problem solving ppt pdf

Master the 7-Step Problem-Solving Process for Better Decision-Making

Discover the powerful 7-Step Problem-Solving Process to make better decisions and achieve better outcomes. Master the art of problem-solving in this comprehensive guide. Download the Free PowerPoint and PDF Template.

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Introduction

Mastering the art of problem-solving is crucial for making better decisions. Whether you're a student, a business owner, or an employee, problem-solving skills can help you tackle complex issues and find practical solutions. The 7-Step Problem-Solving Process is a proven method that can help you approach problems systematically and efficiently.

The 7-Step Problem-Solving Process involves steps that guide you through the problem-solving process. The first step is to define the problem, followed by disaggregating the problem into smaller, more manageable parts. Next, you prioritize the features and create a work plan to address each. Then, you analyze each piece, synthesize the information, and communicate your findings to others.

By following this process, you can avoid jumping to conclusions, overlooking important details, or making hasty decisions. Instead, you can approach problems with a clear and structured mindset, which can help you make better decisions and achieve better outcomes.

In this article, we'll explore each step of the 7-Step Problem-Solving Process in detail so you can start mastering this valuable skill. At the end of the blog post, you can download the process's free PowerPoint and PDF templates .

Step 1: Define the Problem

The first step in the problem-solving process is to define the problem. This step is crucial because finding a solution is only accessible if the problem is clearly defined. The problem must be specific, measurable, and achievable.

One way to define the problem is to ask the right questions. Questions like "What is the problem?" and "What are the causes of the problem?" can help. Gathering data and information about the issue to assist in the definition process is also essential.

Another critical aspect of defining the problem is identifying the stakeholders. Who is affected by it? Who has a stake in finding a solution? Identifying the stakeholders can help ensure that the problem is defined in a way that considers the needs and concerns of all those affected.

Once the problem is defined, it is essential to communicate the definition to all stakeholders. This helps to ensure that everyone is on the same page and that there is a shared understanding of the problem.

Step 2: Disaggregate

After defining the problem, the next step in the 7-step problem-solving process is to disaggregate the problem into smaller, more manageable parts. Disaggregation helps break down the problem into smaller pieces that can be analyzed individually. This step is crucial in understanding the root cause of the problem and identifying the most effective solutions.

Disaggregation can be achieved by breaking down the problem into sub-problems, identifying the contributing factors, and analyzing the relationships between these factors. This step helps identify the most critical factors that must be addressed to solve the problem.

A tree or fishbone diagram is one effective way to disaggregate a problem. These diagrams help identify the different factors contributing to the problem and how they are related. Another way is to use a table to list the other factors contributing to the situation and their corresponding impact on the issue.

Disaggregation helps in breaking down complex problems into smaller, more manageable parts. It helps understand the relationships between different factors contributing to the problem and identify the most critical factors that must be addressed. By disaggregating the problem, decision-makers can focus on the most vital areas, leading to more effective solutions.

Step 3: Prioritize

After defining the problem and disaggregating it into smaller parts, the next step in the 7-step problem-solving process is prioritizing the issues that need addressing. Prioritizing helps to focus on the most pressing issues and allocate resources more effectively.

There are several ways to prioritize issues, including:

• Urgency: Prioritize issues based on their urgency. Problems that require immediate attention should be addressed first.
• Impact: Prioritize issues based on their impact on the organization or stakeholders. Problems with a high impact should be given priority.
• Resources: Prioritize issues based on the resources required to address them. Problems that require fewer resources should be dealt with first.

It is important to involve stakeholders in the prioritization process, considering their concerns and needs. This can be done through surveys, focus groups, or other forms of engagement.

Once the issues have been prioritized, developing a plan of action to address them is essential. This involves identifying the resources required, setting timelines, and assigning responsibilities.

Prioritizing issues is a critical step in problem-solving. By focusing on the most pressing problems, organizations can allocate resources more effectively and make better decisions.

Step 4: Workplan

After defining the problem, disaggregating, and prioritizing the issues, the next step in the 7-step problem-solving process is to develop a work plan. This step involves creating a roadmap that outlines the steps needed to solve the problem.

The work plan should include a list of tasks, deadlines, and responsibilities for each team member involved in the problem-solving process. Assigning tasks based on each team member's strengths and expertise ensures the work is completed efficiently and effectively.

Creating a work plan can help keep the team on track and ensure everyone is working towards the same goal. It can also help to identify potential roadblocks or challenges that may arise during the problem-solving process and develop contingency plans to address them.

Several tools and techniques can be used to develop a work plan, including Gantt charts, flowcharts, and mind maps. These tools can help to visualize the steps needed to solve the problem and identify dependencies between tasks.

