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How to Solve Your Problems Visually Using a Solution Map

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How to Solve Your Problems Visually Using a Solution Map

Ever suffered from confusion around a personal or business issue?

It’s difficult to think clearly and find solutions easily when you’re overloaded with complex and contradicting information. A puzzle with just too many pieces is quite confusing.

I believe there are three levels of thinking…

  1. Regular thinking (inside your head)
  2. Thinking out loud
  3. Thinking visually

Regular thinking is just you thinking in silence. This is the baseline – it only gets better from here on.

Thinking out loud brings a few benefits. Expressing your thoughts verbally forces you to clarify them. You also get to feed off each other’s ideas.

Thinking visually is incredibly powerful:

  • Visualizing  your thoughts makes them much clearer;
  • Ideas are automatically organized;
  • Your productivity is maximized by leveraging mind mapping and other types of diagrams.

Problem solving is considered the most complex of all intellectual functions. Hence, all the help you can get is very welcome!

The late Eliyahu M. Goldratt, a business management guru, introduced several thinking processes that facilitate problem solving  in his book It’s Not Luck.

Goldratt’s Thinking Processes

  1. Current Reality Tree (CRT): Here you list our your irritants called UnDesirable Effects (UDEs), and try to identify the root cause(s) of all of them. Once you’ve identified the UnDesirables, you start coming up with potential solutions (injections).
  2. Future Reality Tree (FRT): This process helps you validate possible solutions by visualizing what your future situation will look like should you enact those alternatives.
  3. Pre-Requisite Tree (PRT): A Pre-Requisite Tree (PRT) helps you uncover potential impediments to the implementation of your solutions, and the actions that you need to take to overcome those impediments.
  4. Conflict cloud: With a Cloud, you can solve an apparent conflict or dilemma between two actions.

    When applying the thinking process method, there is a proper sequence to follow.
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    For example, a Current Reality Tree is always the best place to start. Once you’ve developed a CRT you follow up with a Future Reality Tree, and lastly a Pre-Requisite Tree.

    The Cloud, on the other hand, is used whenever you come across a conflict between actions.

    I created a simplified version of these processes derived from the CRT and the PRT. I call this approach a Solution Map.

    Using a solution map allows you to visualize your problem clearly. Simply put, you find the root cause(s) for all of your problems. In the end, you come up with a list of prioritized actions that you need to do, which you know will fix those problems.

     

      You will need…

      Although I find that the best way to use the solution map is with a computer, you can do it with post-its. If you choose post-its, then you are better off also using a whiteboard, on which you will place those post-its. A large sheet of paper will work too, but the advantage of the whiteboard is that you can easily move post-its around and redraw the connecting lines.

      In order to implement the Solution Map, follow these five steps:

      1. List your UnDesirable Effects (UDEs)
      2. Uncover the root cause(s)
      3. Brainstorm solutions
      4. Identify the obstacles
      5. List the actions

      1. List your UnDesirable Effects (UDEs)

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      These are your problems, irritants, negative things in your business or your personal life. List all the UDEs that you can think of for now, or capture them over a certain period of time.

      Write each UDE on a separate post-it. Stick them to your sheet or whiteboard, in no particular order.

           

          2. Uncover the root cause(s)

          Build a causal tree. “Because of A, then B”. Add a line (or arrow) between each cause and its consequence(s). Consequences go in the top of the tree, whereas causes go in the bottom. The root cause(s) are the elements that don’t have any other element causing them. So in other words, the root causes are the leaves of the tree, in the bottom.

            In our example, the two root causes are “Allergies” and “Too much focus on my personal life”.

            Note that you might also highlight the root causes in a different color. I kept things as simple as possible to demonstrate the process, but having some color coding is useful.

            If you have more than one root cause, prioritize them.  To evaluate an element, rate its impact and your capacity at solving it. Then, multiply those two numbers. You get a relative result that makes it easy for you to decide what the priorities are. In some cases where the hierarchy in importance is obvious, you don’t need to evaluate each element with those criteria; just decide.

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            Impact * Capacity = Priority

            Mark the most important root cause by highlighting it.

                 

                3. Brainstorm solutions

                Since you now know which root cause(s) to focus on, it is the time to brainstorm solutions for that one, or for the top few. List all the potential solutions that you can think of. Place those post-its below their associated root cause. Draw a line or arrow from each solution to its related root cause. Prioritize with the same criteria (impact * capacity). Highlight the most important solutions with a different marker.

                       

                      4. Identify the obstacles

                      For each of the most important solutions, identify the obstacles to their implementation. An obstacle is something stopping you from implementing the solution you have for a root cause.

                      Did you notice the red dotted arrow? This is what is called a negative reinforcing loop. It is simply a loop in your irritants that keeps making things worse, and worse, until you solve it. In our example, “being tired” feeds off the problem of “lacking energy to stick to things I’m committed to”. It is said that a Current Reality Tree is not really a Current Reality Tree until you have a negative reinforcing loop.

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                          Then, prioritize the obstacles with the same criteria (impact * capacity).

                               

                              5. List the actions

                              For the most important obstacle or for the top few, identify the list of actions needed to alleviate it. An action is simply the thing you need to do to remove that obstacle. Prioritize the actions you find, using the same criteria.


                                  And you’re done!

                                  You now have an ordered list of actions to take, which will remove the obstacles to the implementation of the solutions. Once you’re done with those actions, you need to start implementing the solution itself.

                                  Obviously, I kept this example very simple, with only a few UDEs, root causes, solutions and actions. Your real-life situation might be a lot more complex.

