Problem-Solving Strategies

Problems are an inevitable part of life. From minor mishaps to major catastrophes, you’re sure to encounter a wide variety of obstacles, challenges, and downright annoyances.

Completely preventing problems is a futile effort, as they’ll likely occur in practically every avenue of life. Fortunately, even though you can’t stop problems from happening, you can implement strategies to help minimize and control them.

Today, we’re taking a closer look at problem-solving strategies. These techniques provide a framework for dealing with problems of practically any size and type.

What Are Problems?

Before we can implement problem-solving strategies, we first must define what problems are and how they occur. Generally, problems are any situation that presents uncertainty or difficulty in achieving a goal.

Large or small, all problems consist of the following two key elements:

• Objective
• Obstacle

A problem develops when an obstacle prevents the accomplishment of an objective. The degree of severity is often irrelevant. An issue doesn’t have to be life-threatening to be a problem. Even minor issues, involving low stakes, qualify as problems.

Even though problems often feel incredibly personal and specific, they can be grouped into major categories:

• Finances
• Career
• Relationships
• Health

Practically everyone experiences money problems at some point in their life. You might not earn enough for everyday expenses. You might face an unexpected bill that you’ll struggle to pay. Financial insecurity is a problem affecting four out of every five Americans.

Whether you love or loathe your career, you’ll likely experience some problems related to your job. Common work-related problems include job loss, lack of career direction, lack of advancement, and boredom.

Relationships are another source of problems for most people. At some point in your life, you’ll likely encounter difficulties dealing with a significant other, family member, friend, co-worker, or acquaintance.

An Overview to Problem Solving

Although it can seem like every aspect of life is plagued with problems, that’s not necessarily the case. Many problems, even seemingly-insurmountable ones, have solutions. The secret to managing and overcoming problems is the implementation of problem-solving strategies.

Basic problem solving involves five steps:

• Define the Problem
• Collect Information
• Brainstorm Potential Solutions
• Evaluate and Select a Solution
• Implement the Solution and Assess Its Effectiveness

Each step plays an important role. Although the process might sound complicated at first, you’ll likely find that it’s fairly natural. Let’s take a closer look at each step:

Define the Problem

The first step to solving a problem is correctly defining it. After all, if you can’t identify the problem, you won’t develop the correct solutions.

Some problems are easy to identify. For example, you might want to quit smoking, locate a lost pet, or otherwise accomplish a fairly obvious, straightforward goal.

Other problems aren’t so obvious. It’s important to differentiate between a problem and a need. Confusing the two is a common issue.

Here’s an example:

The leader of an organization tells his team that “We need a new IT manager.” Emails are frequently lost, access to the internet is inconsistent, and other internal technical problems frequently plague the organization.

So, what’s the problem in this situation? Surprisingly, the problem is not the lack of an IT manager. Instead, the problem is the on-going technical issues.

A new IT manager is just one possible solution. Other potential solutions include improving the hardware at the office, changing internet service providers, or retraining the current IT team.

If you identify the problem as a lack of an IT manager, you narrow your potential solutions significantly. Specifically, you’ll only focus on finding and hiring new personnel.

However, if you correctly identify that the problem is an on-going technical issue, you open up the range of potential solutions significantly.

Don’t let the solution obscure the need. Take the time to identify the problem properly. Correctly defining the need is the only way to devise workable solutions.

Collect Information

After identifying the problem, the next step is to gather up all the information possible. After all, knowledge is power. Having a wealth of information at your disposal is a valuable tool when developing solutions.

The information needed depends on the specific problem. However, there are a few general questions that apply to most situations which can help guide you:

• Is the problem thoroughly defined?
• Does a solution for this type of problem already exist?
• Does a new solution need to be created, or do existing processes need refinement?
• What restrictions do any potential solutions have?

Make sure you’ve created a complete framework before you investigate potential solutions. If you don’t establish the proper parameters, it’s easy to lose focus and develop solutions for a problem that doesn’t exist.

Brainstorm Potential Solutions

After defining the problem and researching as much as possible about the situation, you’re ready to brainstorm potential solutions.

There are no wrong answers at this stage. Generate as many ideas as possible. Not every idea you think of will be workable or even possible. That’s okay. Your goal is to enable the creative process.