Developing a work plan is a critical step in the problem-solving process. It provides a clear roadmap for solving the problem and ensures everyone involved is aligned and working towards the same goal.

Step 5: Analysis

Once the problem has been defined and disaggregated, the next step is to analyze the information gathered. This step involves examining the data, identifying patterns, and determining the root cause of the problem.

Several methods can be used during the analysis phase, including:

• Root cause analysis
• Pareto analysis
• SWOT analysis

Root cause analysis is a popular method used to identify the underlying cause of a problem. This method involves asking a series of "why" questions to get to the root cause of the issue.

Pareto analysis is another method that can be used during the analysis phase. This method involves identifying the 20% of causes responsible for 80% of the problems. By focusing on these critical causes, organizations can make significant improvements.

Finally, SWOT analysis is a valuable tool for analyzing the internal and external factors that may impact the problem. This method involves identifying the strengths, weaknesses, opportunities, and threats related to the issue.

Overall, the analysis phase is critical for identifying the root cause of the problem and developing practical solutions. By using a combination of methods, organizations can gain a deeper understanding of the issue and make informed decisions.

Step 6: Synthesize

Once the analysis phase is complete, it is time to synthesize the information gathered to arrive at a solution. During this step, the focus is on identifying the most viable solution that addresses the problem. This involves examining and combining the analysis results for a clear and concise conclusion.

One way to synthesize the information is to use a decision matrix. This involves creating a table that lists the potential solutions and the essential criteria for making a decision. Each answer is then rated against each standard, and the scores are tallied to arrive at a final decision.

Another approach to synthesizing the information is to use a mind map. This involves creating a visual representation of the problem and the potential solutions. The mind map can identify the relationships between the different pieces of information and help prioritize the solutions.

During the synthesis phase, it is vital to remain open-minded and consider all potential solutions. Involving all stakeholders in the decision-making process is essential to ensure everyone's perspectives are considered.

Step 7: Communicate

After synthesizing the information, the next step is communicating the findings to the relevant stakeholders. This is a crucial step because it helps to ensure that everyone is on the same page and that the decision-making process is transparent.

One effective way to communicate the findings is through a well-organized report. The report should include the problem statement, the analysis, the synthesis, and the recommended solution. It should be clear, concise, and easy to understand.

In addition to the report, a presentation explaining the findings is essential. The presentation should be tailored to the audience and highlight the report's key points. Visual aids such as tables, graphs, and charts can make the presentation more engaging.

During the presentation, it is essential to be open to feedback and questions from the audience. This helps ensure everyone agrees with the recommended solution and addresses concerns or objections.

Effective communication is vital to ensuring the decision-making process is successful. Stakeholders can make informed decisions and work towards a common goal by communicating the findings clearly and concisely.

The 7-step problem-solving process is a powerful tool for helping individuals and organizations make better decisions. By following these steps, individuals can identify the root cause of a problem, prioritize potential solutions, and develop a clear plan of action. This process can be applied to various scenarios, from personal challenges to complex business problems.

Through disaggregation, individuals can break down complex problems into smaller, more manageable parts. By prioritizing potential solutions, individuals can focus their efforts on the most impactful actions. The work step allows individuals to develop a clear action plan, while the analysis step provides a framework for evaluating possible solutions.

The synthesis step combines all the information gathered to develop a comprehensive solution. Finally, the communication step allows individuals to share their answers with others and gather feedback.

By mastering the 7-step problem-solving process, individuals can become more effective decision-makers and problem-solvers. This process can help individuals and organizations save time and resources while improving outcomes. With practice, individuals can develop the skills to apply this process to a wide range of scenarios and make better decisions in all areas of life.

7-Step Problem-Solving Process PPT Template

Free powerpoint and pdf template, executive summary: the 7-step problem-solving process.

The 7-Step Problem-Solving Process is a robust and systematic method to help individuals and organizations make better decisions by tackling complex issues and finding practical solutions. This process comprises defining the problem, disaggregating it into smaller parts, prioritizing the issues, creating a work plan, analyzing the data, synthesizing the information, and communicating the findings.

By following these steps, individuals can identify the root cause of a problem, break it down into manageable components, and prioritize the most impactful actions. The work plan, analysis, and synthesis steps provide a framework for developing comprehensive solutions, while the communication step ensures transparency and stakeholder engagement.

Mastering this process can improve decision-making and problem-solving capabilities, save time and resources, and improve outcomes in personal and professional contexts.

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Problem Solving Team Building

It's hard to solve difficult problems as a team.

Everyone has an opinion. They all think they’re right. And they’re often unwilling to consider other options.

