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Overview of the Problem-Solving Mental Process

Kendra Cherry, MS, is a psychosocial rehabilitation specialist, psychology educator, and author of the "Everything Psychology Book."

Rachel Goldman, PhD FTOS, is a licensed psychologist, clinical assistant professor, speaker, wellness expert specializing in eating behaviors, stress management, and health behavior change.

• Identify the Problem
• Define the Problem
• Form a Strategy
• Organize Information
• Allocate Resources
• Monitor Progress
• Evaluate the Results

Frequently Asked Questions

Problem-solving is a mental process that involves discovering, analyzing, and solving problems. The ultimate goal of problem-solving is to overcome obstacles and find a solution that best resolves the issue.

The best strategy for solving a problem depends largely on the unique situation. In some cases, people are better off learning everything they can about the issue and then using factual knowledge to come up with a solution. In other instances, creativity and insight are the best options.

It is not necessary to follow problem-solving steps sequentially, It is common to skip steps or even go back through steps multiple times until the desired solution is reached.

In order to correctly solve a problem, it is often important to follow a series of steps. Researchers sometimes refer to this as the problem-solving cycle. While this cycle is portrayed sequentially, people rarely follow a rigid series of steps to find a solution.

The following steps include developing strategies and organizing knowledge.

1. Identifying the Problem

While it may seem like an obvious step, identifying the problem is not always as simple as it sounds. In some cases, people might mistakenly identify the wrong source of a problem, which will make attempts to solve it inefficient or even useless.

Some strategies that you might use to figure out the source of a problem include :

• Asking questions about the problem
• Breaking the problem down into smaller pieces
• Looking at the problem from different perspectives
• Conducting research to figure out what relationships exist between different variables

2. Defining the Problem

After the problem has been identified, it is important to fully define the problem so that it can be solved. You can define a problem by operationally defining each aspect of the problem and setting goals for what aspects of the problem you will address

At this point, you should focus on figuring out which aspects of the problems are facts and which are opinions. State the problem clearly and identify the scope of the solution.

3. Forming a Strategy

After the problem has been identified, it is time to start brainstorming potential solutions. This step usually involves generating as many ideas as possible without judging their quality. Once several possibilities have been generated, they can be evaluated and narrowed down.

The next step is to develop a strategy to solve the problem. The approach used will vary depending upon the situation and the individual's unique preferences. Common problem-solving strategies include heuristics and algorithms.

• Heuristics are mental shortcuts that are often based on solutions that have worked in the past. They can work well if the problem is similar to something you have encountered before and are often the best choice if you need a fast solution.
• Algorithms are step-by-step strategies that are guaranteed to produce a correct result. While this approach is great for accuracy, it can also consume time and resources.

Heuristics are often best used when time is of the essence, while algorithms are a better choice when a decision needs to be as accurate as possible.

4. Organizing Information

Before coming up with a solution, you need to first organize the available information. What do you know about the problem? What do you not know? The more information that is available the better prepared you will be to come up with an accurate solution.

When approaching a problem, it is important to make sure that you have all the data you need. Making a decision without adequate information can lead to biased or inaccurate results.

5. Allocating Resources

Of course, we don't always have unlimited money, time, and other resources to solve a problem. Before you begin to solve a problem, you need to determine how high priority it is.

If it is an important problem, it is probably worth allocating more resources to solving it. If, however, it is a fairly unimportant problem, then you do not want to spend too much of your available resources on coming up with a solution.

At this stage, it is important to consider all of the factors that might affect the problem at hand. This includes looking at the available resources, deadlines that need to be met, and any possible risks involved in each solution. After careful evaluation, a decision can be made about which solution to pursue.

6. Monitoring Progress

After selecting a problem-solving strategy, it is time to put the plan into action and see if it works. This step might involve trying out different solutions to see which one is the most effective.

It is also important to monitor the situation after implementing a solution to ensure that the problem has been solved and that no new problems have arisen as a result of the proposed solution.

Effective problem-solvers tend to monitor their progress as they work towards a solution. If they are not making good progress toward reaching their goal, they will reevaluate their approach or look for new strategies .

7. Evaluating the Results

After a solution has been reached, it is important to evaluate the results to determine if it is the best possible solution to the problem. This evaluation might be immediate, such as checking the results of a math problem to ensure the answer is correct, or it can be delayed, such as evaluating the success of a therapy program after several months of treatment.

Once a problem has been solved, it is important to take some time to reflect on the process that was used and evaluate the results. This will help you to improve your problem-solving skills and become more efficient at solving future problems.

A Word From Verywell​

It is important to remember that there are many different problem-solving processes with different steps, and this is just one example. Problem-solving in real-world situations requires a great deal of resourcefulness, flexibility, resilience, and continuous interaction with the environment.

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You can become a better problem solving by:

• Practicing brainstorming and coming up with multiple potential solutions to problems
• Being open-minded and considering all possible options before making a decision
• Breaking down problems into smaller, more manageable pieces
• Asking for help when needed
• Researching different problem-solving techniques and trying out new ones
• Learning from mistakes and using them as opportunities to grow

It's important to communicate openly and honestly with your partner about what's going on. Try to see things from their perspective as well as your own. Work together to find a resolution that works for both of you. Be willing to compromise and accept that there may not be a perfect solution.

Take breaks if things are getting too heated, and come back to the problem when you feel calm and collected. Don't try to fix every problem on your own—consider asking a therapist or counselor for help and insight.

If you've tried everything and there doesn't seem to be a way to fix the problem, you may have to learn to accept it. This can be difficult, but try to focus on the positive aspects of your life and remember that every situation is temporary. Don't dwell on what's going wrong—instead, think about what's going right. Find support by talking to friends or family. Seek professional help if you're having trouble coping.

Davidson JE, Sternberg RJ, editors.  The Psychology of Problem Solving .  Cambridge University Press; 2003. doi:10.1017/CBO9780511615771

Sarathy V. Real world problem-solving .  Front Hum Neurosci . 2018;12:261. Published 2018 Jun 26. doi:10.3389/fnhum.2018.00261

By Kendra Cherry, MSEd Kendra Cherry, MS, is a psychosocial rehabilitation specialist, psychology educator, and author of the "Everything Psychology Book."

What is Problem Solving? (Steps, Techniques, Examples)

By Status.net Editorial Team on May 7, 2023 — 5 minutes to read

What Is Problem Solving?

Definition and importance.

Problem solving is the process of finding solutions to obstacles or challenges you encounter in your life or work. It is a crucial skill that allows you to tackle complex situations, adapt to changes, and overcome difficulties with ease. Mastering this ability will contribute to both your personal and professional growth, leading to more successful outcomes and better decision-making.

Problem-Solving Steps

The problem-solving process typically includes the following steps:

• Identify the issue : Recognize the problem that needs to be solved.
• Analyze the situation : Examine the issue in depth, gather all relevant information, and consider any limitations or constraints that may be present.
• Generate potential solutions : Brainstorm a list of possible solutions to the issue, without immediately judging or evaluating them.
• Evaluate options : Weigh the pros and cons of each potential solution, considering factors such as feasibility, effectiveness, and potential risks.
• Select the best solution : Choose the option that best addresses the problem and aligns with your objectives.
• Implement the solution : Put the selected solution into action and monitor the results to ensure it resolves the issue.
• Review and learn : Reflect on the problem-solving process, identify any improvements or adjustments that can be made, and apply these learnings to future situations.

Defining the Problem

To start tackling a problem, first, identify and understand it. Analyzing the issue thoroughly helps to clarify its scope and nature. Ask questions to gather information and consider the problem from various angles. Some strategies to define the problem include:

• Brainstorming with others
• Asking the 5 Ws and 1 H (Who, What, When, Where, Why, and How)
• Analyzing cause and effect
• Creating a problem statement

Generating Solutions

Once the problem is clearly understood, brainstorm possible solutions. Think creatively and keep an open mind, as well as considering lessons from past experiences. Consider:

• Creating a list of potential ideas to solve the problem
• Grouping and categorizing similar solutions
• Prioritizing potential solutions based on feasibility, cost, and resources required
• Involving others to share diverse opinions and inputs

Evaluating and Selecting Solutions

Evaluate each potential solution, weighing its pros and cons. To facilitate decision-making, use techniques such as:

• SWOT analysis (Strengths, Weaknesses, Opportunities, Threats)
• Decision-making matrices
• Pros and cons lists
• Risk assessments

After evaluating, choose the most suitable solution based on effectiveness, cost, and time constraints.

Implementing and Monitoring the Solution

Implement the chosen solution and monitor its progress. Key actions include:

• Communicating the solution to relevant parties
• Setting timelines and milestones
• Assigning tasks and responsibilities
• Monitoring the solution and making adjustments as necessary
• Evaluating the effectiveness of the solution after implementation

Utilize feedback from stakeholders and consider potential improvements. Remember that problem-solving is an ongoing process that can always be refined and enhanced.

Problem-Solving Techniques

During each step, you may find it helpful to utilize various problem-solving techniques, such as:

• Brainstorming : A free-flowing, open-minded session where ideas are generated and listed without judgment, to encourage creativity and innovative thinking.
• Root cause analysis : A method that explores the underlying causes of a problem to find the most effective solution rather than addressing superficial symptoms.
• SWOT analysis : A tool used to evaluate the strengths, weaknesses, opportunities, and threats related to a problem or decision, providing a comprehensive view of the situation.
• Mind mapping : A visual technique that uses diagrams to organize and connect ideas, helping to identify patterns, relationships, and possible solutions.

Brainstorming

When facing a problem, start by conducting a brainstorming session. Gather your team and encourage an open discussion where everyone contributes ideas, no matter how outlandish they may seem. This helps you:

• Generate a diverse range of solutions
• Encourage all team members to participate
• Foster creative thinking

When brainstorming, remember to:

• Reserve judgment until the session is over
• Encourage wild ideas
• Combine and improve upon ideas

Root Cause Analysis

For effective problem-solving, identifying the root cause of the issue at hand is crucial. Try these methods:

• 5 Whys : Ask “why” five times to get to the underlying cause.
• Fishbone Diagram : Create a diagram representing the problem and break it down into categories of potential causes.
• Pareto Analysis : Determine the few most significant causes underlying the majority of problems.

SWOT Analysis

SWOT analysis helps you examine the Strengths, Weaknesses, Opportunities, and Threats related to your problem. To perform a SWOT analysis:

• List your problem’s strengths, such as relevant resources or strong partnerships.
• Identify its weaknesses, such as knowledge gaps or limited resources.
• Explore opportunities, like trends or new technologies, that could help solve the problem.
• Recognize potential threats, like competition or regulatory barriers.

SWOT analysis aids in understanding the internal and external factors affecting the problem, which can help guide your solution.

Mind Mapping

A mind map is a visual representation of your problem and potential solutions. It enables you to organize information in a structured and intuitive manner. To create a mind map:

• Write the problem in the center of a blank page.
• Draw branches from the central problem to related sub-problems or contributing factors.
• Add more branches to represent potential solutions or further ideas.

Mind mapping allows you to visually see connections between ideas and promotes creativity in problem-solving.

Examples of Problem Solving in Various Contexts

In the business world, you might encounter problems related to finances, operations, or communication. Applying problem-solving skills in these situations could look like:

• Identifying areas of improvement in your company’s financial performance and implementing cost-saving measures
• Resolving internal conflicts among team members by listening and understanding different perspectives, then proposing and negotiating solutions
• Streamlining a process for better productivity by removing redundancies, automating tasks, or re-allocating resources

In educational contexts, problem-solving can be seen in various aspects, such as:

• Addressing a gap in students’ understanding by employing diverse teaching methods to cater to different learning styles
• Developing a strategy for successful time management to balance academic responsibilities and extracurricular activities
• Seeking resources and support to provide equal opportunities for learners with special needs or disabilities

Everyday life is full of challenges that require problem-solving skills. Some examples include:

• Overcoming a personal obstacle, such as improving your fitness level, by establishing achievable goals, measuring progress, and adjusting your approach accordingly
• Navigating a new environment or city by researching your surroundings, asking for directions, or using technology like GPS to guide you
• Dealing with a sudden change, like a change in your work schedule, by assessing the situation, identifying potential impacts, and adapting your plans to accommodate the change.
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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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5 Effective Problem-Solving Strategies

Got a problem you’re trying to solve? Strategies like trial and error, gut instincts, and “working backward” can help. We look at some examples and how to use them.

We all face problems daily. Some are simple, like deciding what to eat for dinner. Others are more complex, like resolving a conflict with a loved one or figuring out how to overcome barriers to your goals.

No matter what problem you’re facing, these five problem-solving strategies can help you develop an effective solution.

What are problem-solving strategies?

To effectively solve a problem, you need a problem-solving strategy .

If you’ve had to make a hard decision before then you know that simply ruminating on the problem isn’t likely to get you anywhere. You need an effective strategy — or a plan of action — to find a solution.

In general, effective problem-solving strategies include the following steps:

• Define the problem.
• Come up with alternative solutions.
• Decide on a solution.
• Implement the solution.

Problem-solving strategies don’t guarantee a solution, but they do help guide you through the process of finding a resolution.

Using problem-solving strategies also has other benefits . For example, having a strategy you can turn to can help you overcome anxiety and distress when you’re first faced with a problem or difficult decision.

The key is to find a problem-solving strategy that works for your specific situation, as well as your personality. One strategy may work well for one type of problem but not another. In addition, some people may prefer certain strategies over others; for example, creative people may prefer to depend on their insights than use algorithms.

It’s important to be equipped with several problem-solving strategies so you use the one that’s most effective for your current situation.

1. Trial and error

One of the most common problem-solving strategies is trial and error. In other words, you try different solutions until you find one that works.

For example, say the problem is that your Wi-Fi isn’t working. You might try different things until it starts working again, like restarting your modem or your devices until you find or resolve the problem. When one solution isn’t successful, you try another until you find what works.

