rapid problem solving techniques

Do you have a Problem that Needs Solving Quickly?

Rapid Problem Solving is an extremely useful tool that gives us a systematic approach to dealing with day to day issues and problems that arise in every organisation. The key to success with Rapid Problem Solving is using a collaborative approach thus ensuring collective learnings. Here you will find a “ How to ” guide to solve 80% of problems.

The Rapid Problem-Solving Process:

The Rapid Problem Solving Process has 4 key Steps:

Define & Investigate the problem
Brainstorm potential Causes
Root Cause Analysis
Identify Solutions & Assign Countermeasures

IMPORTANT: Use a Standardised template to navigate through the process. To download Rapid Problem Solving template, click here .

The Scenario

Most of you will recognise, both this visual and have experienced this within our professional lives. Let’s take a closer look with Rapid Problem Solving .

1. Define the Problem & Investigate:

What is Occurring?
Where is it Occurring?
When did it Occur?
Impact of Problem?

Example: “From Jan 1 to May 5 th , the average time to deliver rocks is 5 hours from A to B, which is 2 hours above the target. This is occurring with all Type ZX Model transportation and is extending the delivery date of the pyramid by 5 months, resulting in a very dissatisfied customer.

2. Brainstorm Potential Causes:

Using the Fishbone Diagram to capture and organise the teams brainstorming ideas on potential causes

Direct Causes – The event that directly caused the symptom

Contributing Causes – Reasons that contributed to the problem, but on its own did not cause the problem

Root Causes – Reason for the problem, which if taken away can prevent recurrence

Direct Cause : Not possible to push 20 rocks with current number of people

Contributing Causes: Barrow sinking in sand, Moving barrow during the hottest sun

Root Cause: Incorrect wheel design

4. Root Cause Anaylsis

Use the 5-Whys process to help you drill down to the root cause once you have all the inputs/cause established on the fishbone.

Sometimes you may need to use less or more than 5 Whys!

Cause: Incorrect wheel design

First Why: Why is the wheel designed incorrectly?

The design process considered one design for wheel

Second Why: Why does the process consider only one design?

There is no requirement to consider other designs in the process

Summary : Real root cause is within the Design Process

4. Identify Solutions & Assign Countermeasures

What types of countermeasure can we use?

Containment/ Immediate action – Action that will contain the problem immediately (Sticky Plaster!)

Corrective Action – Action that will prevent the immediate reoccurrence of the problem

Preventative Action – Action that will prevent the re occurrence of the problem FOREVER!

Direct Cause : Not enough people to push rocks

Immediate Action:

Option 1: Add more people to push the barrow

Option 2: Reduce number of rocks on load and increase number of rock deliveries

Root Cause :

Incorrect wheel design
Limitations within the Design Process

Preventative Action:

Redesign wheel to move barrow quicker and with a better material for sand application
Update the Design Process to include a minimum of 3 concept designs

Levels of Counter Measures:

The higher you go on the pyramid the better the Countermeasure will be. The ideal is to prevent the occurrence of the error, for example, the three-pin plug.

However, sometimes it may not be practical or economically viable to install physical solutions. As always, a risk-based approach should be used, and common sense must prevail!

To find out more, click on the link below.

Alternatively please contact Clodagh at [email protected]

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Key Business Challenges and Project Objectives:

Our Engineering Services client has a functional structure and found it challenging to ship on time, consistently. From an analysis, a number of issues were identified preventing shipments on time. One area identified was a lack of communication across the functions, resulting in shipments not meeting delivery requirements. CLS were invited to mentor the team on Visual Management as a possible improvement to managing shipments. The key objectives of this project were:

Design and implement a Visual Management System to support On Time shipments to customer
Improve On Time Delivery from 60% to 75%

CLS Approach and Changes Implemented:

CLS worked with the Project Team, starting with identification of the customers of the Shipment process and understanding their requirements, using a SIPOC. A list of 65 requirements were identified initially. The 65 items were prioritised and reduced to 8 critical requirements. Next the key information required to meet customer requirements were identified and who can provide this data. The team communicated these requirements to the relevant people and confirmed how frequently the information was required and in what format. On completion on the SIPOC, the following actions were implemented over a two-month timeframe with minimal investment:

Designed a Shipment Board with the key elements of information identified on the Board
Identified colour coding to identify what elements were on target for shipment (green) and what elements were not on target (red)
Designed a process to implement actions for Red items
Completed training and Piloted the process
Updated board design from Pilot

Results / Outcomes:

Designed and Implemented a Visual Management System to manage shipments.
Engaged the functions to work effectively together and reducing stress associated with shipments for people involved.
Improved On Time Delivery from 60% to 80%.

35 problem-solving techniques and methods for solving complex problems

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How do you identify problems?

How do you identify the right solution.

Tips for more effective problem-solving

Complete problem-solving methods

Problem-solving techniques to identify and analyze problems
Problem-solving techniques for developing solutions

Problem-solving warm-up activities

Closing activities for a problem-solving process.

Before you can move towards finding the right solution for a given problem, you first need to identify and define the problem you wish to solve.

Here, you want to clearly articulate what the problem is and allow your group to do the same. Remember that everyone in a group is likely to have differing perspectives and alignment is necessary in order to help the group move forward.

Identifying a problem accurately also requires that all members of a group are able to contribute their views in an open and safe manner. It can be scary for people to stand up and contribute, especially if the problems or challenges are emotive or personal in nature. Be sure to try and create a psychologically safe space for these kinds of discussions.

Remember that problem analysis and further discussion are also important. Not taking the time to fully analyze and discuss a challenge can result in the development of solutions that are not fit for purpose or do not address the underlying issue.

Successfully identifying and then analyzing a problem means facilitating a group through activities designed to help them clearly and honestly articulate their thoughts and produce usable insight.

With this data, you might then produce a problem statement that clearly describes the problem you wish to be addressed and also state the goal of any process you undertake to tackle this issue.

Finding solutions is the end goal of any process. Complex organizational challenges can only be solved with an appropriate solution but discovering them requires using the right problem-solving tool.

After you’ve explored a problem and discussed ideas, you need to help a team discuss and choose the right solution. Consensus tools and methods such as those below help a group explore possible solutions before then voting for the best. They’re a great way to tap into the collective intelligence of the group for great results!

Remember that the process is often iterative. Great problem solvers often roadtest a viable solution in a measured way to see what works too. While you might not get the right solution on your first try, the methods below help teams land on the most likely to succeed solution while also holding space for improvement.

Every effective problem solving process begins with an agenda . A well-structured workshop is one of the best methods for successfully guiding a group from exploring a problem to implementing a solution.

In SessionLab, it’s easy to go from an idea to a complete agenda . Start by dragging and dropping your core problem solving activities into place . Add timings, breaks and necessary materials before sharing your agenda with your colleagues.

The resulting agenda will be your guide to an effective and productive problem solving session that will also help you stay organized on the day!

Tips for more effective problem solving

Problem-solving activities are only one part of the puzzle. While a great method can help unlock your team’s ability to solve problems, without a thoughtful approach and strong facilitation the solutions may not be fit for purpose.

Let’s take a look at some problem-solving tips you can apply to any process to help it be a success!

Clearly define the problem

Jumping straight to solutions can be tempting, though without first clearly articulating a problem, the solution might not be the right one. Many of the problem-solving activities below include sections where the problem is explored and clearly defined before moving on.

This is a vital part of the problem-solving process and taking the time to fully define an issue can save time and effort later. A clear definition helps identify irrelevant information and it also ensures that your team sets off on the right track.

Don’t jump to conclusions

It’s easy for groups to exhibit cognitive bias or have preconceived ideas about both problems and potential solutions. Be sure to back up any problem statements or potential solutions with facts, research, and adequate forethought.

The best techniques ask participants to be methodical and challenge preconceived notions. Make sure you give the group enough time and space to collect relevant information and consider the problem in a new way. By approaching the process with a clear, rational mindset, you’ll often find that better solutions are more forthcoming.

Try different approaches

Problems come in all shapes and sizes and so too should the methods you use to solve them. If you find that one approach isn’t yielding results and your team isn’t finding different solutions, try mixing it up. You’ll be surprised at how using a new creative activity can unblock your team and generate great solutions.

Don’t take it personally

Depending on the nature of your team or organizational problems, it’s easy for conversations to get heated. While it’s good for participants to be engaged in the discussions, ensure that emotions don’t run too high and that blame isn’t thrown around while finding solutions.

You’re all in it together, and even if your team or area is seeing problems, that isn’t necessarily a disparagement of you personally. Using facilitation skills to manage group dynamics is one effective method of helping conversations be more constructive.

Get the right people in the room

Your problem-solving method is often only as effective as the group using it. Getting the right people on the job and managing the number of people present is important too!

If the group is too small, you may not get enough different perspectives to effectively solve a problem. If the group is too large, you can go round and round during the ideation stages.

Creating the right group makeup is also important in ensuring you have the necessary expertise and skillset to both identify and follow up on potential solutions. Carefully consider who to include at each stage to help ensure your problem-solving method is followed and positioned for success.

Document everything

The best solutions can take refinement, iteration, and reflection to come out. Get into a habit of documenting your process in order to keep all the learnings from the session and to allow ideas to mature and develop. Many of the methods below involve the creation of documents or shared resources. Be sure to keep and share these so everyone can benefit from the work done!

Bring a facilitator

Facilitation is all about making group processes easier. With a subject as potentially emotive and important as problem-solving, having an impartial third party in the form of a facilitator can make all the difference in finding great solutions and keeping the process moving. Consider bringing a facilitator to your problem-solving session to get better results and generate meaningful solutions!

Develop your problem-solving skills

It takes time and practice to be an effective problem solver. While some roles or participants might more naturally gravitate towards problem-solving, it can take development and planning to help everyone create better solutions.

You might develop a training program, run a problem-solving workshop or simply ask your team to practice using the techniques below. Check out our post on problem-solving skills to see how you and your group can develop the right mental process and be more resilient to issues too!

Design a great agenda

Workshops are a great format for solving problems. With the right approach, you can focus a group and help them find the solutions to their own problems. But designing a process can be time-consuming and finding the right activities can be difficult.

Check out our workshop planning guide to level-up your agenda design and start running more effective workshops. Need inspiration? Check out templates designed by expert facilitators to help you kickstart your process!

In this section, we’ll look at in-depth problem-solving methods that provide a complete end-to-end process for developing effective solutions. These will help guide your team from the discovery and definition of a problem through to delivering the right solution.

If you’re looking for an all-encompassing method or problem-solving model, these processes are a great place to start. They’ll ask your team to challenge preconceived ideas and adopt a mindset for solving problems more effectively.

Six Thinking Hats
Lightning Decision Jam
Problem Definition Process
Discovery & Action Dialogue

Design Sprint 2.0

Open Space Technology

1. Six Thinking Hats

Individual approaches to solving a problem can be very different based on what team or role an individual holds. It can be easy for existing biases or perspectives to find their way into the mix, or for internal politics to direct a conversation.

Six Thinking Hats is a classic method for identifying the problems that need to be solved and enables your team to consider them from different angles, whether that is by focusing on facts and data, creative solutions, or by considering why a particular solution might not work.

Like all problem-solving frameworks, Six Thinking Hats is effective at helping teams remove roadblocks from a conversation or discussion and come to terms with all the aspects necessary to solve complex problems.

2. Lightning Decision Jam

Featured courtesy of Jonathan Courtney of AJ&Smart Berlin, Lightning Decision Jam is one of those strategies that should be in every facilitation toolbox. Exploring problems and finding solutions is often creative in nature, though as with any creative process, there is the potential to lose focus and get lost.

Unstructured discussions might get you there in the end, but it’s much more effective to use a method that creates a clear process and team focus.

In Lightning Decision Jam, participants are invited to begin by writing challenges, concerns, or mistakes on post-its without discussing them before then being invited by the moderator to present them to the group.

From there, the team vote on which problems to solve and are guided through steps that will allow them to reframe those problems, create solutions and then decide what to execute on.

By deciding the problems that need to be solved as a team before moving on, this group process is great for ensuring the whole team is aligned and can take ownership over the next stages.

Lightning Decision Jam (LDJ) #action #decision making #problem solving #issue analysis #innovation #design #remote-friendly The problem with anything that requires creative thinking is that it’s easy to get lost—lose focus and fall into the trap of having useless, open-ended, unstructured discussions. Here’s the most effective solution I’ve found: Replace all open, unstructured discussion with a clear process. What to use this exercise for: Anything which requires a group of people to make decisions, solve problems or discuss challenges. It’s always good to frame an LDJ session with a broad topic, here are some examples: The conversion flow of our checkout Our internal design process How we organise events Keeping up with our competition Improving sales flow

3. Problem Definition Process

While problems can be complex, the problem-solving methods you use to identify and solve those problems can often be simple in design.

By taking the time to truly identify and define a problem before asking the group to reframe the challenge as an opportunity, this method is a great way to enable change.

Begin by identifying a focus question and exploring the ways in which it manifests before splitting into five teams who will each consider the problem using a different method: escape, reversal, exaggeration, distortion or wishful. Teams develop a problem objective and create ideas in line with their method before then feeding them back to the group.

This method is great for enabling in-depth discussions while also creating space for finding creative solutions too!

Problem Definition #problem solving #idea generation #creativity #online #remote-friendly A problem solving technique to define a problem, challenge or opportunity and to generate ideas.

4. The 5 Whys

Sometimes, a group needs to go further with their strategies and analyze the root cause at the heart of organizational issues. An RCA or root cause analysis is the process of identifying what is at the heart of business problems or recurring challenges.

The 5 Whys is a simple and effective method of helping a group go find the root cause of any problem or challenge and conduct analysis that will deliver results.

By beginning with the creation of a problem statement and going through five stages to refine it, The 5 Whys provides everything you need to truly discover the cause of an issue.

The 5 Whys #hyperisland #innovation This simple and powerful method is useful for getting to the core of a problem or challenge. As the title suggests, the group defines a problems, then asks the question “why” five times, often using the resulting explanation as a starting point for creative problem solving.

5. World Cafe

World Cafe is a simple but powerful facilitation technique to help bigger groups to focus their energy and attention on solving complex problems.

World Cafe enables this approach by creating a relaxed atmosphere where participants are able to self-organize and explore topics relevant and important to them which are themed around a central problem-solving purpose. Create the right atmosphere by modeling your space after a cafe and after guiding the group through the method, let them take the lead!

Making problem-solving a part of your organization’s culture in the long term can be a difficult undertaking. More approachable formats like World Cafe can be especially effective in bringing people unfamiliar with workshops into the fold.

World Cafe #hyperisland #innovation #issue analysis World Café is a simple yet powerful method, originated by Juanita Brown, for enabling meaningful conversations driven completely by participants and the topics that are relevant and important to them. Facilitators create a cafe-style space and provide simple guidelines. Participants then self-organize and explore a set of relevant topics or questions for conversation.

6. Discovery & Action Dialogue (DAD)

One of the best approaches is to create a safe space for a group to share and discover practices and behaviors that can help them find their own solutions.

With DAD, you can help a group choose which problems they wish to solve and which approaches they will take to do so. It’s great at helping remove resistance to change and can help get buy-in at every level too!

This process of enabling frontline ownership is great in ensuring follow-through and is one of the methods you will want in your toolbox as a facilitator.

Discovery & Action Dialogue (DAD) #idea generation #liberating structures #action #issue analysis #remote-friendly DADs make it easy for a group or community to discover practices and behaviors that enable some individuals (without access to special resources and facing the same constraints) to find better solutions than their peers to common problems. These are called positive deviant (PD) behaviors and practices. DADs make it possible for people in the group, unit, or community to discover by themselves these PD practices. DADs also create favorable conditions for stimulating participants’ creativity in spaces where they can feel safe to invent new and more effective practices. Resistance to change evaporates as participants are unleashed to choose freely which practices they will adopt or try and which problems they will tackle. DADs make it possible to achieve frontline ownership of solutions.

7. Design Sprint 2.0

Want to see how a team can solve big problems and move forward with prototyping and testing solutions in a few days? The Design Sprint 2.0 template from Jake Knapp, author of Sprint, is a complete agenda for a with proven results.

Developing the right agenda can involve difficult but necessary planning. Ensuring all the correct steps are followed can also be stressful or time-consuming depending on your level of experience.

Use this complete 4-day workshop template if you are finding there is no obvious solution to your challenge and want to focus your team around a specific problem that might require a shortcut to launching a minimum viable product or waiting for the organization-wide implementation of a solution.

8. Open space technology

Open space technology- developed by Harrison Owen – creates a space where large groups are invited to take ownership of their problem solving and lead individual sessions. Open space technology is a great format when you have a great deal of expertise and insight in the room and want to allow for different takes and approaches on a particular theme or problem you need to be solved.

Start by bringing your participants together to align around a central theme and focus their efforts. Explain the ground rules to help guide the problem-solving process and then invite members to identify any issue connecting to the central theme that they are interested in and are prepared to take responsibility for.

Once participants have decided on their approach to the core theme, they write their issue on a piece of paper, announce it to the group, pick a session time and place, and post the paper on the wall. As the wall fills up with sessions, the group is then invited to join the sessions that interest them the most and which they can contribute to, then you’re ready to begin!

Everyone joins the problem-solving group they’ve signed up to, record the discussion and if appropriate, findings can then be shared with the rest of the group afterward.

Open Space Technology #action plan #idea generation #problem solving #issue analysis #large group #online #remote-friendly Open Space is a methodology for large groups to create their agenda discerning important topics for discussion, suitable for conferences, community gatherings and whole system facilitation

Techniques to identify and analyze problems

Using a problem-solving method to help a team identify and analyze a problem can be a quick and effective addition to any workshop or meeting.

