Common Problem-Solving Models & How to Use Them
Problem – solving models are step-by-step processes that provide a framework for addressing challenges. Problems arise in every facet of life. From work. to home. to friends and family, problems and conflicts can make life difficult and interfere with our physical and mental well-being. Understanding how to approach problems when they arise and implementing problem-solving techniques can make the journey through a problem less onerous on ourselves and those around us.
By building a structured problem-solving process, you can begin to build muscle memory by repeatedly practicing the same approach, and eventually, you may even begin to find yourself solving complex problems . Building a problem-solving model for each of the situations where you may encounter a problem can give you a path forward, even when the most difficult of problems arise.
This article will explore the concept of problem-solving models and dive into examples of such models and how to use them. It will also outline the benefits of implementing a problem-solving model in each area of life and why these problem-solving methods can have a large impact on your overall well-being. The goal of this article is to help you identify effective problem-solving strategies and develop critical thinking to generate solutions for any problem that comes your way.
Problem-Solving Model Defined
The first step in creating a problem-solving plan is to understand what we mean when we say problem-solving models. A problem-solving model is a step-by-step process that helps a team identify and effectively solve problems that they may encounter. This problem-solving approach gives the team the muscle memory and guide to address a conflict and resolve disputes quickly and effectively.
There are common problem-solving models that many teams have implemented, but there is also the freedom to shape a method to fit the needs of a specific situation. These models often rely on various problem-solving techniques to identify the root cause of the issue and find the best solution. This article will explore some common problem-solving models as well as general problem-solving techniques to help a team engage with and solve problems effectively.
Benefits of Implementing Problem-Solving Models
Before we discuss the exact models for problem-solving, it can be helpful to discuss why problem-solving models are beneficial in the first place. There are a variety of benefits to having a plan in place when a problem arises, but a few important benefits are listed below.
Guide Posts
When a team encounters a problem and has a guide for how to approach and solve the problem, it can be a relief to know that they have a process to fall back on when the issue cannot be resolved quickly from the beginning. A problem-solving strategy will serve as a guide for the parties to know which steps to take next and how to identify the appropriate solution.
It can also clarify when the issue needs to stay within the team, and when the issue needs to be escalated to someone in a position with more authority. It can also help the entire team solve complex problems without creating an issue out of the way the team solves the problem. It gives the team a blueprint to work from and encourages them to find a good solution.
Creative Solutions That Last
When the team or family has a way to fall back on to solve a problem, it takes some of the pressure off of coming up with the process and allows the parties to focus on identifying the relevant information and coming up with various potential solutions to the issue. By using a problem-solving method, the parties can come up with different solutions and find common ground with the best solution. This can be stifled if the team is too focused on figuring out how to solve the problem.
Additionally, the solutions that the parties come up with through problem-solving tools will often address the root cause of the issue and stop the team from having to revisit the same problem over and over again. This can lead to overall productivity and well-being and help the team continue to output quality work. By encouraging collaboration and creativity, a problem-solving technique will often keep solving problems between the parties moving forward and possibly even address them before they show up.
Common Models to Use in the Problem-Solving Process
Several models can be applied to a complex problem and create possible solutions. These range from common and straightforward to creative and in-depth to identify the most effective ways to solve a problem. This section will discuss and break down the problem-solving models that are most frequently used.
Standard Problem-Solving Process
When you search for a problem-solving technique, chances are you will find the standard model for saving problems. This model identifies and uses several important steps that will often be used in other models as well, so it can be helpful to begin the model-building process with an understanding of this model as a base. Other models often draw from this process and adapt one or more of the steps to help create additional options. Each of these steps works to accomplish a specific goal in furtherance of a solution.
Define the Problem
The first step in addressing a problem is to create a clear definition of the issue at hand. This will often require the team to communicate openly and honestly to place parameters around the issue. As the team defines the problem, it will be clear what needs to be solved and what pieces of the conflict are ancillary to the major issue. It helps to find the root causes of the issue and begin a process to address that rather than the symptoms of the problem. The team can also create a problem statement, which outlines the parameters of the problem and what needs to be fixed.