Problem Solving Team Building (PSTB for short) is a 30-45 minute activity where the problem ‘owner’ goes through a structured process of brainstorming, issue analysis, and action planning to achieve a plausible solution to their issue.

The result is a prioritized list of options and solutions that the group accepts. It’s as close to magic in a corporate setting as you are likely to get.

The PSTB manages resistance to change as the steps encourage involvement, inclusion and rapid progress.

Download free slides... enter your email address at the bottom to get this team building activity in your inbox

• To make breakthrough progress on a seemingly intractable problem by using the power of the Team.
• To be an antidote to unstructured, time-consuming meetings that discuss a problem but seldom arrive at any concrete way forward.
• For the Problem Owner to go away with actions that inform future plans.
• For the Team to feel they have worked together to enrich the thinking behind the solution.

When Would You Use It?

• Whenever you have an issue that needs problem solving techniques to get to a solution fast.
• Whenever you require a rigorous process to achieve issue analysis.
• Best results with small to medium sized groups (no more than 10).
• If you’d like to sharpen your brainstorming techniques library.

Are There Any Rules?

• Good team behavior needs to be emphasized (especially as this is issue analysis).
• Headlines only (i.e. keep the discussion at the right level).
• No idea is a bad idea.
• Be open-minded.
• Listen as well as contribute.
• One person to speak at a time.
• Be ready to participate actively (it’s more fun that way!).
• Don’t kill the process.
• Agree the time contract upfront (e.g. 20, 30 or 45 mins).
• Always remember who owns the problem.
• Roles and responsibilities should be maintained throughout – owner, facilitator, team.

Before you start

• Make sure you're tackling a root cause problem otherwise you'll be working on a symptom.
• If you want to avoid working on a symptom run a root cause analysis process like Five Whys or Fishbone Analysis first.

Resources Required

• A willing group of people (max 10 for best results).
• A flip-chart, marker pens (a few to avoid lost time when the first inevitably dries up), plenty of tack to stick the paper on the wall as it’s produced, wall space near the flip-chart.
• A private quiet open space (no tables, just a semi-circle of chairs pointing at the flip-chart).

Roles and Responsibilities

The main steps of this problem solving technique are illustrated in the diagram below, based on a 30 minute time contract.

For longer PSTB sessions (45 mins or 60 mins) keep the initial step to five minutes but adjust the timing of each remaining step in proportion to those shown here.

• 1 The Problem Statement is a simple “How do I …?” question.
• 2 Idea Generation is a rapid brainstorming activity for the Team only (i.e. the Problem Ownerlistens and the Facilitator writes).
• 3 Idea Selection is for the Problem Owner only to pick the 1-3 most promising ideas.
• 4 Benefits & Concerns is for the Team to assess each of the selected ideas.
• 5 Critical Concerns can be raised by anyone and may eliminate an idea if they cannot be overcome.
• 6 Action Planning is for everyone to contribute to and take ownership of the individual points.

Be disciplined with the timing to inhibit elaboration and argument that could derail the process.

Secret Sauce

• As mentioned in the introduction the PSTB manages resistance to change as the steps encourage involvement, inclusion and rapid progress. This is how it does that:
• The Idea Generation phase allows contributions from everyone. Then the selection narrows down to 1,2,3 directions – by the owner!
• The Benefits & Concerns phase allows the group to comment on their reactions to the potential success of the choices. The owner is first to share their Pros and Cons of each choice and then the team gets to reflect on their pros and cons of that choice. They mustn't talk about why something else should be chosen as this would open out the discussion again.
• At this point you have the group focused on (1,2,3 ) choices and the problem owner has to listen and choose. If the owner has chosen her/his own idea – they run the risk of being chastened by the group responses. If there are blockers / difficult people in the group then they must respond to their objections by ensuring they and/or others come up with strategies to overcome the problems (as you will see in the Action Plan).
• The group gets the opportunity to shape the 3 options and therefore creates ownership of the solution they did not choose. The owner is also primed to see how difficult it is going to be to implement the chosen idea.
• The Critical Concerns phase allows the owner to discard an unwise choice, work on a difficult choice some more or just move on the action planning
• The action planning step MUST first, take each concern of the choice(1,2,3) and address how to overcome that concern. When this has been done for each concern against a choice – then and only then can you open it out to "so what else do we need to do to get this choice implemented?"
• As with many brainstorming techniques once the team gets going in the idea generation phase it can be hard to cut them off. If the content is great and you don’t want them to stop then the Facilitator can give a polite “we now need to move on to the next phase but as this is going so well let’s give it another 2 mins”. You can always make up the time in the Idea Selection phase which rarely takes more than a couple of minutes to complete.
• There are very rarely any critical concerns that are so critical that it rules out the solution. That won’t stop doomsayers from suggesting them though so make sure you ask the question “is that so critical and out of our control that we can’t overcome it with some carefully planned actions later on?”
• Leave plenty of time for Action Planning and make sure you complete this phase well (it’s the whole point after all). After all that expended creative energy the group will be tired and the temptation can be to do a half-job. Be diligent!
• While there is no obligation on the Problem Owner to pursue each shortlisted idea and every action proposed, the Problem Owner should be aware that an implicit or ‘psychological’ contract exists as a consequence of the PSTB process. The value of any future PSTB exercises is likely to be undermined if the Team feels their collective input has not been pursued.
• Many problem solving techniques take practice to perfect and this one is no different. It requires lots of discipline from all the parties involved. Keep trying and don’t get discouraged because the results can be truly amazing!

