8 Problem Solving Techniques
In this article we are going to learn about 8 steps of problem solving techniques, how we can solve complex problems in few steps and get straight to the root cause of the problem.
What is a problem?
Problem is an obstacle which makes it difficult to achieve a desired goal, objective or purpose. It is a deviation from standard. It is a situation, condition or issue that is yet unresolved.
What is problem solving?
Problem solving is a process of clarifying problem, breaking down problem into smaller portions or parts, setting the goal for the most impacted portion, analyzing the most impacted portion to identify its root cause, prioritizing and selecting the most possible root cause, mentioning the most possible solutions for the selected root cause, outlining exactly how the possible solutions will be implemented using 3Ws, monitoring the results and processes, standardizing and sharing success.
Why do we solve a problem?
Problem solving is very important as it helps us to solve problems, companies need people who are skilled enough to solve complex problems. It helps us to standardize the solutions we discovered to be used in future for the same problem encountered therefore, it saves time.
What is an analysis?
It is a detailed study of a problem to learn about its parts in order to understand what they do and how they are related to each other.
Why do we analyze a problem?
Analyzing a problem is very important because it helps us to identify the most possible root causes of the problem and which root cause needs to be tackled first. It helps us to have better understanding of the problem and identify the portions that are most affected.
How do we solve a problem?
Problem solvers can use different methods of problem solving but we are going to focus on the 8 steps of problem solving techniques which are Clarify a problem, Breakdown the problem, Set the target or goal, Analyze the root cause, Develop countermeasures, Implement the countermeasures, Monitor the results and process, Standardize and share success.
Step 1 - Clarify the problem
- Give the date that the problem started.
- Quantify the problem, give the numbers to know how much the problem is.
- You can use a graph to quantify your problem.
Step 2 - Breakdown the problem
- Breakdown the problem into portions or parts, into smaller pieces so that you can select the most impacted portion.
- Use a graph to breakdown your problem into smaller portions.
Step 3 - Set the target/goal
- Select the most impacted or fatal portion from step 2 as we cannot solve a big problem at once.
- State the date the goal should be achieved. (How long it will take to solve the problem).
- Set the date in future not present date.
- You can use a graph to show how much your selected portion will be solved.
Step 4 - Analyze the root cause
- The most recommended tool to analyze a problem is fishbone analysis because it gives more possible root causes of the problem.
- Analyze the portion you selected on step 3 to get clear picture of its root causes.
- Use the 6 Ms of the fishbone.
- Use brainstorming to mention all root causes and select the most fatal root cause.
6 Ms
- Man - mention all causes that are caused by us as people.
- Method - mention all causes that are caused by method like incorrect method.
- Machine - mention all causes that are caused by machine like wrong machine settings or machine failure.
- Material - mention all causes that are caused by material like wrong materials used.
- Measurement - mention all causes that are caused by measurement like wrong measurements or counting.
- Mother nature - mention all causes that are caused by environment like weather conditions.
What is Brainstorming?
Brainstorming is a group activity where each participant shares their ideas as soon as they come to mind. It is the method of generating ideas for problem solving. Brainstorming is an effective method for developing solutions to be challenges your team faces at work. So, allow everyone to come up with what they think is the root cause and everyone's idea is important.
Step 5 - Develop countermeasures
- List all the possible solutions for the selected root cause from step 4.
- Use brainstorming to list all the possible solutions.
Step 6 - Implement the countermeasures
- Explain how you are going to use all suggested possible solutions from step 5 to solve the problem or the selected fatal root cause from step 4.
- Use 3Ws.
3Ws
- What? - What is going to be done to solve the problem?
- Who? - Who is responsible?
- When? - When the solution will be implemented or done?
Step 7 - Monitor the results and process
- Use a checklist to list and check the possible solutions and tell if they have been implemented or not.
- Use YES and NO for the progress or status.
- Use a graph or bar chart to show how much the problem is solved, is the problem on the same level or there are some changes after implementing the possible solutions?
Step 8 - Standardize and share success
- Standardize the solution that solved the problem by writing or noting it down in organization's documents for future use.
- This solution will be used in future if the same problem is encountered.
- This solution is taken as the standard solution of the same problem.
- If the solution did not solve the problem you should start the problem solving process again until the problem is solved using PDCA.
PDCA
- P - Plan
- D - Do
- C - Check
- A - Act
NB On step 4
- Use 5 whys on the selected possible fatal root cause to analyze it into details to dig down to the exact root cause.
- Use pareto analysis if you have data to analyze the root cause and select or identify the most fatal root cause by higher number.