what are the six steps in the problem solving process

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.
• How to Resolve Employee Conflict at Work [Steps, Tips, Examples]
• How to Write Inspiring Core Values? 5 Steps with Examples
• 30 Employee Feedback Examples (Positive & Negative)

Six Steps to Develop an Effective Problem-Solving Process

by Rawzaba Alhalabi Published on November 1, 2017

Problem-solving involves thought and understanding. Although it may appear simple, identifying a problem may be a challenging process.

“Problems are only opportunities in work clothes”, says American industrialist Henry Kaiser. According to Concise Oxford Dictionary (1995), a problem is “ doubtful or difficult matter requiring a solution” and “something hard to understand or accomplish or deal with.” Such situations are at the center of what many people do at work every day.

Whether to help a client solve a problem, support a problem-solver, or to discover new problems, problem-solving is a crucial element to the workplace ingredients. Everyone can benefit from effective problem-solving skills that would make people happier. Everyone wins. Hence, this approach is a critical element but how can you do it effectively? You need to find a solution, but not right away. People tend to put the solution at the beginning of the process but they actually needed it at the end of the process.

Here are six steps to an effective problem-solving process:

Identify the issues, understand everyone’s interests, list the possible solutions, make a decision, implement the solution.

By following the whole process, you will be able to enhance your problem-solving skills and increase your patience. Keep in mind that effective problem solving does take some time and attention. You have to always be ready to hit the brakes and slow down. A problem is like a bump road. Take it right and you’ll find yourself in good shape for the straightaway that follows. Take it too fast and you may not be in as good shape.

Case study 1:

According to Real Time Economics, there are industries that have genuinely evolved, with more roles for people with analytical and problem-solving skills. In healthcare, for example, a regulatory change requiring the digitization of health records has led to greater demand for medical records technicians. Technological change in the manufacturing industry has reduced routine factory jobs while demanding more skilled workers who can operate complex machinery.

Case study 2:

Yolanda was having a hard time dealing with difficult clients and dealing with her team at the office, so she decided to take a problem-solving course. “I was very pleased with the 2-day Problem Solving program at RSM.  It is an excellent investment for anyone involved in the strategic decision-making process—be it in their own company or as a consultant charged with supporting organizations facing strategic challenges.“

Yolanda Barreros Gutiérrez, B&C Consulting

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Having read this I believed it was extremely enlightening. I appreciate you taking the time and energy to put tis informative article together. I onc again findd myself spending a significant amount of time both reading and leavfing comments. But so what, it was still worth it!

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Overview of the Problem-Solving Mental Process

• 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.

Get Advice From The Verywell Mind Podcast

Hosted by therapist Amy Morin, LCSW, this episode of The Verywell Mind Podcast shares how you can stop dwelling in a negative mindset.

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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."

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Mastering the Six Step Problem Solving Model – A Comprehensive Guide for Effective Solutions

Introduction.

Problem-solving skills are essential in both personal and professional lives. Whether you are facing a small issue or a complex challenge, having a structured approach can help you navigate through the problem, analyze it thoroughly, and find effective solutions. One popular and widely-used problem-solving model is the Six Step Problem Solving Model. In this blog post, we will explore the six steps of this model in detail, discussing how each step contributes to solving problems successfully.

Understanding the Six Step Problem Solving Model

The Six Step Problem Solving Model provides a systematic framework for approaching problems. Each step plays a crucial role in understanding, analyzing, and resolving the problem at hand. Let’s delve into each step:

Step 1: Define the problem

The first step is to clearly define the problem. This involves identifying the issue you are facing and understanding its importance. You must have a clear understanding of what needs to be solved before you can move forward. A well-defined problem statement sets the foundation for effective problem-solving.

Step 2: Analyze the problem

Once the problem is defined, it’s time to analyze it. This step involves gathering relevant information and identifying the root causes of the problem. By thoroughly understanding the underlying factors contributing to the problem, you can develop targeted strategies to address them.

Step 3: Generate potential solutions

After analyzing the problem, it’s time to brainstorm potential solutions. This step encourages creative thinking and exploration of different possibilities. Utilizing various brainstorming techniques can help generate a wide range of ideas. Once potential solutions are identified, it’s crucial to evaluate them based on their feasibility and potential impact.