Free Download Files

About the author.

Nick Martin helps leaders & consultants improve team results with resources, advice & coaching through WorkshopBank.com

thanks for your stuff

That’s a pleasure Mary … glad you stopped by … thanks for your comment 🙂

Good Morning (EST),

I just downloaded this workshop for a Team Meeting I am having on Friday. I like the concepts and the flow of the excerise. I’ll let you know how it goes!

Thanks for sharing.

Thanks Wayne. I hope everything goes well for your workshop 🙂

great exercise. if I can follow the flow in my workshop it will come out awesome. Thanx for sharing.

That’s a pleasure Avinash … thanks for saying thanks … it’s a brilliant workshop this one … never fails to bring a team together as one behind a tricky problem

Thanks for the article. As a former Cap gemini consultant, I appreciate the tool. Be aware that this approach has been digitalised with http://www.workshop-it.digital/ (In French for the time being). Best,

Thanks for the slides. How can this be addapted to a problem of a whole team?

How big a team Christina? You don’t really want more than 10 people as you lose momentum. If you have more than 10 then I like to run multiple PSTBs in parallel with different groups solving different issues with plenary feedback as a whole group at the end.

Nick you missed an important step – what is the root cause of the problem – that should always come before solution seeking. Even root causes are a brainstorm – you need also to test to ensure that you have the right root cause. Keep up the good work

Great point Denis. I was assuming the root cause of the problem had been identified first which is clearly not a given. I’ve added a section ‘Before you start’ suggesting a couple of root cause analysis tools you could run first. Thanks for the suggestion!

I appreciate the effort, it is useful, looking forwards for more.

This is exactly the kind of tool I’ve been looking for! Thanks Nick!

I’ve used it with hundreds of schools without a failure yet. Two tips 1 train up a team of three to understand the rulesbeforehand 2 stick to the rules whatever Cheers Peter

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Top 10 Problem Solving Templates with Samples and Examples

In today's competitive business world, excelling at problem solving is crucial for achieving success. A recent study by McKinsey has shown that companies that are skilled at problem solving tend to outperform their peers in terms of revenue growth and shareholder returns. In fact, the top quartile of problem-solving organizations achieved 50% higher revenue growth and 33% higher total returns to shareholders compared to the bottom quartile. Therefore, it's clear that mastering problem solving is essential for any business to thrive.

Finding effective solutions to business challenges, however, can be daunting. That's where SlideTeam's Problem-solving Templates come in to provide a step-by-step approach enabling you to break down complex issues into manageable parts and develop effective solutions. We offer a range of templates, including SWOT analysis, Fishbone diagrams, and Root Cause Analysis, that will equip you with the tools you need to tackle any business problem.

Problem-Solving Templates

If you're tired of struggling to find solutions to the challenges your business faces, explore these Problem-Solving Templates. Don't let obstacles hold your business back – try our templates today and take your business to the next level.

Let’s begin.

Template 1: Organizational Problem-Solving Tool PowerPoint Presentation

For an organization, problem-solving is required in all its operational aspects-right, from planning, controlling, marketing, and manufacturing to managing financial aspects, products as well as customers. This PPT template presents slides that enable an organization to analyze information across all its operations and departments and identify problems and then solve these problems. This editable PPT Template enables an organization to plan its progress path by allocating the right people and resources to solve problems.

Download Now!

Template 2: Problem Solving Approach Business Organizational Analysis Assessment Systems

This editable PPT Template with its attractive graphics and design, enables any business to adopt the right approach to problem-solving. The template enables any organization to analyze different approaches like three-phase approach, collaborative approach, strategy-based approach, etc.