Trial and error can also work for interpersonal problems . For example, if your child always stays up past their bedtime, you might try different solutions — a visual clock to remind them of the time, a reward system, or gentle punishments — to find a solution that works.

2. Heuristics

Sometimes, it’s more effective to solve a problem based on a formula than to try different solutions blindly.

Heuristics are problem-solving strategies or frameworks people use to quickly find an approximate solution. It may not be the optimal solution, but it’s faster than finding the perfect resolution, and it’s “good enough.”

Algorithms or equations are examples of heuristics.

An algorithm is a step-by-step problem-solving strategy based on a formula guaranteed to give you positive results. For example, you might use an algorithm to determine how much food is needed to feed people at a large party.

However, many life problems have no formulaic solution; for example, you may not be able to come up with an algorithm to solve the problem of making amends with your spouse after a fight.

3. Gut instincts (insight problem-solving)

While algorithm-based problem-solving is formulaic, insight problem-solving is the opposite.

When we use insight as a problem-solving strategy we depend on our “gut instincts” or what we know and feel about a situation to come up with a solution. People might describe insight-based solutions to problems as an “aha moment.”

For example, you might face the problem of whether or not to stay in a relationship. The solution to this problem may come as a sudden insight that you need to leave. In insight problem-solving, the cognitive processes that help you solve a problem happen outside your conscious awareness.

4. Working backward

Working backward is a problem-solving approach often taught to help students solve problems in mathematics. However, it’s useful for real-world problems as well.

Working backward is when you start with the solution and “work backward” to figure out how you got to the solution. For example, if you know you need to be at a party by 8 p.m., you might work backward to problem-solve when you must leave the house, when you need to start getting ready, and so on.

5. Means-end analysis

Means-end analysis is a problem-solving strategy that, to put it simply, helps you get from “point A” to “point B” by examining and coming up with solutions to obstacles.

When using means-end analysis you define the current state or situation (where you are now) and the intended goal. Then, you come up with solutions to get from where you are now to where you need to be.

For example, a student might be faced with the problem of how to successfully get through finals season . They haven’t started studying, but their end goal is to pass all of their finals. Using means-end analysis, the student can examine the obstacles that stand between their current state and their end goal (passing their finals).

They could see, for example, that one obstacle is that they get distracted from studying by their friends. They could devise a solution to this obstacle by putting their phone on “do not disturb” mode while studying.

Let’s recap

Whether they’re simple or complex, we’re faced with problems every day. To successfully solve these problems we need an effective strategy. There are many different problem-solving strategies to choose from.

Although problem-solving strategies don’t guarantee a solution, they can help you feel less anxious about problems and make it more likely that you come up with an answer.

Last medically reviewed on November 1, 2022

8 sources collapsed

• Chu Y, et al. (2011). Human performance on insight problem-solving: A review. https://docs.lib.purdue.edu/cgi/viewcontent.cgi?article=1094&context=jps
• Dumper K, et al. (n.d.) Chapter 7.3: Problem-solving in introductory psychology. https://opentext.wsu.edu/psych105/chapter/7-4-problem-solving/
• Foulds LR. (2017). The heuristic problem-solving approach. https://www.tandfonline.com/doi/abs/10.1057/jors.1983.205
• Gick ML. (1986). Problem-solving strategies. https://www.tandfonline.com/doi/abs/10.1080/00461520.1986.9653026
• Montgomery ME. (2015). Problem solving using means-end analysis. https://sites.psu.edu/psych256sp15/2015/04/19/problem-solving-using-means-end-analysis/
• Posamentier A, et al. (2015). Problem-solving strategies in mathematics. Chapter 3: Working backwards. https://www.worldscientific.com/doi/10.1142/9789814651646_0003
• Sarathy V. (2018). Real world problem-solving. https://www.frontiersin.org/articles/10.3389/fnhum.2018.00261/full
• Woods D. (2000). An evidence-based strategy for problem solving. https://www.researchgate.net/publication/245332888_An_Evidence-Based_Strategy_for_Problem_Solving

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The 5 steps of the solving problem process

August 17, 2023 by MindManager Blog

Whether you run a business, manage a team, or work in an industry where change is the norm, it may feel like something is always going wrong. Thankfully, becoming proficient in the problem solving process can alleviate a great deal of the stress that business issues can create.

Understanding the right way to solve problems not only takes the guesswork out of how to deal with difficult, unexpected, or complex situations, it can lead to more effective long-term solutions.

In this article, we’ll walk you through the 5 steps of problem solving, and help you explore a few examples of problem solving scenarios where you can see the problem solving process in action before putting it to work.

Understanding the problem solving process

When something isn’t working, it’s important to understand what’s at the root of the problem so you can fix it and prevent it from happening again. That’s why resolving difficult or complex issues works best when you apply proven business problem solving tools and techniques – from soft skills, to software.

The problem solving process typically includes:

• Pinpointing what’s broken by gathering data and consulting with team members.
• Figuring out why it’s not working by mapping out and troubleshooting the problem.
• Deciding on the most effective way to fix it by brainstorming and then implementing a solution.

While skills like active listening, collaboration, and leadership play an important role in problem solving, tools like visual mapping software make it easier to define and share problem solving objectives, play out various solutions, and even put the best fit to work.

Before you can take your first step toward solving a problem, you need to have a clear idea of what the issue is and the outcome you want to achieve by resolving it.

For example, if your company currently manufactures 50 widgets a day, but you’ve started processing orders for 75 widgets a day, you could simply say you have a production deficit.

However, the problem solving process will prove far more valuable if you define the start and end point by clarifying that production is running short by 25 widgets a day, and you need to increase daily production by 50%.

Once you know where you’re at and where you need to end up, these five steps will take you from Point A to Point B:

• Figure out what’s causing the problem . You may need to gather knowledge and evaluate input from different documents, departments, and personnel to isolate the factors that are contributing to your problem. Knowledge visualization software like MindManager can help.
• Come up with a few viable solutions . Since hitting on exactly the right solution – right away – can be tough, brainstorming with your team and mapping out various scenarios is the best way to move forward. If your first strategy doesn’t pan out, you’ll have others on tap you can turn to.
• Choose the best option . Decision-making skills, and software that lets you lay out process relationships, priorities, and criteria, are invaluable for selecting the most promising solution. Whether it’s you or someone higher up making that choice, it should include weighing costs, time commitments, and any implementation hurdles.
• Put your chosen solution to work . Before implementing your fix of choice, you should make key personnel aware of changes that might affect their daily workflow, and set up benchmarks that will make it easy to see if your solution is working.
• Evaluate your outcome . Now comes the moment of truth: did the solution you implemented solve your problem? Do your benchmarks show you achieved the outcome you wanted? If so, congratulations! If not, you’ll need to tweak your solution to meet your problem solving goal.

In practice, you might not hit a home-run with every solution you execute. But the beauty of a repeatable process like problem solving is that you can carry out steps 4 and 5 again by drawing from the brainstorm options you documented during step 2.

Examples of problem solving scenarios

The best way to get a sense of how the problem solving process works before you try it for yourself is to work through some simple scenarios.

Here are three examples of how you can apply business problem solving techniques to common workplace challenges.

Scenario #1: Manufacturing

Building on our original manufacturing example, you determine that your company is consistently short producing 25 widgets a day and needs to increase daily production by 50%.

Since you’d like to gather data and input from both your manufacturing and sales order departments, you schedule a brainstorming session to discover the root cause of the shortage.

After examining four key production areas – machines, materials, methods, and management – you determine the cause of the problem: the material used to manufacture your widgets can only be fed into your equipment once the machinery warms up to a specific temperature for the day.

Your team comes up with three possible solutions.

• Leave your machinery running 24 hours so it’s always at temperature.
• Invest in equipment that heats up faster.
• Find an alternate material for your widgets.

After weighing the expense of the first two solutions, and conducting some online research, you decide that switching to a comparable but less expensive material that can be worked at a lower temperature is your best option.

You implement your plan, monitor your widget quality and output over the following week, and declare your solution a success when daily production increases by 100%.

Scenario #2: Service Delivery

Business training is booming and you’ve had to onboard new staff over the past month. Now you learn that several clients have expressed concern about the quality of your recent training sessions.

After speaking with both clients and staff, you discover there are actually two distinct factors contributing to your quality problem:

• The additional conference room you’ve leased to accommodate your expanding training sessions has terrible acoustics
• The AV equipment you’ve purchased to accommodate your expanding workforce is on back-order – and your new hires have been making do without

You could look for a new conference room or re-schedule upcoming training sessions until after your new equipment arrives. But your team collaboratively determines that the best way to mitigate both issues at once is by temporarily renting the high-quality sound and visual system they need.

Using benchmarks that include several weeks of feedback from session attendees, and random session spot-checks you conduct personally, you conclude the solution has worked.

Scenario #3: Marketing

You’ve invested heavily in product marketing, but still can’t meet your sales goals. Specifically, you missed your revenue target by 30% last year and would like to meet that same target this year.

After collecting and examining reams of information from your sales and accounting departments, you sit down with your marketing team to figure out what’s hindering your success in the marketplace.

Determining that your product isn’t competitively priced, you map out two viable solutions.

• Hire a third-party specialist to conduct a detailed market analysis.
• Drop the price of your product to undercut competitors.

Since you’re in a hurry for results, you decide to immediately reduce the price of your product and market it accordingly.

When revenue figures for the following quarter show sales have declined even further – and marketing surveys show potential customers are doubting the quality of your product – you revert back to your original pricing, revisit your problem solving process, and implement the market analysis solution instead.

With the valuable information you gain, you finally arrive at just the right product price for your target market and sales begin to pick up. Although you miss your revenue target again this year, you meet it by the second quarter of the following year.

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• Guide: Problem Solving

Daniel Croft

Daniel Croft is an experienced continuous improvement manager with a Lean Six Sigma Black Belt and a Bachelor's degree in Business Management. With more than ten years of experience applying his skills across various industries, Daniel specializes in optimizing processes and improving efficiency. His approach combines practical experience with a deep understanding of business fundamentals to drive meaningful change.

• Last Updated: January 7, 2024
• Learn Lean Sigma

Problem-solving stands as a fundamental skill, crucial in navigating the complexities of both everyday life and professional environments. Far from merely providing quick fixes, it entails a comprehensive process involving the identification, analysis, and resolution of issues.

This multifaceted approach requires an understanding of the problem’s nature, the exploration of its various components, and the development of effective solutions. At its core, problem-solving serves as a bridge from the current situation to a desired outcome, requiring not only the recognition of an existing gap but also the precise definition and thorough analysis of the problem to find viable solutions.

Table of Contents

What is problem solving.

At its core, problem-solving is about bridging the gap between the current situation and the desired outcome. It starts with recognizing that a discrepancy exists, which requires intervention to correct or improve. The ability to identify a problem is the first step, but it’s equally crucial to define it accurately. A well-defined problem is half-solved, as the saying goes.

Analyzing the problem is the next critical step. This analysis involves breaking down the problem into smaller parts to understand its intricacies. It requires looking at the problem from various angles and considering all relevant factors – be they environmental, social, technical, or economic. This comprehensive analysis aids in developing a deeper understanding of the problem’s root causes, rather than just its symptoms.

Finally, effective problem-solving involves the implementation of the chosen solution and its subsequent evaluation. This stage tests the practicality of the solution and its effectiveness in the real world. It’s a critical phase where theoretical solutions meet practical application.

The Nature of Problems

The nature of the problem significantly influences the approach to solving it. Problems vary greatly in their complexity and structure, and understanding this is crucial for effective problem-solving.

Simple vs. Complex Problems : Simple problems are straightforward, often with clear solutions. They usually have a limited number of variables and predictable outcomes. On the other hand, complex problems are multi-faceted. They involve multiple variables, stakeholders, and potential outcomes, often requiring a more sophisticated analysis and a multi-pronged approach to solving.

Structured vs. Unstructured Problems : Structured problems are well-defined. They follow a specific pattern or set of rules, making their outcomes more predictable. These problems often have established methodologies for solving. For example, mathematical problems usually fall into this category. Unstructured problems, in contrast, are more ambiguous. They lack a clear pattern or set of rules, making their outcomes uncertain. These problems require a more exploratory approach, often involving trial and error, to identify potential solutions.

Understanding the type of problem at hand is essential, as it dictates the approach. For instance, a simple problem might require a straightforward solution, while a complex problem might need a more comprehensive, step-by-step approach. Similarly, structured problems might benefit from established methodologies, whereas unstructured problems might need more innovative and creative problem-solving techniques.

The Problem-Solving Process

The process of problem-solving is a methodical approach that involves several distinct stages. Each stage plays a crucial role in navigating from the initial recognition of a problem to its final resolution. Let’s explore each of these stages in detail.

Step 1: Identifying the Problem

Step 2: Defining the Problem

Once the problem is identified, the next step is to define it clearly and precisely. This is a critical phase because a well-defined problem often suggests its solution. Defining the problem involves breaking it down into smaller, more manageable parts. It also includes understanding the scope and impact of the problem. A clear definition helps in focusing efforts and resources efficiently and serves as a guide to stay on track during the problem-solving process.

Step 3: Analyzing the Problem

Step 4: Generating Solutions

Step 5: Evaluating and Selecting Solutions

After generating a list of possible solutions, the next step is to evaluate each one critically. This evaluation includes considering the feasibility, costs, benefits, and potential impact of each solution. Techniques like cost-benefit analysis, risk assessment, and scenario planning can be useful here. The aim is to select the solution that best addresses the problem in the most efficient and effective way, considering the available resources and constraints.

Step 6: Implementing the Solution

Step 7: Reviewing and Reflecting

The final stage in the problem-solving process is to review the implemented solution and reflect on its effectiveness and the process as a whole. This involves assessing whether the solution met its intended goals and what could have been done differently. Reflection is a critical part of learning and improvement. It helps in understanding what worked well and what didn’t, providing valuable insights for future problem-solving efforts.