Step 4: Choose the best solution

With a list of potential solutions in hand, it’s important to choose the best one. This step involves utilizing decision-making tools to evaluate each solution’s strengths and weaknesses. Factors such as feasibility, cost, and potential impact should be considered during the decision-making process. By selecting the most effective solution, you increase the likelihood of achieving a successful outcome.

Step 5: Implement the solution

Once a solution has been chosen, it’s time to put it into action. This step requires developing a detailed action plan that outlines the necessary steps to implement the solution effectively. Additionally, assigning responsibilities ensures that everyone involved understands their role in the implementation process. By having a well-structured plan, you can streamline the implementation process and minimize potential setbacks.

Step 6: Evaluate and follow-up

The final step of the problem-solving model is to evaluate the effectiveness of the solution implementation and make necessary adjustments if needed. This step involves assessing whether the solution has produced the desired outcome or if further modifications are required. Regular follow-ups are essential to ensure continuous improvement and address any new challenges that arise.

Applying the Six Step Problem Solving Model in Real-life Scenarios

The Six Step Problem Solving Model can be applied to various real-life situations, both personal and professional. Let’s explore some examples:

Personal problem-solving

When faced with a personal problem, such as managing time effectively or improving relationships, the Six Step Problem Solving Model can be a valuable tool. By defining the problem, analyzing its causes, generating potential solutions, choosing the best one, implementing it, and evaluating the results, individuals can overcome personal challenges and improve their well-being.

Professional problem-solving

In a professional setting, problem-solving skills are vital for success. From addressing customer complaints to optimizing business processes, the Six Step Problem Solving Model provides a structured approach. Applying the model allows for a thorough understanding of the problem, consideration of multiple solutions, informed decision-making, effective implementation, and continuous evaluation for improvement.

Case studies highlighting successful application of the model

Let’s take a look at a few case studies that demonstrate the successful application of the Six Step Problem Solving Model:

• Case Study 1: Resolving Customer Complaints: A customer service team at a retail store implemented the Six Step Problem Solving Model to address a high volume of customer complaints. By defining the problem (long wait times and inadequate product knowledge), analyzing the root causes (staffing issues and lack of training), generating potential solutions (hiring additional staff, providing comprehensive training), choosing the best solution (opting for both solutions), implementing the changes, and evaluating the results, the team successfully reduced customer complaints and improved overall customer satisfaction.
• Case Study 2: Streamlining Manufacturing Processes: A manufacturing company faced inefficiencies in its production line, resulting in increased costs and delays in product delivery. Utilizing the Six Step Problem Solving Model, the team defined the problem (inefficient workflows and bottlenecks), analyzed the root causes (ineffective equipment maintenance and suboptimal process design), generated potential solutions (implementing regular maintenance schedules, reconfiguring layouts), chose the best solution (combination of both solutions), implemented the changes, and continuously evaluated and adjusted strategies. As a result, the company improved productivity, reduced costs, and enhanced customer satisfaction.

Tips and Best Practices for Mastering the Six Step Problem Solving Model

Mastering the Six Step Problem Solving Model requires a combination of critical thinking, effective communication, and appropriate utilization of problem-solving tools and techniques. Here are some tips to enhance your proficiency in using this model:

Developing critical thinking skills

Critical thinking is essential for problem-solving. Sharpening your critical thinking skills allows you to objectively analyze situations, identify patterns, and generate creative and effective solutions. Engage in activities that promote critical thinking, such as puzzles or mind mapping exercises, to enhance this skill.

Enhancing communication and collaboration

Effective communication and collaboration are key to successful problem-solving. Encourage open and constructive dialogue within teams, actively listen to others’ perspectives, and promote idea sharing. By fostering a collaborative environment, you can tap into the collective knowledge and insights of your team, leading to more comprehensive and innovative solutions.

Utilizing problem-solving tools and techniques

There are various problem-solving tools and techniques available that can complement the Six Step Problem Solving Model. Examples include SWOT analysis, Fishbone diagrams, and decision matrices. Familiarize yourself with these tools, and utilize them as appropriate to enhance your problem-solving capabilities.

