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PROBLEM SOLVING
The approach to problem solving is dependent upon the nature
of the problem and those involved. Problems can be caused by a
variety of things – both negative and positive. For example:
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You feel stressed - stress is always the result when problems
are dealt with badly. But problems do not always result in
stress. Perhaps you have invented problems that may occur or
cannot make a decision about something.
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The interesting thing is that problems aren’t always
negative. For example, you are invited on a cruise and you feel
excited. The problems here are enjoyable – organising
passports, time off work, what clothes to wear.
How do you know
when you have a problem?
Well here are some
basic guidelines to problem solving and decision making:
1
Identifying the problem is the first step. Ask the following
problems.
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What can you
see that causes you to think there is a problem?
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Where is it
happening?
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How is it
happening?
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When is it
happening?
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With whom is it
happening?
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Why is it
happening?
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Get the
description of the problem down on paper.
Now if the problem
seems a complex one – break it down into workable sections. Discuss
it with another individual to verify your understanding of the
problem, work out whether the problem can be classified as
important, urgent or otherwise and then prioritise your steps.
It is also
important to understand your role in the problem. Your role has a
bearing on how you perceive the roles of others. If you are
stressed you make the assumption that others are too and blame and
reprimand others prematurely. You may ignore others’ accountability
for the problem if you are feeling guilty about your role in causing
the situation.
2. Look
at potential causes of the problem.
Discuss with others
who are aware of the problem and obtain their feedback on how they
think it occurred. Once you have established everyone’s viewpoint
then put everyone’s thoughts down in writing clearly defining what
is happening, where, when, how, with whom and why.
3.
Identify alternative approaches to solve the problem
Get together with
others and brainstorm possible solutions. Brainstorming is a
collection of ideas which are then assessed and the best idea
implemented.
4.
Select an approach.
When selecting the
best approach to adopt to solve a problem you need to bear in mind
several things, namely:
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Will the
approach provide a long term solution?
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Is it a
realistic option?
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Can I adopt it
now?
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Are the
resources available to adopt it?
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Is it an
affordable option?
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Is there time
enough to implement it?
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What risk
factors are there associated with the option?
5.
Create an Action Plan.
Here you need to consider what the end result will be when
the problem is solved. Ask yourself:
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What steps do I
need to implement?
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How will I know
if all steps are implemented according to the Action Plan?
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What resources
will I need in terms of money, people, facilities?
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What time frame
will I need to implement the plan? Here write a schedule with
start and completion times.
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Who is
responsible for each step?
Ensure that all parties are clear on all aspects of the
Action Plan.
6,
Monitor the progress of the Action Plan.
It is important that you monitor the Action Plan checking to
see whether each step of the plan is being undertaken successfully,
whether the plan can be completed on schedule and, if the plan is
not being followed, is it realistic, are their sufficient resources
available to execute it and does the plan need to be changed.
7.
Verify if the problem has been solved.
At the completion of all steps check to see whether you have
achieved the desired outcome. If the problem is within a business
environment, probably one of the best ways to establish whether the
situation has been resolved is to resume normal operations. Any
problems will soon come to light. Whether the problem is within our
personal or business lives, you need at this stage to consider how
best to avoid a similar problem occurring in the future and what has
been learned from the experience.
Remember:
What is a problem
for one person may not be for another. Always try to look at the
positive and not the negative of any problem encountered and that
will make it easier to solve. |