While further actions are always necessary, you can generate momentum and alignment easily, and these activities are a great place to get started.

We’ve put together this list of techniques to help you and your team with problem identification, analysis, and discussion that sets the foundation for developing effective solutions.

Let’s take a look!

The Creativity Dice
Fishbone Analysis
Problem Tree
SWOT Analysis
Agreement-Certainty Matrix
The Journalistic Six
LEGO Challenge
What, So What, Now What?
Journalists

Individual and group perspectives are incredibly important, but what happens if people are set in their minds and need a change of perspective in order to approach a problem more effectively?

Flip It is a method we love because it is both simple to understand and run, and allows groups to understand how their perspectives and biases are formed.

Participants in Flip It are first invited to consider concerns, issues, or problems from a perspective of fear and write them on a flip chart. Then, the group is asked to consider those same issues from a perspective of hope and flip their understanding.

No problem and solution is free from existing bias and by changing perspectives with Flip It, you can then develop a problem solving model quickly and effectively.

Flip It! #gamestorming #problem solving #action Often, a change in a problem or situation comes simply from a change in our perspectives. Flip It! is a quick game designed to show players that perspectives are made, not born.

10. The Creativity Dice

One of the most useful problem solving skills you can teach your team is of approaching challenges with creativity, flexibility, and openness. Games like The Creativity Dice allow teams to overcome the potential hurdle of too much linear thinking and approach the process with a sense of fun and speed.

In The Creativity Dice, participants are organized around a topic and roll a dice to determine what they will work on for a period of 3 minutes at a time. They might roll a 3 and work on investigating factual information on the chosen topic. They might roll a 1 and work on identifying the specific goals, standards, or criteria for the session.

Encouraging rapid work and iteration while asking participants to be flexible are great skills to cultivate. Having a stage for idea incubation in this game is also important. Moments of pause can help ensure the ideas that are put forward are the most suitable.

The Creativity Dice #creativity #problem solving #thiagi #issue analysis Too much linear thinking is hazardous to creative problem solving. To be creative, you should approach the problem (or the opportunity) from different points of view. You should leave a thought hanging in mid-air and move to another. This skipping around prevents premature closure and lets your brain incubate one line of thought while you consciously pursue another.

11. Fishbone Analysis

Organizational or team challenges are rarely simple, and it’s important to remember that one problem can be an indication of something that goes deeper and may require further consideration to be solved.

Fishbone Analysis helps groups to dig deeper and understand the origins of a problem. It’s a great example of a root cause analysis method that is simple for everyone on a team to get their head around.

Participants in this activity are asked to annotate a diagram of a fish, first adding the problem or issue to be worked on at the head of a fish before then brainstorming the root causes of the problem and adding them as bones on the fish.

Using abstractions such as a diagram of a fish can really help a team break out of their regular thinking and develop a creative approach.

Fishbone Analysis #problem solving ##root cause analysis #decision making #online facilitation A process to help identify and understand the origins of problems, issues or observations.

12. Problem Tree

Encouraging visual thinking can be an essential part of many strategies. By simply reframing and clarifying problems, a group can move towards developing a problem solving model that works for them.

In Problem Tree, groups are asked to first brainstorm a list of problems – these can be design problems, team problems or larger business problems – and then organize them into a hierarchy. The hierarchy could be from most important to least important or abstract to practical, though the key thing with problem solving games that involve this aspect is that your group has some way of managing and sorting all the issues that are raised.

Once you have a list of problems that need to be solved and have organized them accordingly, you’re then well-positioned for the next problem solving steps.

Problem tree #define intentions #create #design #issue analysis A problem tree is a tool to clarify the hierarchy of problems addressed by the team within a design project; it represents high level problems or related sublevel problems.

13. SWOT Analysis

Chances are you’ve heard of the SWOT Analysis before. This problem-solving method focuses on identifying strengths, weaknesses, opportunities, and threats is a tried and tested method for both individuals and teams.

Start by creating a desired end state or outcome and bare this in mind – any process solving model is made more effective by knowing what you are moving towards. Create a quadrant made up of the four categories of a SWOT analysis and ask participants to generate ideas based on each of those quadrants.

Once you have those ideas assembled in their quadrants, cluster them together based on their affinity with other ideas. These clusters are then used to facilitate group conversations and move things forward.

SWOT analysis #gamestorming #problem solving #action #meeting facilitation The SWOT Analysis is a long-standing technique of looking at what we have, with respect to the desired end state, as well as what we could improve on. It gives us an opportunity to gauge approaching opportunities and dangers, and assess the seriousness of the conditions that affect our future. When we understand those conditions, we can influence what comes next.

14. Agreement-Certainty Matrix

Not every problem-solving approach is right for every challenge, and deciding on the right method for the challenge at hand is a key part of being an effective team.

The Agreement Certainty matrix helps teams align on the nature of the challenges facing them. By sorting problems from simple to chaotic, your team can understand what methods are suitable for each problem and what they can do to ensure effective results.

If you are already using Liberating Structures techniques as part of your problem-solving strategy, the Agreement-Certainty Matrix can be an invaluable addition to your process. We’ve found it particularly if you are having issues with recurring problems in your organization and want to go deeper in understanding the root cause.

Agreement-Certainty Matrix #issue analysis #liberating structures #problem solving You can help individuals or groups avoid the frequent mistake of trying to solve a problem with methods that are not adapted to the nature of their challenge. The combination of two questions makes it possible to easily sort challenges into four categories: simple, complicated, complex , and chaotic . A problem is simple when it can be solved reliably with practices that are easy to duplicate. It is complicated when experts are required to devise a sophisticated solution that will yield the desired results predictably. A problem is complex when there are several valid ways to proceed but outcomes are not predictable in detail. Chaotic is when the context is too turbulent to identify a path forward. A loose analogy may be used to describe these differences: simple is like following a recipe, complicated like sending a rocket to the moon, complex like raising a child, and chaotic is like the game “Pin the Tail on the Donkey.” The Liberating Structures Matching Matrix in Chapter 5 can be used as the first step to clarify the nature of a challenge and avoid the mismatches between problems and solutions that are frequently at the root of chronic, recurring problems.

Organizing and charting a team’s progress can be important in ensuring its success. SQUID (Sequential Question and Insight Diagram) is a great model that allows a team to effectively switch between giving questions and answers and develop the skills they need to stay on track throughout the process.

Begin with two different colored sticky notes – one for questions and one for answers – and with your central topic (the head of the squid) on the board. Ask the group to first come up with a series of questions connected to their best guess of how to approach the topic. Ask the group to come up with answers to those questions, fix them to the board and connect them with a line. After some discussion, go back to question mode by responding to the generated answers or other points on the board.

It’s rewarding to see a diagram grow throughout the exercise, and a completed SQUID can provide a visual resource for future effort and as an example for other teams.

SQUID #gamestorming #project planning #issue analysis #problem solving When exploring an information space, it’s important for a group to know where they are at any given time. By using SQUID, a group charts out the territory as they go and can navigate accordingly. SQUID stands for Sequential Question and Insight Diagram.

16. Speed Boat

To continue with our nautical theme, Speed Boat is a short and sweet activity that can help a team quickly identify what employees, clients or service users might have a problem with and analyze what might be standing in the way of achieving a solution.

Methods that allow for a group to make observations, have insights and obtain those eureka moments quickly are invaluable when trying to solve complex problems.

In Speed Boat, the approach is to first consider what anchors and challenges might be holding an organization (or boat) back. Bonus points if you are able to identify any sharks in the water and develop ideas that can also deal with competitors!

Speed Boat #gamestorming #problem solving #action Speedboat is a short and sweet way to identify what your employees or clients don’t like about your product/service or what’s standing in the way of a desired goal.

17. The Journalistic Six

Some of the most effective ways of solving problems is by encouraging teams to be more inclusive and diverse in their thinking.

Based on the six key questions journalism students are taught to answer in articles and news stories, The Journalistic Six helps create teams to see the whole picture. By using who, what, when, where, why, and how to facilitate the conversation and encourage creative thinking, your team can make sure that the problem identification and problem analysis stages of the are covered exhaustively and thoughtfully. Reporter’s notebook and dictaphone optional.

The Journalistic Six – Who What When Where Why How #idea generation #issue analysis #problem solving #online #creative thinking #remote-friendly A questioning method for generating, explaining, investigating ideas.

18. LEGO Challenge

Now for an activity that is a little out of the (toy) box. LEGO Serious Play is a facilitation methodology that can be used to improve creative thinking and problem-solving skills.

The LEGO Challenge includes giving each member of the team an assignment that is hidden from the rest of the group while they create a structure without speaking.

What the LEGO challenge brings to the table is a fun working example of working with stakeholders who might not be on the same page to solve problems. Also, it’s LEGO! Who doesn’t love LEGO!

LEGO Challenge #hyperisland #team A team-building activity in which groups must work together to build a structure out of LEGO, but each individual has a secret “assignment” which makes the collaborative process more challenging. It emphasizes group communication, leadership dynamics, conflict, cooperation, patience and problem solving strategy.

19. What, So What, Now What?

If not carefully managed, the problem identification and problem analysis stages of the problem-solving process can actually create more problems and misunderstandings.

The What, So What, Now What? problem-solving activity is designed to help collect insights and move forward while also eliminating the possibility of disagreement when it comes to identifying, clarifying, and analyzing organizational or work problems.

Facilitation is all about bringing groups together so that might work on a shared goal and the best problem-solving strategies ensure that teams are aligned in purpose, if not initially in opinion or insight.

Throughout the three steps of this game, you give everyone on a team to reflect on a problem by asking what happened, why it is important, and what actions should then be taken.

This can be a great activity for bringing our individual perceptions about a problem or challenge and contextualizing it in a larger group setting. This is one of the most important problem-solving skills you can bring to your organization.

W³ – What, So What, Now What? #issue analysis #innovation #liberating structures You can help groups reflect on a shared experience in a way that builds understanding and spurs coordinated action while avoiding unproductive conflict. It is possible for every voice to be heard while simultaneously sifting for insights and shaping new direction. Progressing in stages makes this practical—from collecting facts about What Happened to making sense of these facts with So What and finally to what actions logically follow with Now What . The shared progression eliminates most of the misunderstandings that otherwise fuel disagreements about what to do. Voila!

20. Journalists

Problem analysis can be one of the most important and decisive stages of all problem-solving tools. Sometimes, a team can become bogged down in the details and are unable to move forward.

Journalists is an activity that can avoid a group from getting stuck in the problem identification or problem analysis stages of the process.

In Journalists, the group is invited to draft the front page of a fictional newspaper and figure out what stories deserve to be on the cover and what headlines those stories will have. By reframing how your problems and challenges are approached, you can help a team move productively through the process and be better prepared for the steps to follow.

Journalists #vision #big picture #issue analysis #remote-friendly This is an exercise to use when the group gets stuck in details and struggles to see the big picture. Also good for defining a vision.

Problem-solving techniques for developing solutions

The success of any problem-solving process can be measured by the solutions it produces. After you’ve defined the issue, explored existing ideas, and ideated, it’s time to narrow down to the correct solution.

Use these problem-solving techniques when you want to help your team find consensus, compare possible solutions, and move towards taking action on a particular problem.

Improved Solutions
Four-Step Sketch
15% Solutions
How-Now-Wow matrix
Impact Effort Matrix

21. Mindspin

Brainstorming is part of the bread and butter of the problem-solving process and all problem-solving strategies benefit from getting ideas out and challenging a team to generate solutions quickly.

With Mindspin, participants are encouraged not only to generate ideas but to do so under time constraints and by slamming down cards and passing them on. By doing multiple rounds, your team can begin with a free generation of possible solutions before moving on to developing those solutions and encouraging further ideation.

This is one of our favorite problem-solving activities and can be great for keeping the energy up throughout the workshop. Remember the importance of helping people become engaged in the process – energizing problem-solving techniques like Mindspin can help ensure your team stays engaged and happy, even when the problems they’re coming together to solve are complex.

MindSpin #teampedia #idea generation #problem solving #action A fast and loud method to enhance brainstorming within a team. Since this activity has more than round ideas that are repetitive can be ruled out leaving more creative and innovative answers to the challenge.

22. Improved Solutions

After a team has successfully identified a problem and come up with a few solutions, it can be tempting to call the work of the problem-solving process complete. That said, the first solution is not necessarily the best, and by including a further review and reflection activity into your problem-solving model, you can ensure your group reaches the best possible result.

One of a number of problem-solving games from Thiagi Group, Improved Solutions helps you go the extra mile and develop suggested solutions with close consideration and peer review. By supporting the discussion of several problems at once and by shifting team roles throughout, this problem-solving technique is a dynamic way of finding the best solution.

Improved Solutions #creativity #thiagi #problem solving #action #team You can improve any solution by objectively reviewing its strengths and weaknesses and making suitable adjustments. In this creativity framegame, you improve the solutions to several problems. To maintain objective detachment, you deal with a different problem during each of six rounds and assume different roles (problem owner, consultant, basher, booster, enhancer, and evaluator) during each round. At the conclusion of the activity, each player ends up with two solutions to her problem.

23. Four Step Sketch

Creative thinking and visual ideation does not need to be confined to the opening stages of your problem-solving strategies. Exercises that include sketching and prototyping on paper can be effective at the solution finding and development stage of the process, and can be great for keeping a team engaged.

By going from simple notes to a crazy 8s round that involves rapidly sketching 8 variations on their ideas before then producing a final solution sketch, the group is able to iterate quickly and visually. Problem-solving techniques like Four-Step Sketch are great if you have a group of different thinkers and want to change things up from a more textual or discussion-based approach.

Four-Step Sketch #design sprint #innovation #idea generation #remote-friendly The four-step sketch is an exercise that helps people to create well-formed concepts through a structured process that includes: Review key information Start design work on paper, Consider multiple variations , Create a detailed solution . This exercise is preceded by a set of other activities allowing the group to clarify the challenge they want to solve. See how the Four Step Sketch exercise fits into a Design Sprint

24. 15% Solutions

Some problems are simpler than others and with the right problem-solving activities, you can empower people to take immediate actions that can help create organizational change.

Part of the liberating structures toolkit, 15% solutions is a problem-solving technique that focuses on finding and implementing solutions quickly. A process of iterating and making small changes quickly can help generate momentum and an appetite for solving complex problems.

Problem-solving strategies can live and die on whether people are onboard. Getting some quick wins is a great way of getting people behind the process.

It can be extremely empowering for a team to realize that problem-solving techniques can be deployed quickly and easily and delineate between things they can positively impact and those things they cannot change.

15% Solutions #action #liberating structures #remote-friendly You can reveal the actions, however small, that everyone can do immediately. At a minimum, these will create momentum, and that may make a BIG difference. 15% Solutions show that there is no reason to wait around, feel powerless, or fearful. They help people pick it up a level. They get individuals and the group to focus on what is within their discretion instead of what they cannot change. With a very simple question, you can flip the conversation to what can be done and find solutions to big problems that are often distributed widely in places not known in advance. Shifting a few grains of sand may trigger a landslide and change the whole landscape.

25. How-Now-Wow Matrix

The problem-solving process is often creative, as complex problems usually require a change of thinking and creative response in order to find the best solutions. While it’s common for the first stages to encourage creative thinking, groups can often gravitate to familiar solutions when it comes to the end of the process.

When selecting solutions, you don’t want to lose your creative energy! The How-Now-Wow Matrix from Gamestorming is a great problem-solving activity that enables a group to stay creative and think out of the box when it comes to selecting the right solution for a given problem.

Problem-solving techniques that encourage creative thinking and the ideation and selection of new solutions can be the most effective in organisational change. Give the How-Now-Wow Matrix a go, and not just for how pleasant it is to say out loud.

How-Now-Wow Matrix #gamestorming #idea generation #remote-friendly When people want to develop new ideas, they most often think out of the box in the brainstorming or divergent phase. However, when it comes to convergence, people often end up picking ideas that are most familiar to them. This is called a ‘creative paradox’ or a ‘creadox’. The How-Now-Wow matrix is an idea selection tool that breaks the creadox by forcing people to weigh each idea on 2 parameters.

26. Impact and Effort Matrix

All problem-solving techniques hope to not only find solutions to a given problem or challenge but to find the best solution. When it comes to finding a solution, groups are invited to put on their decision-making hats and really think about how a proposed idea would work in practice.

The Impact and Effort Matrix is one of the problem-solving techniques that fall into this camp, empowering participants to first generate ideas and then categorize them into a 2×2 matrix based on impact and effort.

Activities that invite critical thinking while remaining simple are invaluable. Use the Impact and Effort Matrix to move from ideation and towards evaluating potential solutions before then committing to them.

Impact and Effort Matrix #gamestorming #decision making #action #remote-friendly In this decision-making exercise, possible actions are mapped based on two factors: effort required to implement and potential impact. Categorizing ideas along these lines is a useful technique in decision making, as it obliges contributors to balance and evaluate suggested actions before committing to them.

27. Dotmocracy

If you’ve followed each of the problem-solving steps with your group successfully, you should move towards the end of your process with heaps of possible solutions developed with a specific problem in mind. But how do you help a group go from ideation to putting a solution into action?

Dotmocracy – or Dot Voting -is a tried and tested method of helping a team in the problem-solving process make decisions and put actions in place with a degree of oversight and consensus.

One of the problem-solving techniques that should be in every facilitator’s toolbox, Dot Voting is fast and effective and can help identify the most popular and best solutions and help bring a group to a decision effectively.

