list and explain the six steps of problem solving

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What Are the Six Basic Steps of the Problem Solving Process: Unlock Effective Solutions

By Joshua Turner

October 25, 2024

Effective problem solving is a critical skill in both personal and professional settings. It allows you to tackle challenges efficiently and with confidence. The problem-solving process often involves six key steps , each playing a pivotal role in navigating from the initial realization that a problem exists to the satisfaction of having resolved it.

A blank page with six numbered steps: 1) Define the problem, 2) Gather information, 3) Generate solutions, 4) Evaluate options, 5) Make a decision, 6) Implement the solution

Beginning with the identification of the problem, one must clearly understand the issue before attempting to solve it. Once identified, the next step is to develop a strategy to address the issue. This involves brainstorming possible solutions and deciding on the best course of action. Organizing information and allocating the necessary resources then allows for a structured approach to tackling the problem.

Monitoring progress is essential to ensure that the plan is being executed effectively and adjustments can be made if necessary. Finally, evaluating the results allows you to determine if the problem has been solved satisfactorily or if further action is needed. This systematic approach enables you to handle problems methodically and successfully.

Key Takeaways

Establishing a clear understanding of the problem sets the foundation for effective resolution.
Crafting and following a structured plan facilitates efficient problem management.
Continuous assessment and evaluation are crucial for achieving satisfactory outcomes.

Identify the Problem

Firstly, assess your current situation by asking what is not working? Pinpointing the exact issue is fundamental to the problem-solving process. Look for specific signs of a problem such as unexpected changes, complaints, or errors.

Gather information. You’ll need facts, reports, and anecdotes relevant to the problem. The more you know about it, the better you’ll be able to understand how it affects you and those around you.

Ask yourself:

What is the undesired situation?
When did it start?
How often does it happen?
Who and what is impacted?

Write down what you observe. Keeping a log can help you detect patterns and causes.

Determine the scale of the problem.

Minor : impacting only a small part of your operation.
Major : involving significant resources or stakeholders.

Avoid assumptions about the problem’s cause at this stage—focus on the symptoms you can observe and verify. Your job is to determine what the problem is, not why it exists. Once you’ve identified the problem clearly, you can move on to finding a solution.

Develop a Strategy

After you have defined the problem and gathered relevant information, it’s time to develop a strategy to tackle the issue at hand. Consider your goals and the resources available to you, and use this to inform your approach.

Break Down the Problem : Start by breaking down the problem into smaller, more manageable components. This makes the problem less daunting and helps you focus on specific aspects.

Consider Multiple Approaches : There isn’t always a one-size-fits-all solution. Brainstorm different methods that could lead to a resolution. Weigh the pros and cons of each approach.

Table 1: Comparison of Approaches

Choose the Best Fit : Select the approach that best suits your needs and resources. This strategy should meet your goals, address the core issues, and be practical within your constraints.

Sequential Steps :

Identify the steps necessary to execute your chosen approach.
Assign a timeline to each step.
Determine who will be responsible for each action.

Remember that flexibility is key. Be prepared to adapt your strategy if circumstances change or if you encounter new information. Your strategy is your roadmap, but it should be dynamic, allowing for detours if needed to reach the final solution.

Organize Information

Organizing information is a pivotal step in the problem-solving process. Your objective here is to arrange all the data and insights you’ve gathered in a structured manner that will support your analysis and decision-making.

Categorize Data: Begin by categorizing your information based on its relevance and relatedness. This could include differentiating between financial data, customer feedback, internal process documents, etc.

Create Lists : Make lists of pros and cons if you are dealing with decisions. These lists can help in evaluating the possible impacts of different solutions.

Establish a Timeline

Ascertain the chronology of events if the data is historical.
Use a sequence list or table to aid clarity.

Determine Relationships

Identify cause and effect within your information.
Use a Venn diagram or a flow chart to illustrate connections.

Prioritize Information : Some details are more significant than others. Prioritize data that has the most impact on the problem.

Use bullet points for high-priority data.
Number items if a sequential order is necessary.

Condense Data: Look for opportunities to consolidate similar information to avoid redundancy.

Table Format: Use tables to organize numerical data or to compare attributes side by side. For instance:

Remember, the accuracy of how you organize information can significantly inform the consequent steps in your problem-solving approach.

Allocate Resources

Once you have defined the problem and planned potential solutions, it is crucial to allocate resources effectively. Resources can include time, money, personnel, or equipment. Assess what you have available and what you need to acquire.

Time: Allocate sufficient time for each phase of the solution. Use a timeline to track progress and deadlines.