In addition to open and honest communication, other techniques can help to identify the root cause and define the problem. This includes a thorough review of the processes and steps that are currently used in the task and whether any of those steps are directly or indirectly causing the problem.
This includes reviewing how tasks are done, how communication is shared, and the current partners and team members that work together to identify if any of those are part of the issue. It is also the time to identify if some of the easy fixes or new tools would solve the problem and what the impact would be.
It is also important to gain a wide understanding of the problem from all of the people involved. Many people will have opinions on what is going on, but it is also important to understand the facts over the opinions that are affecting the problem. This can also help you identify if the problem is arising from a boundary or standard that is not being met or honored. By gathering data and understanding the source of the problem, the process of solving it can begin.
Generate Solutions
The next step in the basic process is to generate possible solutions to the problem. At this step, it is less important to evaluate how each of the options will play out and how they may change the process and more important to identify solutions that could address the issue. This includes solutions that support the goals of the team and the task, and the team can also identify short and long-term solutions.
The team should work to brainstorm as many viable solutions as possible to give them the best options to consider moving forward. They cannot pick the first solution that is proposed and consider it a successful problem-solving process.
Evaluate and Select
After a few good options have been identified, the next step is to evaluate the options and pick the most viable option that also supports the goals of the team or organization. This includes looking at each of the possible solutions and determining how they would either encourage or hinder the goals and standards of the team. These should evaluated without bias toward the solution proposed or the person putting forward the solution. Additionally, the team should consider both actual outcomes that have happened in the past and predicted instances that may occur if the solution is chosen.
Each solution should be evaluated by considering if the solution would solve the current problem without causing additional issues, the willingness of the team to buy in and implement the solution, and the actual ability of the team to implement the solution.
Participation and honesty from all team members will make the process go more smoothly and ensure that the best option for everyone involved is selected. Once the team picks the option they would like to use for the specific problem, they should clearly define what the solution is and how it should be implemented. There should also be a strategy for how to evaluate the effectiveness of the solution.
Implement the Solution and Follow Up
Once a solution is chosen, a team will often assume that the work of solving problems is complete. However, the final step in the basic model is an important step to determine if the matter is resolved or if additional options are needed. After the solution has been implemented by the team, the members of the team must provide feedback and identify any potential obstacles that may have been missed in the decision-making process.
This encourages long-term solutions for the problem and helps the team to continue to move forward with their work. It also gives the team a sense of ownership and an example of how to evaluate an idea in the future.
If the solution is not working the way that it should, the team will often need to adapt the option, or they may get to the point where they scrap the option and attempt another. Solving a problem is not always a linear process, and encouraging reform and change within the process will help the team find the answer to the issues that they face.
GROW Method
Another method that is similar to the standard method is the G.R.O.W. method. This method has very similar steps to the standard method, but the catchiness of the acronym helps a team approach the problem from the same angle each time and work through the method quickly.
The first step in the method is to identify a goal, which is what the “g” stands for in “grow.” To establish a goal, the team will need to look at the issues that they are facing and identify what they would like to accomplish and solve through the problem-solving process. The team will likely participate in conversations that identify the issues that they are facing and what they need to resolve.
The next step is to establish the current reality that the group is facing. This helps them to determine where they currently are and what needs to be done to move them forward. This can help the group establish a baseline for where they started and what they would like to change.
The next step is to find any obstacles that may be blocking the group from achieving their goal. This is where the main crux of the issues that the group is facing will come out. This is also helpful in giving the group a chance to find ways around these obstacles and toward a solution.
Way Forward
After identifying the obstacles and potential ways to avoid them, the group will then need to pick the best way to move forward and approach their goal together. Here, they will need to create steps to move forward with that goal.
Divide and Conquer
Another common problem-solving method is the divide-and-conquer method. Here, instead of the entire team working through each step of the process as a large group, they split up the issue into smaller problems that can be solved and have individual members or small groups work through the smaller problems. Once each group is satisfied with the solution to the problem, they present it to the larger group to consider along with the other options.