Brainstorming can be done by yourself or in a group. Leadership organization ASQ recommends breaking down the brainstorming process into five sections:

1. Establish the ground rules, either for the group or yourself. The first, most important rule is that no criticism or evaluation of any ideas is allowed during the brainstorming session. You’re creating and recording ideas. Sorting through those ideas, and assessing their quality, is done later.
2. Next, establish the problem you’re trying to solve. During the relatively freewheeling nature of a brainstorming session, it’s easy to get off track. Often, it helps to write down the problem somewhere that the group can see.
3. Before you begin, sit quietly to collect your thoughts. Empty your mind as much as possible. It’s an effective way to help new ideas develop.
4. Start brainstorming. If you’re alone, write down your ideas as fast as you can. Remember, you’re not evaluating your ideas at this time, simply recording them.

If you’re conducting a group brainstorming session, encourage people to call out their ideas. Ideally, you should write down the ideas where everyone can see them, such as on a whiteboard at the front of the room.

One major advantage of working with a group is that people often generate good ideas by piggybacking on the ideas of others. Encourage your group to combine, modify, and expand on the ideas presented.

Continue the brainstorming session until nobody has ideas left to contribute. Often, it’s helpful to set a time limit of 20 or 30 minutes. Time constraints add an element of pressure that often sparks creative thinking.

Evaluate and Select a Solution

Once you’ve generated a fair amount of potential solutions, the next step is sorting through them and selecting the best one to implement.

Fortunately, many problems in life are open-ended. Instead of one potential solution, several solutions will work. Don’t worry about finding a single correct answer. Instead, focus on finding a solution that works for your specific needs.

When sorting through potential solutions, ask the following questions:

• Will the proposed solution create new problems?
• What difficulties will you encounter implementing the solution?
• Is everyone involved in the potential solution on-board with the idea?
• Does the solution fit within any existing organizational parameters?

Before selecting a solution, you want a clear idea of what result you want to achieve. Create a “perfect world” scenario. Your idea likely won’t be perfect – solutions rarely are – but you want to choose a solution as close to ideal as possible.

Although you should never discount gut instinct, you’ll often select the best solution using a formal decision-making process. Two effective options include:

• Comparative Analysis
• Decision Matrix

Comparative Analysis

Although it’s primarily known as a financial tool, a comparative analysis is useful in almost any type of decision making. As the name implies, a comparative analysis is when you determine the differences and similarities between two solutions.

It allows you to spot important differences between two similar ideas. Also, it helps you find similarities between two solutions that might seem quite different from each other.

A comparative analysis involves three components:

• A frame of reference to establish measurement criteria
• Grounds for comparison, which are reasons why you selected these two particular items to compare
• A summary argument as to why one solution is superior to the other

It often helps to write down your thoughts during each step of the analysis. When done correctly, the process introduces clarity about the pros and cons of each idea.

Decision Matrix

A decision matrix is a helpful tool used to compare several different solutions. You create a chart with rows and columns to compare different criteria. It’s often an effective way to compare solutions that have a variety of complicated variables.

Generally, a decision matrix works best when you need to compare between three and eight variables. You can compare two, three, or more solutions at once. By charting the variables, you can create a handy visual reference to help make a decision.

Implement the Solution and Test the Results

You’re now ready to put your solution into action. The specifics will vary based on the situation. Generally, simple solutions are easier to measure than complex ones.

When implementing a complex solution to a large problem, assessing its effectiveness isn’t always easy. You’ll likely need to involve a few fairly detailed processes including:

• Prototyping
• Feasibility Studies
• Design Documentation
• Testing

Many organizations want to skip directly towards implementing the solution. But if the solution is complicated and costly, you should first conduct a feasibility study. It takes a look at all the factors which influence a proposed project’s success, including:

• Economic
• Legal
• Technical
• Scheduling

Conducting a feasibility study takes time and money. However, it’s often more cost-effective to have a study than not. A feasibility study helps you predict and avoid any problems with implementing your solution, ideally saving you time and money in the long run.

No matter what solution you’re implementing, testing its effectiveness boils down to two basic questions:

• What’s the ideal solution?
• What’s actually happening?

You then measure the difference. Ideally, you’ll have a quantifiable metric to assess, such as a growth percentage, dollar amount, time, or something else concrete.