Dotmocracy #action #decision making #group prioritization #hyperisland #remote-friendly Dotmocracy is a simple method for group prioritization or decision-making. It is not an activity on its own, but a method to use in processes where prioritization or decision-making is the aim. The method supports a group to quickly see which options are most popular or relevant. The options or ideas are written on post-its and stuck up on a wall for the whole group to see. Each person votes for the options they think are the strongest, and that information is used to inform a decision.

All facilitators know that warm-ups and icebreakers are useful for any workshop or group process. Problem-solving workshops are no different.

Use these problem-solving techniques to warm up a group and prepare them for the rest of the process. Activating your group by tapping into some of the top problem-solving skills can be one of the best ways to see great outcomes from your session.

Check-in/Check-out
Doodling Together
Show and Tell
Constellations
Draw a Tree

28. Check-in / Check-out

Solid processes are planned from beginning to end, and the best facilitators know that setting the tone and establishing a safe, open environment can be integral to a successful problem-solving process.

Check-in / Check-out is a great way to begin and/or bookend a problem-solving workshop. Checking in to a session emphasizes that everyone will be seen, heard, and expected to contribute.

If you are running a series of meetings, setting a consistent pattern of checking in and checking out can really help your team get into a groove. We recommend this opening-closing activity for small to medium-sized groups though it can work with large groups if they’re disciplined!

Check-in / Check-out #team #opening #closing #hyperisland #remote-friendly Either checking-in or checking-out is a simple way for a team to open or close a process, symbolically and in a collaborative way. Checking-in/out invites each member in a group to be present, seen and heard, and to express a reflection or a feeling. Checking-in emphasizes presence, focus and group commitment; checking-out emphasizes reflection and symbolic closure.

29. Doodling Together

Thinking creatively and not being afraid to make suggestions are important problem-solving skills for any group or team, and warming up by encouraging these behaviors is a great way to start.

Doodling Together is one of our favorite creative ice breaker games – it’s quick, effective, and fun and can make all following problem-solving steps easier by encouraging a group to collaborate visually. By passing cards and adding additional items as they go, the workshop group gets into a groove of co-creation and idea development that is crucial to finding solutions to problems.

Doodling Together #collaboration #creativity #teamwork #fun #team #visual methods #energiser #icebreaker #remote-friendly Create wild, weird and often funny postcards together & establish a group’s creative confidence.

30. Show and Tell

You might remember some version of Show and Tell from being a kid in school and it’s a great problem-solving activity to kick off a session.

Asking participants to prepare a little something before a workshop by bringing an object for show and tell can help them warm up before the session has even begun! Games that include a physical object can also help encourage early engagement before moving onto more big-picture thinking.

By asking your participants to tell stories about why they chose to bring a particular item to the group, you can help teams see things from new perspectives and see both differences and similarities in the way they approach a topic. Great groundwork for approaching a problem-solving process as a team!

Show and Tell #gamestorming #action #opening #meeting facilitation Show and Tell taps into the power of metaphors to reveal players’ underlying assumptions and associations around a topic The aim of the game is to get a deeper understanding of stakeholders’ perspectives on anything—a new project, an organizational restructuring, a shift in the company’s vision or team dynamic.

31. Constellations

Who doesn’t love stars? Constellations is a great warm-up activity for any workshop as it gets people up off their feet, energized, and ready to engage in new ways with established topics. It’s also great for showing existing beliefs, biases, and patterns that can come into play as part of your session.

Using warm-up games that help build trust and connection while also allowing for non-verbal responses can be great for easing people into the problem-solving process and encouraging engagement from everyone in the group. Constellations is great in large spaces that allow for movement and is definitely a practical exercise to allow the group to see patterns that are otherwise invisible.

Constellations #trust #connection #opening #coaching #patterns #system Individuals express their response to a statement or idea by standing closer or further from a central object. Used with teams to reveal system, hidden patterns, perspectives.

32. Draw a Tree

Problem-solving games that help raise group awareness through a central, unifying metaphor can be effective ways to warm-up a group in any problem-solving model.

Draw a Tree is a simple warm-up activity you can use in any group and which can provide a quick jolt of energy. Start by asking your participants to draw a tree in just 45 seconds – they can choose whether it will be abstract or realistic.

Once the timer is up, ask the group how many people included the roots of the tree and use this as a means to discuss how we can ignore important parts of any system simply because they are not visible.

All problem-solving strategies are made more effective by thinking of problems critically and by exposing things that may not normally come to light. Warm-up games like Draw a Tree are great in that they quickly demonstrate some key problem-solving skills in an accessible and effective way.

Draw a Tree #thiagi #opening #perspectives #remote-friendly With this game you can raise awarness about being more mindful, and aware of the environment we live in.

Each step of the problem-solving workshop benefits from an intelligent deployment of activities, games, and techniques. Bringing your session to an effective close helps ensure that solutions are followed through on and that you also celebrate what has been achieved.

Here are some problem-solving activities you can use to effectively close a workshop or meeting and ensure the great work you’ve done can continue afterward.

One Breath Feedback
Who What When Matrix
Response Cards

How do I conclude a problem-solving process?

All good things must come to an end. With the bulk of the work done, it can be tempting to conclude your workshop swiftly and without a moment to debrief and align. This can be problematic in that it doesn’t allow your team to fully process the results or reflect on the process.

At the end of an effective session, your team will have gone through a process that, while productive, can be exhausting. It’s important to give your group a moment to take a breath, ensure that they are clear on future actions, and provide short feedback before leaving the space.

The primary purpose of any problem-solving method is to generate solutions and then implement them. Be sure to take the opportunity to ensure everyone is aligned and ready to effectively implement the solutions you produced in the workshop.

Remember that every process can be improved and by giving a short moment to collect feedback in the session, you can further refine your problem-solving methods and see further success in the future too.

33. One Breath Feedback

Maintaining attention and focus during the closing stages of a problem-solving workshop can be tricky and so being concise when giving feedback can be important. It’s easy to incur “death by feedback” should some team members go on for too long sharing their perspectives in a quick feedback round.

One Breath Feedback is a great closing activity for workshops. You give everyone an opportunity to provide feedback on what they’ve done but only in the space of a single breath. This keeps feedback short and to the point and means that everyone is encouraged to provide the most important piece of feedback to them.

One breath feedback #closing #feedback #action This is a feedback round in just one breath that excels in maintaining attention: each participants is able to speak during just one breath … for most people that’s around 20 to 25 seconds … unless of course you’ve been a deep sea diver in which case you’ll be able to do it for longer.

34. Who What When Matrix

Matrices feature as part of many effective problem-solving strategies and with good reason. They are easily recognizable, simple to use, and generate results.

The Who What When Matrix is a great tool to use when closing your problem-solving session by attributing a who, what and when to the actions and solutions you have decided upon. The resulting matrix is a simple, easy-to-follow way of ensuring your team can move forward.

Great solutions can’t be enacted without action and ownership. Your problem-solving process should include a stage for allocating tasks to individuals or teams and creating a realistic timeframe for those solutions to be implemented or checked out. Use this method to keep the solution implementation process clear and simple for all involved.

Who/What/When Matrix #gamestorming #action #project planning With Who/What/When matrix, you can connect people with clear actions they have defined and have committed to.

35. Response cards

Group discussion can comprise the bulk of most problem-solving activities and by the end of the process, you might find that your team is talked out!

Providing a means for your team to give feedback with short written notes can ensure everyone is head and can contribute without the need to stand up and talk. Depending on the needs of the group, giving an alternative can help ensure everyone can contribute to your problem-solving model in the way that makes the most sense for them.

Response Cards is a great way to close a workshop if you are looking for a gentle warm-down and want to get some swift discussion around some of the feedback that is raised.

Response Cards #debriefing #closing #structured sharing #questions and answers #thiagi #action It can be hard to involve everyone during a closing of a session. Some might stay in the background or get unheard because of louder participants. However, with the use of Response Cards, everyone will be involved in providing feedback or clarify questions at the end of a session.

Save time and effort discovering the right solutions

A structured problem solving process is a surefire way of solving tough problems, discovering creative solutions and driving organizational change. But how can you design for successful outcomes?

With SessionLab, it’s easy to design engaging workshops that deliver results. Drag, drop and reorder blocks to build your agenda. When you make changes or update your agenda, your session timing adjusts automatically , saving you time on manual adjustments.

Collaborating with stakeholders or clients? Share your agenda with a single click and collaborate in real-time. No more sending documents back and forth over email.

Explore how to use SessionLab to design effective problem solving workshops or watch this five minute video to see the planner in action!

Over to you

The problem-solving process can often be as complicated and multifaceted as the problems they are set-up to solve. With the right problem-solving techniques and a mix of creative exercises designed to guide discussion and generate purposeful ideas, we hope we’ve given you the tools to find the best solutions as simply and easily as possible.

Is there a problem-solving technique that you are missing here? Do you have a favorite activity or method you use when facilitating? Let us know in the comments below, we’d love to hear from you!

thank you very much for these excellent techniques

Certainly wonderful article, very detailed. Shared!

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A guide to problem-solving techniques, steps, and skills

You might associate problem-solving with the math exercises that a seven-year-old would do at school. But problem-solving isn’t just about math — it’s a crucial skill that helps everyone make better decisions in everyday life or work.

A guide to problem-solving techniques, steps, and skills

Problem-solving involves finding effective solutions to address complex challenges, in any context they may arise.

Unfortunately, structured and systematic problem-solving methods aren’t commonly taught. Instead, when solving a problem, PMs tend to rely heavily on intuition. While for simple issues this might work well, solving a complex problem with a straightforward solution is often ineffective and can even create more problems.

In this article, you’ll learn a framework for approaching problem-solving, alongside how you can improve your problem-solving skills.

The 7 steps to problem-solving

When it comes to problem-solving there are seven key steps that you should follow: define the problem, disaggregate, prioritize problem branches, create an analysis plan, conduct analysis, synthesis, and communication.

1. Define the problem

Problem-solving begins with a clear understanding of the issue at hand. Without a well-defined problem statement, confusion and misunderstandings can hinder progress. It’s crucial to ensure that the problem statement is outcome-focused, specific, measurable whenever possible, and time-bound.

Additionally, aligning the problem definition with relevant stakeholders and decision-makers is essential to ensure efforts are directed towards addressing the actual problem rather than side issues.

2. Disaggregate

Complex issues often require deeper analysis. Instead of tackling the entire problem at once, the next step is to break it down into smaller, more manageable components.

Various types of logic trees (also known as issue trees or decision trees) can be used to break down the problem. At each stage where new branches are created, it’s important for them to be “MECE” – mutually exclusive and collectively exhaustive. This process of breaking down continues until manageable components are identified, allowing for individual examination.

The decomposition of the problem demands looking at the problem from various perspectives. That is why collaboration within a team often yields more valuable results, as diverse viewpoints lead to a richer pool of ideas and solutions.

3. Prioritize problem branches

The next step involves prioritization. Not all branches of the problem tree have the same impact, so it’s important to understand the significance of each and focus attention on the most impactful areas. Prioritizing helps streamline efforts and minimize the time required to solve the problem.

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4. Create an analysis plan

For prioritized components, you may need to conduct in-depth analysis. Before proceeding, a work plan is created for data gathering and analysis. If work is conducted within a team, having a plan provides guidance on what needs to be achieved, who is responsible for which tasks, and the timelines involved.

5. Conduct analysis

Data gathering and analysis are central to the problem-solving process. It’s a good practice to set time limits for this phase to prevent excessive time spent on perfecting details. You can employ heuristics and rule-of-thumb reasoning to improve efficiency and direct efforts towards the most impactful work.

6. Synthesis

After each individual branch component has been researched, the problem isn’t solved yet. The next step is synthesizing the data logically to address the initial question. The synthesis process and the logical relationship between the individual branch results depend on the logic tree used.

7. Communication

The last step is communicating the story and the solution of the problem to the stakeholders and decision-makers. Clear effective communication is necessary to build trust in the solution and facilitates understanding among all parties involved. It ensures that stakeholders grasp the intricacies of the problem and the proposed solution, leading to informed decision-making.

Exploring problem-solving in various contexts

While problem-solving has traditionally been associated with fields like engineering and science, today it has become a fundamental skill for individuals across all professions. In fact, problem-solving consistently ranks as one of the top skills required by employers.

Problem-solving techniques can be applied in diverse contexts:

Individuals — What career path should I choose? Where should I live? These are examples of simple and common personal challenges that require effective problem-solving skills
Organizations — Businesses also face many decisions that are not trivial to answer. Should we expand into new markets this year? How can we enhance the quality of our product development? Will our office accommodate the upcoming year’s growth in terms of capacity?
Societal issues — The biggest world challenges are also complex problems that can be addressed with the same technique. How can we minimize the impact of climate change? How do we fight cancer?

Despite the variation in domains and contexts, the fundamental approach to solving these questions remains the same. It starts with gaining a clear understanding of the problem, followed by decomposition, conducting analysis of the decomposed branches, and synthesizing it into a result that answers the initial problem.

Real-world examples of problem-solving

Let’s now explore some examples where we can apply the problem solving framework.

Problem: In the production of electronic devices, you observe an increasing number of defects. How can you reduce the error rate and improve the quality?

Before delving into analysis, you can deprioritize branches that you already have information for or ones you deem less important. For instance, while transportation delays may occur, the resulting material degradation is likely negligible. For other branches, additional research and data gathering may be necessary.

Once results are obtained, synthesis is crucial to address the core question: How can you decrease the defect rate?

While all factors listed may play a role, their significance varies. Your task is to prioritize effectively. Through data analysis, you may discover that altering the equipment would bring the most substantial positive outcome. However, executing a solution isn’t always straightforward. In prioritizing, you should consider both the potential impact and the level of effort needed for implementation.

By evaluating impact and effort, you can systematically prioritize areas for improvement, focusing on those with high impact and requiring minimal effort to address. This approach ensures efficient allocation of resources towards improvements that offer the greatest return on investment.

Problem : What should be my next job role?

When breaking down this problem, you need to consider various factors that are important for your future happiness in the role. This includes aspects like the company culture, our interest in the work itself, and the lifestyle that you can afford with the role.

However, not all factors carry the same weight for us. To make sense of the results, we can assign a weight factor to each branch. For instance, passion for the job role may have a weight factor of 1, while interest in the industry may have a weight factor of 0.5, because that is less important for you.

By applying these weights to a specific role and summing the values, you can have an estimate of how suitable that role is for you. Moreover, you can compare two roles and make an informed decision based on these weighted indicators.

Key problem-solving skills

This framework provides the foundation and guidance needed to effectively solve problems. However, successfully applying this framework requires the following:

Creativity — During the decomposition phase, it’s essential to approach the problem from various perspectives and think outside the box to generate innovative ideas for breaking down the problem tree
Decision-making — Throughout the process, decisions must be made, even when full confidence is lacking. Employing rules of thumb to simplify analysis or selecting one tree cut over another requires decisiveness and comfort with choices made
Analytical skills — Analytical and research skills are necessary for the phase following decomposition, involving data gathering and analysis on selected tree branches
Teamwork — Collaboration and teamwork are crucial when working within a team setting. Solving problems effectively often requires collective effort and shared responsibility
Communication — Clear and structured communication is essential to convey the problem solution to stakeholders and decision-makers and build trust

How to enhance your problem-solving skills

Problem-solving requires practice and a certain mindset. The more you practice, the easier it becomes. Here are some strategies to enhance your skills:

Practice structured thinking in your daily life — Break down problems or questions into manageable parts. You don’t need to go through the entire problem-solving process and conduct detailed analysis. When conveying a message, simplify the conversation by breaking the message into smaller, more understandable segments
Regularly challenging yourself with games and puzzles — Solving puzzles, riddles, or strategy games can boost your problem-solving skills and cognitive agility.
Engage with individuals from diverse backgrounds and viewpoints — Conversing with people who offer different perspectives provides fresh insights and alternative solutions to problems. This boosts creativity and helps in approaching challenges from new angles

Final thoughts

Problem-solving extends far beyond mathematics or scientific fields; it’s a critical skill for making informed decisions in every area of life and work. The seven-step framework presented here provides a systematic approach to problem-solving, relevant across various domains.

Now, consider this: What’s one question currently on your mind? Grab a piece of paper and try to apply the problem-solving framework. You might uncover fresh insights you hadn’t considered before.

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A guide to success metrics

Success metrics are measurable parameters used to measure progress, effectiveness, and ultimately, success.

What does Kaizen Mean?

Kaizen is a Japanese term that means “improvement” or “change for the better.” Kaizen is a business term that refers to a continuous improvement process that focuses on making small, incremental changes to processes and operations to improve efficiency, quality, and productivity. The Kaizen approach emphasises employee participation in the improvement process and encourages everyone to share ideas and suggestions for how to improve the process. The goal of Kaizen is to foster a culture of continuous improvement in which everyone is constantly looking for ways to make small changes that add up to big results over time.

What is the Kaizen improvement process?

A Kaizen improvement event involves a systematic approach to identifying, analysing, and implementing improvements to a specific process or area of an organisation. The following are the steps the basic steps for holding an improvement event:

Preparation and planning: Identify the process or area that needs to be improved, form a cross-functional team of employees, and collect any relevant data and information about the process.

Identify and analyse the problem: The team should collaborate to identify the problem or opportunity for improvement, as well as to collect data and information about the current state of the process. To understand the problem and identify the root cause, they should use tools such as process mapping, statistical analysis, and root cause analysis.