Template 3: Sample A3 Problem Solving Report Collection of Quality Control Templates PPT Diagrams

This easy-to-use PPT template helps organizations solve problems related to quality control. Using this template, an organization can identify the root cause of the problem and the background of the problem and formulate a plan of action to solve the problem. It includes sections for the current situation, checking, acting, and rectifying the errors.

Template 4: Sample A3 Problem Solving Report

This customizable and readily downloadable PPT template enables an organization to solve problems that are reflected in quality assurance reports. Any business can identify a quality-related problem, its background, its cause, as well as other aspects of the problem and then find the best solution to the problem using this template.

Template 5: Optimizing Transformation Strawman Proposal

For any organization, it is important to achieve operational efficiency. However, several issues are often faced when it comes to the operational aspects of a business, and identifying these is mandatory for an organization. Using this PPT Template, an organization can analyze its operational problems and discuss in detail how technology can be used to solve the problem and bring about a transformation that can help to enhance operational efficiency.

Template 6: Collaborative Problem Solving and Assessment Approach

This PPT template, available for instant download, helps an organization to use a collaborative problem-solving and assessment approach to analyze problems related to new products, technologies, ideas, etc., and adopt the best practices to solve the problem.

Template 7: Situation Complication Resolution Framework for Problem Solving

This attractive PPT Template, with its colorful graphics, enables an organization to adopt the framework model to solve a problem. This model enables any business to analyze the current situation, identify the complications associated with the situation, and then find the solution or the best way to resolve the problem.

Template 8: Five-circle Arrow Process for Problem Solving

This adaptable PPT template, with its attractive design, provides a five-circle arrow process for solving problems related to any aspect of the organization. Using this PPT template, an organization can define a problem, generate new ideas to solve the problem, evaluate and select solutions and implement and evaluate the solutions to ensure that the problem gets solved in the most optimal manner.

Template 9: 3-Step Process of Problem-solving Analysis

The process of problem-solving is not always easy because, most of the time, a business fails to identify the problem. Using this customizable PPT Template, a business can adopt a 3-step approach to problem-solving. With the help of this template, an organization can implement the stages of problem identification, problem analysis, and solution development to solve the problem in the most effective manner.

Template 10: 6 segments of problem-solving model

This PPT template presents 6 steps to solve a problem that an organization may face in any of its operational aspects. This PPT template is easy to edit and enables any business to adopt the stages of defining a problem, determining the root cause of the problem, evaluating the outcome, selecting a solution, implementing the solution, and developing alternative solutions. This model, when adopted by an organization, enables it to find the most optimal solution to the problem.

The Final Word

Every problem is a gift - without problems, we would not grow." - Tony Robbins. This quote highlights the importance of embracing challenges as opportunities for growth and development. When businesses approach problem-solving with a positive mindset and a willingness to learn, they can turn even the most challenging situations into valuable learning experiences.

Now that you know how using problem-solving templates can assist you in streamlining the entire process, it’s time to download these templates and get started.

FAQs on Problem-Solving

What are the 7 steps to problem-solving.

A business, during its operations, may face several problems that need to be solved so that the problem does not impact the organization in an adverse manner. However, to solve a problem in the most efficient manner, a business must adopt a seven-step approach to problem-solving. These steps include:

• Identifying the problem.
• Analyzing the problem.
• Describing the problem and all its parameters.
• Identifying the root cause of the problem.
• Developing solutions to solve the problem.
• Implementing the solution that seems to be the most effective.
• Measuring the results.

Why is problem-solving important?

Problem-solving enables an organization to handle unexpected situations or face challenges that it may face during its operations. For every organization, problem-solving is important as it enables the organization to:

• Identify activities, processes, and people that are not working in an efficient manner.
• Identify risks and address these risks.
• Implement changes when required.
• Enhance performance and productivity.
• Innovate and execute new ideas.
• Make effective decisions.

What are the five problem-solving skills?

Problem-solving is not an easy task, and any consultant in the organization who works to solve problems needs to exhibit some specific skills. These skills include but are not limited to:

• Creativity that enables the consultant to assess and analyze the problem from various perspectives to come up with the best idea.
• Communication to ensure that the problem and its solutions are easily communicated with others in the organization.
• Teamwork so that everyone in the team can work to solve the problem.
• Critical analysis to think analytically about a problem and solve it in the best manner possible.
• Information processing to process and analyze all information that is associated with the problem.

What are the 4 steps of problem-solving?

Problem-solving needs to be carried out using a series of steps that include:

• Identifying and analyzing the problem so that its cause is known.
• Planning and determining how to solve the problem by finding various solutions.
• Implementing the chosen solution to solve the problem.
• Evaluating solutions to know whether the problem has been resolved or not. 

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