This process can be helpful if there is a large team attempting to solve a large and complex problem. It is also beneficial because it can be used in teams with smaller, specialized teams within it because it allows each smaller group to focus on what they know best.
However, it does encourage the parties to shy away from collaboration on the overall issue, and the different solutions that each proposes may not be possible when combined and implemented.
For this reason, it is best to use this solution when approaching complex problems with large teams and the ability to combine several problem-solving methods into one.
Six Thinking Hats
The Six Thinking Hats theory is a concept designed for a team with a lot of differing conflict styles and problem-solving techniques. This method was developed to help sort through the various techniques that people may use and help a team find a solution that works for everyone involved. It helps to organize thinking and lead the conversation to the best possible solution.
Within this system, there are six different “hats” that identify with the various aspects of the decision-making process: the overall process, idea generation, intuition and emotions, values, information gathering, and caution or critical thinking. The group agrees to participate in the process by agreeing on which of the hats the group is wearing at a given moment. This helps set parameters and expectations around what the group is attempting to achieve at any moment.
This system is particularly good in a group with different conflict styles or where people have a hard time collecting and organizing their thoughts. It can be incredibly beneficial for complex problems with many moving parts. It can also help groups identify how each of the smaller sections relates to the big picture and help create new ideas to answer the overall problem.
However, it can derail if the group focuses too heavily or for too long on one of the “hats.” The group should ensure that they have a facilitator to guide them through the process and ensure that each idea and section is considered adequately.
Trial and Error
The trial and error process takes over the evaluation and selection process and instead chooses to try out each of the alternatives to determine what the best option would be. It allows the team to gather data on each of the options and how they apply practically. It also provides the ability for the team to have an example of each possible answer to help a decision-maker determine what the best option is.
Problem-solving methods that focus on trial and error can be helpful when a team has a simple problem or a lot of time to test potential solutions, gather data, and determine an answer to the issue.
It can also be helpful when the team has a sense of the best guess for a solution but wants to test it out to determine if the data supports that option, or if they have several viable options and would like to identify the best one. However, it can be incredibly time-consuming to test each of the options and evaluate how they went. Time can often be saved by evaluating each option and selecting the best to test.
Other Problem-Solving Skills
In addition to the methods outlined above, other problem-solving skills can be used regardless of the model that is used. These techniques can round out the problem-solving process and help address either specific steps in the overall method or alter the step in some way to help it fit a specific situation.
Ask Good Questions
One of the best ways to work through any of the problem-solving models is to ask good questions. This will help the group find the issue at the heart of the problem and address that issue rather than the symptoms. The best questions will also help the group find viable solutions and pick the solution that the group can use to move forward. The more creative the questions , the more likely that they will produce innovative solutions.
Take a Step Back
Occasionally, paying attention to a problem too much can give the group tunnel vision and harm the overall processes that the group is using. Other times, the focus can lead to escalations in conflict. When this happens, it can be helpful to set aside the problem and give the group time to calm down. Once they have a chance to reconsider the options and how they apply, they can approach the issue with a new sense of purpose and determination. This can lead to additional creative solutions that may help the group find a new way forward.
Final Thoughts
Problem-solving can be a daunting part of life. However, with a good problem-solving method and the right techniques, problems can be addressed well and quickly. Applying some of these options outlined in this article can give you a head start in solving your next problem and any others that arise.
To learn more about problem-solving models, problem-solving activities, and more, contact ADR Times !
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The Six Step Problem Solving Model
What is The Six Step Problem Solving Model?
The Six Step Problem Solving Model is a widely recognized and effective approach to addressing and resolving complex problems in personal and professional settings. This model provides a structured and systematic process for analyzing, identifying, and resolving issues, making it an indispensable tool for individuals, teams, and organizations.