Create and evaluate improvement ideas: The team should create a list of potential solutions and improvement ideas and compare them to the identified problem and data.

Implement and test the solution: The team should choose the best solution and put it into action, as well as test and measure the results.

Standardize and sustain: After testing the solution and confirming the improvements, the team should document the new process and train employees on it. They should also develop a follow-up strategy to ensure that the gains are sustained over time.

It’s important to remember that Kaizen is a process of continuous improvement, and the Kaizen event is only the first step toward that goal. To foster a culture of continuous improvement, it is critical to hold regular Kaizen events and involve employees in the improvement process.

The 6 Steps to a Kaizen Improvement

The Kaizen Approach is a continuous improvement methodology. These steps can help you identify problems, find solutions, and create more efficient processes whether you work in manufacturing, logistics, or any other industry. Here’s how you do it:

Step 1: Identify Problem

Your first step is to identify the problem that needs solving. This is the foundation upon which the entire Kaizen cycle is built.

Gather Input : Consult team members, stakeholders, or even customers to pinpoint issues.
Use Data : Look at performance metrics to identify areas for improvement.
Prioritize : Not all problems are equal. Use tools like the Pareto Chart to prioritize.

Step 2: Analyze Current Process

Understand the existing process to find the root cause of the problem.

Map the Process : Use process maps or flowcharts.
Collect Data : Use data to validate assumptions about the process.
Identify Constraints : Look for bottlenecks or resource constraints that might be causing the issue.

Step 3: Create Solutions

Generate possible solutions for the problem.

Brainstorm : Involve team members in brainstorming sessions.
Evaluate : Use criteria like cost, time, and resources to evaluate solutions.
Select : Pick the most viable solution(s) for further testing.

Step 4: Test Solutions

Implement the selected solution(s) on a smaller scale to test their effectiveness.

Plan : Outline how you will conduct the test.
Execute : Implement the solution on a small scale.
Monitor : Keep a close eye on key metrics during the test phase.

Step 5: Measure and Analyze Results

Assess the effectiveness of the implemented solution.

Collect Data : Gather post-implementation data.
Analyze : Compare this data against the baseline data collected earlier.
Review : Determine if the solution met its objectives.

Step 6: Standardize The Solution

If the solution is successful, standardize it for broader implementation.

Document : Create a detailed process document.
Train : Educate all team members on the new standardized process.
Implement : Roll out the solution across all relevant parts of the organization.

After you’ve standardized your solution, the cycle doesn’t end. You return to identifying new problems, ensuring an ongoing process of continuous improvement.

What tools are used in a Kaizen?

Kaizen utilises a variety of tools and techniques to identify, analyse, and implement improvements to a specific process or area of an organisation. Some of the most commonly used tools are:

Process Mapping: A tool used to visually represent the steps and flow of a process, it helps to identify inefficiencies, bottlenecks, and potential improvement opportunities.

Statistical Process Control (SPC): A tool for collecting and analysing data in order to identify patterns and trends in a process. It assists in identifying and tracking specific problems as well as evaluating the effectiveness of improvements.

Root Cause Analysis (RCA) : A tool for identifying the underlying causes of a problem, it aids in determining the root cause of a problem and implementing solutions to address it.

Pareto Chart: A tool that displays the relative frequency of various problems or issues using a bar graph. It aids in prioritising the most pressing issues that must be addressed.

Fishbone Diagram (Ishikawa): A tool for identifying the causes of a problem, it aids in determining the causes and developing solutions.

Value Stream Mapping (VSM): A tool used to analyse and map the flow of materials and information in a process. It aids in the identification and elimination of waste, as well as the improvement of process flow.

5S: A tool used to organise and improve workplace efficiency; it helps to eliminate waste and improve process flow.

These are just a few examples of tools and techniques used in Kaizen, but there are many more that can be used depending on the problem and process being improved.

When should you use Kaizen to solve problems?

To solve problems when an organisation wishes to improve a specific process or area in a timely and efficient manner. The Kaizen method is especially useful when:

Kaizen is a focused approach that is best suited for addressing specific problems or opportunities for improvement.

The issue is having a significant impact on the organization’s performance: Kaizen can be used to address issues that are causing delays, defects, waste, or other issues that are affecting the organization’s performance.

The problem can be solved in a short amount of time, Kaizen events are typically held over several days, so the problem should be solvable in that time frame.

The problem requires the involvement of front-line employees: Kaizen events involve the participation of front-line employees, as they are closest to the process, and their input and ideas can be valuable.

The organisation wishes to foster a culture of continuous improvement, Kaizen is a method of fostering a culture of continuous improvement by encouraging all employees to share ideas and suggestions for improvement.

Overall, Kaizen is a powerful approach for solving problems and improving processes quickly and efficiently, but it should only be used when the problem is well defined and can be solved in a short period of time.

Who should lead a Kaizen Improvement?

A team leader or process owner who is responsible for the process being improved should lead a Kaizen improvement event. This team leader should understand the process, be able to organise and lead the team, and have problem-solving and process improvement experience.

The leader should also be able to bring people together and encourage all team members to participate. This person should be a good communicator who can motivate the team to work together and achieve the event’s goals.

It is also critical for the leader to be able to foster an environment in which team members feel comfortable sharing their ideas and suggestions. This can be accomplished by fostering a culture of trust and respect in which everyone is encouraged to participate in and contribute to the process of improvement.

Furthermore, the leader must have the support of senior management as well as the resources required to carry out the event, such as time and budget.

Example of a Kaizen Improvement

Here’s an example of a problem solved through the Kaizen process for a company that manufactures automotive components:

Problem: The company was experiencing long lead times for delivering components to customers, causing production delays and lost business.

Kaizen Event : To address this issue, a Kaizen event was held, involving a team of employees from the production, planning, and logistics departments. To identify the problem and its causes, the team used value stream mapping, statistical analysis, and root cause analysis.

Solution: After identifying the problem and its causes, the team generated and evaluated a list of potential solutions. Finally, the team decided on a solution that included implementing a pull-based production system, Kanban cards to manage inventory, and a just-in-time delivery system.

Implementation: The new process was put in place, tested, and the results were recorded. The team discovered that delivery lead times were significantly reduced, resulting in increased customer satisfaction and business.

Standardization and sustainability: After the solution was validated, the team documented and trained the employees on the new process. A follow-up plan was developed to ensure that the gains were maintained over time.

As a result of this Kaizen event, the business was able to significantly reduce lead times for delivery of components, resulting in improved customer satisfaction and increased business.

Starting a journey of continuous improvement doesn’t have to be intimidating or time-consuming. The Kaizen Approach allows you to make significant progress in process optimization in just a few days. By involving those closest to the process—your employees—you not only effectively solve problems, but you also foster a culture of continuous improvement. When a solution is standardized, the cycle does not end; it is a continuous loop that evolves for greater efficiency and effectiveness. The ability to quickly adapt and improve is invaluable in today’s rapidly changing business environment. So, if you’re looking for a powerful strategy to improve your organizational processes, it’s time to add the Kaizen Approach to your success toolbox.

Referfences

Manos, A., 2007. The benefits of Kaizen and Kaizen events. Quality progress , 40 (2), p.47.
Mika, G.L., 2006. Kaizen event implementation manual . Society of manufacturing engineers.

Daniel Croft

Daniel Croft is a seasoned continuous improvement manager with a Black Belt in Lean Six Sigma. With over 10 years of real-world application experience across diverse sectors, Daniel has a passion for optimizing processes and fostering a culture of efficiency. He's not just a practitioner but also an avid learner, constantly seeking to expand his knowledge. Outside of his professional life, Daniel has a keen Investing, statistics and knowledge-sharing, which led him to create the website learnleansigma.com, a platform dedicated to Lean Six Sigma and process improvement insights.

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What Is Problem Solving?

By the Mind Tools Content Team

We all spend a lot of our time solving problems, both at work and in our personal lives.

Some problems are small, and we can quickly sort them out ourselves. But others are complex challenges that take collaboration, creativity, and a considerable amount of effort to solve.

At work, the types of problems we face depend largely on the organizations we're in and the jobs we do. A manager in a cleaning company, for example, might spend their day untangling staffing issues, resolving client complaints, and sorting out problems with equipment and supplies. An aircraft designer, on the other hand, might be grappling with a problem about aerodynamics, or trying to work out why a new safety feature isn't working. Meanwhile, a politician might be exploring solutions to racial injustice or climate change.

But whatever issues we face, there are some common ways to tackle them effectively. And we can all boost our confidence and ability to succeed by building a strong set of problem-solving skills.

Mind Tools offers a large collection of resources to help you do just that!

How Well Do You Solve Problems?

Start by taking an honest look at your existing skills. What's your current approach to solving problems, and how well is it working? Our quiz, How Good Is Your Problem Solving? lets you analyze your abilities, and signposts ways to address any areas of weakness.

Define Every Problem

The first step in solving a problem is understanding what that problem actually is. You need to be sure that you're dealing with the real problem – not its symptoms. For example, if performance in your department is substandard, you might think that the problem lies with the individuals submitting work. However, if you look a bit deeper, the real issue might be a general lack of training, or an unreasonable workload across the team.

Tools like 5 Whys , Appreciation and Root Cause Analysis get you asking the right questions, and help you to work through the layers of a problem to uncover what's really going on.

However, defining a problem doesn't mean deciding how to solve it straightaway. It's important to look at the issue from a variety of perspectives. If you commit yourself too early, you can end up with a short-sighted solution. The CATWOE checklist provides a powerful reminder to look at many elements that may contribute to the problem, keeping you open to a variety of possible solutions.

Understanding Complexity

As you define your problem, you'll often discover just how complicated it is. There are likely several interrelated issues involved. That's why it's important to have ways to visualize, simplify and make sense of this tangled mess!

Affinity Diagrams are great for organizing many different pieces of information into common themes, and for understanding the relationships between them.

Another popular tool is the Cause-and-Effect Diagram . To generate viable solutions, you need a solid understanding of what's causing the problem.

When your problem occurs within a business process, creating a Flow Chart , Swim Lane Diagram or a Systems Diagram will help you to see how various activities and inputs fit together. This may well highlight a missing element or bottleneck that's causing your problem.

Quite often, what seems to be a single problem turns out to be a whole series of problems. The Drill Down technique prompts you to split your problem into smaller, more manageable parts.

General Problem-Solving Tools

When you understand the problem in front of you, you’re ready to start solving it. With your definition to guide you, you can generate several possible solutions, choose the best one, then put it into action. That's the four-step approach at the heart of good problem solving.

There are various problem-solving styles to use. For example:

Constructive Controversy is a way of widening perspectives and energizing discussions.
Inductive Reasoning makes the most of people’s experiences and know-how, and can speed up solution finding.
Means-End Analysis can bring extra clarity to your thinking, and kick-start the process of implementing solutions.

Specific Problem-Solving Systems

Some particularly complicated or important problems call for a more comprehensive process. Again, Mind Tools has a range of approaches to try, including:

Simplex , which involves an eight-stage process: problem finding, fact finding, defining the problem, idea finding, selecting and evaluating, planning, selling the idea, and acting. These steps build upon the basic, four-step process described above, and they create a cycle of problem finding and solving that will continually improve your organization.
Appreciative Inquiry , which is a uniquely positive way of solving problems by examining what's working well in the areas surrounding them.
Soft Systems Methodology , which takes you through four stages to uncover more details about what's creating your problem, and then define actions that will improve the situation.

Further Problem-Solving Strategies

Good problem solving requires a number of other skills – all of which are covered by Mind Tools.

For example, we have a large section of resources to improve your Creativity , so that you come up with a range of possible solutions.

By strengthening your Decision Making , you'll be better at evaluating the options, selecting the best ones, then choosing how to implement them.

And our Project Management collection has valuable advice for strengthening the whole problem-solving process. The resources there will help you to make effective changes – and then keep them working long term.

Problems are an inescapable part of life, both in and out of work. So we can all benefit from having strong problem-solving skills.

It's important to understand your current approach to problem solving, and to know where and how to improve.

Define every problem you encounter – and understand its complexity, rather than trying to solve it too soon.

There's a range of general problem-solving approaches, helping you to generate possible answers, choose the best ones, and then implement your solution.

Some complicated or serious problems require more specific problem-solving systems, especially when they relate to business processes.

By boosting your creativity, decision-making and project-management skills, you’ll become even better at solving all the problems you face.

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Creative Problem Solving

Finding Innovative Solutions to Challenges

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Nine essential problem solving tools: The ultimate guide to finding a solution

October 26, 2023 by MindManager Blog

Problem solving may unfold differently depending on the industry, or even the department you work in. However, most agree that before you can fix any issue, you need to be clear on what it is, why it’s happening, and what your ideal long-term solution will achieve.

Understanding both the nature and the cause of a problem is the only way to figure out which actions will help you resolve it.

Given that most problem-solving processes are part inspiration and part perspiration, you’ll be more successful if you can reach for a problem solving tool that facilitates collaboration, encourages creative thinking, and makes it easier to implement the fix you devise.

The problem solving tools include three unique categories: problem solving diagrams, problem solving mind maps, and problem solving software solutions.

They include:

Fishbone diagrams
Strategy maps
Mental maps
Concept maps
Layered process audit software
Charting software
MindManager

In this article, we’ve put together a roundup of versatile problem solving tools and software to help you and your team map out and repair workplace issues as efficiently as possible.

Let’s get started!

Problem solving diagrams

Mapping your way out of a problem is the simplest way to see where you are, and where you need to end up.

Not only do visual problem maps let you plot the most efficient route from Point A (dysfunctional situation) to Point B (flawless process), problem mapping diagrams make it easier to see:

The root cause of a dilemma.
The steps, resources, and personnel associated with each possible solution.
The least time-consuming, most cost-effective options.

A visual problem solving process help to solidify understanding. Furthermore, it’s a great way for you and your team to transform abstract ideas into a practical, reconstructive plan.

Here are three examples of common problem mapping diagrams you can try with your team:

1. Fishbone diagrams

Fishbone diagrams are a common problem solving tool so-named because, once complete, they resemble the skeleton of a fish.

With the possible root causes of an issue (the ribs) branching off from either side of a spine line attached to the head (the problem), dynamic fishbone diagrams let you:

Lay out a related set of possible reasons for an existing problem
Investigate each possibility by breaking it out into sub-causes
See how contributing factors relate to one another

Fishbone diagrams are also known as cause and effect or Ishikawa diagrams.

2. Flowcharts

A flowchart is an easy-to-understand diagram with a variety of applications. But you can use it to outline and examine how the steps of a flawed process connect.

Made up of a few simple symbols linked with arrows indicating workflow direction, flowcharts clearly illustrate what happens at each stage of a process – and how each event impacts other events and decisions.

3. Strategy maps

Frequently used as a strategic planning tool, strategy maps also work well as problem mapping diagrams. Based on a hierarchal system, thoughts and ideas can be arranged on a single page to flesh out a potential resolution.

Once you’ve got a few tactics you feel are worth exploring as possible ways to overcome a challenge, a strategy map will help you establish the best route to your problem-solving goal.

Problem solving mind maps

Problem solving mind maps are especially valuable in visualization. Because they facilitate the brainstorming process that plays a key role in both root cause analysis and the identification of potential solutions, they help make problems more solvable.

Mind maps are diagrams that represent your thinking. Since many people struggle taking or working with hand-written or typed notes, mind maps were designed to let you lay out and structure your thoughts visually so you can play with ideas, concepts, and solutions the same way your brain does.

By starting with a single notion that branches out into greater detail, problem solving mind maps make it easy to:

Explain unfamiliar problems or processes in less time
Share and elaborate on novel ideas
Achieve better group comprehension that can lead to more effective solutions

Mind maps are a valuable problem solving tool because they’re geared toward bringing out the flexible thinking that creative solutions require. Here are three types of problem solving mind maps you can use to facilitate the brainstorming process.

4. Mental maps

A mental map helps you get your thoughts about what might be causing a workplace issue out of your head and onto a shared digital space.

Because mental maps mirror the way our brains take in and analyze new information, using them to describe your theories visually will help you and your team work through and test those thought models.

5. Idea maps

Idea maps let you take advantage of a wide assortment of colors and images to lay down and organize your scattered thought process. Idea maps are ideal brainstorming tools because they allow you to present and explore ideas about the best way to solve a problem collaboratively, and with a shared sense of enthusiasm for outside-the-box thinking.

6. Concept maps

Concept maps are one of the best ways to shape your thoughts around a potential solution because they let you create interlinked, visual representations of intricate concepts.

By laying out your suggested problem-solving process digitally – and using lines to form and define relationship connections – your group will be able to see how each piece of the solution puzzle connects with another.

Problem solving software solutions

Problem solving software is the best way to take advantage of multiple problem solving tools in one platform. While some software programs are geared toward specific industries or processes – like manufacturing or customer relationship management, for example – others, like MindManager , are purpose-built to work across multiple trades, departments, and teams.

Here are three problem-solving software examples.

7. Layered process audit software

Layered process audits (LPAs) help companies oversee production processes and keep an eye on the cost and quality of the goods they create. Dedicated LPA software makes problem solving easier for manufacturers because it helps them see where costly leaks are occurring and allows all levels of management to get involved in repairing those leaks.

8. Charting software

Charting software comes in all shapes and sizes to fit a variety of business sectors. Pareto charts, for example, combine bar charts with line graphs so companies can compare different problems or contributing factors to determine their frequency, cost, and significance. Charting software is often used in marketing, where a variety of bar charts and X-Y axis diagrams make it possible to display and examine competitor profiles, customer segmentation, and sales trends.