Advantages and Limitations of the Six Step Problem Solving Model

While the Six Step Problem Solving Model provides a structured approach to problem-solving, it is important to consider its advantages and limitations:

Advantages of using a structured approach

Using a structured approach, such as the Six Step Problem Solving Model, offers several benefits. It provides a clear framework that guides problem-solving activities, ensures thorough analysis of the problem, and encourages systematic decision-making. Additionally, this model allows for continuous evaluation and improvement, enabling individuals and teams to continuously refine their problem-solving skills.

Potential challenges and drawbacks

There are a few potential challenges and drawbacks to be aware of when using the Six Step Problem Solving Model. It may require significant time and effort to complete all six steps, especially for complex problems. Additionally, this model assumes a linear problem-solving process, which may not always align with the dynamic and iterative nature of certain challenges. It is important to adapt the model as needed to accommodate different problem-solving contexts.

The Six Step Problem Solving Model provides individuals and teams with an effective framework for approaching and resolving problems. By defining the problem, analyzing it thoroughly, generating potential solutions, choosing the most suitable option, implementing it effectively, and continuously evaluating and adjusting strategies, you can overcome obstacles and achieve successful outcomes. Mastering this model requires critical thinking, effective communication, and a willingness to learn and improve. Apply the Six Step Problem Solving Model in your personal and professional life and witness the positive impact it can have on problem-solving processes.

Related articles:

• Mastering the Six Step Problem Solving Model – A Step-by-Step Guide for Effective Solutions
• Understanding AI Model Drift – Causes, Challenges, and Solutions
• Mastering the Art of Critical Thinking and Problem Solving – A Comprehensive Definition and Guide
• Mastering the Six-Step Problem Solving Model – A Comprehensive Guide for Success

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The Art of Effective Problem Solving: A Step-by-Step Guide

Author: 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.

Whether we realise it or not, problem solving skills are an important part of our daily lives. From resolving a minor annoyance at home to tackling complex business challenges at work, our ability to solve problems has a significant impact on our success and happiness. However, not everyone is naturally gifted at problem-solving, and even those who are can always improve their skills. In this blog post, we will go over the art of effective problem-solving step by step.

You will learn how to define a problem, gather information, assess alternatives, and implement a solution, all while honing your critical thinking and creative problem-solving skills. Whether you’re a seasoned problem solver or just getting started, this guide will arm you with the knowledge and tools you need to face any challenge with confidence. So let’s get started!

Problem Solving Methodologies

Individuals and organisations can use a variety of problem-solving methodologies to address complex challenges. 8D and A3 problem solving techniques are two popular methodologies in the Lean Six Sigma framework.

Methodology of 8D (Eight Discipline) Problem Solving:

The 8D problem solving methodology is a systematic, team-based approach to problem solving. It is a method that guides a team through eight distinct steps to solve a problem in a systematic and comprehensive manner.

The 8D process consists of the following steps:

• Form a team: Assemble a group of people who have the necessary expertise to work on the problem.
• Define the issue: Clearly identify and define the problem, including the root cause and the customer impact.
• Create a temporary containment plan: Put in place a plan to lessen the impact of the problem until a permanent solution can be found.
• Identify the root cause: To identify the underlying causes of the problem, use root cause analysis techniques such as Fishbone diagrams and Pareto charts.
• Create and test long-term corrective actions: Create and test a long-term solution to eliminate the root cause of the problem.
• Implement and validate the permanent solution: Implement and validate the permanent solution’s effectiveness.
• Prevent recurrence: Put in place measures to keep the problem from recurring.
• Recognize and reward the team: Recognize and reward the team for its efforts.

Download the 8D Problem Solving Template

A3 Problem Solving Method:

The A3 problem solving technique is a visual, team-based problem-solving approach that is frequently used in Lean Six Sigma projects. The A3 report is a one-page document that clearly and concisely outlines the problem, root cause analysis, and proposed solution.

The A3 problem-solving procedure consists of the following steps:

• Determine the issue: Define the issue clearly, including its impact on the customer.
• Perform root cause analysis: Identify the underlying causes of the problem using root cause analysis techniques.
• Create and implement a solution: Create and implement a solution that addresses the problem’s root cause.
• Monitor and improve the solution: Keep an eye on the solution’s effectiveness and make any necessary changes.

Subsequently, in the Lean Six Sigma framework, the 8D and A3 problem solving methodologies are two popular approaches to problem solving. Both methodologies provide a structured, team-based problem-solving approach that guides individuals through a comprehensive and systematic process of identifying, analysing, and resolving problems in an effective and efficient manner.

