TND Leadership Training

PROBLEM SOLVING

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Date:-
 INDEX

 Introduction – Problem Solving

 Importance

 Steps in Problem Solving

 Effective Ways / Tools to Solve problem for a Team Leader

 Conclusion

 Q&A

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Introduction:-

What is problem Solving:-

Problem-solving is the process of finding solutions to meet a goal by overcoming obstacles. It
involves identifying problems and taking time developing and implementing solutions to them. In
the workplace, this means dealing with issues such as project deadlines, changing variables and
other business-related topics that can affect the performance and health of your organisation.

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Importance:-

In leadership, problem-solving is about reducing risk and pushing your team to meet
organisational outcomes. When things go wrong, it’s up to leaders to fix them and be strategic
about it.

This means ensuring the solution leads to long-lasting change in the workplace. Adjusting
processes so that you won’t fall into the same trap next time, facilitating the development of
problem-solving skills in team members, or setting up a clear foundational strategy to use as a
basis for problem-solving activities in the future. It’s all about minimising the impact a future
problem will have on the business, thereby making the problem-solving process more efficient.

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Steps in Problem solving Process:-

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Steps in Problem solving Process:-

Step 1: Identify and Define the problem:-

Step One is about diagnosing the problem – the context, background and symptoms of the issue.
Once the group has a clear grasp of what the problem is, they investigate the wider symptoms to
discover the implications of the problem, who it affects, and how urgent/important it is to resolve
the symptoms. .

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Steps in Problem solving Process:-

Step 1: Identify and define the problem:-

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Steps in Problem solving Process:-

Step 1: Identify and Define the problem:-

At this stage groups use techniques such as:

• Brainstorming

• Interviewing

• Questionnaires A

s this step continues, the PS group will constantly revise the definition of the problem. As more
symptoms are found, it clarifies what the real problem is. .

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Steps in Problem solving Process:-

Step 2 - Determine the Root Cause(s) of the Problem :-

Once all the symptoms are found and the problem diagnosed and an initial definition agreed, the
PS group begins to explore what has caused the problem. In this step the problem solving team
will use tools such as:

• Fishbone diagrams

• Pareto analysis

• Affinity diagrams

These techniques help collate the information in a structured way, and focus in on the underlying
causes of the problem. This is called the root cause.

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Steps in Problem solving Process:-

Step 2 - Determine the Root Cause(s) of the Problem :-

At this stage, the group may return to step one to revise the definition of the problem.

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Steps in Problem solving Process:-

Step 3: Develop Alternative Solutions :-

Analytical, creative problem solving is about creating a variety of solutions, not just one. Often the
most obvious answer is not the most effective solution to the problem. The PS group focuses on:

• Finding as many solutions to the problem, no matter how outlandish they may seem.

• Looking at how each solution relates to the root cause and symptoms of the problem.

• Deciding if different solutions can be merged to give a better answer to the problem.

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Steps in Problem solving Process:-

Step 3: Develop Alternative Solutions :-

At this stage it is not about finding one solution, but eliminating the options that will prove less
effective at dealing with both the symptoms and the root cause.
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Steps in Problem solving Process:-

Step Four - Select a Solution :

In the fourth step, groups evaluate all the selected, potential solutions, and narrow it down to one.
This step applies two key questions.

1. Which solution is most feasible?

2. Which solution is favoured by those who will implement and use it?

Feasibility is ascertained by deciding if a solution:

• Can be implemented within an acceptable timeframe?

• Is cost effective, reliable and realistic?

• Will make resource usage more effective?

• Can adapt to conditions as they evolve and change?

• Its risks are manageable?

• Will benefit the organization/ Which solution is favoured?

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Steps in Problem solving Process:-

Step Four - Select a Solution :

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Steps in Problem solving Process:-

Step Four - Select a Solution :

Acceptance by the people who will use and implement the solution is key to success.

This is where the previous steps come into play. To users and implementers, a solution may seem
too radical, complex or unrealistic. The previous two steps help justify the choices made by the
PS group, and offer a series of different, viable solutions for users and implementers to discuss
and select from.

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Steps in Problem solving Process:-

Step 5 - Implement the Solution :

Once the solution has been chosen, initial project planning begins and establishes:

• The project manager.

• Who else needs to be involved to implement the solution.

• When the project will start.

• The key milestones

• What actions need to be taken before implementing the solution

• What actions need to be taken during the implementing the solution

• Why are these actions necessary?

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Steps in Problem solving Process:-

Step 5 - Implement the Solution :

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Steps in Problem solving Process:-

Step 5 - Implement the Solution :

The group may use tools, such as

• Gantt chart,

• timeline or log frame.