Tools and Techniques for Effective Problem Solving

Problem-solving is a multifaceted endeavor that requires a variety of tools and techniques to navigate effectively. Different stages of the problem-solving process can benefit from specific strategies, enhancing the efficiency and effectiveness of the solutions developed. Here’s a detailed look at some key tools and techniques:

Brainstorming

SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats)

Root Cause Analysis

This is a method used to identify the underlying causes of a problem, rather than just addressing its symptoms. One popular technique within root cause analysis is the “ 5 Whys ” method. This involves asking “why” multiple times (traditionally five) until the fundamental cause of the problem is uncovered. This technique encourages deeper thinking and can reveal connections that aren’t immediately obvious. By addressing the root cause, solutions are more likely to be effective and long-lasting.

Mind Mapping

Each of these tools and techniques can be adapted to different types of problems and situations. Effective problem solvers often use a combination of these methods, depending on the nature of the problem and the context in which it exists. By leveraging these tools, one can enhance their ability to dissect complex problems, generate creative solutions, and implement effective strategies to address challenges.

Developing Problem-Solving Skills

Developing problem-solving skills is a dynamic process that hinges on both practice and introspection. Engaging with a diverse array of problems enhances one’s ability to adapt and apply different strategies. This exposure is crucial as it allows individuals to encounter various scenarios, ranging from straightforward to complex, each requiring a unique approach. Collaborating with others in teams is especially beneficial. It broadens one’s perspective, offering insights into different ways of thinking and approaching problems. Such collaboration fosters a deeper understanding of how diverse viewpoints can contribute to more robust solutions.

Reflection is equally important in the development of problem-solving skills. Reflecting on both successes and failures provides valuable lessons. Successes reinforce effective strategies and boost confidence, while failures are rich learning opportunities that highlight areas for improvement. This reflective practice enables one to understand what worked, what didn’t, and why.

Critical thinking is a foundational skill in problem-solving. It involves analyzing information, evaluating different perspectives, and making reasoned judgments. Creativity is another vital component. It pushes the boundaries of conventional thinking and leads to innovative solutions. Effective communication also plays a crucial role, as it ensures that ideas are clearly understood and collaboratively refined.

In conclusion, problem-solving is an indispensable skill set that blends analytical thinking, creativity, and practical implementation. It’s a journey from understanding the problem to applying a solution and learning from the outcome.

Whether dealing with simple or complex issues, or structured or unstructured challenges, the essence of problem-solving lies in a methodical approach and the effective use of various tools and techniques. It’s a skill that is honed over time, through experience, reflection, and the continuous development of critical thinking, creativity, and communication abilities. In mastering problem-solving, one not only addresses immediate issues but also builds a foundation for future challenges, leading to more innovative and effective outcomes.

• Mourtos, N.J., Okamoto, N.D. and Rhee, J., 2004, February. Defining, teaching, and assessing problem solving skills . In  7th UICEE Annual Conference on Engineering Education  (pp. 1-5).
• Foshay, R. and Kirkley, J., 2003. Principles for teaching problem solving.   Technical paper ,  4 (1), pp.1-16.

Q: What are the key steps in the problem-solving process?

A : The problem-solving process involves several key steps: identifying the problem, defining it clearly, analyzing it to understand its root causes, generating a range of potential solutions, evaluating and selecting the most viable solution, implementing the chosen solution, and finally, reviewing and reflecting on the effectiveness of the solution and the process used to arrive at it.

Q: How can brainstorming be effectively used in problem-solving?

A: Brainstorming is effective in the solution generation phase of problem-solving. It involves gathering a group and encouraging the free flow of ideas without immediate criticism. The goal is to produce a large quantity of ideas, fostering creative thinking. This technique helps in uncovering unique and innovative solutions that might not surface in a more structured setting.

Q: What is SWOT Analysis and how does it aid in problem-solving?

A : SWOT Analysis is a strategic planning tool used to evaluate the Strengths, Weaknesses, Opportunities, and Threats involved in a situation. In problem-solving, it aids by providing a clear understanding of the internal and external factors that could impact the problem and potential solutions. This analysis helps in formulating strategies that leverage strengths and opportunities while mitigating weaknesses and threats.

Q: Why is it important to understand the nature of a problem before solving it?

A : Understanding the nature of a problem is crucial as it dictates the approach for solving it. Problems can be simple or complex, structured or unstructured, and each type requires a different strategy. A clear understanding of the problem’s nature helps in applying the appropriate methods and tools for effective resolution.

Q: How does reflection contribute to developing problem-solving skills?

A : Reflection is a critical component in developing problem-solving skills. It involves looking back at the problem-solving process and the implemented solution to assess what worked well and what didn’t. Reflecting on both successes and failures provides valuable insights and lessons, helping to refine and improve problem-solving strategies for future challenges. This reflective practice enhances one’s ability to approach problems more effectively over time.

Daniel Croft is a seasoned continuous improvement manager with a Black Belt in Lean Six Sigma. With over 10 years of real-world application experience across diverse sectors, Daniel has a passion for optimizing processes and fostering a culture of efficiency. He's not just a practitioner but also an avid learner, constantly seeking to expand his knowledge. Outside of his professional life, Daniel has a keen Investing, statistics and knowledge-sharing, which led him to create the website learnleansigma.com, a platform dedicated to Lean Six Sigma and process improvement insights.

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• Miles Anthony Smith
• Sep 12, 2022
• 12 min read

The Ultimate Problem-Solving Process Guide: 31 Steps and Resources

Updated: Jan 24, 2023

GOT CHALLENGES WITH YOUR PROBLEM-SOLVING PROCESS? ARE YOU FRUSTRATED?

prob·lem-solv·ing noun -the process of finding solutions to difficult or complex issues. It sounds so simple, doesn’t it? But in reality problem-solving is hard. It's almost always more complex than it seems. That's why problem-solving can be so frustrating sometimes. You can feel like you’re spinning your wheels, arguing in circles, or just failing to find answers that actually work. And when you've got a group working on a problem, it can get even muddier …differences of opinions, viewpoints colored by different backgrounds, history, life experiences, you name it. We’re all looking at life and work from different angles, and that often means disagreement. Sometimes sharp disagreement. That human element, figuring out how to take ourselves out of the equation and make solid, fact-based decisions , is precisely why there’s been so much written on problem-solving. Which creates its own set of problems. Whose method is best? How can you possibly sift through them all? Are we to have one person complete the entire problem-solving process by themselves or rely on a larger team to find answers to our most vexing challenges in the workplace ? Today, we’re going to make sense of it all. We’ll take a close look at nine top problem-solving methods. Then we’ll grab the best elements of all of them to give you a process that will have your team solving problems faster, with better results , and maybe with less sharp disagreement. Ready to dive in? Let’s go!

9 PROFITABLE PROBLEM-SOLVING TECHNIQUES AND METHODS

While there are loads of methods to choose from, we are going to focus on nine of the more common ones. You can use some of these problem-solving techniques reactively to solve a known issue or proactively to find more efficient or effective ways of performing tasks. If you want to explore other methods, check out this resource here . A helpful bit of advice here is to reassure people that you aren’t here to identify the person that caused the problem . You’re working to surface the issue, solve it and make sure it doesn’t happen again, regardless of the person working on the process. It can’t be understated how important it is to continually reassure people of this so that you get unfiltered access to information. Without this, people will often hide things to protect themselves . After all, nobody wants to look bad, do they? With that said, let’s get started...

1. CREATIVE PROBLEM SOLVING (CPS)

Alex Osborn coined the term “Creative Problem Solving” in the 1940s with this simple four-step process:

Clarify : Explore the vision, gather data, and formulate questions.

Ideate : This stage should use brainstorming to generate divergent thinking and ideas rather than the random ideas normally associated with brainstorming.

Develop : Formulate solutions as part of an overall plan.

Implement : Put the plan into practice and communicate it to all parties.

2. APPRECIATIVE INQUIRY

Source: http://www.davidcooperrider.com/ai-process/ This method seeks, first and foremost, to identify the strengths in people and organizations and play to that “positive core” rather than focus our energies on improving weaknesses . It starts with an “affirmative topic,” followed by the “positive core (strengths).” Then this method delves into the following stages:

Discovery (fact-finding)

Dream (visioning the future)

Design (strategic purpose)

Destiny (continuous improvement)

3. “FIVE WHYS” METHOD

This method simply suggests that we ask “Why” at least five times during our review of the problem and in search of a fix. This helps us dig deeper to find the the true reason for the problem, or the root cause. Now, this doesn’t mean we just keeping asking the same question five times. Once we get an answer to our first “why”, we ask why to that answer until we get to five “whys”.

Using the “five whys” is part of the “Analyze” phase of Six Sigma but can be used with or without the full Six Sigma process.

Review this simple Wikipedia example of the 5 Whys in action:

The vehicle will not start. (the problem)

Why? - The battery is dead. (First why)

Why? - The alternator is not functioning. (Second why)

Why? - The alternator belt has broken. (Third why)

Why? - The alternator belt was well beyond its useful service life and not replaced. (Fourth why)

Why? - The vehicle was not maintained according to the recommended service schedule. (Fifth why, a root cause)

4. LEAN SIX SIGMA (DMAIC METHOD)

While many people have at least heard of Lean or Six Sigma, do we know what it is? Like many problem-solving processes, it has five main steps to follow.

Define : Clearly laying out the problem and soliciting feedback from those who are customers of the process is necessary to starting off on the right foot.

Measure : Quantifying the current state of the problem is a key to measuring how well the fix performed once it was implemented.

Analyze : Finding out the root cause of the problem (see number 5 “Root Cause Analysis” below) is one of the hardest and least explored steps of Six Sigma.

Improve : Crafting, executing, and testing the solution for measureable improvement is key. What doesn’t get implemented and measured really won’t make a difference.

Control : Sustaining the fix through a monitoring plan will ensure things continue to stay on track rather than being a short-lived solution.

5. ROOT CAUSE ANALYSIS

Compared to other methods, you’ll more often find this technique in a reactive problem-solving mode, but it is helpful nonetheless. Put simply, it requires a persistent approach to finding the highest-level cause, since most reasons you’ll uncover for a problem don’t tell the whole story.

Most of the time, there are many factors that contributed to an issue. The main reason is often shrouded in either intentional or unintentional secrecy. Taking the time to drill down to the root of the issue is key to truly solving the problem.

6. DEMING-SHEWHART CYCLE: PLAN-DO-CHECK-ACT (PDCA)

Named for W. Edwards Deming and Walter A. Shewhart, this model follows a four-step process:

Plan: Establish goals and objectives at the outset to gain agreement. It’s best to start on a small scale in order to test results and get a quick win.

Do: This step is all about the implementation and execution of the solution.

Check: Study and compare actual to expected results. Chart this data to identify trends.

Act/Adjust: If the check phase showed different results, then adjust accordingly. If worse than expected, then try another fix. If the same or better than expected, then use that as the new baseline for future improvements.

7. 8D PROBLEM-SOLVING

While this is named “8D” for eight disciplines, there are actually nine , because the first is listed as step zero. Each of the disciplines represents a phase of this process. Its aim is to implement a quick fix in the short term while working on a more permanent solution with no recurring issues.

Prepare and Plan : Collecting initial information from the team and preparing your approach to the process is a necessary first step.

Form a Team : Select a cross-functional team of people, one leader to run meetings and the process, and one champion/sponsor who will be the final decision-maker.

Describe the Problem : Using inductive and deductive reasoning approaches, lay out the precise issue to be corrected.

Interim Containment Action : Determine if an interim solution needs to be implemented or if it can wait until the final fix is firmed up. If necessary, the interim action is usually removed once the permanent solution is ready for implementation.

Root Cause Analysis and Escape Point : Finding the root of the issue and where in the process it could’ve been found but was not will help identify where and why the issue happened.

Permanent Corrective Action : Incorporating key criteria into the solution, including requirements and wants, will help ensure buy-in from the team and your champion.

Implement and Validate the Permanent Corrective Action : Measuring results from the fix implemented validates it or sends the team back to the drawing board to identity a more robust solution.

Prevent Recurrence : Updating work procedure documents and regular communication about the changes are important to keep old habits in check.

Closure and Team Celebration : Taking time to praise the team for their efforts in resolving the problem acknowledges the part each person played and offers a way to move forward.

8. ARMY PROBLEM SOLVING PROCESS

The US Army has been solving problems for more than a couple of centuries , so why not take a look at the problem-solving process they’ve refined over many years? They recommend this five step process:

Identify the Problem : Take time to understand the situation and define a scope and limitations before moving forward.

Gather Information : Uncover facts, assumptions, and opinions about the problem, and challenge them to get to the truth.

Develop Screening and Evaluation Criteria :

Five screening items should be questioned. Is it feasible, acceptable, distinguishable, and complete?

Evaluation criteria should have these 5 elements: short title, definition, unit of measure, benchmark, and formula.

Generate, Analyze, and Compare Possible Solutions : Most fixes are analyzed, but do you compare yours to one another as a final vetting method?

Choose a Solution and Implement : Put the fix into practice and follow up to ensure it is being followed consistently and having the desired effect.

9. HURSON'S PRODUCTIVE THINKING MODEL

Tim Hurson introduced this model in 2007 with his book, Think Better. It consists of the following six actions.

Ask "What is going on?" : Define the impact of the problem and the aim of its solution.

Ask "What is success?" : Spell out the expected outcome, what should not be in fix, values to be considered, and how things will be evaluated.

Ask "What is the question?" : Tailor questions to the problem type. Valuable resources can be wasted asking questions that aren’t truly relevant to the issue.

Generate answers : Prioritize answers that are the most relevant to solutions, without excluding any suggestion to present to the decision-makers.

Forge the solution : Refine the raw list of prioritized fixes, looking for ways to combine them for a more powerful solution or eliminate fixes that don’t fit the evaluation criteria.

Align resources: Identify resources, team, and stakeholders needed to implement and maintain the solution.