Step 1 – Define the Problem

The definition of the problem is the first step in effective problem solving. This may appear to be a simple task, but it is actually quite difficult. This is because problems are frequently complex and multi-layered, making it easy to confuse symptoms with the underlying cause. To avoid this pitfall, it is critical to thoroughly understand the problem.

To begin, ask yourself some clarifying questions:

• What exactly is the issue?
• What are the problem’s symptoms or consequences?
• Who or what is impacted by the issue?
• When and where does the issue arise?

Answering these questions will assist you in determining the scope of the problem. However, simply describing the problem is not always sufficient; you must also identify the root cause. The root cause is the underlying cause of the problem and is usually the key to resolving it permanently.

Try asking “why” questions to find the root cause:

• What causes the problem?
• Why does it continue?
• Why does it have the effects that it does?

By repeatedly asking “ why ,” you’ll eventually get to the bottom of the problem. This is an important step in the problem-solving process because it ensures that you’re dealing with the root cause rather than just the symptoms.

Once you have a firm grasp on the issue, it is time to divide it into smaller, more manageable chunks. This makes tackling the problem easier and reduces the risk of becoming overwhelmed. For example, if you’re attempting to solve a complex business problem, you might divide it into smaller components like market research, product development, and sales strategies.

To summarise step 1, defining the problem is an important first step in effective problem-solving. You will be able to identify the root cause and break it down into manageable parts if you take the time to thoroughly understand the problem. This will prepare you for the next step in the problem-solving process, which is gathering information and brainstorming ideas.

Step 2 – Gather Information and Brainstorm Ideas

Gathering information and brainstorming ideas is the next step in effective problem solving. This entails researching the problem and relevant information, collaborating with others, and coming up with a variety of potential solutions. This increases your chances of finding the best solution to the problem.

Begin by researching the problem and relevant information. This could include reading articles, conducting surveys, or consulting with experts. The goal is to collect as much information as possible in order to better understand the problem and possible solutions.

Next, work with others to gather a variety of perspectives. Brainstorming with others can be an excellent way to come up with new and creative ideas. Encourage everyone to share their thoughts and ideas when working in a group, and make an effort to actively listen to what others have to say. Be open to new and unconventional ideas and resist the urge to dismiss them too quickly.

Finally, use brainstorming to generate a wide range of potential solutions. This is the place where you can let your imagination run wild. At this stage, don’t worry about the feasibility or practicality of the solutions; instead, focus on generating as many ideas as possible. Write down everything that comes to mind, no matter how ridiculous or unusual it may appear. This can be done individually or in groups.

Once you’ve compiled a list of potential solutions, it’s time to assess them and select the best one. This is the next step in the problem-solving process, which we’ll go over in greater detail in the following section.

Step 3 – Evaluate Options and Choose the Best Solution

Once you’ve compiled a list of potential solutions, it’s time to assess them and select the best one. This is the third step in effective problem solving, and it entails weighing the advantages and disadvantages of each solution, considering their feasibility and practicability, and selecting the solution that is most likely to solve the problem effectively.

To begin, weigh the advantages and disadvantages of each solution. This will assist you in determining the potential outcomes of each solution and deciding which is the best option. For example, a quick and easy solution may not be the most effective in the long run, whereas a more complex and time-consuming solution may be more effective in solving the problem in the long run.

Consider each solution’s feasibility and practicability. Consider the following:

• Can the solution be implemented within the available resources, time, and budget?
• What are the possible barriers to implementing the solution?
• Is the solution feasible in today’s political, economic, and social environment?

You’ll be able to tell which solutions are likely to succeed and which aren’t by assessing their feasibility and practicability.

Finally, choose the solution that is most likely to effectively solve the problem. This solution should be based on the criteria you’ve established, such as the advantages and disadvantages of each solution, their feasibility and practicability, and your overall goals.

It is critical to remember that there is no one-size-fits-all solution to problems. What is effective for one person or situation may not be effective for another. This is why it is critical to consider a wide range of solutions and evaluate each one based on its ability to effectively solve the problem.

Step 4 – Implement and Monitor the Solution

When you’ve decided on the best solution, it’s time to put it into action. The fourth and final step in effective problem solving is to put the solution into action, monitor its progress, and make any necessary adjustments.

