Childhood Self

To get in touch with that unabashedly committed childhood self, recall your childhood self. If you have a picture, pull one out. Keep it around so you can remember to activate that innate creative nature that was prominent then and wants to be prominent now and always.

Soak in the essence of that being. Commit to their commitment to brave and dogged trial and error because it is yours as well. You are that person.

Remember how tenacious you were when you wanted to build that sandcastle. You kept at it as the waves came in. You built with fury or reconfigured the walls. Also, remember that there was a willingness to fail since you were as invested in the process as well as the outcome—but less with the outcome. You were willing to experiment and start again. There was vitality—the main lifeline of your creative energy—instead of a rigid attachment.

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When you notice you are in conversation with your inner-critic or being held back by it, simply acknowledge, name it, and then switch to your inner-leader by taking a few good deep belly breaths, rubbing two fingertips together, or listening to ambient sounds in the background.

Physical movements shift our negative thoughts over to the positive domain of the inner-leader. As our judge continues to sit on the sidelines, our ability to quiet the inner-critic becomes stronger. We taste freedom. A simple taste emboldens us to say no again to the judge and yes to what makes our hearts and spirits sing—our creativity.

We begin to spark creativity to the point it no longer needs to be invited to play. It becomes our regular playmate—the younger sibling or the kid next door ready to have some fun, maybe even make some mischief by shaking things up.

When we align with our inner-leader and think and act from its promptings, creativity flows up and out with ease, as it needs to!

Letting those initial sparks generate a creativity fire that keeps burning is something we can all do! That’s the inside job.

2. Listen to Your Inner Leaders of Creative Energy

If we listen, our inner-leaders will let us know just what we need to set-up and do in our physical world to maximize that gorgeous, hungry creativity we now have flowing freely in us.

The seed has been unlocked! So, now what?

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To enable our creative energy to take its form and place outside of us, there needs to be spaciousness! Spaciousness in our physical worlds impacts our internal one. It lets the voice of the inner-leader be heard. It lets creativity have room to be sparked and acted upon.

With a little discipline, we can easily create spaciousness in our daily lives—spaciousness that will spark our creativity and let it take shape.

So, no matter who you are and what conditions help your creativity thrive, check-out these easy-to-implement basic suggestions:

  • Reduce or eliminate multi-tasking.
  • Say yes to what matters and what aligns with your big values and goals.
  • Say no to all else.
  • Say no again.
  • Schedule time in your calendar as you do with other things in your life to just be, to ponder, to let ideas percolate, and to create.
  • Spend time doing the things that bring out your creative energy. It could be walking, singing, or simply looking out the window.
  • Meditate.
  • Breathe—long breaths in and long breaths out through the nose.
  • Invite your body and heart into your experiences so your mind is a part of you and not all of you.
  • Try a new thing to spark your creativity. If you spend time running, try a different route. If running feels stale, cruise around a museum, or go for a bike ride.
  • Play a game. Indoors out or outside. Think of what makes you happy that you haven’t done in a while. Is it a physical game like badminton or cards? Maybe it’s storytelling? Play is creative, and it sparks the creative energy, too.
  • Spend time in the places that bring out your creativity. What spot in your home could be your spot for entering into that mode? Do you need to get out? Maybe a park bench is the right spot, with a book of poetry, or even nothing at all.
  • Spend time in nature. Nature brings us to a place of calm and awe and through that our creativity is easily sparked.

Final Thoughts

These are all habits—habits of mind and habits of doing. Experiment with what works for you. Have fun. If you give even 50% to altering your thoughts and actions, then you will begin to spark your creativity. It takes a lot of curiosity and commitment, but it can definitely be done.

Our innate creative energy is a deep source of all that we seek—joy, connection, renewal. It deserves and looks forward to the changes you will make that will let sparks fly and ignite!

More Tips to Spark Your Creative Energy

Featured photo credit: Kelly Sikkema via unsplash.com

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