STEAL THIS THOROUGH 8-STEP PROBLEM-SOLVING PROCESS

Now that we’ve reviewed a number of problem-solving methods, we’ve compiled the various steps into a straightforward, yet in-depth, s tep-by-step process to use the best of all methods.

1. DIG DEEP: IDENTIFY, DEFINE, AND CLARIFY THE ISSUE

“Elementary, my dear Watson,” you might say.

This is true, but we often forget the fundamentals before trying to solve a problem. So take some time to gain understanding of critical stakeholder’s viewpoints to clarify the problem and cement consensus behind what the issue really is.

Sometimes it feels like you’re on the same page, but minor misunderstandings mean you’re not really in full agreement.. It’s better to take the time to drill down on an issue before you get too far into solving a problem that may not be the exact problem . Which leads us to…

2. DIG DEEPER: ROOT CAUSE ANALYSIS

This part of the process involves identifying these three items :

What happened?

Why did it happen?

What process do we need to employ to significantly reduce the chances of it happening again ?

You’ll usually need to sort through a series of situations to find the primary cause. So be careful not to stop at the first cause you uncover . Dig further into the situation to expose the root of the issue. We don’t want to install a solution that only fixes a surface-level issue and not the root. T here are typically three types of causes :

Physical: Perhaps a part failed due to poor design or manufacturing.

Human error: A person either did something wrong or didn’t do what needed to be done.

Organizational: This one is mostly about a system, process, or policy that contributed to the error .

When searching for the root cause, it is important to ensure people that you aren’t there to assign blame to a person but rather identify the problem so a fix can prevent future issues.

3. PRODUCE A VARIETY OF SOLUTION OPTIONS

So far, you’ve approached the problem as a data scientist, searching for clues to the real issue. Now, it’s important to keep your eyes and ears open, in case you run across a fix suggested by one of those involved in the process failure. Because they are closest to the problem, they will often have an idea of how to fix things. In other cases, they may be too close, and unable to see how the process could change.

The bottom line is to solicit solution ideas from a variety of sources , both close to and far away from the process you’re trying to improve.

You just never know where the top fix might come from!

4. FULLY EVALUATE AND SELECT PLANNED FIX(ES)

Evaluating solutions to a defined problem can be tricky since each one will have cost, political, or other factors associated with it. Running each fix through a filter of cost and impact is a vital step toward identifying a solid solution and hopefully settling on the one with the highest impact and low or acceptable cost.

Categorizing each solution in one of these four categoriescan help teams sift through them:

High Cost/Low Impact: Implement these last, if at all, since t hey are expensive and won’t move the needle much .

Low Cost/Low Impact: These are cheap, but you won’t get much impact.

High Cost/High Impact: These can be used but should be second to the next category.

Low Cost/High Impact: Getting a solid “bang for your buck” is what these fixes are all about. Start with these first .

5. DOCUMENT THE FINAL SOLUTION AND WHAT SUCCESS LOOKS LIKE

Formalize a document that all interested parties (front-line staff, supervisors, leadership, etc.) agree to follow. This will go a long way towards making sure everyone fully understands what the new process looks like, as well as what success will look like .

While it might seem tedious, try to be overly descriptive in the explanation of the solution and how success will be achieved. This is usually necessary to gain full buy-in and commitment to continually following the solution. We often assume certain things that others may not know unless we are more explicit with our communications.

6. SUCCESSFULLY SELL AND EXECUTE THE FIX

Arriving at this stage in the process only to forget to consistently apply the solution would be a waste of time, yet many organizations fall down in the execution phase . Part of making sure that doesn’t happen is to communicate the fix and ask for questions multiple times until all parties have a solid grasp on what is now required of them.

One often-overlooked element of this is the politics involved in gaining approval for your solution. Knowing and anticipating objections of those in senior or key leadership positions is central to gaining buy-in before fix implementation.

7. RINSE AND REPEAT: EVALUATE, MONITOR, AND FOLLOW UP

Next, doing check-ins with the new process will ensure that the solution is working (or identity if further reforms are necessary) . You’ll also see if the measure of predefined success has been attained (or is making progress in that regard).

Without regularly monitoring the fix, you can only gauge the success or failure of the solution by speculation and hearsay. And without hard data to review, most people will tell their own version of the story.

8. COLLABORATIVE CONTINGENCIES, ITERATION, AND COURSE CORRECTION

Going into any problem-solving process, we should take note that we will not be done once the solution is implemented (or even if it seems to be working better at the moment). Any part of any process will always be subject to the need for future iterations and course corrections . To think otherwise would be either foolish or naive.

There might need to be slight, moderate, or wholesale changes to the solution previously implemented as new information is gained, new technologies are discovered, etc.

14 FRUITFUL RESOURCES AND EXERCISES FOR YOUR PROBLEM-SOLVING JOURNEY

Want to test your problem-solving skills?

Take a look at these twenty case study scenario exercises to see how well you can come up with solutions to these problems.

Still have a desire to discover more about solving problems?

Check out these 14 articles and books...

1. THE LEAN SIX SIGMA POCKET TOOLBOOK: A QUICK REFERENCE GUIDE TO NEARLY 100 TOOLS FOR IMPROVING QUALITY AND SPEED

This book is like a Bible for Lean Six Sigma , all in a pocket-sized package.

2. SOME SAGE PROBLEM SOLVING ADVICE

The American Society for Quality has a short article on how it’s important to focus on the problem before searching for a solution.

3. THE SECRET TO BETTER PROBLEM SOLVING: HARVARD BUSINESS REVIEW

Wondering if you are solving the right problems? Check out this Harvard Business Review article.

4. PROBLEM SOLVING 101 : A SIMPLE BOOK FOR SMART PEOPLE

Looking for a fun and easy problem-solving book that was written by a McKinsey consultant? Take a look!

5. THE BASICS OF CREATIVE PROBLEM SOLVING – CPS

If you want a deeper dive into the seven steps of Creative Problem Solving , see this article.

6. APPRECIATIVE INQUIRY : A POSITIVE REVOLUTION IN CHANGE

Appreciative Inquiry has been proven effective in organizations ranging from Roadway Express and British Airways to the United Nations and the United States Navy. Review this book to join the positive revolution.

7. PROBLEM SOLVING: NINE CASE STUDIES AND LESSONS LEARNED

The Seattle Police Department has put together nine case studies that you can practice solving . While they are about police work, they have practical application in the sleuthing of work-related problems.

8. ROOT CAUSE ANALYSIS : THE CORE OF PROBLEM SOLVING AND CORRECTIVE ACTION

Need a resource to delve further into Root Cause Analysis? Look no further than this book for answers to your most vexing questions .

9. SOLVING BUSINESS PROBLEMS : THE CASE OF POOR FRANK

This solid case study illustrates the complexities of solving problems in business.

10. THE 8-DISCIPLINES PROBLEM SOLVING METHODOLOGY

Learn all about the “8Ds” with this concise primer.

11. THE PROBLEM-SOLVING PROCESS THAT PREVENTS GROUPTHINK HBR

Need to reduce groupthink in your organization’s problem-solving process ? Check out this article from the Harvard Business Review.

12. THINK BETTER : AN INNOVATOR'S GUIDE TO PRODUCTIVE THINKING

Tim Hurson details his own Productive Thinking Model at great length in this book from the author.

13. 5 STEPS TO SOLVING THE PROBLEMS WITH YOUR PROBLEM SOLVING INC MAGAZINE

This simple five-step process will help you break down the problem, analyze it, prioritize solutions, and sell them internally.

14. CRITICAL THINKING : A BEGINNER'S GUIDE TO CRITICAL THINKING, BETTER DECISION MAKING, AND PROBLEM SOLVING!

LOOKING FOR ASSISTANCE WITH YOUR PROBLEM-SOLVING PROCESS?

There's a lot to take in here, but following some of these methods are sure to improve your problem-solving process. However, if you really want to take problem-solving to the next level, InitiativeOne can come alongside your team to help you solve problems much faster than you ever have before.

There are several parts to this leadership transformation process provided by InitiativeOne, including a personal profile assessment, cognitive learning, group sessions with real-world challenges, personal discovery, and a toolkit to empower leaders to perform at their best.

There are really only two things stopping good teams from being great. One is how they make decisions and two is how they solve problems. Contact us today to grow your team’s leadership performance by making decisions and solving problems more swiftly than ever before!

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Table of Contents

The problem-solving process, how to solve problems: 5 steps, train to solve problems with lean today, what is problem solving steps, techniques, & best practices explained.

Problem solving is the art of identifying problems and implementing the best possible solutions. Revisiting your problem-solving skills may be the missing piece to leveraging the performance of your business, achieving Lean success, or unlocking your professional potential. 

Ask any colleague if they’re an effective problem-solver and their likely answer will be, “Of course! I solve problems every day.” 

Problem solving is part of most job descriptions, sure. But not everyone can do it consistently. 

Problem solving is the process of defining a problem, identifying its root cause, prioritizing and selecting potential solutions, and implementing the chosen solution.

There’s no one-size-fits-all problem-solving process. Often, it’s a unique methodology that aligns your short- and long-term objectives with the resources at your disposal. Nonetheless, many paradigms center problem solving as a pathway for achieving one’s goals faster and smarter. 

One example is the Six Sigma framework , which emphasizes eliminating errors and refining the customer experience, thereby improving business outcomes. Developed originally by Motorola, the Six Sigma process identifies problems from the perspective of customer satisfaction and improving product delivery. 

Lean management, a similar method, is about streamlining company processes over time so they become “leaner” while producing better outcomes. 

Trendy business management lingo aside, both of these frameworks teach us that investing in your problem solving process for personal and professional arenas will bring better productivity.

1. Precisely Identify Problems

As obvious as it seems, identifying the problem is the first step in the problem-solving process. Pinpointing a problem at the beginning of the process will guide your research, collaboration, and solutions in the right direction. 

At this stage, your task is to identify the scope and substance of the problem. Ask yourself a series of questions: 

• What’s the problem? 
• How many subsets of issues are underneath this problem? 
• What subject areas, departments of work, or functions of business can best define this problem? 

Although some problems are naturally large in scope, precision is key. Write out the problems as statements in planning sheets . Should information or feedback during a later step alter the scope of your problem, revise the statements. 

Framing the problem at this stage will help you stay focused if distractions come up in later stages. Furthermore, how you frame a problem will aid your search for a solution. A strategy of building Lean success, for instance, will emphasize identifying and improving upon inefficient systems. 

2. Collect Information and Plan 

The second step is to collect information and plan the brainstorming process. This is another foundational step to road mapping your problem-solving process. Data, after all, is useful in identifying the scope and substance of your problems. 

Collecting information on the exact details of the problem, however, is done to narrow the brainstorming portion to help you evaluate the outcomes later. Don’t overwhelm yourself with unnecessary information — use the problem statements that you identified in step one as a north star in your research process. 

This stage should also include some planning. Ask yourself:

• What parties will ultimately decide a solution? 
• Whose voices and ideas should be heard in the brainstorming process? 
• What resources are at your disposal for implementing a solution? 

Establish a plan and timeline for steps 3-5. 

3. Brainstorm Solutions

Brainstorming solutions is the bread and butter of the problem-solving process. At this stage, focus on generating creative ideas. As long as the solution directly addresses the problem statements and achieves your goals, don’t immediately rule it out. 

Moreover, solutions are rarely a one-step answer and are more like a roadmap with a set of actions. As you brainstorm ideas, map out these solutions visually and include any relevant factors such as costs involved, action steps, and involved parties. 

With Lean success in mind, stay focused on solutions that minimize waste and improve the flow of business ecosystems. 

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4. Decide and Implement

The most critical stage is selecting a solution. Easier said than done. Consider the criteria that has arisen in previous steps as you decide on a solution that meets your needs. 

Once you select a course of action, implement it. 

Practicing due diligence in earlier stages of the process will ensure that your chosen course of action has been evaluated from all angles. Often, efficient implementation requires us to act correctly and successfully the first time, rather than being hurried and sloppy. Further compilations will create more problems, bringing you back to step 1. 

5. Evaluate

Exercise humility and evaluate your solution honestly. Did you achieve the results you hoped for? What would you do differently next time? 

As some experts note, formulating feedback channels into your evaluation helps solidify future success. A framework like Lean success, for example, will use certain key performance indicators (KPIs) like quality, delivery success, reducing errors, and more. Establish metrics aligned with company goals to assess your solutions.

Master skills like measurement system analysis, lean principles, hypothesis testing, process analysis and DFSS tools with our Lean Six Sigma Green Belt Training Course . Sign-up today!

Become a quality expert with Simplilearn’s Lean Six Sigma Green Belt . This Lean Six Sigma certification program will help you gain key skills to excel in digital transformation projects while improving quality and ultimate business results.

In this course, you will learn about two critical operations management methodologies – Lean practices and Six Sigma to accelerate business improvement.

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Adopting the right problem-solving approach

May 4, 2023 You’ve defined your problem, ensured stakeholders are aligned, and are ready to bring the right problem-solving approach and focus to the situation to find an optimal solution. But what is the right problem-solving approach? And what if there is no single ideal course of action? In our 2013 classic  from the Quarterly , senior partner Olivier Leclerc  highlights the value of taking a number of different approaches simultaneously to solve difficult problems. Read on to discover the five flexons, or problem-solving languages, that can be applied to the same problem to generate richer insights and more innovative solutions. Then check out more insights on problem-solving approaches, and dive into examples of pressing challenges organizations are contending with now.

Five routes to more innovative problem solving

Author Talks: Get on the performance curve

Strategy to beat the odds

How to master the seven-step problem-solving process

Want better strategies? Become a bulletproof problem solver

Digital performance management: From the front line to the bottom line

Addressing employee burnout: Are you solving the right problem?

Business’s ‘It’s not my problem’ IT problem

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How to Solve Problems

• Laura Amico

To bring the best ideas forward, teams must build psychological safety.