9. MindManager

No matter where you work, or what your problem-solving role looks like, MindManager is a problem solving software that will make your team more productive in figuring out why a process, plan, or project isn’t working the way it should.

Once you know why an obstruction, shortfall, or difficulty exists, you can use MindManager’s wide range of brainstorming and problem mapping diagrams to:

Find the most promising way to correct the situation
Activate your chosen solution, and
Conduct regular checks to make sure your repair work is sustainable

MindManager is the ultimate problem solving software.

Not only is it versatile enough to use as your go-to system for puzzling out all types of workplace problems, MindManager’s built-in forecasting tools, timeline charts, and warning indicators let you plan, implement, and monitor your solutions.

By allowing your group to work together more effectively to break down problems, uncover solutions, and rebuild processes and workflows, MindManager’s versatile collection of problem solving tools will help make everyone on your team a more efficient problem solver.

Download a free trial today to get started!

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Reach a solution faster with these problem-solving techniques

Georgina Guthrie

May 20, 2021

This post was originally published on October 18, 2019, and updated most recently on May 20, 2021.

There are three common approaches to any problem. One: Panic. Two: Bury your head in the sand. And three: Tackle it. While we all succumb to option one or two from time to time, let’s focus on the problem-solving techniques that will get you to option three.

Learning to overcome problems effectively is one of the most valuable things you can learn for both your professional and personal life. If you hold a senior or managerial position, then you’ll not only need to know how to solve personal challenges but also to figure out how to make decisions on behalf of your team or organization. These larger problems often need to be turned into projects.

Whether your project is personal or organizational, big or small, using a methodical approach will help tackle it more effectively. First, let’s take a look at what problem-solving is.

What is problem-solving?

Solving a problem involves strategically working through every aspect of an issue to reach a solution.

First, you need to define the problem. Then, you need to evaluate potential fixes. After that comes implementation, and finally, confirmation that the problem has been resolved.

This process can be done individually or as a group. Collective problem solving is more common in business scenarios because workplace decisions usually affect more than one person.

How to solve any problem in 5 steps

These stages can help anyone start solving an issue. They also come in handy during times of stress because they give you a clear route to follow.

1. Define the problem

It sounds like a no-brainer, but it’s not always as clear-cut as you might think — especially when there are multiple stages of factors.

Say, for example, the issue is a missed deadline. It might not be as simple as turning to the person responsible for delivery. There may have been a chain of events that had just as valid of an impact. First, define the nature of the issue —what are the signs something’s wrong? Then work your way back through the potential causes.

You don’t have to be concrete here, simply keep your options open and evaluate everything. If you need to involve other people to find out what’s gone wrong, keep your tone non-accusatory . People can clam up and blame others when they feel under threat. To stop that happening, reiterate it’s not about blame; it’s about finding a solution.

There are diagrams you can use to help you out here. A fishbone diagram (aka a ‘cause and effect diagram,’ is one method that can help you locate the route cause.

The five whys approach

Another option is an exercise called ‘five whys,’ which involves asking employees to methodically dig deeper into the problem than they might otherwise.

Simply start with the question ‘why did x happen,’ and then ask ‘why is that?’ five or more times to unearth more details. Obviously, asking this in person makes you sound a little interrogatory, so you might consider creating a form for the exercise. If you really prefer in-person interaction, let people know what you’re doing ahead of time. Mix up your ‘why is that’ with similar variations. And remember to smile and keep the tone light. This is about reaching a solution together, not blame.

2. Find a solution

This could be something you work through on your own. But, if you’re operating within an organization, it may be better to solve the issue as a small group.

Your solution really depends on the problem you have. But for the best chance of success, come up with as many options as possible, then narrow your selection down to three or so. We’ll go into more detail about how to come up with solutions a little later on in the article.

3. Evaluate your options

Once you’ve chosen your favorite solutions, evaluate each one and decide on the best route (that includes a primary solution and a contingency plan). You may want to involve relevant colleagues to help you reach a decision — especially if your choice will impact different departments.

4. Implement your plan

Once you’ve set the wheels in motion, you need to keep a close eye on how your chosen solution is performing. Does it fix the issue, or do you need to implement your contingency plan ?

If you’re managing a team, then helping everyone feel organized is crucial if you want to keep stress to a minimum. Project management software is a good option here because it means you and your team can track progress in real-time, share updates, and collaborate more freely, ironing out barriers that could lead to confusion.

5. Assess the project’s success

As an optional fifth and final stage, you can evaluate your chosen route to see whether it was effective, either as a post-mortem meeting or a via some number crunching — whatever works for you.

Evaluating everything post-event gives you a better understanding of what went wrong and how well you managed it — which can help you if something similar happens again.

Two problem-solving techniques you need to know

Now you know the steps involved in problem-solving, here are some of the problem-solving techniques you can use to help you define your solution.

1. Creative Problem Solving (CPS)

CPS isn’t just about coming up with ad-hoc ideas. It’s a legitimate process formulated by Alex Faickney Osborn — the father of traditional brainstorming — and academic Sid Parnes , designed to help teams think more creatively.

3 key phases make up the CPS method.

Brainstorm as many ideas as you can. Don’t evaluate, critique, or prioritize them — just write them all down. The idea is to keep moving. The faster you go, the more you’ll get into your creative flow. If you’re not into brainstorming, a group mind map works just as well.
Turn all your problems into questions. This encourages the group (or you) to address the situation more creatively and helps remove the burden of blame.
Keep your language positive and affirmative. Avoid words like ‘no’ and ‘no but’ like the plague. Instead, ask ‘yes and’ to keep the conversation flowing and expand ideas.

2. Process-oriented problem solving

This is a formally defined approach that can be scaled to fit the task. The good thing about this method is that the journey to fixing the problem is already defined, which makes that initial jumping-off point a little less intimidating. There are several routes you can take, but we’ll focus on the three most popular options.

Hurson’s Productive Thinking Model: In his 2007 book Think Better: An Innovator’s Guide to Productive Thinking , Tim Hurson defines six steps intended to give structure to solution planning while maintaining creativity. It involves working together to answer the following questions: 1) What’s going on? 2) What is success? 3) What is the question? 4) Generate answers 5) Create the solution 6) Align resources.
Means-End Analysis (MEA): This approach is designed to reduce the difference between the problem and the goal. To narrow this gap, teams collect all the information they believe has led them to the problem, then systematically try to eliminate the issues one by one, starting with the biggest.
Plan Do Check Act (PDCA): A favorite of developers, this iterative technique focuses on continually improving the process, one step at a time. Teams begin by setting out objectives, then implement the plan, compare it against previous results, then define the solution based on the knowledge gained. And then they repeat.

Common barriers to problem-solving

Ever heard of reproductive thinking ? No, it’s nothing to do with the birds and the bees. It’s a term coined by psychologists to describe how people reproduce past experiences to help them deal with current problems.

Problems arise when the mind becomes so focused on one particular solution that it can’t comprehend any other route — something that’s known as mental entrenchment . This usually happens when you’re drawing too heavily from past experience: You want to do something you know worked previously, even if it has little relation to your current issue.

Keep your mind open and pay attention to any biases you may have developed. The best way to do this is to get a second opinion and listen to what others think. Their fresh perspective may help illuminate routes you hadn’t previously considered.

Other barriers include:

Confirmation bias: This is when you search for or interpret information that confirms your existing belief while disregarding data that doesn’t support it.
Unnecessary constraints: This happens when people get overwhelmed with the drama of a problem and make the situation more confusing than it needs to be. The best way to avoid this is to have a plan in place and a clear schedule to help people work toward a solution.
Fixedness: This is when people are inflexible and can’t accept different perspectives.
Groupthink: This happens when people start agreeing with each other because it’s easier than risking the challenge of conflict.
Rigidity: People naturally want to resist change . It’s important to have self-awareness, so you can spot when you (or your team) are avoiding learning or implementing something new just because it’s never been done before. One way to change perspective is through something called constructive controversy . Split people into two teams and ask one group to play devil’s advocate to refute a solution, while the other defends it. Forcing people to discuss the pros and cons objectively brings any unconscious bias to the surface and helps people think more flexibly.

Final thoughts

Problems are an inherent part of working life, and when things go wrong, it’s natural to feel stressed and confused. The secret to keeping a calm head is having pre-defined steps in place before things go belly up — so that when they do, you don’t need to panic and scramble around for a solution. If you approach each task with an open mind, the right project management tools , and a methodical plan, you’ll soon learn to take issues big and small in your stride.

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5 Effective Problem-Solving Strategies

Got a problem you’re trying to solve? Strategies like trial and error, gut instincts, and “working backward” can help. We look at some examples and how to use them.

We all face problems daily. Some are simple, like deciding what to eat for dinner. Others are more complex, like resolving a conflict with a loved one or figuring out how to overcome barriers to your goals.

No matter what problem you’re facing, these five problem-solving strategies can help you develop an effective solution.

An infographic showing five effective problem-solving strategies

What are problem-solving strategies?

To effectively solve a problem, you need a problem-solving strategy .

If you’ve had to make a hard decision before then you know that simply ruminating on the problem isn’t likely to get you anywhere. You need an effective strategy — or a plan of action — to find a solution.

In general, effective problem-solving strategies include the following steps:

Define the problem.
Come up with alternative solutions.
Decide on a solution.
Implement the solution.

Problem-solving strategies don’t guarantee a solution, but they do help guide you through the process of finding a resolution.

Using problem-solving strategies also has other benefits . For example, having a strategy you can turn to can help you overcome anxiety and distress when you’re first faced with a problem or difficult decision.

The key is to find a problem-solving strategy that works for your specific situation, as well as your personality. One strategy may work well for one type of problem but not another. In addition, some people may prefer certain strategies over others; for example, creative people may prefer to depend on their insights than use algorithms.

It’s important to be equipped with several problem-solving strategies so you use the one that’s most effective for your current situation.

1. Trial and error

One of the most common problem-solving strategies is trial and error. In other words, you try different solutions until you find one that works.

For example, say the problem is that your Wi-Fi isn’t working. You might try different things until it starts working again, like restarting your modem or your devices until you find or resolve the problem. When one solution isn’t successful, you try another until you find what works.

Trial and error can also work for interpersonal problems . For example, if your child always stays up past their bedtime, you might try different solutions — a visual clock to remind them of the time, a reward system, or gentle punishments — to find a solution that works.

2. Heuristics

Sometimes, it’s more effective to solve a problem based on a formula than to try different solutions blindly.

Heuristics are problem-solving strategies or frameworks people use to quickly find an approximate solution. It may not be the optimal solution, but it’s faster than finding the perfect resolution, and it’s “good enough.”

Algorithms or equations are examples of heuristics.

An algorithm is a step-by-step problem-solving strategy based on a formula guaranteed to give you positive results. For example, you might use an algorithm to determine how much food is needed to feed people at a large party.

However, many life problems have no formulaic solution; for example, you may not be able to come up with an algorithm to solve the problem of making amends with your spouse after a fight.

3. Gut instincts (insight problem-solving)

While algorithm-based problem-solving is formulaic, insight problem-solving is the opposite.

When we use insight as a problem-solving strategy we depend on our “gut instincts” or what we know and feel about a situation to come up with a solution. People might describe insight-based solutions to problems as an “aha moment.”

For example, you might face the problem of whether or not to stay in a relationship. The solution to this problem may come as a sudden insight that you need to leave. In insight problem-solving, the cognitive processes that help you solve a problem happen outside your conscious awareness.

4. Working backward

Working backward is a problem-solving approach often taught to help students solve problems in mathematics. However, it’s useful for real-world problems as well.

Working backward is when you start with the solution and “work backward” to figure out how you got to the solution. For example, if you know you need to be at a party by 8 p.m., you might work backward to problem-solve when you must leave the house, when you need to start getting ready, and so on.

5. Means-end analysis

Means-end analysis is a problem-solving strategy that, to put it simply, helps you get from “point A” to “point B” by examining and coming up with solutions to obstacles.

When using means-end analysis you define the current state or situation (where you are now) and the intended goal. Then, you come up with solutions to get from where you are now to where you need to be.

For example, a student might be faced with the problem of how to successfully get through finals season . They haven’t started studying, but their end goal is to pass all of their finals. Using means-end analysis, the student can examine the obstacles that stand between their current state and their end goal (passing their finals).

They could see, for example, that one obstacle is that they get distracted from studying by their friends. They could devise a solution to this obstacle by putting their phone on “do not disturb” mode while studying.

Let’s recap

Whether they’re simple or complex, we’re faced with problems every day. To successfully solve these problems we need an effective strategy. There are many different problem-solving strategies to choose from.

Although problem-solving strategies don’t guarantee a solution, they can help you feel less anxious about problems and make it more likely that you come up with an answer.

Last medically reviewed on November 1, 2022

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Dumper K, et al. (n.d.) Chapter 7.3: Problem-solving in introductory psychology. https://opentext.wsu.edu/psych105/chapter/7-4-problem-solving/
Foulds LR. (2017). The heuristic problem-solving approach. https://www.tandfonline.com/doi/abs/10.1057/jors.1983.205
Gick ML. (1986). Problem-solving strategies. https://www.tandfonline.com/doi/abs/10.1080/00461520.1986.9653026
Montgomery ME. (2015). Problem solving using means-end analysis. https://sites.psu.edu/psych256sp15/2015/04/19/problem-solving-using-means-end-analysis/
Posamentier A, et al. (2015). Problem-solving strategies in mathematics. Chapter 3: Working backwards. https://www.worldscientific.com/doi/10.1142/9789814651646_0003
Sarathy V. (2018). Real world problem-solving. https://www.frontiersin.org/articles/10.3389/fnhum.2018.00261/full
Woods D. (2000). An evidence-based strategy for problem solving. https://www.researchgate.net/publication/245332888_An_Evidence-Based_Strategy_for_Problem_Solving

The 20 Best Problem-Solving Techniques: A Toolkit for Every Challenge

Effective problem-solving is an essential skill in both our professional and personal lives. While some people seem to have a natural knack for finding solutions, the reality is that the ability to solve problems can be developed and honed. In this blog, we’ll explore the 20 best problem-solving techniques that can be your go-to toolkit for overcoming any challenge.

Brainstorming Techniques

1. Classic Brainstorming: The tried-and-true method of gathering a group and freely generating ideas. No judgments, just rapid-fire problem-solving.

2. Reverse Brainstorming: Instead of thinking of solutions to a problem, consider how you could cause the issue. This flip in perspective can illuminate hidden solutions.

Lateral Thinking

3. Six Thinking Hats: Edward de Bono’s technique involves viewing a problem from six perspectives to generate well-rounded solutions.

4. Random Word Generation: Choose a random word and try to relate it to your problem. The cognitive stretch can spur creative solutions.

Analytical Techniques

5. SWOT Analysis: This well-known method helps you evaluate the Strengths, Weaknesses, Opportunities, and Threats related to your problem.

6. Fishbone Diagram: Ishikawa Diagrams help you break down a problem’s root causes in a structured format.

Problem-Solving Frameworks

7. 5 Whys: Ask “why” five times in succession to drill down into the root cause of a problem.

8. SCAMPER: It is an acronym for Substitute, Combine, Adapt, Modify, Put to another use, Eliminate, and Reverse. This technique is excellent for reconfiguring your problem or solution.

Intuition-Based Techniques

9. Gut Check: Sometimes, your intuition already knows the answer. Give yourself the space to listen to it.

10. Meditative Mindfulness: Clear your mind of all distractions. A clear mind often makes the best breeding ground for solutions.

Visual Techniques

11. Mind Maps: Use these to visually arrange your thoughts and potential solutions, creating a spiderweb of possibilities.

12. Flowcharts: These work best for problems with a sequence of steps or a flow of logic that needs to be followed.

Constraint-based Techniques

13. Oblique Strategies involve imposing constraints on your thinking or looking at the problem through a restrictive lens to spark creative solutions.

14. Limiting Factors: Deliberately reduce resources like time, money, or materials to find a solution that works within stringent conditions.

Collaborative Techniques

15. Brainwriting: LikeBrainstorming, participants write down their ideas to be discussed later, eliminating the influence of groupthink.

16. Delphi Method: A structured communication technique was initially developed as a systematic, interactive forecasting method relying on a panel of experts.

Physical Techniques

17. Walk and Talk: Physical movement can stimulate cognitive function. A change of scenery can also provide a new perspective on a problem.

18. Bodystorming: Act out scenarios to get a new grasp on a problem, engaging your mind differently.

Experimental Techniques

19. Hypothesis Testing: Form and test a hypothesis under controlled conditions to observe outcomes.

20. A/B Testing: A/B Testing involves changing one variable at a time to see which change produces the best result.

Armed with these 20 problem-solving techniques, you’ll be well-equipped to tackle nearly any challenge that comes your way. The key is to remember that problem-solving is a process. Don’t be afraid to combine different techniques, think outside the box, and, most importantly, keep an open mind. Happy problem-solving!Are you interested in building your entrepreneurial skills and building a robust business? Schedule a complimentary no-obligation appointment with our business consultant at https://worldwinn.ca/contact-us/

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How to use the rapid ideation technique for brainstorming

An illustration of a brainstorm with sticky notes in Mural

Brainstorming techniques come in all shapes and sizes. But there’s one method that does the best job of removing any hesitation to share (or edit) half-baked or silly ideas.

It’s called rapid ideation.

Whether you’re brainstorming for new product ideas, or iterating on possible solutions to business challenges, rapid ideation forces you and your team to contribute all ideas that come to mind. There’s no time to get stuck on any single idea and to try and improve it.

