If you read nothing else, please follow these four steps:

1. Write down what you believe you are solving
2. Talk with the people nearest the work
3. Write down what you will measure to test if your solution is working
4. Test your solution with a small test batch or test area before rolling it out in a large scale
5. Talk with everyone in advance. Everyone.

If you just take the time to work through those steps before jumping into a solution you are doing better than half of the people. In whatever aspect of our careers, if not our lives, we are faced with different kinds of problems. Problems are meant to be solved. The ability to understand the larger picture, identify the problem, work through different solutions, and find the best path is what separates the good from the great. Problem solving and decision-making are intimately entangled and should be considered together.

Problem solving is the practice of defining, determining the root cause, identifying solutions, prioritizing the steps, selecting alternatives, and implementing a solution. It is okay to feel stress and pressure. Nevertheless, never let pressure make the decision for you – when you feel stressed out step away from your work. Relax, it has been said that every problem is a hidden opportunity; “When life throws you lemons, make lemonade”. Or at least throw them back!

You may not think of yourself as a problem solver but every one of us is. The real question is, how strong are your problem solving skills? If you have strong problem solving skills, you have an edge over other leaders. Solving problems is what leaders do every day and is one of the key skills needed for advancement. Lucky for all of us that problem solving is a skill that you can develop and improve upon.

Problem Solving

So how should you properly solve a problem? You will develop your own style and methodology over time. Nevertheless, here are some steps that you can take in order to get started on the right track. Enjoy!

1.  Define victory. What is the outcome you are trying to achieve – do not focus on the first problem you see. The first problem you see might just be a byproduct of a deeper issue. Your first step needs to be defining the outcome you are seeking. Only after you determine where you want to reach you can ask, “How can I get to there?” At this step, you should be able to write down your definition of victory in a single sentence. If you cannot articulate what you want to achieve in a single sentence you do not understand the situation well enough.
2. Measure it! Is there a metric that can accurately define what the “victory” looks like? This can help track the progress towards the goal and clearly define exactly how we will know we are getting “better”. It is much easier to have a goal of “I want to be more attractive by losing some weight”. The metric you use would be my weight in pounds.
3. Map it out! Can you draw out a simple flow chart or model that explains the process in simple terms? Often this is a vital first step. Drawing out how the system works often helps drive everyone to agreeing on the process that without drawing out might never be clearly defined? At least not fully understood in a common manner across the peer group.
4. Gather information. You should be well informed about the system and all the background information in order to reach the goal. Seek out the information from those nearest the work. Better to talk to the people on the shop floor then reading the design books. Both will provide you useful information – but always remember the solution lies nearest the work.
5. Understand Variation. Is there a backlog of data to consider? Does the parameter we are seeking to control or adjust have any obvious periodicity? Determine the natural variation and compare the normal distribution to the targets you are after. Will you be able to see the change you are hoping to reach?
6. List out the possible solutions or options; build a table with the pros and cons for each, cost, and complexity. Brainstorm out each solution with 2-3 people and capture all the advantages and pitfalls for each solution on one table.
7. Decide on a path. The best solutions are the easiest to implement and should have the least risk.
8. Vet out the solution with a small group that is nearest the work. They will have some ideas to be sure about what might work and what might not. Make sure they understand it is a pilot and a test. Moreover, that you are listening and working with them so that the solution can be their own.
9. Test out the solution on a smaller set – if you want to change the way something is done figure out a way to test it out on a small scale. Maybe try it at one work station, or for just one day,
10. Communicate. Messaging and training before making any change is crucial. Plan on having to communicate this four or five times more than you think is needed. Taking the time to go repeatedly this is worth the result. Be patient and explain it again.
11. Track Results. After a predetermined amount of time revisit the solution and the results – should the plan be adjusted? Make a point to check in every week, month, or whatever check back interval fits.
12. Study and learn all the steps to the PDCA cycle- you have completed them already in a casual way so it is time for you to learn the detailed methodology if you are up for it. Learn the basic one first and then you should learn the more advanced methods.

Improving Problem Solving Skills

Imagine how easier life will be if we are able to solve every single problem that comes our way easily. Lucky for all of us problem solving is a skill that can be learned, you can be coached, and you will become progressively better and better at it! First step is to recognize that you want to become better at this – got it. Next, you need to develop the right amount of confidence and you should start believing in yourself and trusting your judgment.