Additional Problem Solving Strategies

While brainstorming is one of the most popular and effective ways to develop solutions, it’s not the only option. The Khan Academy has identified other effective ways to generate solutions:

• Trial and Error
• Algorithm
• Heuristic

Trial and Error

Trial and error is often a fast way to fix a physical issue. For example, it’s useful when your home internet goes out. You can try resetting the router. If that doesn’t work, you can restart your computer. If you still can’t get online, you can call your ISP.

The key to trial-and-order problem solving is staying organized. You must systematically consider all possible solutions. On the downside, trial and error is often a slow process.

Algorithm

An algorithm is a set of instructions designed to accomplish a task. It’s used to produce consistent results. For example, internet search engines use an algorithm to rank sites in the list of search results. Although a search engine algorithm is complicated, it follows the same specific order of operations each time.

Heuristic

A heuristic is a looser method of solving a problem. It produces fast, workable solutions, even if they’re not the ideal. For example, one common heuristic technique is working backward. You know the solution you want, so you reverse engineer a strategy to get there.

While working backward typically doesn’t involve an in-depth understanding of the issue, it’s often enough to solve the issue temporarily. Heuristic problem solving isn’t about finding the perfect solution. Instead, it’s useful in situations where:

• You need to make a decision quickly
• You have limited information about a situation
• The decision isn’t important

You use heuristic strategies all the time, likely without even realizing it. For example, any time you plan a route to get somewhere at a specific time, you’re planning using heuristics. You identify the destination, estimate traffic or travel times, and then work backward to determine when you should leave your current location.

Psychological Tips to Help Solve Stressful Problems

Some problems are simple and have low stakes. For example, “What am I going to eat for lunch today?” is rarely an anxiety-inducing situation. However, other problems are far more serious. Imagine the following scenarios:

• You have a job offer from a company in another state. Do you uproot your current life and move?
• You have a health challenge with several treatment options. Which one should you choose?
• You and your significant other have relationship problems. How can your relationship improve?

It’s one thing to help develop a solution to a problem at work, especially if the outcome doesn’t affect you personally. Following problem-solving strategies and remaining clear-headed is usually no problem. However, when the problem could alter the course of your life, it’s easy to become distracted and emotional.

If you’re frightened or anxious, it’s easy to make bad decisions. You might misidentify the problem, not gather up enough information, brainstorm ineffectively, or otherwise rush to a decision.

When confronted with a stressful, personal decision, you still want to follow the five-step process outlined above. But you want to augment those strategies with these psychological tips for effective problem-solving. They help you remain focused so you can develop the most effective solution.

Get a Good Night’s Rest

Barring a true emergency, most problems will still be there in the morning. If you get bad news that doesn’t require an immediate response, try getting a good night’s sleep. Allow your mind and body to rest so you can approach the problem with renewed clarity.

A British sleep research study, along with many other studies, consistently show that REM sleep helps enhance creative problem-solving. As you sleep, your mind sorts your problem into manageable sections. Don’t be surprised if you wake up with a solution. At the very least, a good night’s rest helps you focus.

Divide the Problem into Small Sections

Have you heard the joke about how to eat an elephant? You do it one bite at a time. The same philosophy applies to a large problem.

Almost every problem has three stages:

• Beginning
• Middle
• End

Working in stages often has major psychological benefits. Instead of focusing on the final result, which often seems far away, you can focus on more manageable goals. Achieving these smaller goals often provides motivation to continue on with the project.

Also, breaking a problem down into smaller sections helps you create a detailed plan. You can estimate the amount of work required. Think of it as a road map.

Develop a Timeline

Once you understand what work is required to develop a solution, your next step is to estimate how long it’ll take. Develop a timeline for project completion. It’s often easier to stay motivated on a long project when you have an idea of when you’ll finish instead of feeling lost on a project that never seems to end.

Also, developing a timeline helps you prioritize each task. Whenever possible, you want to only work on one task at a time. Proper scheduling allows you to transition smoothly from task to task without stressing out about missing deadlines.

Enlist the Help of Others

Try not to tackle the major problems in life alone. It’s often helpful to reach out to friends, family, and loved ones. Ask for input and consider a variety of opinions. Even if you don’t get any ideas you can use, it’s reassuring to find support.

Treat Yourself with Kindness

You can only make the best decision based on the information you have at the time. If your solution turns out to fail, don’t be too hard on yourself. Reassess your situation and try again.

