Problems don’t exist in our life to get suck, they exist to give us opportunities to grow & glow. Worrying about any problems is not going to resolve them. Looking at a problem in right perspective, overcoming these problems & finding a solution in a unique way is most desired strategy of anyone. Let’s learn process of problem solving which is an invaluable asset for everyone.
Every individual, group, team, society &organization face problem in their life cycle. Are there anyone in the universe who have not faced any problem? Obviously answer is no. Problem is a part & parcel of every human being. Whether we are a student or a professional in organization we face problem in every walk of our life. It is our approach which decides how to deal with the problem. Whether we sucked or paralyzed by it or make a control over it by taking corrective measures to get rid of it & grow. This is an endless story of every creature of the universe. First we face problem, we resolve it by taking corrective measures again we face different types of problem. This cycle remain continues.
What is problem solving?
Before understanding of problem solving, we should know what is problem? Problem is nothing but a gap between our desire & actual results. It can be seen as an opportunities for improvement or doing the things in different manner.
If the actual result is fulfil the desired results, we have no problem else problem persist. Problem can be complex or mundane but it is definitely worrisome for all of us.
It can be better understood by taking an example of organization who wish to enhance their sale revenue by 10% from 2000cr. to 2200 crs. However, despite taking all efforts they are able to achieve only 6% growth. Deficit of 4% must have some reasons which are obstacle to achieve the planned target. That gap is problem for this organization. It is not necessary that individual can solve all the problems that is why it is require to involve team members to get different viewpoints & resolve it. Even if problem is not getting resolved, take help of experts.
Problem solving is a source of innovation & continuous improvement in process. It is a process that involves identification, analysis & finding solution of a problem. It requires analytical & creative thinking skills which can be used based on the type of problem & requirements. Ultimate goal of problem solving is to provide solution of any problem & overcome obstacle in a systematic manner by following defined steps. Problem solving steps must answer following questions
- What is the problem
- What are the root cause of the problem?
- What are the possible solutions?
- Which are the most suitable solutions?
Why problem solving is important?
Problem solving is important because it enable us to:
a) Survive in continually changing environment
b) Improve our existing performance
c) Avoid potential risk
d) Identify new opportunities
11 Steps of Problem Solving
Step 1. Identify Problem
Step 2.Define the problem
Step 3. Set Goals
Step 4. Collect Data
Step 5. Analyze data
Step 6. Identify possible cause
Step 7. Determine Root Cause
Step 8.Identify possible solution
Step 9. Take trails
Step 10. Conduct Reverse Brainstorming
Step 11. Actual Implementation
Step 12. Keep follow up review
Step 1. Identify Problem:
Sometimes we have lots of problem to resolve it at Gemba. Prioritizing all the problems & identifying those which are having more impact on the results are given top most priority.
Problems can be categorized which are having impact on sales revenue, Cost saving, Safety & Environment etc. The problem which has significant impact on the organizational goals &objective has to be given top most preference while identifying as a priority problem.
Step 2.Define the problem:
Once the problem is identified, it is turn to define it well. It is said that a well-defined problem is half solved. While defining the problem one should ask following question to elaborate it properly.
What is the problem?
When it is happening?
What frequency it Is happening?
Where it is happening?
Why it is happening?
Breaking down of problem by asking above question provide clarity of direction to solve it.
Step 3. Set Goals:
Setting of goal keeps focus on problem solving & objectivity. It helps us in evaluating the progress & direction of problem to be resolved.
For example: If a Textile manufacturing company produces 6% of their total output as a defect leading to value loss. Setting a goal of reducing this defect by 50% would help that company to reduce the value loss.
Step 4. Collect Data:
Data collection is an important steps to know the gravity of the problem. Data can be collected from primary source i.e. first hand data directly from where is problem is happening or through secondary source i.e. from old records related with that problem. Clean & authenticated data is the key for analysis.
Step 5. Analysis of Data:
Data analysis is very much important to resolve any problem & exploring it into a meaningful ways. A simple data itself has no meaning, it is only a facts & figure. It is a process of converting primary or secondary data into meaning information for decision making. It is comprising of data organizing, interpreting, structuring & presenting it into useful information
Step 6. Identify possible cause:
Initially we are unknown to what is the actual cause of the problem. That is why it is important to identify as many as possible causes, taking into consideration of
1. Man
2. Machine
3. Material
4. Method
5. Environment etc which can have significant impact of the problem.
Multiple collected cause can significantly enhance the value of desired results.
Brainstorming & Fish bone diagram can be a helpful tools to collect all the probable causes. At this stage we should focus on collecting cause of problem not on any evaluation or conclusion.
Step 7. Determine Root Cause:
This is most crucial step to solving the problem. Once root cause is determined, it will be easier to solve the problem. Determining the root cause in most simplistic way can be done through Eliminating probable cause by adopting WHY-WHY analysis(5-why).
Purpose of Why-Why analysis is to explore cause & effect underlying in problem .It is most useful when we have insufficient data or we have to avoid hypothesis testing.
Step 8.Identify possible solution:
In this steps we adopt the same approach as in case of identifying probable causes. Brainstorming is the best method to gather all the possible solution.
Once the root cause is determined, identification of probable solution becomes easier. Each & every probable solution needs to be evaluated before implementation by considering its feasibility to implement & after affects.
Step 9. Take trails:
This step is required to validate the probable solution before implementation. Evaluation each solution before implementation avoid any adverse effect of post implementation .
Accordingly corrective measures can be taken. Trail also helps in confidence building & comparing before & after implementation results.
Step 10. Conduct Reverse Brainstorming:
Reverse brainstorming is done before actual implementation of the solution, considering all the possible hindrances.
This steps ensures smooth implementation of the solution because possibilities of what might be wrong is addressed much before the actual implementation of the solution.
Step 11. Actual implementation:
Implementation of most suitable solution after taking all the precaution would result in solving problem. In this stage we collect the results & compare it with the previous one.
Since most of the adverse impact has already been shorted out in trail stage, there is little chance of any adversity. However, in mass implementation we take corrective measures of any misshapen then & there for smooth flow of the process.
Step 12. Keep follow up review:
This is final steps of problem solving which ensures that the results are sustained & as per our plan. For sustenance of any system, it is required to monitor & measure the flow on regular basis. Standardization of changed & new solution is a part of this final steps for improved & sustained results.
For effectiveness, one can use checklist as a tool to monitor the system.