And contrary to how it might feel, you’ll likely end up with more good options that you can build on than if you had just focused on taking your time to come up with the “best” ideas.

What is rapid ideation?

Rapid ideation is a brainstorming technique used to produce a great number of ideas quickly in a short amount of time. The goal of rapid ideation is to record your ideas without editing, criticizing, or discussing feasibility until later. Rapid ideation can help teams ideate quickly and without fears of judgment or criticism.

There are a few types of brainstorming techniques that use rapid ideation as part of the creative thinking process. These include:

Mind mapping : Start with one word or theme and add any related terms or concepts that come to mind.
Brainwriting : Write your idea, then pass it on to the next person to immediately build on it.
Crazy eights : Sketch out eight ideas in 8 minutes.
Round robin brainstorming : Similar to brainwriting, but rather than building on the idea, the next person finds its weaknesses, and then provides feedback on how to improve it.

With rapid ideation, the members of the brainstorming group work in real-time to generate as many possible solutions as they can to the prompt or challenge. This type of creative thinking on the spot can be easier for some than others. So it helps to set up guidelines and provide your team with tips and resources for this process.

Why is rapid ideation important?

Beyond the obvious advantage of having more ideas to use for problem-solving in your team, the rapid ideation process provides several benefits:

Enhanced creativity : Rapid ideation encourages participants to think freely without the fear of criticism or judgment. By bypassing the editor inside of us, rapid ideation unlocks you and your team's creative potential.
Improved decision-making : Rapid ideation's structured approach, including time limits, idea clarification, and idea organization, streamlines the decision-making process. It enables teams to quickly sift through a multitude of ideas, identify the most promising ones, and focus their efforts on developing feasible solutions, ultimately saving time and resources. ‍
Lower emotional attachment to ideas : Rapid ideation discourages participants from becoming overly attached to a single concept. This reduces potential resistance to change and makes it easier to adapt and refine ideas as the process unfolds.

Best practices for running a rapid ideation session

If you’ve gathered your team together for a session of rapid ideation, you're likely in your first phase of brainstorming for a problem you need to solve. Maybe you need to develop a new website for a customer, or maybe you want to come up with creative ways to kickstart your new product launch. Whatever the case, there are a few best practices you can follow so that your rapid ideation process is a success.

Select the right online visual platform for brainstorming

As a remote team, your collaboration tools can help make the ideation process more organized and efficient, increasing productivity. Pick a platform that'll be conducive to your goals.

Some key features for rapid ideation in a visual collaboration platform include:

A timer to keep things on track
An online whiteboard with color-coded sticky notes
Visual design elements
Private mode so that participants can work independently, even when working together
The ability to sketch or prototype your ideas
Brainstorming templates or guided methods for brainstorming

Try different techniques to get into a flow

Provide your team members with various brainstorming methods they can use to start firing away ideas. For those who can’t easily get into the flow, you can build creative prompts and questions related to your challenge or objective. It also helps to encourage team members to try out creative exercises like mind mapping , role-playing, or reverse thinking .

Mural also offers a collection of brainstorming templates to help your team jumpstart ideation. Check out Mural’s brainstorming templates to get started!

Add one distinct idea per sticky note

To keep things simple, make sure everyone only adds one idea per sticky note or designated block. Team members can color code or label their sticky notes to track who contributed each idea. Even if someone has two or more similar suggestions, keep them in separate notes so that you can easily either remove or build on them later.

Go for quantity over quality

The goal is to have as many contributions as possible per participant. Encourage wild ideas and remind everyone that during this phase, there are no “bad ideas.” So they don’t need to apologize for them or create a pile of “maybes.” The elimination of ideas will happen later in the process. The more idea generation you have, the higher the likelihood you’ll find your potential solutions.

Set time limits

If you’re familiar with the Pomodoro Technique, you’ll know that setting time limits can help maintain the pace, focus, and productivity of your team. Assign a facilitator to set a timer, typically 3-5 minutes long. It’s best if the team can see the timer as it counts down to instill a sense of urgency and motivation. To sustain the engagement and creativity, split the session up with breaks in between your timed blocks of idea generation.

Clarify the ideas (also timed)

Once you’ve gone through the process of idea generation, it’s now time to share and explain them. In some cases, the ideas aren't immediately obvious or clear. Whether it’s a doodle, a sketch, or maybe just a few unintelligible keywords, this is each team member's time to clarify their ideas.

To keep things moving along, each explanation should also be timed so that no one person is taking too long to describe their suggestions. Try setting aside 10-15 minutes, or 1-2 minutes for each idea to quickly go through and clarify the ideas you already have. It’s also important to remind everyone that this phase is a judgment-free zone during which feedback is temporarily withheld.

Organize and vote on the best ideas

Once your team is through discussing their ideas, start affinity clustering . This is when you group related ideas together to find themes and patterns. You can color code the sticky notes by theme or relevance, or create labeled categories and place each related suggestion underneath. This visualization will give everyone a better idea of your options.

Then your team will vote on the best ideas, eliminating the ones that aren't feasible or won’t work.

Collaborating at a rate that works for your team

Regardless of how you structure your rapid ideation sessions, every team will work slightly differently. Depending on the problems you’re trying to solve or the ideas you’re working on, you might have different time durations or steps in the process.

It might take some trial and error, but eventually, you’ll find the sweet spot. The key is to use the tools that help make it easier each time..

Mural is a great tool for team brainstorming and ideation . With Mural, you have a dedicated space for teams to gather and collaborate in real-time (or async), along with templates and features that help you get the best ideas from everyone on your team.

Get started with a free Mural account and level-up your teamwork today.

About the authors

Bryan Kitch

Tagged Topics

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Lean Philosophy

Eight Steps To Practical Problem Solving

The Toyota Way To Problem Solving

The art of problem solving is constantly trying to evolve and be re-branded by folks in various industries. While the new way might very well be an effective method in certain applications. A tried and true way of identifying and solving problems is the eight steps to practical problem solving developed by Toyota, years ago. The system is structured, but simple and practical enough to handle problems of the smallest nature, to the most complex issues.

Using a fundamental and strategic way to solve problems creates consistency within an organization. When you base your results off facts, experience and common sense, the results form in a rational and sustainable way.

The Eight Step Problem Solving Process

Clarify the Problem
Breakdown the Problem
Set the Target
Analyze the Root Cause
Develop Countermeasures
Implement Countermeasures
Monitor Results and Process
Standardize and Share Success

The eight steps to practical problem solving also include the Plan, Do, Check and Act (PDCA) cycle. Steps one through five are the planning process. The doing is found in step six. Step seven is the checking . Step eight involves acting out the results of the new standard.

This practical problem solving can be powerful tool to issues facing your organization. It allows organizations to have a common understanding of what defines a problem and what steps are going to be taken in order to overcome the problem efficiently.

The Eight Steps Broken Down:

Step 1: clarify the problem.

A problem can be defined in one of three ways. The first being, anything that is a deviation from the standard. The second could be the gap between the actual condition and the desired condition. With the third being an unfilled customer need.

In order to best clarify the problem, you have to see the problem with your own eyes. This gives you the details and hands-on experience that will allow you to move forward in the process.

Step 2: Breakdown the Problem

Once you’ve seen the problem first hand, you can begin to breakdown the problem into more detailed and specific problems. Remember, as you breakdown your problem you still need to see the smaller, individual problems with your own eyes. This is also a good time to study and analyze the different inputs and outputs of the process so that you can effectively prioritize your efforts. It is much more effective to manage and solve a bunch of micro-problems one at a time, rather than try and tackle a big problem with no direction.

Step 3: Set the Target

Step three is all about commitment and focus. Your attention should now turn towards focusing on what is needed to complete the project and how long it will take to finish. You should set targets that are challenging, but within limits and don’t put a strain on the organization that would hinder the improvement process.

Step 4: Analyze the Root Cause

This is a vital step when problem solving, because it will help you identify the actual factors that caused the issue in the first place. More often than not, there are multiple root causes to analyze. Make sure you are considering all potential root causes and addressing them properly. A proper root cause analysis, again involves you actually going to the cause itself instead of simply relying on reports.

Step 5: Develop Countermeasures

Once you’ve established your root causes, you can use that information to develop the countermeasures needed to remove the root causes. Your team should develop as many countermeasures needed to directly address any and all root causes. Once you’ve developed your countermeasures, you can begin to narrow them down to the most practical and effective based off your target.

Step 6: Implement Countermeasures

Now that you have developed your countermeasures and narrowed them down, it is time to see them through in a timely manner. Communication is extremely important in step six. You’ll want to seek ideas from the team and continue to work back through the PDCA cycle to ensure nothing is being missed along the way. Consider implementing one countermeasure at a time to monitor the effectiveness of each.

You will certainly make mistakes in throughout your problem solving processes, but your persistence is key, especially in step six.

Step 7: Monitor Results and Process

As mistakes happen and countermeasures fail, you need a system in place to review and modify them to get the intended result. You can also determine if the intended outcome was the result of the action of the countermeasure, or was it just a fluke? There is always room for improvement in the problem solving process, but you need to be able to recognize it when it comes to your attention.

Step 8: Standardize and Share Success

Now that you’ve encountered success along your problem solving path, it is time to set the new processes as the new standard within the organization and share them throughout the organization. It is also a good time to reflect on what you’ve learned and address any possible unresolved issues or troubles you have along the way. Ignoring unresolved issues will only lead to more problems down the road.

Finally, because you are a true Lean organization who believes continuous improvement never stops, it is time to tackle the next problem. Start the problem solving process over again and continue to work towards perfection.

Additional Resources

8D for Problem Solving – creativesafetysupply.com
Training to Use 8D Problem-Solving Tactics – blog.creativesafetysupply.com
The Great Root Cause Problem Solving Debate – realsafety.org
Design Thinking: Empathy and Iteration for Innovation and Problem-Solving – creativesafetypublishing.com
10 Commandments to Continuous Improvement – lean-news.com
Lean Manufacturing Implementation – The First 5 Steps – iecieeechallenge.org
No Problem is a Problem – jakegoeslean.com
The Transitional Steps Involved In The 5s Principles During Implementation – 5snews.com
The Tools of Kaizen – blog.5stoday.com

3P and Lean
The Vacation Paradox
Why Single Minute Exchange of Die (SMED)?
Total Quality Management And Kaizen Principles In Lean Management
An Engaged Employee is a Productive Employee
Jim Womack’s Top Misconceptions of the Lean Movement
Muda, Mura, and Muri: The Three Wastes

The ultimate guide: how to use post-it notes for problem solving

We at Miro love post-it notes, actually, we are fans. Recently we were inspired by the book Rapid Problem Solving with Post-It Notes written by David Straker. In this post we explain how to use online post-it notes for problem solving and focus on the methods described in the book: Post-up, Swap Sort, Top-Down Tree and Information Map.

Read our fresh post on how to improve your brainstorming sessions with better techniques, tips and rules.

Use your Miro post-it notes and creativity and go ahead!

Problem solving part 1. Step-by-Step guide for post-up in Miro

The first technique we are focused on is called Post-up, it provides methods for getting information into chunks. Post-up is based on four methods – Brainstorming , Brainwriting , Nominal group technique and Crawford slip method .

The Post-up method works in several dimensions. First, it allows people to work simultaneously, thus speeding the session and getting everyone engaged at once. It also gets people emotionally engaged as they are writing their own ideas rather than have other people write or interpret them.

Posting up one idea at a time by person ensures equality through the team and also allows that each idea is considered by all team members.

Try Miro for visual exercises – Sign up

Step 1. define the problem.

First of all, you should decide about what are you trying to solve and make the problem visible for everyone. Use text tool and type your session goal. Let’s take ‘How to make an app better’ as the example.

Step 2. Make special sections on your board

Divide your board into several parts using shapes , icons , and text tool :

– Help section for Goals, Constraints, Idea Stimulators. Write them down before the start (we made it grey on the left).

– Participants section – special individual zones where people can post their notes during the ideation process (green section in the middle, divided into 4 parts for 4 different people).

– Workspace for the best ideas (yellow section on the right side).

Post-it notes for problem solving. Post up Layout

Try Miro for visual exercises – Sign up free

Step 3. invite your team and explain the rules..

Invite your team to the board. The simplest way is to use “Share with the team” feature (if you have a Team account ). Another way is to send them invites via email or add from friends list.

Tell them how to play:

– First, let people see the Goal and explore the help section.

– The only tool they should use is Post-It (key 7)

– Each post-it note should contain only one idea.

– Use color coding – blue post-its for facts, yellow for opinions, pink for assumptions.

No credit card required.

Step 4. Writing of ideas

Give your team some time to think and brainstorm individually (approx. 7-10 minutes, if you think they need more – give them more). They should not at this time stick their post-its to the common workspace.

Post-it notes for problem solving. Individual workspace

Step 5. Post up ideas

The team then posts up their ideas on the ideas workspace. A good way of doing this is to have each person take turns to post one – the most valuable – idea.

If any idea triggers other ideas for anyone in the team, they can write them on more post-its and add them to their individual section. When all ideas are posted, then you can also use other creative methods to generate even more ideas (we put it into comment section).

Problem solving part 2. Step-by-step guide for Swap Sort in Miro

This part is devoted to the next technique – Swap Sort, which is based on Bubble sort , Paired comparison and Prioritization matrix . Swap Sort is extremely useful when you need to put a set of ideas into priority order.

Use it only when you have relatively few items to prioritize (not hundreds, really). If too many, it may become a trouble. You can try Post up or other techniques to identify ideas for prioritization.

We always make decisions by comparing and contrasting. Taking two items at a time, as in this swap-sort creates focus and attention on just those two items, making decisions as to which is more important easier.

The pattern of repeated comparisons and exchanges comes from computing, where it is known as a ‘bubble sort’. Swap sort takes the same concept and brings it to the board with post-its.

Step 1. Identify the problem

First of all, explain your team what problem you are trying to solve. We’ll take the previous case devoted to the app improvements. Now our goal is to decide what will be the order of the selected improvements. Take a look at the picture below.

You can continue working on one of your brainstorming boards or use your offline brainstorming results.

Use text tool , shapes , icons and anything that will help you to visualize. You should have the following spaces:

– Help section with the goal and criteria.

– Preparation zone where you put the all the ideas written on post-its.

– Workspace for swap sort and final results.

Step 3. Identify the criteria

Identify the criteria that you are going to be using to prioritize. These should be relatively few. One is just fine. Three is ok. Five is rather a lot.

Write them on Post-it notes and put these into priority order (use help section), using a ‘mini’-swap-sort. Then reference these for every comparison exchange.

Preparation for swap sort - online whiteboard

Step 4. Invite collaborators

If you had a brainstorming session already, you can continue to develop the ideas and concepts with the same people or invite independent experts.

Use chat or video/voice chat (if you have Team or Pro account) if your team works remotely.

Step 5. Pairwise swapping

Write the items that you want to compare on Post-it notes. Shuffle them so they are not in any ‘leading’ order, then place them out in a line (vertically is often the best, though a horizontal line is just fine).

Now take the first two items and compare them. If the higher one (in a vertical setting) is more important than the lower one, then swap them.

Then repeat this comparison and possible swap with the second pair, third pair and so on until you get to the bottom. Put the result on the right.

Result of the swap sort - online whiteboard

Don’t use color coding or post-its of different size in order to avoid misunderstanding or wrong prioritization.

Problem solving part 3. Step-by-step guide for Top-down Tree in Miro

This part is devoted to the next problem solving technique – Top-down Tree. This method is based on Tree Diagram , Why-Why Diagram , How-How Diagram and Process Decision Program Chart .

Top-down trees are used to break problems down into constituent parts with increasing levels of detail and are useful when the problems is fairly well known at a broad level, but complex. So, this technique works well when the nature of the problem is unknown and you need to find more details to solve it. Top-down tree is well-structured, that’s the distinctive feature of the method.

Short glossary

Node – a tree element (one post-it in our case)

Root – the starting node

The names of relationships between nodes are modeled after family relations:

A node’s “parent” is a node one step higher in the hierarchy (i.e. closer to the root node) and lying on the same branch. “Child” is lower than parent.
“Sibling” (“brother” or “sister”) nodes share the same parent node.
A node’s “uncles” are siblings of that node’s parent.
A node that is connected to all lower-level nodes is called an “ancestor”. The connected lower-level nodes are “descendants” of the ancestor node.

How to visualize trees – different approaches

We consider five of them for top-down trees – top-down, star, comb, right to left and fishbone. Take a look at them.

Step 1. Define the goal

First of all, think about the problem you are trying to solve and invite the participants. As you can remember from the previous posts, we are trying to find out how to improve the app. The goal of this brainstorming session will be to define the key factors, which affect the app popularity among users.

Step 2. Make special sections on your board and prepare the questions

Use text tool, shapes, icons and anything that will help you to visualize your sections on the whiteboard. You should have the following spaces:

– Help section with the goal and questions.

– Preparation zone where you put the all the ideas written on post-its

– Workspace for top-down tree and final results.

Step 3. Write the key question on the root post-it note

Use the goal from the first step to identify problem. For example, in our case the problem may be “people don’t use our app for entertainment”. Write the problem on a post-it and place it on your workspace. This will be the root node, and all the others will be children. We have chosen the top-down structure and put the root node on the top.

Step 4. Define children nodes

Ask the questions from the help section to identify the children and write them on post-its. You can initially put them on idea wall.

Step 5. Link the nodes

Link the nodes (parents and children) between each other and define families. Now you will be able to see the whole tree structure.