Teams today aren’t just asked to execute tasks: They’re called upon to solve problems. You’d think that many brains working together would mean better solutions, but the reality is that too often problem-solving teams fall victim to inefficiency, conflict, and cautious conclusions. The two charts below will help your team think about how to collaborate better and come up with the best solutions for the thorniest challenges.

• Laura Amico is a former senior editor at Harvard Business Review.

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The Five-Step Problem-Solving Process

Sometimes when you’re faced with a complex problem, it’s best to pause and take a step back. A break from…

Sometimes when you’re faced with a complex problem, it’s best to pause and take a step back. A break from routine will help you think creatively and objectively. Doing too much at the same time increases the chances of burnout.

Solving problems is easier when you align your thoughts with your actions. If you’re in multiple places at once mentally, you’re more likely to get overwhelmed under pressure. So, a problem-solving process follows specific steps to make it approachable and straightforward. This includes breaking down complex problems, understanding what you want to achieve, and allocating responsibilities to different people to ease some of the pressure.

The problem-solving process will help you measure your progress against factors like budget, timelines and deliverables. The point is to get the key stakeholders on the same page about the ‘what’, ‘why’ and ‘how’ of the process. ( Xanax ) Let’s discuss the five-step problem-solving process that you can adopt.

Problems at a workplace need not necessarily be situations that have a negative impact, such as a product failure or a change in government policy. Making a decision to alter the way your team works may also be a problem. Launching new products, technological upgrades, customer feedback collection exercises—all of these are also “problems” that need to be “solved”.

Here are the steps of a problem-solving process:

1. Defining the Problem

The first step in the process is often overlooked. To define the problem is to understand what it is that you’re solving for. This is also where you outline and write down your purpose—what you want to achieve and why. Making sure you know what the problem is can make it easier to follow up with the remaining steps. This will also help you identify which part of the problem needs more attention than others.

2. Analyzing the Problem

Analyze why the problem occurred and go deeper to understand the existing situation.  If it’s a product that has malfunctioned, assess factors like raw material, assembly line, and people involved to identify the problem areas. This will help you figure out if the problem will persist or recur. You can measure the solution against existing factors to assess its future viability.

3. Weighing the Options

Once you’ve figured out what the problem is and why it occurred, you can move on to generating multiple options as solutions. You can combine your existing knowledge with research and data to come up with viable and effective solutions. Thinking objectively and getting inputs from those involved in the process will broaden your perspective of the problem. You’ll be able to come up with better options if you’re open to ideas other than your own.

4. Implementing The Best Solution

Implementation will depend on the type of data at hand and other variables. Consider the big picture when you’re selecting the best option. Look at factors like how the solution will impact your budget, how soon you can implement it, and whether it can withstand setbacks or failures. If you need to make any tweaks or upgrades, make them happen in this stage.

5. Monitoring Progress

The problem-solving process doesn’t end at implementation. It requires constant monitoring to watch out for recurrences and relapses. It’s possible that something doesn’t work out as expected on implementation. To ensure the process functions smoothly, you can make changes as soon as you catch a miscalculation. Always stay on top of things by monitoring how far you’ve come and how much farther you have to go.

You can learn to solve any problem—big or small—with experience and patience. Adopt an impartial and analytical approach that has room for multiple perspectives. In the workplace, you’re often faced with situations like an unexpected system failure or a key employee quitting in the middle of a crucial project.

Problem-solving skills will help you face these situations head-on. Harappa Education’s Structuring Problems course will show you how to classify and categorize problems to discover effective solutions. Equipping yourself with the right knowledge will help you navigate work-related problems in a calm and competent manner.

Explore topics such as  Problem Solving , the  PICK Chart ,  How to Solve Problems  & the  Barriers to Problem Solving  from our Harappa Diaries blog section and develop your skills.

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Article • 10 min read

The Simplex Process

A robust and creative problem-solving tool.

By the Mind Tools Content Team

Imagine that you and your team are tasked with eliminating bottlenecks in your organization's billing process. Suppliers are angry, managers are frustrated, and the problem is costing the company money.

But, try as you might, you just can't pinpoint what's wrong, and the fixes that you've tried so far haven't worked.

Here's where the Simplex Process, now known as Simplexity Thinking, could help. This powerful tool enables you to identify and deal with problems creatively and effectively. It takes you through an eight-step process, from identifying the problem to implementing a solution.

In this article, we'll explain what Simplexity Thinking is, and describe how to use each stage.

Click here to view a transcript of this video.

What Is Simplexity Thinking?

The Simplex Process was created by management and creativity specialist Min Basadur, and was popularized in his 1995 book, " The Power of Innovation ."

The process is made up of eight steps, grouped into three stages: Problem Formulation, Solution Formulation and Solution Implementation. It is a versatile tool that can be used in organizations of all sizes, and for almost any type of problem.

Basadur has developed and refined the Process since the original publication of his book. Figure 1, below explains the most recent version.

Figure 1. Follow eight steps to solve a problem by using Simplexity Thinking.

Reproduced with permission from Dr Min Basadur. See Basadur Applied Creativity for more information on Simplex and Simplexity Thinking. From " The Power of Innovation: How to Make Innovation a Way of Life & How to Put Creative Solutions to Work ," by Min Basadur. Copyright © 1995 and 2002.

How to Use the Process

Let's look at the eight steps in more detail, below.

1. Problem Finding

Often, the most difficult part of any problem-solving exercise is finding the right issue to tackle. So, this is the first step to carry out. Problems may be obvious but, if they're not, you can identify them by using “trigger questions” such as:

• What do our customers want us to improve? What are they complaining about?
• What could they be doing better if we were to help them?
• What small problems do we have that could grow into bigger ones?
• What slows down our work or makes it more difficult? How can we improve quality?
• What are our competitors doing that we could do?
• What is frustrating and irritating to our team?

You can also consider issues that may arise in the future.

For example, think about how you expect markets and customers to change over the next few years. There could be problems as your organization expands. Social, political or legal changes may affect it, too. See our article, PEST Analysis for more on this.

It's also worth exploring possible problems from the perspective of different "actors" in the situation. This is where techniques such as the CATWOE checklist are helpful.

You may not have enough information to define your problem precisely, even after asking plenty of questions. But don't worry about this until you reach Step 3!

2. Fact Finding

The next stage is to research the problem as fully as possible.

Start by analyzing the data you have to see whether the problem really does exist. Then, establish whether the benefits of solving the problem will be worth the effort and resources that you'll need to spend.

Be clear which processes, components, services or technologies you want to use, and explore any solutions that others have already tried.

Next, work out how different people perceive the situation, explore your customers' needs in more detail, and investigate your competitors' best ideas.

3. Problem Definition

Identify the problem at the right level. For example, if you ask questions about it in terms that are too broad, then you'll never have enough resources to answer them effectively. If, however, your questions are too narrow, you may end up fixing the symptoms of a problem, rather than the problem itself. Our article, The Problem Definition Process , explores this issue.

Min Basadur suggests asking "Why?" to broaden your definition of the problem, and "What's stopping you?" to narrow it.

Let's say your system has difficulty maintaining stock levels in your warehouse. Start by asking, "Why is the system not doing its job properly?" The answer might lead you to ask a broader question, such as, "Why are we asking the system to do something that it's not good at?"

A "What's stopping you?" question here could give you the answer, "We don't know enough about the capabilities of the system we're using." In this way you may realize that you're not actually looking to fix a malfunctioning part, but to get the warehouse to use the system correctly, or to introduce a new system that is a better fit.

Big problems are often made up of many smaller ones. In the Problem Definition stage you can use a technique like Drill Down to break the problem down to its component parts. You can also use the 5 Whys Technique , Cause and Effect Analysis and Root Cause Analysis to help you get to the root of a problem.

Negative thinking can affect the Problem Definition stage. You or your team might start using phrases such as "We can't," or "We don't," or "This costs too much." Shift the focus toward creating a solution by addressing objections with the phrase "How might we...?".

4. Idea Finding

Generate as many problem-solving ideas as possible.

Ways of doing this range from asking other people for their opinions, through programmed creativity tools such as Creative Problem Solving and lateral-thinking techniques, to brainstorming. You should also look at the problem from other perspectives .

Don't evaluate or criticize ideas during this stage. Instead, just concentrate on generating ideas. Remember, impractical ideas can often trigger good ones!

5. Evaluation and Selection

Once you have generated a number of possible solutions to your problem, you need to select the best one.

The best solution may be obvious. If it's not, then consider the criteria that you'll use to select the best idea. Our articles on Decision Making Techniques explore a wide range of methods for doing this.

Once you've selected an idea, develop it as far as possible . You then need to evaluate it. Common sense is more important than ego here: be objective, and consider each course of action on its merits.

If your idea doesn't offer a big enough benefit, either see whether you can generate more ideas, or restart the process. (You can waste years of your life developing creative ideas that no-one wants!)

6. Action Planning

When you've picked an idea, and you're confident that it's worthwhile, it's time to start planning its implementation.

Developing Action Plans is a good way to manage simple projects. Action plans lay out the who, what, when, where, why, and how of delivering the work.

For larger projects, it's worth using formal project management techniques . These enable you to deliver projects efficiently, successfully, and within a realistic timeframe.

7. Gaining Acceptance

Until this stage you may have been working on your own, or with just a small team. Now you have to sell your solution to the people you need support from. These people may include your boss, investors, and any other stakeholders involved with the project.

When you're selling your idea, you'll have to address not only the practicalities, but also other factors, such as internal politics and fear of change. Your goal should be to foster both a sense of ownership among the stakeholders, and an understanding of the benefits they will derive from what you're doing.

Also, think about change management in cases where implementation is likely to affect several people or groups of people. Understanding this will help you to make sure that your project gains support.

After the creativity and preparation comes action.

This is where your careful work and planning pays off. Again, if you're implementing a large-scale change or project, brushing up on your change-management skills can help you to implement the process smoothly.

When the action is underway, return to Stage 1, Problem Finding, to continue developing your idea. You can also adopt the principles of the Kaizen model of continuous improvement to refine your project.

Simplexity Thinking is a powerful approach to creative problem-solving. It is suitable for projects and organizations of almost any scale.

The process follows an eight-step cycle. When you've completed each step, you can start it again to find and solve another problem. This encourages a culture of continuous improvement.

The eight steps in the process are:

• Problem Finding.
• Fact Finding.
• Problem Definition.
• Idea Finding.
• Evaluation and Selection.
• Action Planning.
• Gaining Acceptance.

This process can foster intense creativity: by moving through these steps you give yourself the best chance of solving the most significant problems with the best solutions available.

Basadur, M. (2002). ' The Power of Innovation .' London: Pitman Publishing.

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Five Steps To Create a Problem-Solving Process (Plus Tips!)

8 min read · Updated on August 31, 2023

Conquering workplace challenges fuses strategy and art

Sometimes, it can seem that obstacles are as prevalent as opportunities. When you're good at solving problems, though, you have the power to navigate issues with relative ease. In fact, problem solving is more than a skill - it's a tool that you can use to fuel career growth and success. 

As an effective problem solver, you use innovative thinking, demonstrate leadership, and build resilience and confidence. Often, the people you work with come to trust that you're the person to go to when there's a challenge. This could be just the stepping stone you need to move into a leadership role . 

Of course, problems range in complexity depending on your industry. But by having a five-step problem-solving process in place, you can enhance both efficiency and effectiveness. In this article, we'll explore tips to help you master the skill, strategy, and art of problem solving.

Identify, analyze, resolve, execute, evaluate

What's the definition of problem solving? It's quite simple. You have to come up with solutions to challenges or issues. 

The first step to fixing any problem is recognizing that there is one. Then the trick is to engage with each step of the problem-solving process to incorporate analytical thinking , adaptability, and collaboration skills to build a framework for addressing challenges and driving positive outcomes. 

Step 1: Identify

Identifying the problem may be simple, or it could be a detailed cognitive process that breaks the issue into manageable components. Either way, what you do during the identify step of the problem-solving process sets the stage for the next steps in problem solving. 

Step 2: Analyze

Consider underlying factors and devise strategies. Here's where the art part of your problem-solving strategy becomes important. As you gather details about the problem, employ critical thinking to uncover the root causes and potential implications. 

Step 3: Resolve

Once you have a thorough understanding of the issue, it's time to get creative. Develop some reasonable solutions that are aligned with the capabilities of your team and the mission, vision, and values of your company. Your problem-solving method could involve any one of the following - or even a combination of several:

Encourage your team to learn new technologies

Reallocate some resources

Restructure organizational elements

Draft new operating procedures

Implement brainstorming sessions

Develop metrics 

Step 4: Execute

After you've outlined the solutions and decided which ones you think will resolve the problem, it's time to put them into place. The execution phase is the bridge between theory and practice. 

Translate the solutions into actionable steps that produce tangible results

Clearly communicate the actionable steps to the relevant stakeholders - your team, colleagues, or managers

Delegate tasks based on team member acumen

Empower those you delegate tasks to by fostering a sense of ownership

Track the progress of your solutions

Overcome challenges, including unforeseen obstacles and stakeholder resistance

Step 5: Evaluate

Just because you think you solved the problem doesn't mean you actually did. It's critical to double-check your work and make sure there are no hiccups. Here's a list of 10 evaluative questions you can work through, to ensure that your problem-solving solutions were impactful:

Did the solutions effectively address the root cause of the problem?

Do you see the desired results? 

What impact can you see on your team or the company?

Has there been a noticeable enhancement in efficiency, productivity, or overall performance?

Have any unintended consequences or new challenges arisen as a result of the implemented solution?

Can the solution be sustained in the long term, or is it a short-term fix?

Have stakeholders, such as team members or customers, reported positive experiences or feedback?

Have the predefined performance metrics and goals been achieved or exceeded?

Are there any new aspects of the problem that emerged after implementing the solution?

Which aspects of the solution would you retain and which would you modify?

When you reflect on the outcome of your problem solving strategies, you not only validate the effectiveness of your approach but you can also find insights for continuous improvement and refinement for future endeavors. 

