January 25, 2010
When solving problems it is also tempting to jump to cause without analyzing the problem. Here is an article by William A. Salmon to help you to analyze problems and solve them:
When you are reacting to a problem that already exists, first ask yourself the following questions to help you determine the best approach to take:
1. What will your role be in the problem solving process? Will you make the final decision or contribute input to others who will? Do you need or want to involve your employees in the process?
2. How urgent is the problem? How much time do you have to solve it? How much time do you have to work on a solution?
3. How much money or other resources can you afford to spend on a solution? What are your budget constraints or financial restrictions?
4. How will you evaluate the quality of possible solutions? What information do you need to help you establish criteria and give them an accurate weighting or significance?
5. Do you want to involve others in the problem-solving process? Consider whether you want your manager, coworkers, employees or customers to participate in the process, take accountability for the problem and share ownership of the solution. Once you have answered these questions and weighed all the factors affecting how you plan to proceed, take the following action steps to analyze the problem and develop a well-informed solution:
STEP #1: State the problem as specifically as possible. Ask yourself questions like: What has gone wrong? How serious is it? When and where did the problem begin? Be as exact and precise as you can so that others have a clear understanding of the nature, scope and significance of the problem.
STEP #2: Determine the overall kind of information you need to define the real problem. Identify the most obvious and important symptoms, causes and effects of the problem you are trying to solve. Select the best way to collect the information you need to proceed. Some popular data collection methods include survey questionnaires, one-on-one interviews, work sampling, time-and-motion studies, check sheets, observations and focus groups.
STEP #3: Collect the data you need. Discuss and document individual views, proven facts and relevant symptoms until everyone involved agrees that there is a problem. Determine possible causes by looking for changes. Determine what factors are different now from the way things were before the problem occurred.
STEP #4: Analyze the data for patterns or trends. Examine each possible cause independently and pick those that are most likely to be responsible for the current situation.
STEP #5: Document your analysis in an understandable form and present it to those involved or to those in a position to help solve the problem. Discuss your conclusions and any implications.
STEP #6: Identify ways to deal with the major causes of the problem or to minimize the effects the problem is creating.
STEP #7: Develop a specific action plan with clear deadlines and responsibilities.
STEP #8: Test and monitor the action plan. If it seems effective, implement the plan. If it needs adjustment, revise the plan and then implement it.