Step 6. Check the whole tree

When you finish the work on your tree, check if it is complete (it answers every question from the help section), clear (relationships between parents and children are obvious), and useful (helps to achieve the initial goal).

Analyze the results and add necessary comments/decisions.

Problem solving part 4. Step-by-step guide for Information map in Miro

We have already reviewed 3 useful methods – Post-up, Swap Sort and Top-Down Tree, which are great for generating ideas and prioritizing them. Now we will talk about Information map. This method is based on Relations Diagram , Mind Maps , Entity-Relation Diagram and State-Transition Diagram .

How it works

Information map is useful when you need to find interrelations between different elements. Use Information map when you know (or at least suspect) that different elements have interconnections between each other. This tool is extremely useful during creative sessions when you have no strict structure and need to connect the dots.

Information maps can reflect not all the possible interconnections, and in order to discover some hidden but important things you should act consequentially asking the questions which will lead to the goal. Note that maps are not so well-structured as trees.

When you are building interrelations, consider some important points you can face with:

Chain of post-its with one arrow between each node . This means that the elements have straight connection, and if you exclude the first one, the last will never happen.
Bottleneck. If one post it has a lot of ‘input’ arrows, and only few of ‘output’ arrows, this means you have a so-called bottleneck, which potentially may cause incidents.
Source . Post-its which have only output arrows are called sources (these can be information sources, suppliers, etc.)
Stocks . These are post-its that have only input arrows (i.e. information stocks).

First of all, think about the problem you are trying to solve and invite the participants. As you can remember from the previous posts, we are trying to find out how to improve the app. The goal of this brainstorming session will be to understand the connections between app updates growth of popularity.

Step 2. Define the principles

What question will you use to find related elements? Note that the question should contain a verb, which will describe the characteristics of relations (i.e. induce, connect, improve etc.). Our question is “What factors affect the growth of app popularity?”

Step 3. Make special sections on your board and prepare the questions

Use text tool, shapes, icons and anything that will help you to visualize your sections on the board. You should have the following spaces:

– Workspace where you put the all the ideas written on post-its

– Zone for information map and final results.

Step 4. Find the root post-it

Find the root post-it and put it in the center of your workspace. In our case the root will be ‘Growth of app popularity’. Use another color or mark-up tools to make this post-it special and visible.

Step 5. Find interrelations

Start asking questions to find from the Step 2 to find the related pieces of information. When you collect some, place them around your root post-it note.

Step 6. Repeat the previous step to find more post-its

Repeat the previous step to find more related elements asking the question from step 2. Place the new elements around related post-its. Leave enough space between post-its to add links between them.

Step 7. Add arrows (links) to show the connections

When you are finished with the post-its, add links between them (use the Link tool on the tools panel below. If you see that the elements don’t have straight connection, but one affects another, use another type of the link.

Step 8. Check the map

Check the whole map, review the connections, correct if necessary and be ready to make decisions.

Well, now aftre we have revised for ultimately effective ways to use post-it notes for problem solving, hope you are inspired enough to practice it and solve your problems using Miro’s visual workspace. Don’t forget to invite your team and conduct a real-time brainstorming session to make your problem solving 100% effective.

Miro is your team's visual platform to connect, collaborate, and create — together.

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Problem solving part 4. Step-by-step guide for Information map in Miro

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v.31(1); 2021 Feb

Teaching Critical Thinking and Problem-Solving Skills to Healthcare Professionals

Jessica a. chacon.

Department of Medical Education, Paul L Foster School of Medicine, Texas Tech University Health Sciences Center El Paso, El Paso, TX USA

Herb Janssen

Associated data, introduction.

Determining approaches that improve student learning is far more beneficial than determining what can improve a professor’s teaching. As previously stated, “Lecturing is that mysterious process by which the contents of the note-book of the professor are transferred through the instrumentation of the fountain-pen to the note-book of the student without passing through the mind of either” [ 1 ]. This process continues today, except that the professor’s note-book has been replaced with a PowerPoint lecture and the student’s note-book is now a computer.

In 1910, the Flexner report noted that didactic lectures were antiquated and should be left to a time when “professors knew and students learned” [ 2 ]. Approximately 100 years later, the Liaison Committee on Medical Education (LCME) affirmed Flexner’s comment and suggested that student learning must involve active components [ 3 ]: It seems somewhat obscured that almost 100 years separated these two statements.

Our strategy requires the following: student engagement in the learning process; a curriculum that develops a foundation for each student’s knowledge acquisition; focusing primarily on student learning instead of professor teaching; helping enable students develop critical thinking skills; and encouraging students to develop “expertise” in their chosen discipline.

Six fundamental topics that play a role in the development of a health sciences student’s critical thinking ability will be described. In “Section I,” these topics will be discussed independently, highlighting the importance of each. In “Section II: Proposed Curriculum and Pedagogy to Improve Student Learning,” the topics will be united into a practical approach that can be used to improve student learning, curriculum, pedagogy, and assessment.

Foundation Knowledge

Students use mnemonics to provide a foundation for new information. Although mnemonics help students associate information that they want to remember with something they already know, students learn tads of information that is not placed into a practical, meaningful framework developed by the student [ 4 , 5 ]. This commentary highlights the problem of recalling facts when these facts are presented in isolation. The responsibility for this resides not with the student, but with a curriculum that teaches isolated facts, instead of integrated concepts.

A taxonomy for significant learning presented by Dr. Fink emphasizes the need to develop foundational knowledge before additional information can be learned in an effective manner [ 6 ]. He provides suggestions on developing specific learning goals in given courses. Two of his most important criteria are (1) the development of a foundation of knowledge and (2) helping students “learn how to learn” [ 6 ].

Learning Approaches and Abilities

Howard Gardner introduced the concept of multiple intelligences in the 1980s [ 7 ]. Gardner expanded this idea to include intelligence in the areas of (1) Verbal-linguistic, (2) Logical-mathematical, (3) Spatial-visual, (4) Bodily-kinesthetic, (5) Musical, (6) Interpersonal, (7) Intrapersonal personal, (8) Naturalist, and (9) Existential. He concluded that students gifted in certain areas will be drawn in that direction due to the ease with which they excel. While it is important to recognize these differences, it is crucial to not ignore the need for student development in areas where they are less gifted. For example, students gifted in mathematics who fail to develop intrapersonal and interpersonal skills will more likely become recluse, limiting their success in real-world situations [ 7 , 8 ]. Similar examples can also be found in the medical world [ 7 , 8 ].

Based on Gardner’s work, it seems evident that students admitted to our health sciences schools will arrive with different skills and abilities. Despite this, educators are required to produce graduates who have mastered the competencies required by the various accrediting agencies. Accomplishing this task demands sensitivity to the students’ different abilities. While the curriculum remains focused on the competencies students must demonstrate when training is complete. Creating this transition using a traditional lecture format is difficult, if not impossible.

Active Engagement

In 1910, Flexner suggested that didactic lecture is important; however, it should be limited only to the introduction or conclusion of a given topic [ 2 ]. Flexner stated that students should be given the opportunity to experience learning in a context that allowed them to use scientific principles rather than empirical observations [ 2 ]. Active engagement of the student in their learning process has been recently promoted by the LCME [ 3 ]. This reaffirmation of Flexner’s 1910 report highlights the incredibly slow pace at which education changes.

Critical Thinking

Critical thinking is an active process that, when applied appropriately, allows each of us to evaluate our own activities and achievements. Critical thinking also allows an individual to make minor, mid-course corrections in thinking, instead of waiting until disastrous outcomes are unavoidable.

Educators in Allied Health and Nursing have included critical thinking as part of their curriculum for many years [ 9 ]. Medical educators, on the other hand, have not fully integrated critical thinking as part of their curriculum [ 10 , 11 ].

Bloom’s taxonomy has often been used to define curriculum [ 12 ]. The usefulness and importance of Bloom’s taxonomy is not to be underestimated; however, its limitations must also be addressed. As Bloom and his colleagues clearly stated, their taxonomy describes behavioral outcomes and is incapable of determining the logical steps through which this behavior was developed [ 12 ]. Bloom highlights this shortcoming in his initial book on the cognitive domain. He described two students who solved the same algebra problem. One student does this by rote memory, having been exposed to the problem previously, while the other student accomplishes the task by applying mathematical principles. The observer has no way of knowing which approach was used unless they have prior knowledge of the students’ background [ 12 ]. The importance of this distinction becomes apparent in medical problem-solving.

Contextual Learning

Enabling students to learn in context is critical; however, trying to teach everything in context results in a double-edged sword [ 13 ]. On the one hand, learning material in context helps the student develop a solid foundation in which the new information can be built. On the other hand, the educator will find it impossible to duplicate all situations the student will encounter throughout his or her career as a healthcare provider. This dilemma again challenges the educator to develop a variety of learning situations that simulate real-world situations. It seems that “in context” can at best be developed by presenting a variety of patients in a variety of different situations.

In the clinical setting, the physician cannot use a strict hypothesis-driven study on each patient, but must treat patients using the best, most logical treatment selected based on his or her knowledge and the most reliable information.

Development of Expertise

Several researchers have studied the characteristics required of expert performance, the time required to obtain these traits, and the steps that are followed as an individual’s performance progresses from novice to expert.

Studies involving expert physicians have provided data that can be directly used in our attempt to improve curriculum and pedagogy in the healthcare profession. Patel demonstrated that medical students and entry-level residents can recall a considerable amount of non-relevant data while the expert cannot [ 14 ]. Conversely, the expert physician has a much higher level of relevant recall, suggesting they have omitted the non-relevant information and retained only relevant information that is useful in their practice. Using these methods, the expert physicians produce accurate diagnosis in almost 100% of cases, while the medical students can achieve only patricianly correct or component diagnosis only [ 14 ].

In the healthcare setting, both methods are used. The expert physicians will use forward reasoning when the accuracy of the data allows this rapid problem-solving method. When the patient’s conditions cannot be accurately described using known information, the expert diagnostician will resort to the slower hypothesis-driven, backward reasoning approach. In this manner, the highest probability of achieving an accurate diagnosis in the shortest time will be realized [ 14 ].

Section II: Proposed Curriculum and Pedagogy to Improve Student Learning

The following section will outline several distinct but interrelated approaches to accomplish the six educational principles discussed above. The topics will be highlighted as they apply to the specific topic and each section will be comprised of curriculum, pedagogy, and assessment.

Developing a Knowledge Base Using Active Learning Sensitive to Students’ Abilities

Students admitted into healthcare training programs come from various backgrounds. This is both a strength for the program and a challenge for the educator. The strength is recognized in the diversity the varied backgrounds bring to the class and ultimately the profession. The challenge for the educator is attempting to provide each student with the material and a learning approach that will fit their individual ability and knowledge level. The educator can provide prerequisite objectives that identify the basic knowledge required before the student attempts the more advanced curriculum. Scaffolding questions can also be provided that allow students to determine their mastery of these prerequisite objectives. Briefly, scaffolding questions are categorized based on complexity. Simple, factual questions are identified with a subscript “0” (i.e. 1. 0 , 2. 0 , etc.). Advanced questions have a subscript suggesting the estimated number of basic concepts that must be included/combined to derive the answer.

Using technology to provide these individual learning opportunities online allows each student to address his or her own potential deficits. Obviously, those who find their knowledge lacking will need to spend additional time learning this information; however, using technology, this can be accomplished without requiring additional class time. This approach will decrease learning gaps for students, while excluding unnecessarily repeating material known by others.

The curriculum is divided into two parts: (1) content and (2) critical thinking/problem-solving skills. The basic knowledge and factual content can be provided online. Students are expected to learn this by actively engaging the material during independent study. This saves classroom or small-group sessions for interaction where students can actively learn critical thinking/problem-solving skills.

The curriculum should be designed so that students can start at their own level of understanding. The more advanced students can identify the level appropriate for themselves and/or review the more rudimentary information as needed. As shown by previous investigators, experts omit non-relevant information so that they can focus on appropriate problem-solving. Requiring students to learn by solving problems or exploring case studies will be emphasized when possible.

Technology can be used to deliver the “content” portion of the curriculum. Voice-over PowerPoints and/or video clips made available online through WebCT or PodCast will allow each student to study separately or in groups at their own rate, starting at their own level of knowledge. The content delivered in this fashion will complement the handout and/or textbook information recommended to the students. This will provide the needed basic information that will be used as a foundation for the development of critical thinking and problem-solving. The flipped classroom and/or team-based learning can both be used to help facilitate this type of learning. [ 15 ]

Student Assessments

It is imperative for students to know whether they have mastered the material to the extent needed. This can be accomplished by providing online formative evaluations. These will not be used to determine student performance; however, the results will be provided to the educator to determine the class’s progress and evaluation of the curriculum.

Developing Critical Thinking Skills in the Classroom or Small-Group Setting

Critical thinking skills are essential to the development of well-trained healthcare professionals. These skills are not “taught” but must be “learned” by the student. The educator provides learning experiences through which the students can gain the needed skills and experience. Mastery of the content should be a responsibility placed on the student. Information and assistance are given to the students, but students are held accountable for learning the content. This does not indicate that the educator is freed from responsibility. In fact, the educator will most likely spend more time planning and preparing, compared to when didactic lectures were given; however, the spotlight will be placed on the student. Once the learning modules are developed, they can be readily updated, allowing the educators to improve their sessions with each evaluation.

Curriculum designed to help student students develop critical thinking/problem-solving skills should be learned in context. During the introductory portions of the training, this can be accomplished by providing problem-based scenarios similar to what will be expected in the later clinical setting. The transition to competency-based evaluation in many disciplines has made this a virtual necessity. Critical thinking/problem-solving skills should emphasize self-examination. It should teach an individual to accomplish this using a series of steps that progress in a logical fashion, stressing that critical thinking is a progression of logical thought, not an unguided process.

The methods of teaching critical thinking can be traced back to the dialectic methods used by Socrates. Helping the students learn by posing questions remains an effective tool. Accomplishing this in a group setting also provides each student with the opportunity to learn, not only from their mistakes and accomplishments, but from the mistakes and accomplishments of others. Scenario questions can be presented in a manner similar to those found in many board and licensure exams. This exposes students to material in a format relevant to the clinical setting and to future exams. In larger groups, PowerPoint presentation of scenario questions can be used. Team-based learning (TBL) is useful in encouraging individual self-assessment and peer-peer instruction, while also providing an opportunity for the development of critical thinking and problem-solving skills. After the Individual Readiness Assurance Test (iRAT) exam, students work together to answer the Group Readiness Assurance Test (gRAT). Following this, relevant material is covered by clinicians and basic scientists working together and questions asked using an audience response system. This has been useful in encouraging individual self-assessment and peer-peer instruction while also providing an opportunity for the development of critical thinking and problem-solving skills.

Formative assessment of the students will be given in the class session. This can be accomplished using an audience response system. This gives each individual a chance to determine their own critical thinking skill level. It will prevent the “Oh, I knew that” response from students who are in denial of their own inabilities. Summative assessment in the class will be based on the critical thinking skills presented in the classroom or small-group setting. As mentioned earlier, the students will be evaluated on their ability to think critically and to problem-solve. This will by necessity include evaluation of content knowledge—but only as it pertains to the critical thinking and problem-solving skills. This will be made clear through the use of objectives that describe both content and critical thinking.

Enhancing Critical Thinking Skills in Simulation Centers and Clinics

The development of critical thinking skills in healthcare is somewhat unique. In chess, students can start playing using the same tools employed by the experts (the chess board); however, in healthcare, allowing students to make medical decisions is ethically inappropriate and irresponsible. Simulations centers allow students to gain needed experience and confidence without placing patients at risk. Once the students have mastered simulation center experiences and acquired the needed confidence, they can participate in patient diagnosis under the watchful eye of the expert healthcare professional.

The student’s curriculum now becomes the entire knowledge base of each healthcare discipline. This includes textbooks and journal articles. Students are required to come well prepared to the clinics and/or hospital having developed and in-depth understanding of each patient in their care.

Each day, the expert healthcare provider, serving as a mentor, will provide formative evaluation of the student and his/her performance. Mentors will guide the student, suggesting changes in the skills needed to evaluate the patients properly. In addition, standardized patients provide an excellent method of student/resident evaluation.

Summative evaluation is in the form of subject/board exams. These test the student’s or resident’s ability to accurately describe and evaluate the patient. The objective structured clinical examination (OSCE) is used to evaluate the student’s ability to correctly assess the patient’s condition. Thinking aloud had been previously shown as an effective tool for evaluating expert performance in such settings [ 16 ]. Briefly, think aloud strategies require the student to explain verbally the logic they are using to combine facts to arrive at correct answers. This approach helps the evaluator to determine both the accuracy of the answer and if the correct thought process was followed by the student.

If the time required to develop an expert is a minimum of ten years, what influence can education have on the process?

Education can:

Provide the student with a foundation of knowledge required for the development of future knowledge and skills.
Introduce the student to critical thinking and problem-solving techniques.
Require the student to actively engage the material instead of attempting to learn using rote memory only.
Assess the performance of the student in a formative manner, allowing the lack of information of skills to be identified early, thus reducing the risk of failure when changes in study skills are more difficult and/or occur too late to help.
Provide learning in a contextual format that makes the information meaningful and easier to remember.
Provide training in forward reasoning and backward reasoning skills. It can relate these skills to the problem-solving techniques in healthcare.
Help students develop the qualities of an expert healthcare provider.

Authors’ Contributions

The authors wrote and contributed to the final manuscript.

Data Availability

Compliance with ethical standards.

The authors declare that they have no conflict of interest.