Also, try not to compare yourself to other people in similar situations. If someone else has an approach to a similar problem, you’re not doing anything wrong if you want to employ a different tactic. However, it can often be helpful to note what strategies have worked for others.

Finally, make sure to take breaks. Pace yourself. Try to make time each day to do something you enjoy and take your mind off the problem, even if only for a short while.

Common Mistakes Made During Problem Solving

Tackling a problem is often a stressful experience. It’s easy to become caught up in the emotional stress of the problem and make mistakes when implementing the solution.

Problem-solving experts Tracy and Ernie Richardson have identified common mistakes many people make when attempting to solve a problem. Learning about these mistakes helps you prevent making them yourself.

Lack of GEMBA

One of the most common mistakes people make is attempting to solve a problem without studying it directly. You’ll find this frequently happening in large organizations. Higher-ups develop a plan for a production problem but fail to check in with the workers who will implement the solution.

Use a technique called GEMBA. Originally created by Toyota Chairman Fujio Cho, it’s a management philosophy based on the phrase, “Go see, ask why, show respect.” Talk directly to the workers affected by the proposed change and get their input. Don’t make a decision in the office without understanding the conditions on the floor. There’s no substitute for first-hand knowledge.

Failure to Ask “Why”

When crafting a problem-solving solution, many people focus on results. Of course, you want to solve the problem. But a results-oriented approach is often a short-term fix.

The secret to creating a permanent solution to a problem, instead of a short-term fix, is to focus on the reason why the problem exists in the first place.

Always ask, “why.” Why is the problem occurring? Experts recommend asking why up to five times to explore each layer of a problem. Your goal is to find and then treat the root cause.

Not Taking a Proactive Approach

Many organizations approach problem-solving on an “as needed” basis. Problems are only dealt with once they appear. There’s no system in place to identify problems early on.

The better approach is to make problem-solving a continuous process. Dealing with small, minor issues when they first appear is often easier and less expensive than tackling big problems.

Follow the slogan Problem Solving-Everyday-Everybody. Encourage everybody on your team to not only identify on-going problems but also to look for potential problems that might develop in the future.

Bikeshedding

Also called “the law of triviality,” bikeshedding is a common issue often associated when groups of people work together to solve a problem.

The term originates from a case study involving a committee tasked with approving plans for a nuclear power plant. Out of their element and overwhelmed, the team ended up focusing on a variety of trivial details regarding a bike shed, completely ignoring larger issues involving the main power plant.

It’s easy for groups to lose focus of the main goal and instead solve smaller, trivial issues. After all, small issues, like building a bike shed, are typically easier to conceptualize than large tasks, like building a power plant. Make sure the problem you and your team are trying to solve isn’t so large it becomes overwhelming.

Mental Set

One common heuristic strategy is to implement a solution that has worked on a similar problem in the past. While repeating a successful solution is fast and effective, be careful you don’t become stuck in what’s called a “mental set.” That’s when you focus too much on existing strategies instead of considering new methods.

Keep your thinking flexible. Is the old way of doing things the best way, or is it just the familiar one? Don’t let your problem-solving strategy stagnate due to tradition or complacency.

The Three Keys to Successful Problem Solving

Successful problem-solving consists of three elements:

• Communication
• Creativity
• Decision Making

First, you must effectively communicate with your team or, if solving a problem on your own, with yourself. Clearly articulate the problem. Keep everyone else’s information as you work through creating and implementing a solution.

Next, embrace creative thinking. Even if a solution to your problem already exists, feel free to explore out-of-the-box thinking.

Finally, once you select a solution to implement, commit to it 100%. Don’t let perfect become the enemy of good.

Final Thoughts

Unfortunately, a problem-free life isn’t possible. From finance to careers to personal relationships and more, you’ll encounter problems large and small. However, it’s important to remember that no matter what problem you’re facing, solutions are available.

To review, you want to follow the five-step strategy to solve a problem:

• Identify the problem
• Research information about the problem
• Brainstorm and use other techniques to develop potential solutions
• Choose and implement the best solution
• Measure the results and refine your approach if necessary

It’s true what people say: Many problems are opportunities in disguise. Use the strategies and techniques described above to tackle problems and create inventive solutions to improve both your life and the lives of others.