Between Steps Five and during Step Six the operational/technical implementation of the chosen
solution takes place.

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Steps in Problem solving Process:-

Step Six: Evaluate the Outcome :-

The project implementation now needs to be monitored by the group to ensure their
recommendations are followed. Monitoring includes checking:

• Milestones are met •

Costs are contained

• Necessary work is completed

Many working groups skip Step Six as they believe that the project itself will cover the issues
above, but this often results in the desired outcome not being achieved.

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Steps in Problem solving Process:-

Step Six: Evaluate the Outcome :-

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Steps in Problem solving Process:-

Step Six: Evaluate the Outcome :-

Effective groups designate feedback mechanisms to detect if the project is going off course. They
also ensure the project is not introducing new problems. This step relies on:

• The collection of data

• Accurate, defined reporting mechanisms

• Regular updates from the Project Manager

• Challenging progress and actions when necessary

In Step Six, as the results of the project emerge, evaluation helps the group decide if they need to
return to a previous step or continue with the implementation. Once the solution goes live, the PS
group should continue to monitor the solutions progress, and be prepared to re-initiate the Six
Step process when it is required.

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Steps in Problem solving Process:-

Step Six: Evaluate the Outcome :-

Overall, the Six Step method is a simple and reliable way to solve a problem. Using a creative,
analytical approach to problem solving is an intuitive and reliable process.

It helps keep groups on track, and enables a thorough investigation of the problem and solution
search. It involves implementers and users, and finds a justifiable, monitorable solution based on
data.

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Effective Ways / Tools to Solve problem for a Team Leader

Great leaders should be great problem solvers. They have good problem-solving skills with the
right tools and focus to guide their teams through problems to specific solutions.

There are four effective problem-solving techniques leaders use to solve problems:

• Transparent communication

• Maintaining open-mindedness

• Refrain from the blame-game

• Connecting the dots.

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Effective Ways / Tools to Solve problem for a Team Leader

Maintain transparent communication:

Problem solving works best when people feel comfortable sharing their opinions and feedback.
Fact-finding is essential to understanding complex problems and solving them. When you don’t
have effective and transparent communication across your organisation you develop silos, and
silos breed more issues that need fixing.

Transparent communication isn’t just about being able to share ideas with direct managers and
vice versa. It’s about breaking down the boundaries within an organisation that create silos,
allowing the flow of information. This way, employees will be able to roam freely and share
creative thinking with a wider range of people across the business.

Without open channels of communication, your siloed teams will become inefficient and less
productive due to the lack of collaboration and shared knowledge and procedures.

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Effective Ways / Tools to Solve problem for a Team Leader

Encourage open-mindedness:

There will always be people who make it difficult to solve problems in the workplace. The best
course of action is to search for the people within teams who lift others up and look beyond the
most obvious details and facts on a daily basis. These are defining characteristics of problem
solvers.

A person who has these characteristics is innovative and shows initiative when it comes to solving
problems. They take risks and use problem solving failures as learning opportunities and
resources for growth. You should nurture this open-mindedness and treat failure as a tool to learn
from to become stronger at problem solving.

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Effective Ways / Tools to Solve problem for a Team Leader

Stop the blame-game:

A team needs to work together, and there’s no better way to teach that than to lead by example.
Problem solving is ineffective when everyone is pointing fingers at each other for every little
problem that comes to light.

Of course, you need to identify the cause of a problem if you want it to be solved, but that’s not
the same as placing blame. Instead, work towards defining a solution to solve the problem (as
well as ensuring history won’t repeat itself).

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Effective Ways / Tools to Solve problem for a Team Leader

Connect the dots:

Solving a problem is one thing, but creating widespread change that sticks is another. If you work
to tackle problems without defining problem-solving strategies first, you’ll essentially be starting
the process from scratch every time. But, with a foundational strategy in place you can streamline
the journey to a solution.

Having a strategy gives you the benefits of knowing which tools and resources to bring in to find
answers and when. This could be anything from which people to involve, budgeting and pre-
existing knowledge and expertise. A problem-solving leader should be able to utilise strategies
while also leading long-term change to prevent the same problem from recurring over and over
again

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Conclusion:-

Problem solving is an essential element of leadership, team work, workplace culture and overall
business health, allowing the organisation to run smoothly and meet its desired business outcomes.
By possessing and encouraging problem solving techniques in team members, they will work
efficiently together to evaluate alternative solutions and define lasting change that benefits the whole
organisation..

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Q&A

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Thank You

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