Publisher’s Note

Springer Nature remains neutral with regard to jurisdictional claims in published maps and institutional affiliations.

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Rapid Problem Solving with Post-It Notes Paperback – July 22, 1997

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The Post-up-Provides methods for getting information into chunks
The Swap Sort-Shows listing and organization methods
The Top-down Tree-Works when the nature of the problem is unknown
The Information Map-Maps messy problems and complex relationships
The Action Map-Plans actions or maps an existing process
Are the right size to hold one piece of information from a problem
Are easily to attached to flat surfaces and stay put
Can be moved and reattached many times
Print length 176 pages
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Publication date July 22, 1997
Dimensions 6 x 0.45 x 9 inches
ISBN-10 1555611427
ISBN-13 978-1555611422
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Publisher ‏ : ‎ Da Capo Lifelong Books; New edition (July 22, 1997)
Language ‏ : ‎ English
Paperback ‏ : ‎ 176 pages
ISBN-10 ‏ : ‎ 1555611427
ISBN-13 ‏ : ‎ 978-1555611422
Item Weight ‏ : ‎ 8.6 ounces
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Home > Developing Self-Reliant Problem Solving Capability

Developing Self-Reliant Problem Solving Capability

22nd February 2024 - David Brunt

In every organization, problems are an inevitable part of daily operations. Whether it’s a hiccup in the production line, a customer complaint, or an unexpected setback, problems arise constantly, demanding attention and resolution. However, how organizations approach and solve these problems can often make the difference between stagnation and growth. In this blog post, we’ll delve into the art and science of problem solving within organizations, exploring common issues and effective strategies for tackling challenges head-on by developing problem solving capability.

The Problem with Problem Solving

Before delving into solutions, let’s address some common issues that plague the problem-solving process in many organizations:

1. Focusing on Certification over Capability

Many organizations prioritize certifications and formal qualifications over actual problem-solving skills. This emphasis on credentials can lead to a workforce ill-equipped to tackle real-world challenges effectively.

2. Overreliance on Tools

Using the same problem-solving tool for every issue is akin to treating every problem as a nail because you only have a hammer. Organizations often fall into the trap of relying solely on one approach, such as A3, without considering whether it’s the most suitable for the problem at hand.

3. Failure to Address Root Causes

Merely containing problems without digging deeper to identify and address root causes is a recipe for recurring issues. Without addressing underlying issues, organizations find themselves grappling with the same problems repeatedly.

4. Neglecting PDCA (Plan-Do-Check-Act)

Jumping straight to solutions without following a structured problem-solving process like PDCA can lead to ineffective or short-term fixes. Without a systematic approach, organizations risk implementing solutions that fail to address the core issue.

5. Leadership Overload

When leaders attempt to solve every problem themselves, they become overwhelmed and unable to focus on coaching and developing their teams. This reactive approach results in leaders firefighting rather than empowering their teams to tackle challenges autonomously.

6. Lack of Skill and Time

Inadequate problem-solving skills coupled with time constraints can prolong the resolution process, leading to frustration and inefficiency. Understanding problem-solving theory is not enough; individuals must also be able to apply it effectively in real-world situations.

7. Failure to Capture and Visualize Problems

Without a mechanism for capturing and visualizing problems, organizations struggle to prioritize and address issues systematically. This lack of visibility can lead to problems slipping through the cracks and going unresolved.

Four Types of Problems

Not all problems are created equal, and organizations must tailor their approach to the specific type of problem at hand. Art Smalley’s framework categorizes problems into four types:

Type 1 – Troubleshooting: Addressing unexpected or reactive problems.
Type 2 – Gap from Standard: Dealing with deviations from established norms or standards.
Type 3 – Target Condition: Pursuing proactive improvements toward predefined objectives.
Type 4 – Open-Ended: Tackling complex or novel challenges that defy easy categorization.

Each problem type requires a different approach and level of analysis, from rapid problem solving for straightforward issues to practical problem solving for more complex and strategic challenges. Being aware of the differences enhances problem solving capability.

Problem Solving: Purpose, Process and People

Rapid Problem Solving Teach Poster Level 1

At the heart of effective problem solving lies a clear understanding of its purpose and significance within the organization. Rather than viewing problems as obstacles to be avoided, organizations should recognize them as opportunities for growth and development. Taiichi Ohno’s famous quote, “Having no problems is the biggest problem of all,” underscores the importance of embracing challenges as catalysts for improvement.

By addressing problems systematically, organizations not only enhance their operational efficiency but also foster a culture of continuous learning and development. Moreover, problem solving serves as a vehicle for both organizational and individual growth, enabling employees to acquire new skills and competencies while driving business success.

Process: Key Elements of Problem Solving

Effective problem solving entails several key elements, including:

Go and See: Proactively seeking out problems and gathering firsthand information to inform decision-making.
Scientific Approach: Applying a structured and data-driven methodology, such as PDCA, to systematically address problems.
PDCA Thinking: Embracing a mindset of continuous improvement and iteration to drive organizational learning.
Ultimate Goal: Maintaining a clear focus on the desired outcomes and objectives of problem-solving efforts.

People: Roles and Responsibilities in Problem Solving

Effective lean problem solving is not solely the responsibility of a select few (that’s a key difference between lean and six sigma) but rather a collective effort that engages individuals at all levels of the organization. By fostering a culture of problem solving and empowerment, organizations can unlock the full potential of their workforce and drive sustainable improvement.

Leaders play a critical role in nurturing problem-solving capabilities throughout the organization, from frontline teams to top executives. By allocating time and resources to coaching and development, leaders can cultivate a cadre of skilled problem solvers capable of driving continuous improvement and innovation.

Rapid Problem Solving Method: A Closer Look

The rapid problem-solving method offers a structured approach to addressing challenges quickly and effectively. With its focus on concern, containment, cause, countermeasure, and check, this method provides a simple yet powerful framework for problem solving at all levels of the organization.

Each step of the rapid problem-solving method serves a specific purpose, from clarifying the problem to identifying root causes, developing countermeasures, and evaluating results. By following this systematic approach, organizations can streamline their problem-solving efforts and achieve sustainable improvements in performance and efficiency.

A Learning Journey: Mastering Problem Solving Skills

Mastering problem-solving skills requires a systematic and iterative approach to learning and development. Organizations can facilitate this process through structured training programs, hands-on exercises, and real-world problem-solving projects.

The RPS Capability Learning Journey developed with Hologic provides an illustration of an integrated approach to developing capability and self-reliance. The “Skill Level 1 – Knowledge” part of the learning process is conducted online using LEA’s Lean Learning Journey platform. “Skill Level 2 – Understanding” is a 4 hour session using a case. This can be carried out onsite or broken into 1 hour sessions online as the case is part of our online learning platform. “Skill Level 3 – Capable” uses remote group coaching sessions, working on real business problems. The process used is shown in the table below:

RPS Capability Development Learning Journey - Levels 1 to 3

We shared the process during the Lean Global Connection event in November 2023. Here is a level 3 report out showing a real problem that was solved while teaching the RPS process.

Finally a co-hort of the people that progressed through levels 1 to 3 go on to develop the ability to teach and coach their colleagues. This results in the organisation developing self-reliance to use the process internally themselves.

RPS Capability Development Learning Journey Level 4

By providing employees with the tools, resources, and support they need to excel in problem solving, organizations can foster a culture of continuous improvement and innovation. From online courses to live coaching sessions and interactive workshops, there are myriad opportunities for individuals to enhance their problem-solving capabilities and drive organizational success.

Effective problem solving is not just a technical skill but a mindset and a culture that permeates every level of an organization. By adopting a structured approach to problem solving capability, nurturing problem-solving capabilities, and providing ongoing support and development, organizations can unlock new opportunities for growth, innovation, and success.

In today’s fast-paced and dynamic business environment, the ability to solve problems quickly and effectively is more critical than ever. By mastering the art and science of problem solving, organizations can navigate challenges with confidence and emerge stronger and more resilient than ever before.

You can learn how several organisations are developing problem solving capability at our UK Lean Summit in April.

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IMAGES

Problem-Solving Strategies: Definition and 5 Techniques to Try
What Is Problem-Solving? Steps, Processes, Exercises to do it Right
7 Steps to Improve Your Problem Solving Skills
How to Guide Rapid Problem Solving
Free Lean Training
8 Important Problem Solving Skills

VIDEO

Problem Solving Techniques
ECOLAB3D Redefine Possible
All-Time Fastest 7x7 Rubik's Cube Solves (2009-2023)
Rapid Fire SAT math
Main Stage How Hologic introduced Rapid Problem Solving
4 Step Rapid Problem Solving Report Out (Step 1) with JJ Churchill Ltd

COMMENTS

How to Guide Rapid Problem Solving
Option 1: Add more people to push the barrow. Option 2: Reduce number of rocks on load and increase number of rock deliveries. Root Cause: Incorrect wheel design. Limitations within the Design Process. Preventative Action: Redesign wheel to move barrow quicker and with a better material for sand application.
35 problem-solving techniques and methods for solving complex problems
Encouraging rapid work and iteration while asking participants to be flexible are great skills to cultivate. Having a stage for idea incubation in this game is also important. ... Problem-solving techniques like Four-Step Sketch are great if you have a group of different thinkers and want to change things up from a more textual or discussion ...
A guide to problem-solving techniques, steps, and skills
The 7 steps to problem-solving. When it comes to problem-solving there are seven key steps that you should follow: define the problem, disaggregate, prioritize problem branches, create an analysis plan, conduct analysis, synthesis, and communication. 1. Define the problem. Problem-solving begins with a clear understanding of the issue at hand.
17 Smart Problem-Solving Strategies: Master Complex Problems
17 Effective Problem-Solving Strategies. Effective problem-solving strategies include breaking the problem into smaller parts, brainstorming multiple solutions, evaluating the pros and cons of each, and choosing the most viable option. Critical thinking and creativity are essential in developing innovative solutions.
PDF 4 Step Rapid Problem Solving
2. Remain Competitive. Solving problems helps us to be better which helps us to grow and will keep us competitive in our value driven purpose (Dimension 1 of the LTF). Problem solving is at the heart of continuous improvement. Improvement is the key to being better than our competitors and remaining in business.
The Kaizen Event: A Powerful Approach for Rapid Process Improvement
These events, which are based on collaboration and rapid problem-solving, can revolutionize your operational performance, improving both productivity and profitability. ... These are just a few examples of tools and techniques used in Kaizen, but there are many more that can be used depending on the problem and process being improved.
Process
4 Steps of Rapid Problem Solving. 1. Concern - This is where you define the Gap you want to close and clarify the Problem to Pursue.. 2. Contain - Can we stop the problem now! A temporary fix to stop the bleeding like a band aid. 3. Cause - Find the Direct Causes and hence the Root Causes using 5 Why Analysis.. 4. Countermeasure & Confirm - Implement Countermeasures to confirm that the ...
Rapid Problem Solving
4 Step Rapid Problem Solving (RPS) is a problem-solving process used by individuals and the leaders of teams to solve small to medium-sized business and operational problems quickly. Learn about the 4-step process, including defining the problem - concern, containing it, finding the root cause(s), and fixing the problem, with countermeasures ...
What Is Problem Solving?
The first step in solving a problem is understanding what that problem actually is. You need to be sure that you're dealing with the real problem - not its symptoms. For example, if performance in your department is substandard, you might think that the problem lies with the individuals submitting work. However, if you look a bit deeper, the ...
9 essential problem solving tools: the ultimate guide
Flowcharts. Strategy maps. Mental maps. Idea maps. Concept maps. Layered process audit software. Charting software. MindManager. In this article, we've put together a roundup of versatile problem solving tools and software to help you and your team map out and repair workplace issues as efficiently as possible.
Reach a solution faster with these problem-solving techniques
Solving a problem involves strategically working through every aspect of an issue to reach a solution. First, you need to define the problem. Then, you need to evaluate potential fixes. After that comes implementation, and finally, confirmation that the problem has been resolved. This process can be done individually or as a group.
Problem-Solving Strategies: Definition and 5 Techniques to Try
In insight problem-solving, the cognitive processes that help you solve a problem happen outside your conscious awareness. 4. Working backward. Working backward is a problem-solving approach often ...
5 Steps (And 4 Techniques) for Effective Problem Solving
4. Implement the Solution. At this stage of problem solving, be prepared for feedback, and plan for this. When you roll out the solution, request feedback on the success of the change made. 5. Review, Iterate, and Improve. Making a change shouldn't be a one time action.
The 20 Best Problem-Solving Techniques: A Toolkit for Every Challenge
In this blog, we'll explore the 20 best problem-solving techniques that can be your go-to toolkit for overcoming any challenge. Brainstorming Techniques. 1. Classic Brainstorming: The tried-and-true method of gathering a group and freely generating ideas. No judgments, just rapid-fire problem-solving. 2.
How to use the rapid ideation technique for brainstorming
Brainstorming techniques come in all shapes and sizes. But there's one method that does the best job of removing any hesitation to share (or edit) half-baked or silly ideas. ... Beyond the obvious advantage of having more ideas to use for problem-solving in your team, the rapid ideation process provides several benefits:
How to Develop Problem Solving Skills: 4 Tips
Learning problem-solving techniques is a must for working professionals in any field. No matter your title or job description, the ability to find the root cause of a difficult problem and formulate viable solutions is a skill that employers value. Learning the soft skills and critical thinking techniques that good problem solvers use can help ...
Eight Steps To Practical Problem Solving
Implement Countermeasures. Monitor Results and Process. Standardize and Share Success. The eight steps to practical problem solving also include the Plan, Do, Check and Act (PDCA) cycle. Steps one through five are the planning process. The doing is found in step six. Step seven is the checking . Step eight involves acting out the results of the ...
Guide to a problem solving technique with post-it notes
Use your Miro post-it notes and creativity and go ahead! Problem solving part 1. Step-by-Step guide for post-up in Miro. The first technique we are focused on is called Post-up, it provides methods for getting information into chunks. Post-up is based on four methods - Brainstorming, Brainwriting, Nominal group technique and Crawford slip method.
Free Lean Training
Course Summary. 4 Step Rapid Problem Solving - Skill Level 1: Knowledge. Objectives: This Skill Level 1 course will give you basic Knowledge about the 4 Step Rapid Problem Solving (RPS) in terms of Purpose, Process and People. Duration: 60 minutes maximum self-paced learning online. Live Coaching: Live coaching is not included in this course.
Teaching Critical Thinking and Problem-Solving Skills to Healthcare
Critical thinking/problem-solving skills should emphasize self-examination. It should teach an individual to accomplish this using a series of steps that progress in a logical fashion, stressing that critical thinking is a progression of logical thought, not an unguided process. Pedagogy.
Rapid Problem Solving with Post-It Notes
Rapid Problem-Solving with Post-it Notes shows you how to use six types of techniques: The Post-up-Provides methods for getting information into chunks. The Swap Sort-Shows listing and organization methods. The Top-down Tree-Works when the nature of the problem is unknown. The Information Map-Maps messy problems and complex relationships.
Developing Self-Reliant Problem Solving Capability
The rapid problem-solving method offers a structured approach to addressing challenges quickly and effectively. With its focus on concern, containment, cause, countermeasure, and check, this method provides a simple yet powerful framework for problem solving at all levels of the organization. ... Mastering problem-solving skills requires a ...
Operations-based Exercises
Full-Scale Exercise (FSE)-Full-scale exercises (FSE) are high stress multi-agency, multi-jurisdictional activities designed to test coordinated responses and rapid problem solving skills. These are the most complex, resource-intensive, and possible expensive exercises.

Do you have a Problem that Needs Solving Quickly?

The Rapid Problem-Solving Process:

The Scenario

1. Define the Problem & Investigate:

2. Brainstorm Potential Causes:

4. Root Cause Anaylsis

4. Identify Solutions & Assign Countermeasures

Levels of Counter Measures:

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Privacy Overview

Key Business Challenges and Project Objectives:

CLS Approach and Changes Implemented:

Results / Outcomes:

35 problem-solving techniques and methods for solving complex problems

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How do you identify problems?

Complete problem-solving methods

Problem-solving warm-up activities

Tips for more effective problem solving

Clearly define the problem

Don’t jump to conclusions

Try different approaches

Don’t take it personally

Get the right people in the room

Document everything

Bring a facilitator

Develop your problem-solving skills

Design a great agenda

1. Six Thinking Hats

2. Lightning Decision Jam

3. Problem Definition Process

4. The 5 Whys

5. World Cafe

6. Discovery & Action Dialogue (DAD)

7. Design Sprint 2.0

8. Open space technology

Techniques to identify and analyze problems

10. The Creativity Dice

11. Fishbone Analysis

12. Problem Tree

13. SWOT Analysis

14. Agreement-Certainty Matrix

16. Speed Boat

17. The Journalistic Six

18. LEGO Challenge

19. What, So What, Now What?

20. Journalists

Problem-solving techniques for developing solutions

21. Mindspin

22. Improved Solutions

23. Four Step Sketch

24. 15% Solutions

25. How-Now-Wow Matrix

26. Impact and Effort Matrix

27. Dotmocracy

28. Check-in / Check-out

29. Doodling Together

30. Show and Tell

31. Constellations

32. Draw a Tree

How do I conclude a problem-solving process?

33. One Breath Feedback

34. Who What When Matrix

35. Response cards

Save time and effort discovering the right solutions

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A guide to problem-solving techniques, steps, and skills

The 7 steps to problem-solving

1. Define the problem

2. Disaggregate

3. Prioritize problem branches

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4. Create an analysis plan

5. Conduct analysis

6. Synthesis

7. Communication