Problem solving isn't just for leaders

Sometimes, it seems that only managers and senior executives can engage in effective workplace problem solving. That's simply not the case. It doesn't matter if you're a fresher who's just graduated college or someone with decades of experience, you can employ problem-solving techniques and become a master problem solver. 

You've likely heard of hard skills and soft skills ; you may have even seen problem solving lumped in with other soft skills. There are three essential soft skills you'll need to be good at to solve workplace problems:

Analytical thinking

Adaptability, collaboration.

Let's start with a foundational problem-solving skill. Analytical thinking is something you'll use in every step of your five-step problem-solving process, from identifying the problem to coming up with and executing solutions and measuring the success of those solutions. Being able to analyze trends, anticipate shifts, and make informed decisions along the problem-solving path, you'll be assured of success. 

A real-world example: Sally is a new graduate and has secured her first job. After a few days at work, she wants to start making a name for herself by identifying a dip in sales. She dissects the customer engagement data and finds there has been a shift in consumer preferences. She knows that a new targeted marketing strategy could re-engage customers and bring sales back up. 

Toss aside any notions that the plans you set into place to solve a problem are set in stone. They're not! Being able to make course corrections to change outcomes is at the heart of being adaptable . This soft skill becomes more and more important every day because of how quickly things change in business. Technology advances, economic fluctuations come into play, and unforeseen global events can wreak havoc on the best-laid problem-solving solutions. Think about how adaptable people had to be a few years ago when Covid shut the world down – there were tons of never-before-faced problems that ultimately got solved. 

A real-world example : John has been employed in the technology sector for a little over 20 years. He's achieved the coveted role of CTO and found himself overseeing a team that had to transition into remote work. Because he's kept up with emerging technologies and the latest trends, he sets up processes that allow his team to enjoy a seamless shift with minimal impact on productivity.

When you have a problem-solving project in front of you, you'll often have to get people involved to help you to execute the solutions you come up with. Effective communication , organizational synergy, and a harmonious fusion of experiences can lend fresh insights to problem solving. 

A real-world example: Marcus is involved in a complex project involving supply chain optimization. He works with geographically-dispersed stakeholders of all levels and has become an expert at pooling together specialized knowledge to create holistic solutions. 

How do great problem-solving skills affect your career goals?

Challenges in life and at work are inevitable; by aligning your problem-solving skills with your career goals, not only will you be able to overcome immediate challenges, but you'll also cultivate a powerful tool for your job search toolkit. When you're good at solving problems and can show that you're good at it through accomplishment statements on your resume, your career trajectory will likely be positively impacted. In fact, there are several success stories that prove the journey to excellence is marked by innovative problem solving. Here are just a few:

Elon Musk: Musk's SpaceX faced immense challenges in developing reusable rockets. His innovative, problem-solving approach led to breakthrough solutions, revolutionizing space travel.

Indra Nooyi: As the former CEO of PepsiCo, Nooyi tackled the declining demand for sugary beverages by diversifying the product portfolio and focusing on healthier options, showcasing adaptability and strategic problem solving.

Nelson Mandela: Mandela's ability to collaborate across racial divides and negotiate solutions was instrumental in ending apartheid in South Africa.

Grace Hopper: A computer science pioneer, Hopper's analytical thinking led to the development of the first compiler, revolutionizing programming.

An invaluable asset

As you progress in your career, your skill in resolving a problem will set you apart from the rest of the job-seeking crowd as an invaluable asset. Whether you're identifying opportunities for growth, addressing operational inefficiencies, or strategizing through crises, the ability to solve problems creatively and effectively can become one of the key drivers for the advancement of your career. Essentially, strong problem-solving skills empower you to overcome challenges, seize opportunities, and carve a path of consistent achievement in your professional journey.

TopResume can help you to showcase exceptional problem-solving skills on your resume. Why not submit yours for a free resume review today, to make sure that you're giving this skill the prominence it deserves?

Recommended reading:

How to List Problem Solving Skills on a Resume

Divergent Thinking: Should You Include This Skill on Your Resume?

Higher Order Thinking Explained

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Problem management: 8 steps to better problem solving

Problem management is an 8 step framework most commonly used by IT teams. You can use problem management to solve for repeating major incidents. By organizing and structuring your problem solving, you can more effectively get to the root cause of high-impact problems—and devise a solution. Solving the root cause prevents recurrence and creates a repeatable solution to use on similar errors in the future.

In an IT department, errors and mishaps are part of the job. You can't always control these problems, but you can control how you respond to them with problem management. Problem management helps you solve larger problems and reduce the risk that they’ll happen again by identifying all connected problems, solving them, and planning for the future.

What is problem management?

Problem management is an 8 step framework most commonly used by IT teams. Your team can use problem management to solve for repeating major incidents. By organizing and structuring your problem solving, you can more effectively get to the root cause of high-impact problems—and devise a solution. Problem management is a process—used mostly by IT teams—to identify, react, and respond to issues. It’s not for every problem, but it’s a useful response when multiple major incidents occur that cause large work interruptions. Unlike problem solving, problem management goes beyond the initial incident to discover and dissect the root causes, preventing future incidents with permanent solutions.

The goals of problem management are to:

Prevent problems before they start.

Solve for repetitive errors.

Lessen each incident’s impact. 

Problem management vs. incident management 

Example: Someone leaves their unprotected laptop in a coffee shop, causing a security breach. The security team can use incident management to solve for this one, isolated event. In this case, the team could manually shut down the accounts connected to that laptop. If this continues to happen, IT would use problem management to solve the root of this issue—perhaps installing more security features on each company laptop so that if employees lose them, no one else can access the information.

Problem management vs. problem solving

While similar in name, problem management differs slightly from problem-solving. Problem management focuses on every aspect of the incident—identifying the root cause of the problem, solving it, and prevention. Problem solving is, as the name implies, focused solely on the solution step. 

Example: You’re launching a new password management system when it crashes—again. You don’t know if anything leaked, but you know it could contain confidential information. Plus, it’s happened before. You start the problem management process to ensure it doesn’t happen again. In that process, you’ll use problem solving as a step to fix the issue. In this case, perhaps securing confidential information before you try to launch a new software.

Problem management vs. change management 

Change management targets large transitions within your workplace, good and bad. These inevitable changes aren’t always negative, so you can’t always apply problem management as a solution. That’s where change management comes in—a framework that helps you adjust to any new scenario.

Example: Your company is transitioning to a new cloud platform. The transition happens incident-free—meaning you won’t need problem management—but you can ease the transition by implementing some change management best practices. Preparing and training team members in the new software is a good place to start.

Problem management vs. project management

Project management is the framework for larger collections of work. It’s the overarching method for how you work on any project, hit goals, and get results. You can use project management to help you with problem management, but they are not the same thing. Problem management and project management work together to solve issues as part of your problem management process.

Example: During problem management, you uncover a backend security issue that needs to be addressed—employees are using storage software with outdated security measures. To solve this, you create a project and outline the tasks from start to finish. In this case, you might need to alert senior executives, get approval to remove the software, and alert employees. You create a project schedule with a defined timeline and assign the tasks to relevant teams. In this process, you identified a desired outcome—remove the unsafe software—and solved it. That’s project management.

The 8 steps of problem management

It’s easy to get upset when problems occur. In fact, it’s totally normal. But an emotional response is not always the best response when faced with new incidents. Having a reliable system—such as problem management—removes the temptation to respond emotionally. Proactive project management gives your team a framework for problem solving. It’s an iterative process —the more you use it, the more likely you are to have fewer problems, faster response times, and better outputs. 

1. Identify the problem

During problem identification, you’re looking at the present—what’s happening right now? Here, you’ll define what the incident is and its scale. Is this a small, quick-fix, or a full overhaul? Consider using problem framing to define, prioritize, and understand the obstacles involved with these more complex problems. 

2. Diagnose the cause

Use problem analysis or root cause analysis to strategically look at the cause of a problem. Follow the trail of issues all the way back to its beginnings.

To diagnose the underlying cause, you’ll want to answer:

What factors or conditions led to the incident?

Do you see related incidents? Could those be coming from the same source?

Did someone miss a step? Are processes responsible for this problem?

3. Organize and prioritize

Now it’s time to build out your framework. Use an IT project plan to organize information in a space where everyone can make and see updates in real time. The easiest way to do this is with a project management tool where you can input ‌tasks, assign deadlines, and add dependencies to ensure nothing gets missed. To better organize your process, define:

What needs to be done? 

Who’s responsible for each aspect? If no one is, can we assign someone? 

When does each piece need to be completed?

What is the final number of incidents related to this problem?

Are any of these tasks dependent on another one? Do you need to set up dependencies ?

What are your highest priorities? How do they affect our larger business goals ? 

How should you plan for this in the future?

4. Create a workaround

If the incident has stopped work or altered it, you might need to create a workaround. This is not always necessary, but temporary workarounds can keep work on track and avoid backlog while you go through the problem management steps. When these workarounds are especially effective, you can make them permanent processes.

5. Update your known error database

Every time an incident occurs, create a known error record and add it to your known error database (KEDB). Recording incidents helps you catch recurrences and logs the solution, so you know how to solve similar errors in the future. 

6. Pause for change management (if necessary)

Larger, high-impact problems might require change management. For example, if you realize the problem’s root cause is a lack of staff, you might dedicate team members to help. You can use change management to help them transition their responsibilities, see how these new roles fit in with the entire team, and determine how they will collaborate moving forward.

7. Solve the problem

This is the fun part—you get to resolve problems. At this stage, you should know exactly what you’re dealing with and the steps you need to take. But remember—with problem management, it’s not enough to solve the current problem. You’ll want to take any steps to prevent this from happening again in the future. That could mean hiring a new role to cover gaps in workflows , investing in new softwares and tools, or training staff on best practices to prevent these types of incidents.

Read: Turn your team into skilled problem solvers with these problem-solving strategies

8. Reflect on the process

The problem management process has the added benefit of recording the process in its entirety, so you can review it in the future. Once you’ve solved the problem, take the time to review each step and reflect on the lessons learned during this process. Make note of who was involved, what you needed, and any opportunities to improve your response to the next incident. After you go through the problem management process a few times and understand the basic steps, stakeholders, workload, and resources you need, create a template to make the kickoff process easier in the future.

5 benefits of problem management

Problem management helps you discover every piece of the problem—from the current scenario down to its root cause. Not only does this have an immediate positive impact on the current issue at hand, it also promotes collaboration and helps to build a better product overall. 

Here are five other ways ‌problem management can benefit your team:

Avoids repeat incidents. When you manage the entire incident from start to finish, you will address the foundational problems that caused it. This leads to fewer repeat incidents.

Boosts cross-functional collaboration. Problem management is a collaborative process. One incident might require collaboration from IT, the security team, and legal. Depending on the level of the problem, it might trickle all the way back down to the product or service team, where core changes need to be made.

Creates a better user experience. It’s simple—the fewer incidents you have, the better your customer’s experience will be. Reducing incidents means fewer delays, downtime, and frustrations for your users, and a higher rate of customer satisfaction.

Improves response time. As you develop a flow and framework with a project management process, you’ll be better equipped to handle future incidents—even if they’re different scenarios.

Organizes problem solving. Problem management provides a structured, thoughtful approach to solving problems. This reduces impulsive responses and helps you keep a better problem record of incidents and solutions.

Problem management leads to better, faster solutions

IT teams will always have to deal with incidents, but they don’t have to be bogged down by them. That’s because problem management works. Whether you employ a full problem management team or choose to apply these practices to your current IT infrastructure, problem management—especially when combined with a project management tool—saves you time and effort down the road.

With IT project plans, we’ve made it easier than ever to track your problem management work in a shared tool. Try our free IT project template to see your work come together, effortlessly.

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9 Key Steps for an Effective Decision Making Process [+Examples]

Last Updated on May 21, 2024 by Owen McGab Enaohwo

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Bad decisions are a significant reason why some of the biggest brands in the world went bankrupt. Businesses feel the impacts of such decisions as early as days after making them. Streaming companies’ subscribers have dropped drastically because of some changes they made to their content. 

Losing years of hard work instantly over something avoidable is difficult for anyone. Effective decision making is a skill that can be mastered by following proven decision-making models and tools, but what exactly are they, and how can you implement them?

SweetPrcoess simplifies the decision making process by facilitating communication and collaboration among teams with standardized workflow management tools. Sign up for a 14-day free trial without a credit card. 

Table of Contents

What Does the Decision Making Process Mean?

9 Key Steps For an Effective Decision Making Process

How to Build a Solid Decision-Making Process in Your Company Using SweetProcess

7 decision making models you can use in your business, tools for an effective decision-making process, decision-making process in business, decision-making process in consumer behavior, decision-making process in healthcare, decision-making process in project management, types of biases that come up in the decision-making process (and how to avoid them), empower your employees to make the right business decisions using sweetprocess, what does the decision making process mean .

The decision making process simply means a systematic guideline for choosing an alternative between two or more options. It’s a part of everyday life that transcends into business. The success or failure of any business venture results from the strategic decisions taken about it. This places a great responsibility on decision makers to tread with caution. 

Losses eventually lead to business failure. When an organization’s resources are drained to the bottom, there’s nothing left to sustain it. With the business environment ever-changing, one could argue that some losses are due to market volatility. Creating room for unforeseen circumstances is part of the decision-making process and allows you to navigate unfavorable outcomes. 

Business executives and leaders face the daunting task of decision-making with limited resources. This pressure could lead to decision-making fatigue, a condition in which leaders are too exhausted to make the right decisions. The decision-making process streamlines the selection of reasonable options and identifies the most suitable alternative to prevent decision fatigue. 

9 Key Steps For an Effective Decision Making Process 

One of the mistakes organizations make is waiting until a problem arises before developing a solution for resolving it. Such a reactive approach addresses problems on a surface level, neglecting its root causes. Adopting a proactive strategy in decision making enhances operations management by positioning businesses to operate from a vantage point. Here are some steps for creating an effective decision making process. 