Here are other ways on how you can develop your problem solving skills:

1. Read. All you can about any subjects that interest you. Reading and learning about anything on a solid pace overtime will vastly improve your ability to solve problems, recognize patterns, and make connections that others will not.
2. Learn to simplify. When you write something go back later and cross out all the words you do not need. Remove all the big ones. Keep it simple.
3. Doodle. Learn to draw diagrams out to explain problems. This can be the easiest way to understand how the “system” you are examining actually works. When you draw it out you will see other streams or forces that you might have missed.
4. Find the underlying cause of your problem. Ignore other things that will only complicate the situation. Sometimes, the solutions are already in front of us but we are busy over analyzing that we overlook them.
5.  Play logic puzzles or games - This will allow your brain to enhance its strategic thinking capabilities. Strategizing is important in resolving a problem and by playing brain-boosting games; you can improve in that area.
6. Ask questions - You are not expected to know everything but asking will help you fill in the gaps. This will allow you to gather additional facts that will help you in coming up with a solution.
7. Play music - When you are pressured to solve a problem and you already feel so stressed out about it, you will likely fail to come up with a right solution. If you are feeling confused, take time to relax and listen to a music. It will give a positive impact on your psychological state that will free your brain of negative and unnecessary thoughts.

Analysis paralysis

Analysis paralysis is the trap of over-thinking a situation so that an action is never taken. Hence, the never ending “analysis the problem” time never ends in effect “paralyzing” the outcome. Often a decision is treated as overly complicated with too much detail so that a choice is never made and nothing is actually ever done. To avoid this trap try the following:

• Set a deadline to how long you are willing work on solving this problem.
• Having a “good enough” goal set.
• Approach problems with an iterative mindset - make it a little better now and a little better the next time rather than waiting for perfect.
• Start before you feel ready.

Decision Making             

Decision making and problem solving go hand in hand. Decision-making is an act of choosing between two or more options. It is an important step we take when we are solving a problem. Being impulsive in making decisions will take its toll on your relationships, your career, and your business. You need to analyze a situation thoroughly before you make a decision. A great leader should be a great decision maker. If you are trying to develop your problem solving skills, you should also develop your decision-making skills. While it is a simplification, decision-making is often the final step in the problem solving sequence. Often a team with gather facts and develop a series of possible paths with the positives and negatives of both defined and have the decision of the path to choose made by a senior manager. Whether or not the same individual does the problem solving and decision-making or if a team does one part, there is a distinction between the two processes.

Improve Decision Making Skills

Before you leap. Take the time to let the implications sink in – you can usually sleep on it or consult with a peer, or even a mentor. Avoid stressors. Stressors may affect the way we take on things. If we are stressed and pressured to make a decision, often times it leads to a poor one.

Be objective - Putting aside your own emotions and relying on facts will help you decide. Narrow down options. You may have many options initially and you need to trim it down so that you will not get more confused in choosing the right one. Weigh the pros and cons in all areas that you can think of – assemble these in a table where each “solution” is a column.

Before making a decision, think of the advantages and disadvantages of the possible result.

Ask for help. Sometimes if you are having trouble making a decision, it’s okay to get help from someone whom you know is an expert in the matter. They may have already experienced what you are going through so it will not hurt to trust their experience. Along the same lines, seek a challenge if you think you have it nailed down. Once you have assembled your “view of the situation”, go speak with someone who usually disagrees with you. Bouncing your ideas, or even your assumptions, off someone who works for you, or in general agrees with you is probably a waste of time. Seek out someone who you know who might disagree with your approach. Discuss it with them and inform yourself of a different view.

Key Takeaways:

• Decision making is an important part of the problem solving process
• Problems are meant to be solved
• Developing your problem solving skills will help you in your day to day life
• Being a great problem solver will help you in your career
• Sometimes, the solution to a problem is the most obvious one
• Take the steps to effectively solve a problem

 Discussion and Activity Questions

1. What is the most important decision you have made in your life and how did you go about coming up with that decision?

2. What is a decision a previous supervisor made that you felt was reached corretly.

3. Write an experience where you have faced a problem at work and how did you resolve it. What would you do differently?

Further Reading:

The Fifth Discipline by Peter Senge

Thinking, Fast and Slow by Daniel Kahneman

Blink: The Power of Thinking Without Thinking by Malcolm Gladwell

The Power of Habit by Charles Duhigg

Lean Thinking: Banish Waste and Create Wealth in Your Corporation by James P. Womack

Tim Crocker currently is employed by SASOL in Westlake, Louisiana as the Utilities and Infrastructure Production Manager. During his career, he has worked on infrastructure development at BASF, Biofuels development with British Petroleum, and utilities management at both Georgia Pacific and Domtar. His areas of expertise are process improvement Lean Management, steam and power systems, water treatment, and energy management. Tim received his Bachelors in Chemistry from the University of Portland along with a Major in Philosophy. Later he earned his Masters from the Institute of Paper Science in Atlanta, GA. Tim is an active blogger and speaker. Tim lives in the Moss Bluff community with his wife, Cathy, and daughter, Yuri. They enjoy gardening, amateur astronomy, cooking, and model rocketry.