Money: Determine your budget for the project. Consider the costs of materials, labor, and any unforeseen expenses.

Personnel: Assign tasks based on individual strengths and availability. Ensure that each person understands their responsibilities.

Equipment: Ensure you have access to necessary tools and technology. Secure equipment early to avoid delays.

Resource Allocation Table

Remember, resource allocation should be flexible. Be ready to reassess and adjust as the project progresses. Your ability to allocate resources effectively will greatly influence the success of your problem-solving process.

Monitor Progress

Once you have implemented a solution, it’s crucial to monitor progress to determine the effectiveness of your actions. Keep in mind the following steps:

Set Benchmarks: Establish clear, measurable benchmarks to assess progress. This could involve timelines, budgets, or specific outcomes related to your problem-solving goals.

Track Regularly: Regularly compare current results with your benchmarks. This can involve:

Weekly progress reports
Evaluating financial statements
Assessing customer feedback

Adapt Your Strategy: Your monitoring might reveal that adjustments are necessary. Be prepared to refine your approach as needed. This could take the form of minor tweaks or a major change in direction.

Maintain Documentation: Keep detailed records of your monitoring process. This can include:

Communicate: Share your findings with your team or stakeholders. Use clear, straightforward language to maintain transparency and keep everyone on the same page.

Be Proactive: Don’t wait for a complete evaluation period to pass if you notice critical issues. Take immediate steps to address problems as they arise.

Through these steps, you will ensure that your solution stays on target, altering course when necessary to achieve your desired outcomes.

Evaluate Results

A person sits at a desk with a pen and paper, pondering. A flowchart on the wall shows the six steps of the problem-solving process

After implementing a solution, it’s crucial that you assess its effectiveness. This stage ensures that the problem has been addressed satisfactorily.

Examine Outcomes : Look at the results objectively. Have your goals been met? Use metrics or criteria you established at the beginning to measure success.
Compare Expectations vs. Reality : Align the outcomes with the expected results. Were there discrepancies? Understanding these can inform future problem-solving efforts.

Document the Process :

Note the solution’s impact.

Record any unexpected effects or outcomes.

Keep track of this evaluation for future reference.

Feedback : Solicit input from those affected by the solution. Their insights can provide valuable information on the solution’s effectiveness and impact.

Adjustments : If results are unsatisfactory or could be improved, consider tweaking your approach. Even small adjustments can lead to significantly better outcomes.

What Worked : Clearly state the effective elements of the solution.
What Didn’t : Identify any components that didn’t function as anticipated.
Lessons Learned : What insights have you gained from this process?

In the end, your evaluation will guide you in solidifying the solution or developing an improved one for your problem. It’s a foundational step for continual improvement and learning.

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Tuesday, May 15, 2012

The Six-Step Problem-Solving Process

list and explain the six steps of problem solving

Select the problem to be analyzed
Clearly define the problem and establish aprecise problem statement
Set a measurable goal for the problem solving effort
Establish a process for coordinating with and gaining approval of leadership
Identify the processes that impact the problem and select one
List the steps in the process as it currently exists
Map the Process
Validate the map of the process
Identify potential cause of the problem
Collect and analyze data related to the problem
Verify or revise the original problem statement
Identify root causes of the problem
Collect additional data if needed to verify root causes
Establish criteria for selecting a solution
Generate potential solutions that will address the root causes of the problem
Select a solution
Gain approval and supporter the chosen solution
Plan the solution
Implement the chosen solution on a trial or pilot basis
If the Problem Solving Process is being used in conjunction with the Continuous Improvement Process, return to Step 6 of the Continuous Improvement Process
If the Problem Solving Process is being used as a standalone, continue to Step 5
Gather data on the solution
Analyze the data on the solution
Achive the desired results?
If YES, go to Step 6.
If NO, go back to Step 1.
Identify systemic changes and training needs for full implementation
Adopt the solution
Plan ongoing monitoring of the solution
Continue to look for incremental improvements to refine the solution
Look for another improvement opportunity

4 comments:

Tim, This is a good guideline for any practitioner to follow. I wish I had this a few weeks ago. A client liked a training deck I prepared but didn't want to confuse anyone with terms like Deming Cycle and such. The final version of PDCA was a 6 step process improvement method that's very similar to yours. Thanks for sharing. Cheers, Chris

Thank you for you brief and easy to understand on each step problem solving above.

Wonderful. Well Explained. Thank you for sharing

I mapped this to PDCA and observed that the first 3 steps correspond to P, the next 3 to D, C and A respectively. This Show that indeed planning is the most important step in PDCA.

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