Identify the Decision You Want to Make

Identifying the decision is pinpointing the problem the decision will solve. Failing to identify the problem may lead to distractions and mismanagement of resources. Ambiguous issues are costly to manage. Streamline the problem to the smallest possible units for clarity and use that to identify the decision to take. 

Structure Your Team

Single-handedly making a business decision is a recipe for disaster, as there’s only so much you know and can see from your position. You are better off building a diverse team of people who will bring different inputs to the table. Outline the dynamics of the decision and select people experienced in it. Create room for newbies who can bring fresh perspectives that haven’t been explored, as those ideas could yield better results. 

Establish Your Approach

A lack of approach in the decision making process breeds conflict with opinions clashing. Organize the process by assigning roles and delegating responsibilities to team members. Outline specific areas you want people to focus on and outline the flow of information. This prevents employees from turning the decision-making process into a competition about whose opinion is adopted.

Gather Relevant Information From Internal and External Sources

Good business decisions are based on evidence. Your organization may have encountered such a situation or something similar in the past; how was it handled? If the result is good, consider implementing the same strategy, considering any differences. Seek a completely different approach if the previous outcome wasn’t good. 

Consult external sources for information relating to a decision at hand. Resources such as market research, surveys, and case studies are very helpful. If you aren’t satisfied with your findings, engage consultants with expertise in that field for their professional input.

Promote Discussion and Debate

The decision-making process is flawed when there’s a consensus among team members too early. The goal is to find the best decision, not the most popular one. Create an environment for employees to air their views freely, even when those views aren’t popular. Having at least one person play the devil’s advocate is best. Great ideas will emerge from debating their views. 

Determine Potential Solutions and Weigh the Evidence 

Aim to have more than one decision option on the table and evaluate each one with evidence on the ground. Prevent sentiments by adopting standard frameworks such as SWOT analysis for the evaluation. Outlining the strengths, weaknesses, opportunities, and threats of each possible solution will reveal the best ones. 

Build Closure and Alignment

Team members can disagree while communicating their different points of view, but they must agree in the end for collective success. People will directly or indirectly push back on decisions they don’t like. Enlighten your team on the importance of being on the same page and supporting the final decision. If they were part of the decision-making processes, it shouldn’t be difficult to make them see why the decision was the best among other alternatives. Reiterate the importance of putting the interest of the business above personal interests.

Implement Your Decision

There’s no guarantee that a decision will be successful until it proves itself. It takes the collective efforts of the entire team to actualize desired outcomes from chosen alternatives. This phase of the decision making process is action based. What do you need to do, and who is the best person for the job? This is an opportunity to promote team spirit by delegating activities to people based on their strengths, even if they weren’t in support of the decision initially. Create an implementation plan for the entire team to work with and hold team members accountable for their responsibilities.

Review Your Decision and Its Impact

A great way to know if you and your team made the right decision is to review your performance. The results of every business decision become visible over time. Establish a substantial time for review and critically evaluate the outcomes. 

A focal point of the review is determining whether the decision solved the problem it was intended for. Focus on the problem being completely or significantly resolved, not partially. The decision failed if the problem still exists. Revisit the drawing board.

Team members are responsible for making decisions in the tasks they execute at work daily. The outcome of their decisions depends on how knowledgeable they are about said tasks. Organizations can increase employee efficiency by documenting standard operating procedures for tasks so they don’t need to make decisions for executing their duties regularly. To actualize such a proactive strategy, you need to leverage productivity tools like SweetProcess. 

SweetProcess is a workflow management software for documenting business processes, procedures, and policies for higher efficiency. It facilitates collaboration in the decision making process and ensures that chosen alternatives are successfully executed. 

Here are some of the core features of SweetProcess.

• Task management : Manage tasks from scratch to completion.
• Process maps: Create visual diagrams of processes to enhance decision making.
• Documentation: Document business processes , procedures, and policies seamlessly with new and existing templates. 
• Automatic content creation: Create content automatically with artificial intelligence. 
• Training: Train new and existing employees rapidly. 
• Knowledge base : Build public and private knowledge bases accessible to teams remotely.
• Version history: Create and manage multiple versions of documents. 
• Integration: Integrate more than 1,000 apps for increased productivity. 
• Collaboration: Collaborate with team members in real time. 
• Data reporting: Track work progress from reporting data in the dashboard. 

How to Create Procedures in SweetProcess Manually

Click on “Procedures” and “Create Procedure.” 

Enter your procedure title and click on “Continue.”

Click on the pencil icon beside the title.

Enter the procedure details in the content editor and click on “Finished Editing.” 

How to Document a Procedure in SweetProcess Automatically With SweetAI 

Enter the procedure title and click on “Write with SweetAI.”

Wait while the system generates the content. It only takes a few seconds.

Click the pencil icon to edit the content.

Click on “Approve” to publish the document.

How to Create Processes in SweetProcess

Click on “Processes” and “Create Process.”

Enter the process title and click on “Continue.”

Click on “Add Step.”

Click on “Procedure.”

Select the first task or procedure from the menu.

Click on “Add Step” and “Procedure” to add the next step in the process.

All the steps you added will show on the right. Click on “Approve” to publish the process. 

How to Create Business Policies in SweetProcess Manually

Click on “More.”

Select “Policies.”

 Click on “Create Policy.”

Write the title of your policy and click on “Continue.”

Click on the pencil icon to develop your policy.

Enter the details of your policy and click “Save changes.” 

How to Create Business Policies Automatically in SweetProcess With SweetAI

Select “Policies” and click on “Create Policy.”

Enter the title of the policy and click on “Write with SweetAI.” The system will generate the policy in seconds. 

SweetProcess is popular among businesses for streamlining operations and clarifying the decision-making process. Emma Mills, owner and founder of MiPa, a virtual assistant agency, understands that skilled employees are in a better position to make good decisions. She uses SweetProcess to train team members and confirm that they understand the training. “We onboard staff and team members quite regularly. The signing off, somebody actually signing their name to say, ‘Yeah, I’ve read this process. I understand and approve it…. We can see that they’ve fully understood and they’ve signed off that they’ve gone through these training modules,” Emma says.

Chris Dunning, founder and CEO at TechQuarters, a cloud solutions IT company, found that problems arise in business due to inadequate information. He uses SweetProcess to document his organization’s processes so he and his team will have the right information to execute tasks and make better decisions. 

“What you find is that something will go wrong, and we look back then and one of the teams will say, could we add this to SweetProcess? Because if this had been done, I wouldn’t have had this problem further down the line, and each individual would look at it and go, ‘Oh yeah, great.’ And the next time around, problem solved, because we do this extra step in the process,” Chris explains. 

SweetProcess is suitable for all kinds of industries, and it’s flexible to customize to your unique needs. Sign up for a 14-day free trial without a credit card to begin your business transformation journey. 

A decision-making model offers guidelines for choosing the best alternative among several options. It visualizes the decision making processes for stakeholders’ understanding, facilitates meaningful contributions, and provides metrics for measuring the impact of your decisions. There are several decision-making models to work with.

Rational Model

The rational decision making model thrives on logic. It requires listing the options at your disposal and highlighting their pros and cons. The goal is to identify the one with the lowest risk and highest benefits after comparing them. This decision-making model is time-consuming and unsuitable for urgent situations. Here are the steps involved:

• Identify the problem.
• Outline and measure the decision criteria.
• Gather and arrange related information.
• Analyze the situation. 
• Create a list of options.
• Examine your options and assign a measurement value to them.
• Pick the best options.
• Implement the decision.
• Review the decision.

Bounded Rationality Model

Bounded rationality is a decision-making model for making a choice based on the information at your disposal. If you operate in a fast-moving industry, you need to make great decisions quickly lest you lose opportunities. The bounded rationality model guides you in moving swiftly with the information at hand. Your decision may not be perfect in the long run, but it’s the best at the moment. 

Intuitive Model

The intuitive decision making model promotes following your instincts or intuition in making a decision. This model is best applied in business when you have ample experience or expertise in the subject. Your intuition will be a product of your professional judgment rather than sentiments. 

Recognition Primed Model

The recognition-primed decision-making model is similar to the rational model as it relies on expertise. However, it involves recognizing familiar patterns in a situation and developing solutions from a vantage point. Each potential solution is visualized from start to finish to have a clear picture of possible outcomes before selecting the best alternative. 

Decision Tree Model

A decision tree is a tree-like model depicting an action, its cost implications, possible outcomes, and consequences. It’s drawn as a flowchart and highlights the attributes of the decision in motion. Branches of the tree are the decision-making alternatives and their leaves are the outcomes of each alternative the decision maker takes. 

Political Model

The political decision-making model is a decentralized system that encourages stakeholders to participate in the decision-making process in a safe space. Team members can contribute and deliberate over ideas even when those ideas don’t align with existing rules and policies. Some people may be reluctant to share their opinions with a larger audience, especially when those opinions aren’t popular, so the model allows the creation of subgroups in the organization so people can express themselves to familiar faces. The decision of each subgroup is presented by their leader to the larger organization.

Incremental Model

The incremental decision-making model is a step-by-step approach to managing situations, eradicating the burden of making a massive decision at once. The focus is on the next logical action to take without necessarily considering the big picture which may be difficult to see. Focusing on boosting employee productivity per time, it’s handy when addressing complex situations with a lot of information to evaluate. 

The outcomes of business decisions are too significant to be based on chance. Showcasing good judgment continuously enhances an organization’s reputation and builds trust among customers. Decision-making tools enable businesses to approach decisions systematically for repetitive success. The top business decision-making tools include the following:

Decision Matrix

A decision matrix is a table with various columns containing the alternatives in a decision and their various attributes. It enables you to view all aspects of the alternatives and compare them side-by-side to determine the best choice. There’s room to outline essential criteria for the decision, and then weigh the alternatives’ attributes against the criteria to see which one meets your needs the most. 

SWOT Analysis

SWOT Analysis – an acronym for strengths, weaknesses, opportunities, and threats, is a tool for evaluating the different components of an idea for implementation. It helps in strategic planning by identifying the good and bad aspects of a decision ahead of time. An advantage of a SWOT analysis is the consideration of the internal and external factors of the decision. Factoring the results of your analysis into your plan gives your business a competitive edge. 

Pros and Cons List

A pros and cons list contains the advantages and disadvantages of the alternatives in a business decision. Every decision has its negatives, but it becomes problematic if they outweigh the positives. Creating a pros and cons list helps compare both aspects so you can lean on alternatives with more pros. This tool is easier to adopt when dealing with a few decision alternatives.

Cost-Benefit Analysis

A cost-benefit analysis compares the benefits of a decision with its associated costs. It saves businesses the trouble of making decisions without considering underlying expenses. Alternative A may have bigger benefits than alternative B, but when you compare both benefits against their associated costs, alternative B may be better. It offers a holistic approach to decision-making, outlining the ripple effects of all alternatives. 

Pareto Analysis

Pareto analysis is a business decision making tool for prioritizing the most important aspects of a decision and saving costs. Built on an 80/20 rule, it states that you can achieve 80% of your desired results by doing 20% of its associated work. Similarly, you can solve 80% of a problem by identifying 20% of its causes. Assign a score to each attribute of an alternative and then focus on the ones with the highest scores because they are most significant to the decision. 

Six Thinking Hats

Six thinking hats are a decision-making tool for examining problems from multiple perspectives. The hats which are in different colors represent how to approach a problem based on your position. 

• Blue Hat : The blue hat is the team leader or manager. They coordinate the decision-making process, and it’s their responsibility to understand the requirements of the decision and communicate them to other team members.
• White Hat : The white hat is data-driven and plays a significant role at the beginning of a decision-making session to ensure that valuable information has been gathered and vetted to be factual as incorrect information will produce invalid results. It’s also essential at the end of a decision-making session to evaluate information contributed by other hats. 
• Green Hat : The green hat opens the floor for innovative thinking and contributions. It thinks outside the box and introduces ideas that others may overlook. Other hats may not be comfortable with the green hat’s perspective, but they must be open to it. 
• Yellow Hat : The yellow hat encourages the ideas of the green hat by highlighting their pros. The bearer plays a significant role in ensuring that other team members don’t shut down any good ideas generated by the green hat without proper consideration.
• Red Hat : The red hat identifies the cons of any ideas the team discusses. They play the devil’s advocate by highlighting the reasons why certain opinions may not fly. Their point of view isn’t based on facts but on instincts. 
• Black Hat : The black hat is similar to the red hat; the difference is that they argue with facts. They examine each idea critically, focusing on their loopholes, and then present objective reasons why the loopholes exist. 

The decision-making process in business relies on evidence to prioritize an alternative over others. It’s becoming more complex due to rising external market factors outside organizations’ jurisdictions. Neglecting any significant attribute impacts the validity of your decision and ultimately leads to failure. 

Businesses must incorporate these factors to enhance the impact of their decisions.

Data Collection and Analytics

Collecting and analyzing data for making business decisions eradicates assumptions—people assume things when there’s no relevant information on the ground. The data collected must be analyzed to derive meaning and direction. A data-driven business decision minimizes failure rate to the barest minimum due to insights from avoiding unfavorable conditions.

Connectivity 

A single business decision has a ripple effect across the entire organization. Executives need to consider how an alternative impacts the various areas of their organization. This entails liaising with various parties at different levels in the decision-making process to arrive at an alternative that suits all bodies. 

Contextualization 

Situations requiring business decisions are different. Adopting a one-size-fits-all approach causes incompatibility. An alternative must be contextualized to suit the problem it’s meant to resolve; otherwise, it may have surface-level results. 

Continuity 

Decision-making in business is continuous. Organizations need to be proactive in projecting favorable outcomes by identifying models and tools they can implement when situations arise. This absorbs the confusion from being taken unawares, allowing them to act swiftly. 

