As an industrial engineer who became a lean management expert, I’ve seen many problems in manufacturing and other industries. Problem-solving techniques are one of the most valuable skills you can use to optimize processes and solve problems.
These techniques help you uncover root causes, think of creative solutions, and make effective changes. So let’s discuss how you can use these problem-solving techniques to rethink how you address challenges.
Understanding Problem-Solving Techniques
Problem solving methodologies are step-by-step processes to solve problems. These are helpful in various aspects of life, from personal issues to business operations. I’ve also seen first hand how effective problem solving can turn around struggling manufacturing operations into highly effective ones.
The problem solving process generally consists of four main steps:
- Define the problem
- Determine the cause
- Identify and prioritize solutions
- Implement the chosen solution
You’ll find each of these steps very helpful when solving more complex problems. It gives structure so you don’t miss key aspects of the problem at hand.
In my work with various industries, I’ve noticed that people often jump into solutions before really understanding the problem. As a result, their solutions are generally ineffective, and they waste a ton of resources. Taking the time to accurately define the problem is critical.
Determining the cause of the problem requires some analysis. You may need to use some of the more advanced techniques such as root cause analysis (which I’ll cover later). And once you have a list of potential solutions, you need to prioritize them based on things like feasibility, cost, and impact.
Executing a solution is where you figure out if you’re a good problem solver or not. I always remind people to make sure they have a clear execution plan including measurements of success. Also, remember that the problem solving process is often iterative. You may have to tweak your approach as you go.
Common Problem-Solving Methods
I’ve used and taught many problem-solving frameworks throughout my career. Here are a few of the most effective options:
Brainstorming: Brainstorming is a general problem-solving framework that you can use at various stages of the process.
- Why it’s effective: Brainstorming enables you to generate a large list of ideas quickly. It also promotes creativity and encourages a team to work together to solve the problem.
- How to facilitate an effective brainstorming session: Define the goals of the session, set the ground rules, and ensure that nobody criticizes others during idea generation. Additionally, encourage wild and crazy ideas.
- How to maximize idea generation: Use a visual board, set a time limit, and allow the team to build upon each other’s ideas.
Root Cause Analysis: Root cause analysis is a problem-solving framework that helps you identify the underlying cause of a problem. This is particularly useful in manufacturing and quality control.
SWOT Analysis: SWOT analysis is a problem-solving framework that helps you take a comprehensive look at a particular situation. This provides a great visual framework to help you make a decision.
Six Thinking Hats: The Six Thinking Hats, created by Edward de Bono, is a problem-solving framework that helps you look at a problem from different perspectives. Each “hat” represents a different way of thinking.
Design Sprint 2.0: Design Sprint 2.0 is a problem-solving framework that is a time-boxed process for rapidly prototyping and testing solutions. This is a popular framework in tech and product development.
Open Space Technology: Open Space Technology is a meeting framework that allows the group to create and self-organize around a central theme. This is one of my favorite problem-solving frameworks for addressing complex organizational issues.
All of these problem-solving frameworks are derivatives of the above options. You can tweak each one to your specific situation. The key is just selecting the right framework for the problem you’re trying to solve.
Advanced Problem-Solving Techniques
As you advance as a problem solver, you may wish to learn a few advanced problem-solving techniques. These techniques allow you to uncover deeper insights and more creative solutions.
The Fishbone Analysis (or Ishikawa Diagram) is a great tool to identify the potential causes of a problem.
• Purpose & Structure: Visually map out potential causes of a problem organized into categories.
• How to create a fishbone diagram:
- Define the problem.
- Draw the spine and major bones (i.e., categories).
- Add the potential causes of the problem as the smaller bones.
• Benefits & Limitation: Useful for identifying potential root causes but can get messy if a problem has many intricate details.
LEGO Serious Play might sound like just a fun activity (and it is!), but it’s a legitimate business tool. In this approach, you use LEGO bricks to build models related to a real-world question or issue. It’s an effective strategy if the problem is abstract or if various team members have different views of the problem.
The Mindspin brainstorming technique is where you brainstorm ideas in a circular order. Each person builds on the idea of the previous person, creating a “spin” of interconnected ideas.
The Lightning Decision Jam is a workshop format that guides teams from identifying a problem to testing a solution in a structured way. Use this if your team tends to get stuck in analysis paralysis.
You can use these advanced techniques to push through cognitive roadblocks and develop creative solutions. Feel free to be creative in your approach to problem solving.
Step-by-Step Guide to Problem-Solving
I’ve honed my problem-solving process over the years into a step-by-step framework, and you can use this framework to solve virtually any problem:
- Differentiate fact from opinion. Gather data and divide the facts from opinions or hearsay.
- Talk to involved parties to gather data. Interview people closest to the issue to get accurate information.
- Define the problem specifically. What are you trying to solve?
- Identify the standard or expectation that is not being met. What should be happening and how is the current situation different?
- Develop and execute solutions:
- Brainstorm solutions to the problem.
- Evaluate the best solution and the impact, risk, and/or feasibility.
- Create a solution plan, including steps, resources, and timing.
- Execute the solution and monitor the results.
This framework is a structured process to solve a problem, and I’ve found it’s applicable to everything from small personal conundrums to big business problems.
Problem-Solving in Quality Management
In my experience working with manufacturing plants, I’ve learned how important effective problem solving is to quality management. The Quality Management Journal conducted research on how to diagnose quality problems, and it developed a conceptual framework for diagnosis.
This framework highlights the systematic identification of quality problems, analysis, and solution generation. The framework essentially combines a number of different quality management tools and techniques into a single framework.
At the core of quality problem solving, you collect data, identify root causes, generate a solution, and develop an implementation plan. The framework also emphasizes the idea of always improving and learning from previous problem solving efforts.
You can also use this framework in any industry:
- Manufacturing: Identifying and eliminating defects improving production processes.
- Service sector: Enhancing customer satisfaction streamlining service delivery.
- Healthcare: Improving patient outcomes reducing medical errors.
- Education: Enhancing learning outcomes optimizing resource allocation.
While each industry is different, the core framework will remain the same: identify the problem, analyze the causes, generate a solution, and make an improvement.
Problem-Solving Strategies
I’ve come across and utilized various problem-solving strategies in my own career, including:
- Trial and Error: Trying different options until you find one that works.
- Heuristics: Using rules of thumb or educated guesses to solve problems quickly.
- Insight Problem Solving: Letting an idea suddenly come to you (in a eureka moment).
- Working Backward: Starting with the solution and working backward to determine the steps you need to take.
- Means End: Breaking down a problem into smaller problems and solving each one.
| Strategy | Best For | Downsides |
|---|---|---|
| Trial and Error | Problems with clear feedback | Inefficient for complex problems |
| Heuristics | Quick decisions with limited information | Prone to bias or inaccuracy |
| Insight | Problems that require a creative “aha” idea | Unpredictable and difficult to manufacture |
| Working Backward | Problems with a clear solution | Difficult for open-ended problems |
| Means End | Multi-step problems | Requires breaking down the problem into solvable parts |
Each strategy has its pros and cons, so the trick is to understand when to use each strategy based on the type of problem you’re solving. Here’s a method you might consider: lean innovation for boosting effectiveness in your project.
In Summary
Problem-solving strategies are general skills that apply to any industry. I’ve personally witnessed these strategies turn businesses around and people’s lives for the better. From basic brainstorming to advanced strategies like Fishbone Analysis, each strategy has its own strengths.
Just keep in mind that effective problem-solving is a skill you can learn through practice. And by mastering these strategies, you’ll be more capable of addressing challenges and creating positive change in your professional and personal life.