                                  And this brings me back to making the suggestion of using the computer, or at least a large white board. You will need plenty of space to create your Solution Map. I personally use Mindjet MindManager, but any visual tool that allows you to position elements freely on a white canvas and adding lines or arrows between those will do just fine.

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                                    More by this author

                                    Matt Tanguay

                                    Matt is the CEO and Chief Visual Facilitator of Fluent Brain. He writes about problem solving techniques and tips to supercharge the brain.

                                    How to Mind Map to Visualize Ideas (With Mind Map Examples) Master Your New Year’s Resolutions: The Ultimate Infographic How to Solve Your Problems Visually Using a Solution Map

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                                    Last Updated on October 21, 2021

                                    How to Create Your Own Ritual to Conquer Time Wasters and Laziness

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                                    How to Create Your Own Ritual to Conquer Time Wasters and Laziness

                                    Life is wasted in the in-between times. The time between when your alarm first rings and when you finally decide to get out of bed. The time between when you sit at your desk and when productive work begins. The time between making a decision and doing something about it.

                                    Slowly, your day is whittled away from all the unused in-between moments. Eventually, time wasters, laziness, and procrastination get the better of you.

                                    The solution to reclaim these lost middle moments is by creating rituals. Every culture on earth uses rituals to transfer information and encode behaviors that are deemed important. Personal rituals can help you build a better pattern for handling everything from how you wake up to how you work.

                                    Unfortunately, when most people see rituals, they see pointless superstitions. Indeed, many rituals are based on a primitive understanding of the world. But by building personal rituals, you get to encode the behaviors you feel are important and cut out the wasted middle moments.

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                                    Program Your Own Algorithms

                                    Another way of viewing rituals is by seeing them as computer algorithms. An algorithm is a set of instructions that is repeated to get a result.

                                    Some algorithms are highly efficient, sorting or searching millions of pieces of data in a few seconds. Other algorithms are bulky and awkward, taking hours to do the same task.

                                    By forming rituals, you are building algorithms for your behavior. Take the delayed and painful pattern of waking up, debating whether to sleep in for another two minutes, hitting the snooze button, repeat until almost late for work. This could be reprogrammed to get out of bed immediately, without debating your decision.

                                    How to Form a Ritual

                                    I’ve set up personal rituals for myself for handling e-mail, waking up each morning, writing articles, and reading books. Far from making me inflexible, these rituals give me a useful default pattern that works best 99% of the time. Whenever my current ritual won’t work, I’m always free to stop using it.

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                                    Forming a ritual isn’t too difficult, and the same principles for changing habits apply:

                                    1. Write out your sequence of behavior. I suggest starting with a simple ritual of only 3-4 steps maximum. Wait until you’ve established a ritual before you try to add new steps.
                                    2. Commit to following your ritual for thirty days. This step will take the idea and condition it into your nervous system as a habit.
                                    3. Define a clear trigger. When does your ritual start? A ritual to wake up is easy—the sound of your alarm clock will work. As for what triggers you to go to the gym, read a book or answer e-mail—you’ll have to decide.
                                    4. Tweak the Pattern. Your algorithm probably won’t be perfectly efficient the first time. Making a few tweaks after the first 30-day trial can make your ritual more useful.

                                    Ways to Use a Ritual

                                    Based on the above ideas, here are some ways you could implement your own rituals:

                                    1. Waking Up

                                    Set up a morning ritual for when you wake up and the next few things you do immediately afterward. To combat the grogginess after immediately waking up, my solution is to do a few pushups right after getting out of bed. After that, I sneak in ninety minutes of reading before getting ready for morning classes.

                                    2. Web Usage

                                    How often do you answer e-mail, look at Google Reader, or check Facebook each day? I found by taking all my daily internet needs and compressing them into one, highly-efficient ritual, I was able to cut off 75% of my web time without losing any communication.

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                                    3. Reading

                                    How much time do you get to read books? If your library isn’t as large as you’d like, you might want to consider the rituals you use for reading. Programming a few steps to trigger yourself to read instead of watching television or during a break in your day can chew through dozens of books each year.

                                    4. Friendliness

                                    Rituals can also help with communication. Set up a ritual of starting a conversation when you have opportunities to meet people.

                                    5. Working

                                    One of the hardest barriers when overcoming procrastination is building up a concentrated flow. Building those steps into a ritual can allow you to quickly start working or continue working after an interruption.

                                    6. Going to the gym

                                    If exercising is a struggle, encoding a ritual can remove a lot of the difficulty. Set up a quick ritual for going to exercise right after work or when you wake up.

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                                    7. Exercise

                                    Even within your workouts, you can have rituals. Spacing the time between runs or reps with a certain number of breaths can remove the guesswork. Forming a ritual of doing certain exercises in a particular order can save time.

                                    8. Sleeping

                                    Form a calming ritual in the last 30-60 minutes of your day before you go to bed. This will help slow yourself down and make falling asleep much easier. Especially if you plan to get up full of energy in the morning, it will help if you remove insomnia.

                                    8. Weekly Reviews

                                    The weekly review is a big part of the GTD system. By making a simple ritual checklist for my weekly review, I can get the most out of this exercise in less time. Originally, I did holistic reviews where I wrote my thoughts on the week and progress as a whole. Now, I narrow my focus toward specific plans, ideas, and measurements.

                                    Final Thoughts

                                    We all want to be productive. But time wasters, procrastination, and laziness sometimes get the better of us. If you’re facing such difficulties, don’t be afraid to make use of these rituals to help you conquer them.

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                                    Featured photo credit: RODOLFO BARRETO via unsplash.com

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