The consumer decision-making process explains how an average consumer evaluates a purchasing decision. Understanding this process helps businesses to position themselves well for positive outcomes as consumers engage with them through the buying process. 

The five stages in the consumer decision-making process are:

Recognizing a Need 

Need recognition is a point where a consumer becomes aware that they need a product or service. This awareness usually stems from a lack or deficiency in an area of their life. The consumer is convinced that they truly need an item from the perceived value it will offer them. Need recognition is an internal stimulus for the consumer, but as a business, you can leverage this stage by putting your product or service out there so it’s visible to the consumer once they become aware of the need. 

Searching for Information

Having acknowledged that they need a product or service, the consumer seeks more information about it. They start by recalling experiences they may have had with the item and ask themselves if those experiences were good or bad. If they have no previous encounter with the item or aren’t satisfied with it, they search for information about it online. Customer reviews, blog posts, and contributions on online forums are some of the sources of their information. 

Businesses can benefit from the information search in the consumer decision making process by creating brand awareness. This includes creating and publishing content about their products and services on their websites and other targeted platforms. Create avenues for customers to write reviews about your products and showcase the positive ones in your content. 

Evaluating Alternatives 

A consumer in this stage of the decision-making process knows what they want in a product. To get the best product on the market, they evaluate multiple alternatives, comparing each against established criteria. Factors the consumer considers in their evaluation include price, benefits, quality, and more. 

The information organizations have out there about their products or services is what the consumer uses in evaluating their alternatives. Ensure that you provide adequate information about your offering in your content to convince a prospective buyer that you are the best alternative. Create a frequently asked questions (FAQs) page on your website addressing possible questions customers may ask. 

Making a Purchase Decision 

Having examined all the alternatives based on the information available to them, the consumer makes a buying decision. An average consumer seeks the best alternative—it’s your responsibility to make your product or service appear its best to them. If you are intentional about gaining their favor from the first stage of the consumer buying decision-making process, your chances of success are higher in this stage. 

Post-Purchase Evaluation 

The last phase of a consumer decision-making process could facilitate future patronage and it could also be the last time they patronize your business. A customer who is satisfied with your product or service may leave positive reviews about it online which would encourage others to patronize you; they may even patronize you again. The reverse is the case if the customer is unsatisfied with your offering—they may leave negative reviews and never patronize you again.

As a business, you must ensure that claims about your products or services are true. This requires putting in the work to create products and services that offer significant value to users. A handful of reviews from unsatisfied customers could have damaging impacts on your brand’s reputation. 

Healthcare providers are mandated to make decisions regarding patients’ well-being every day, and these decisions have either good or bad consequences. Most healthcare decisions are either directly or indirectly about life and death. Medical practitioners must approach such decisions with caution even when they have limited time. 

The dynamics of healthcare decision-making vary in various locations, but practitioners share a common goal of giving patients the best outcomes at the time and advancing the healthcare system.

Critical evaluation is non-negotiable in healthcare decision-making because the slightest errors could lead to the immediate death of patients and the death of more people in the long run due to poor healthcare policies. 

The decision tree is common among medical practitioners, especially in urgent matters of life and death. They must decide on their next steps in a limited time while ensuring they make the best decision. The branches of the tree represent the alternatives and the leaves represent the outcomes of each alternative. They develop the leaves of the branches to see the benefits, limitations, and results of all alternatives on the tree. They compare all factors to identify an alternative that has the best outcome with the least risks. 

Decision-making in project management seeks the most efficient means for achieving maximum results. Some projects are more complex than others, making it ineffective to approach all projects in the same manner. Establishing standards for measuring time, budget, and other factors enables you to give each project the attention it deserves in the decision-making process.

In addition to the decision-making models already discussed, project managers can adopt other techniques like brainstorming and elimination by aspects. 

Brainstorming allows team members to generate ideas and deliberate on them collectively. Everyone understands the goal at hand and tasks themselves to develop a means to achieve it. Brainstorming encourages innovative thinking. All ideas are welcome—it’s the responsibility of the group to make meaning out of them. By the end of the brainstorming session, the team will have a consensus on the best alternative for the decision.

Elimination by aspects is a process of outlining all the alternatives in a decision and evaluating them based on established criteria. You weigh the options on the criteria scale and remove the lightest ones until you arrive at the heaviest alternative. It’s a good decision making technique in project management for saving time and resources. 

Making too many decisions causes fatigue. Our brains try to protect us by erecting mental barriers called biases to prevent us from evaluating decisions thoroughly and prompt us to take the easiest routes to choosing an alternative. 

Decision-making biases can be good or bad, depending on the situation. One of the qualities of a good leader is being able to recognize how they impact the decision-making process. 

Confirmation Bias

Confirmation bias is subconsciously leaning toward ideas and alternatives that align with your preconceived beliefs when making decisions. Your brain seeks and develops familiar information, neglecting information that counters what it already knows or feels comfortable with. This could make you ignore important factors in your decisions. 

Self-Serving Bias

Self-serving bias is the influence of personal interests in decision-making. People gravitate toward alternatives that boost their self-esteem or flatter them without even realizing it. The outcome of such a decision may not be entirely bad because they score some points for the decision makers, but it isn’t in the best interest of the organization. 

Halo Effect

The halo effect is about building an impression from a single aspect of a subject and viewing all other aspects of it based on that impression. It’s the presumption that the whole of a thing is good because an aspect of it is good, and vice versa. This bias emphasizes the first impression people have about an alternative. It can be misleading in decision-making because other aspects of the chosen alternative may be bad. 

Herd Mentality

The herd mentality is a decision-making bias where people follow the crowd without evaluating a situation to see if it’s good for them. There’s the assumption that the most popular alternative is the best just because the majority of people say so. This bias is common in business environments where people aren’t encouraged to air their personal views. Business leaders must kick against having a consensus too early in the decision-making process and be intentional about giving everyone a chance to share their opinions. One way to resist the halo effect is to remember that people naturally take the easiest route instead of putting in the work to get better results. 

Sunk-Cost Fallacy

The sunk-cost fallacy bias is the resilience to continue with an endeavor because of the resources invested into it, even when the current costs are more than the benefits. For instance, you started a project with what seemed like a great plan and invested time, money, and other resources in it. A considerable time has passed, and you aren’t seeing any significant results. Rising developments show that your plan isn’t so effective, but you insist on continuing with it because you don’t want to lose your investments. 

Business climate changes, making great ideas inefficient. You need to be in tune with reality to recognize when to make a U-turn despite your investments, otherwise you will incur more losses.

Information is the core of every decision-making process. A chosen alternative is a result of the decision-maker’s judgment based on their evaluation of the information at hand. SweetProcess enables you to document your business processes and make them available to team members. Its reporting and business analytics feature informs you about how team members engage with ongoing projects. This is essential in building and managing your decision making team as you can gauge team members’ knowledge levels. Limit your chances of going bankrupt by signing up for a 14-day free trial . No credit is required; you have no obligation if you choose to walk away at the end of the trial.

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Guest Column | May 21, 2024

7 steps to accelerate biopharma manufacturing processes.

By Greg Anthos, Tunnell Consulting

Good manufacturing process capability and control is a critical success factor for emerging biopharma companies facing accelerated timelines and constrained resources. Expedited manufacturing processes, often due to fast clinical timelines, present challenges in achieving optimal performance that is repeatable. This is compounded by limited access to product development expertise compared to larger pharmaceutical counterparts, potentially leading to increased costs and possible supply chain disruptions.

In this article, I delve into strategies for overcoming these challenges, focusing on expedited process characterization and identification of critical material attributes (CMAs), critical process parameters (CPPs), and critical quality attributes (CQAs). Through collaborative problem-solving and optimization, small biopharma firms can enhance manufacturing performance, reduce costs, and improve patient access to innovative therapies.

The Evolution Of Biopharma Manufacturing Challenges

The landscape of biopharma manufacturing has evolved significantly, with advanced therapies and breakthrough approvals reshaping the industry's critical path to drug approval. Traditionally, the clinical program was on the critical path, but now, process development and product manufacturing also can be on the critical path, requiring rapid development.

Moreover, the cost dynamics have shifted dramatically. While solid dosage products once had relatively low manufacturing costs compared to overall product revenue, advanced biologics and gene therapies incur substantial manufacturing expenses. These costs impact patient access and influence payer decisions regarding funding for these therapies. Now more than ever, manufacturing capability can make or break a product's success.

Accelerated approvals further intensify the challenge. The compressed timelines necessitate swift development of complex biological manufacturing processes, a task exacerbated for small biotech firms with limited resources and funding compared to larger pharmaceutical companies.

7 Steps For Addressing Accelerated Manufacturing Challenges

To navigate these challenges effectively, small biopharma companies must adopt strategic approaches to invest time and resources to prioritize process understanding and optimization.

1. Comprehensive Data Collection and Analysis

The foundation of successful manufacturing optimization lies in comprehensive data collection and analysis. Instead of treating each batch as a separate experiment, a systematic approach involves collecting manufacturing process data and corresponding lab test results consistently. This rich data set provides insights into CMAs, CPPs, and CQAs, laying the groundwork for optimizing process control and performance. This data collection and analysis ideally should start early when the product is still being developed in the lab before full-scale manufacturing. Since the batches are so costly and limited in number, all data is valuable to provide insights.

Utilizing a standardized Excel template for data collection and trending can streamline this process, facilitating the identification of trends, process shifts, and critical parameters within the manufacturing process. Visualizing data through graphs and trend analyses aids in identifying patterns and anomalies that impact process performance.

The analytical methods of lab testing will be the eyes of the manufacturing process and need to be in place and qualified to provide reliable lab test results from each batch manufactured before clinical production. These complex lab tests, including bioassay, can be difficult and time-consuming to develop, and focus should be on this task early in the process to ensure success. Once you have a robust set of analytical methods then you can focus on the manufacturing process development with good and reliable information.

3. Collaborative Problem-Solving

Collaboration across multidisciplinary teams is crucial in gaining a deep understanding of the manufacturing process and optimizing performance. By bringing together a team of a product development scientist/process engineer, statistician, data analyst, and project manager, small biopharma firms can leverage diverse expertise to address challenges effectively. It is important to have these different perspectives and expertise to gain manufacturing process understanding and insights.

Direct observation, interviews, and hands-on engagement with manufacturing and lab testing processes provide invaluable insights into process variations, root causes of problems, and conditions for optimal performance. This collaborative approach fosters a culture of continuous improvement and problem-solving, essential for navigating complex manufacturing challenges.

4. Process Characterization

Early in the manufacturing process development, it is a best practice to perform manufacturing process characterization. This process is normally initiated by performing a risk assessment of the process. The risk assessment serves to identify the greatest risks to the manufacturing process not meeting lab release specifications and to develop process mitigation to reduce the risk of out-of-specification results. Next, at small or lab scale, conduct designed experiments to help determine the CMAs and CPPs that control the CQAs. This will be the basis for the manufacturing control strategy and help to develop a robust manufacturing process. When companies skip this step, it can cause significant risk that could impact health authority approval or supply chain disruption. Today’s complex biologics require significant effort and focus on process characterization to be successful.

5. Statistical Analysis and Process Optimization

Statistical analysis plays a pivotal role in optimizing manufacturing processes. Through bivariate and multivariate analyses, significant parameters impacting CQAs are identified, leading to the development of predictive statistical models. These models help determine optimal CPP settings, ranges, and process control strategies, ensuring consistent and robust manufacturing performance. Equally important, these models can define CPP settings that could produce a failing CQA result. As a result, you will know the CPP settings that produce the best results in terms of meeting specifications the highest percentage of time and the best settings for optimal yields.

By validating these models against historical data and executing manufacturing runs at optimal CPP settings, biopharma firms can confirm CQAs and key parameters' performance. Continued process monitoring and trend analysis further enhance process control and identify potential issues before they result in out-of-specification results.

6. Continuous Improvement and Adaptation

The journey of optimizing manufacturing processes is iterative and requires continuous improvement and adaptation. As manufacturing processes mature, the accumulated data, process knowledge, and statistical models serve as valuable assets in addressing potential issues proactively and ensuring ongoing process optimization. Over the life of a product, many things can change that can impact process performance, such as changes in material characteristics or sources, changes in equipment/machinery, changes in personnel, and changes in procedures. It is important and required by the health authority to monitor the manufacturing process for any changes to the validated state or trends. The FDA requires CPV (continuous process validation) to ensure you are maintaining the manufacturing process in a validated state.

7. Leveraging Advanced Technologies

Leveraging advanced technologies such as data analytics, artificial intelligence, and machine learning can enhance process monitoring, predictive modeling, and decision-making in manufacturing optimization. Small biopharma companies can leverage these technologies to drive efficiencies, reduce costs, and improve overall manufacturing performance.

Case Study: Let’s Apply These Steps To A Real-Life Scenario

Consider a small biopharma company with a commercial monoclonal antibody product where fermentation yields for its mammalian cell culture process dropped 18% while demand for the product was rising and additional manufacturing capacity was needed.

The Approach: Using the seven-step approach, the company collected historical data and conducted statistical analysis and used a cross-functional team to observe the process, interviewed those working on the process, and developed a statistical model to explain 70% of the yield variation and key drivers.

The Results: Raw material specifications were established to ensure consistent fermentation yields. The changes implemented returned yields to the normal level and market supply was met. Key outcomes include enhanced process understanding, reduced variability, and increased process capability. These improvements not only ensure compliance with regulatory requirements but also contribute to cost reduction, improved patient access, and sustained innovation in biopharma manufacturing.

Accelerated biopharma manufacturing presents unique challenges that require strategic approaches, collaborative problem-solving, and data-driven decision-making. By prioritizing process optimization, leveraging diverse expertise, adopting statistical analyses, and embracing continuous improvement, small biopharma companies can navigate challenges effectively and achieve their product’s manufacturing goals.

The journey of optimizing manufacturing processes is ongoing, requiring adaptation to evolving industry trends, regulatory requirements, and technological advancements.

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