Problem-solving is the process of identifying and resolving issues or obstacles that hinder the attainment of a goal. It is a critical skill that is highly valued in both personal and professional settings.
Whether you are a business owner, an employee, or an individual, the ability to solve problems effectively is essential for success.
According to a report by the World Economic Forum, problem-solving, critical thinking, and creativity are among the top skills that will be in demand in the job market by 2025.
This highlights the importance of problem-solving as a skill in the professional world. However, problem-solving is not limited to the workplace, it is also crucial in everyday life.
For instance, when faced with a personal challenge or a difficult situation, the ability to identify and solve the problem is key to achieving a desirable outcome.
The Six Step Problem Solving Model was first introduced by Kepner and Tregoe in the 1960s, who were management consultants known for their work in the field of decision-making and problem-solving. They proposed a rational and logical approach that was based on a rigorous analysis of the problem and its underlying causes, followed by a deliberate and careful selection of solutions that would address the root cause of the problem.
Since then, the Six Step Problem Solving Model has been widely adopted and modified by many organizations and industries, and it continues to be a useful and effective tool for addressing complex issues in a structured and systematic manner.
In this article, we will explore each step of the model in detail and provide examples of how it can be applied in real-world situations.
I have listed below all Six Steps in detail:
Step 1: Identify The Problem
Identifying the problem is the first step in the Six-Step Problem Solving Model. This step is critical because it sets the foundation for the rest of the problem-solving process.
The four sub-steps of this stage include:
Selection of the problem to be analyzed
The first sub-step in this stage is to select the problem that needs to be analyzed. This could be any issue that is causing problems for your personal or professional life. It could be a product or service that is not meeting customer expectations, a process that is causing delays, or any other problem that needs to be addressed.
Clear definition of the problem and establishment of a precise problem statement
Once you have identified the problem to be analyzed, the next step is to define it clearly and establish a precise problem statement. This step involves defining the problem in clear and concise terms so that everyone involved in the problem-solving process understands the issue at hand.
For example, if the problem is related to product quality, the problem statement could be: “Our product is not meeting the quality standards expected by our customers, which is resulting in negative feedback and decreased sales.”
Setting a measurable goal for the problem-solving effort
After defining the problem, the next step is to set a measurable goal for the problem-solving effort. This goal should be specific, measurable, achievable, relevant, and time-bound ( SMART ). The goal should be aligned with the overall objectives of the organization and should focus on addressing the root cause of the problem.
For example, if the problem is related to product quality, the goal could be: “To improve product quality by reducing defects by 50% within the next three months.”
Establishing a process for coordinating with and gaining approval of leadership
The final sub-step in this stage is to establish a process for coordinating with and gaining approval of leadership. This involves identifying the stakeholders who will be involved in the problem-solving process and obtaining their buy-in and support for the process.
For example, if the problem is related to product quality, the stakeholders could include the quality control team, production team, and senior management. It is important to involve all stakeholders in the process to ensure that everyone is aligned and committed to finding a solution to the problem.
Step 2: Analyze The Problem
Identification of the processes that impact the problem and selection of one.
To analyze the problem effectively, you need to identify the processes that impact the problem and select one. The selected process should be relevant to the problem and the one that can be analyzed to identify the root cause.
For example, if a company is experiencing a high employee turnover rate, the process that needs to be analyzed could be the hiring process, employee training process, or employee feedback process.
Listing the steps in the process as it currently exists
Once you have identified the process, you need to list all the steps in the process as it currently exists. This will help you identify where the problem is occurring and what steps need to be changed to solve the problem.
For instance, in the case of employee turnover rate, the steps in the hiring process could be job posting, resume screening, initial interview, background check, reference check, and final interview.
Mapping the process
After listing the steps, you need to map the process. This involves creating a visual representation of the process flow. Mapping the process helps in identifying the bottlenecks, redundancies, and inefficiencies in the process.
Validation of the map of the process
The next step is to validate the map of the process. This involves reviewing the map with the stakeholders involved in the process and confirming that it accurately represents the process flow.
