Human beings are problem-solvers. But we are also social beings and tend to be conflict-averse and this may cause ineffectiveness in the workplace when it comes to solving a problem. Here are the 5 steps that you need to take in problem-solving in the workplace:
Step 1: Define the Problem
The first step you need to take in effective problem-solving in the workplace, is to define the problem clearly. You need to work out what the problem is exactly: pinpoint it and eliminate issues which may be redundant. Ask yourself when the problem started and how long the problem has been going on. Check whether there is sufficient data to contain the problem early on in this process. If there is, contain it without delay. If there isn’t, get all the data you need to define the problem clearly. Also look at the problem in terms of priority listing: is it a high-priority problem that may have serious repercussions for the business? If so, you may need a more intense effort in resolving it.
Step 2: Identify the underlying issues
Start breaking down the problem into subcomponents. For example, your profit problem breaks down into revenue issues and cost issues. The revenue side breaks down further into price and volume issues. On the other side, you’ve got fixed-cost, variable-cost, and semi-variable-cost issues. As you break the problem down and identify all the possible issues, your odds of finding the true root cause skyrocket. This process also lends structure to your problem solving so you can be deliberate in your investigation and analysis.
Step 3: List and evaluate all possible solutions
Once you have defined the problem and all the underlying issues, you can start the process of coming to a solution. This is the time to do some serious brainstorming. There may be lots of room for creativity. Make a comprehensive list from all the input from a brainstorming session. Only once you have the full list can you start with the process of evaluating them. Look at each possible solution and document what its pluses and minuses are. Establish criteria for selecting a solution from the list.
Step 4: Develop the action plan
Once you have evaluated all the possible solutions, you can select one and then develop a plan on how you will implement this solution. This will include your timeline and how you will gain approval and support to implement. It will also include a list of actions required to address the root cause of the problem and prevent it from reoccurring. Assign an owner and timeline to each action point.
Step 5: Execute the action plan
Once you have made the decision about the best solution to your problem, it is time to take action. Recognize that implementation may not go smoothly, especially if the solution depends on the cooperation of other people. Virtually every decision requires a change in the status quo and, as Niccolo Machiavelli wrote in 1532, there is “nothing more difficult to take in hand, more perilous to conduct, or more uncertain in its success, than to take the lead in the introduction of a new order of things.” The tendency of people to resist change is so prevalent that change management consultants regularly earn six- and seven-figure annual incomes.
If you take these steps in problem-solving in the workplace, you work according to a plan and small problems don’t become big ones.
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