Identification of potential causes of the problem
With the process map validated, the next step is to identify potential causes of the problem. This can be done by brainstorming with the stakeholders and identifying the areas where the process is not functioning effectively.
For instance, in the hiring process, potential causes of employee turnover rate could be a lack of a comprehensive background check, inadequate employee training, or poor job fit.
Collection and analysis of data related to the problem
After identifying potential causes, you need to collect and analyze data related to the problem. This can include employee feedback surveys, turnover data, job satisfaction data, and any other relevant data.
Verification or revision of the original problem statement
Based on the analysis, you may need to verify or revise the original problem statement. This ensures that the problem statement accurately reflects the problem being solved.
Identification of root causes of the problem
With the data analyzed, you can identify the root causes of the problem. Root causes are the underlying reasons why the problem is occurring.
For example, in the hiring process, the root cause of employee turnover could be the inadequate employee training, which leads to employees feeling unprepared for the job.
Collection of additional data if needed to verify root causes
To verify the root causes identified, you may need to collect additional data. This ensures that the solutions developed address the actual root cause of the problem, leading to long-term and sustainable solutions.
The second step of the Six Step Problem Solving Model is critical in identifying the root cause of the problem. By analyzing the process and identifying potential causes and root causes, you can develop effective solutions to solve the problem.
Step 3: Develop The Solutions
After identifying the root causes of the problem, it’s time to develop solutions. This step involves the following:
Establishment of criteria for selecting a solution
When selecting a solution, it’s important to establish criteria that will help in evaluating and selecting the best solution. The criteria should be measurable, objective, and specific to the problem. Some criteria that can be used include:
- Feasibility: Can the solution be implemented with the available resources?
- Effectiveness: Will the solution solve the problem?
- Cost: Is the cost of the solution within the budget?
- Time: Will the solution be implemented within the required time frame?
Generation of potential solutions that will address the root causes of the problem
Brainstorming is a great way to generate potential solutions. Gather a team of individuals who are knowledgeable about the problem and its root causes. Encourage them to think creatively and come up with as many potential solutions as possible. It’s important to involve stakeholders who will be affected by the solution in the brainstorming process to ensure that their concerns are considered.
Use any of the 12 techniques of brainstorming from our brainstorming toolbox .
Selection of a solution
Once potential solutions have been generated, it’s time to select the best one. Use the established criteria to evaluate each solution and determine which one is the best fit. It’s important to involve stakeholders in the selection process to ensure buy-in and support for the chosen solution.
Gaining approval and support for the chosen solution
Before implementing the solution, it’s important to gain approval and support from leadership and other stakeholders. Present the chosen solution and its benefits to the decision-makers, and address any concerns they may have. Get their approval and support before moving forward with implementation.
Planning the solution
After gaining approval, it’s time to plan the solution. This involves creating an action plan that outlines the steps needed to implement the solution, who will be responsible for each step, and when each step will be completed. It’s important to have a realistic timeline and to involve all stakeholders in the planning process. Ensure that resources are available for implementation, and that all necessary training and communication plans are in place.
Step 4: Implement A Solution
Once the solution has been selected and approved, it’s time to put the plan into action. This step involves implementing the chosen solution on a trial or pilot basis to see how it performs. Here are the key components of this step:
Implementation of the chosen solution on a trial or pilot basis
Before implementing the solution fully, it’s important to test it out on a smaller scale to see how it works. This allows you to identify any potential problems or issues and make adjustments as needed. By implementing the solution on a trial or pilot basis, you can ensure that it will work effectively when it’s rolled out more broadly.
If the Problem Solving Process is being used as a standalone, continue to Step 5
If the Six Step Problem Solving Model is being used as a standalone process, it’s time to move on to Step 5, which involves evaluating the results of the solution. This step is critical to ensure that the solution is working as intended and achieving the desired results.
Step 5: Evaluate The Results
Gathering of data on the solution.
Once the chosen solution has been implemented, it is important to gather data on its effectiveness. This data can come in various forms, such as customer feedback, sales figures, or productivity metrics. The key is to gather enough data to make an informed decision about the success or failure of the solution.
Analysis of the data on the solution
After collecting the necessary data, it is important to analyze it thoroughly to determine whether or not the solution has achieved the desired results. This analysis can involve statistical methods, surveys, or other evaluation techniques. The goal is to determine whether or not the solution has been successful and to identify any areas where improvements can be made.
Achievement of the desired results?
Based on the analysis of the data, it is necessary to determine whether or not the solution has achieved the desired results. This can involve comparing the actual results to the goals established in Step 1, or it can involve evaluating the overall impact of the solution on the organization or individual.
If YES, go to Step 6.
If the solution has achieved the desired results, it is time to move on to Step 6. This step involves standardizing the solution and capitalizing on any new opportunities that may have arisen as a result of the problem-solving process.
If NO, go back to Step 1.
If the solution has not achieved the desired results, it is necessary to go back to Step 1 and repeat the problem-solving process. This may involve refining the problem statement, identifying new potential causes, or generating new potential solutions. The key is to remain flexible and open to new ideas throughout the problem-solving process.
Step 6: Standardize The Solution (and Capitalize on New Opportunities)
Once the solution has been implemented and evaluated, it’s time to standardize the solution and capitalize on new opportunities. This step involves making sure that the solution is integrated into the organization’s standard operating procedures and that everyone involved knows how to use it effectively.
Identification of Systemic Changes and Training Needs for Full Implementation
When identifying systemic changes, it’s important to look at how the solution fits into the larger context of the organization. This includes looking at processes, policies, and procedures to see where changes need to be made to fully implement the solution.
Training is also crucial in the standardization process. Employees need to know how to use the solution properly and effectively. This can include training on new processes, tools, and technologies.
Adoption of the Solution
Once the solution has been standardized, it’s time to adopt it fully. This means integrating it into the organization’s operations and ensuring that everyone is using it consistently. This can involve making changes to job descriptions, updating policies and procedures, and making sure that everyone has the necessary tools and resources to use the solution effectively.
Planning Ongoing Monitoring of the Solution
Even after the solution has been adopted, it’s important to continue monitoring its effectiveness. This can involve setting up monitoring and reporting systems to track progress and identify areas for improvement. Regular review meetings can also help to keep the solution on track and ensure that it is meeting the organization’s goals and objectives.
Continuing to Look for Incremental Improvements to Refine the Solution
While the solution may have solved the initial problem, there is always room for improvement. This can involve looking for ways to make the solution more efficient, effective, or user-friendly. This can include gathering feedback from employees and customers, analyzing data to identify areas for improvement, and looking for ways to optimize processes and procedures.
Looking for Another Improvement Opportunity
Finally, it’s important to keep looking for new improvement opportunities. The Six Step Problem Solving Model is an iterative process, and there is always room for improvement. This can involve looking at other areas of the organization that could benefit from problem-solving and using the same process to identify and implement solutions.
In conclusion, the six-step problem-solving model is an effective approach for addressing problems and making improvements in personal and professional settings. The model involves identifying the problem, analyzing it, developing solutions, implementing the solution, evaluating the results, and standardizing the solution.
To summarize, the six steps of problem-solving include:
- Identify the problem
- Analyze the problem
- Develop the solutions
- Implement the solution
- Evaluate the results
- Standardize the solution (and capitalize on new opportunities)
Problem-solving and continuous improvement are critical skills for personal and professional growth.
By utilizing this model, individuals and organizations can become more efficient, productive, and effective in addressing challenges and achieving their goals.
- American Society for Quality. (2019). Root Cause Analysis .
- Hames, S. (2017). The 5 Whys Method
- Fass, M. (2020). The Six-Step Problem-Solving Process. Harvard Business Review .
- The Six-Step Problem-Solving Process by the University of California, San Francisco
- The Importance of Problem-Solving Skills in the Workplace by The Balance Careers.
Marty Hoffman
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