To begin, implement the solution. This may entail delegating tasks, developing a strategy, and allocating resources. Ascertain that everyone involved understands their role and responsibilities in the solution’s implementation.

Next, keep an eye on the solution’s progress. This may entail scheduling regular check-ins, tracking metrics, and soliciting feedback from others. You will be able to identify any potential roadblocks and make any necessary adjustments in a timely manner if you monitor the progress of the solution.

Finally, make any necessary modifications to the solution. This could entail changing the solution, altering the plan of action, or delegating different tasks. Be willing to make changes if they will improve the solution or help it solve the problem more effectively.

It’s important to remember that problem solving is an iterative process, and there may be times when you need to start from scratch. This is especially true if the initial solution does not effectively solve the problem. In these situations, it’s critical to be adaptable and flexible and to keep trying new solutions until you find the one that works best.

To summarise, effective problem solving is a critical skill that can assist individuals and organisations in overcoming challenges and achieving their objectives. Effective problem solving consists of four key steps: defining the problem, generating potential solutions, evaluating alternatives and selecting the best solution, and implementing the solution.

You can increase your chances of success in problem solving by following these steps and considering factors such as the pros and cons of each solution, their feasibility and practicability, and making any necessary adjustments. Furthermore, keep in mind that problem solving is an iterative process, and there may be times when you need to go back to the beginning and restart. Maintain your adaptability and try new solutions until you find the one that works best for you.

• Novick, L.R. and Bassok, M., 2005.  Problem Solving . Cambridge University Press.

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Daniel Croft

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 www.learnleansigma.com, a platform dedicated to Lean Six Sigma and process improvement insights.

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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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What is problem-solving and how to do it right steps, processes, exercises.

The better your problem-solving skills are, the better (and easier!) your life will be. Organized problem-solving is a killer career skill - learn all about it here.

Whether we’re trying to solve a technical problem at work, or trying to navigate around a roadblock that Google Maps doesn’t see – most people are problem-solving every single day . 

But how effective are you at tackling the challenges in your life? Do you have a bullet-proof process you follow that ensures solid outcomes, or... Do you act on a whim of inspiration (or lack thereof) to resolve your pressing problems?

Here’s the thing: the better your problem-solving skills are - the better (and easier!) your life will be (both professionally and personally). Organized problem-solving is a killer career (and life!) skill, so if you want to learn how to do it in the most efficient way possible, you’ve come to the right place.  

Read along to learn more about the steps, techniques and exercises of the problem-solving process.

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What is Problem-Solving?

We’re faced with the reality of having to solve problems every day, both in our private and professional lives. So why do we even need to learn about problem-solving? Aren’t we versed in it well enough already?

Well, what separates problem-solving from dealing with the usual day-to-day issues is that it’s a distinct process that allows you to go beyond the standard approaches to solving a problem and allows you to come up with more effective and efficient solutions. Or in other words, problem-solving allows you to knock out those problems with less effort. 

Just like with any other skill, there’s an efficient way to solve problems, and a non-efficient one. While it might be tempting to go for the quickest fix for your challenge without giving it much thought, it will only end up costing you more time down the road. Quick fixes are rarely (if ever!) effective and end up being massive time wasters. 

What separates problem-solving from dealing with the usual day-to-day issues is that it’s a distinct process that allows you to go beyond the standard approaches to solving a problem and allows you to come up with more effective and efficient solutions.

On the other hand, following a systemized clear process for problem-solving allows you to shortcut inefficiencies and time-wasters, turn your challenges into opportunities, and tackle problems of any scope without the usual stress and hassle. 

What is the process that you need to follow, then? We’re glad you asked...

The Five Stages of Problem-Solving

So what’s the best way to move through the problem-solving process? There’s a 5-step process that you can follow that will allow you to solve your challenges more efficiently and effectively. In short, you need to move through these 5 steps: 

• Defining a problem
• Ideating on a solution
• Committing to a course of action
• Implementing your solution
• And finally – analyzing the results. 

Let’s look at each of those stages in detail.

Step 1: Defining The Problem

The first step might sound obvious, but trust us, you don’t want to skip it! Clearly defining and framing your challenge will help you guide your efforts and make sure you’re focussing on the things that matter, instead of being distracted by a myriad of other options, problems and issues that come up. 

For once, you have to make sure you’re trying to solve the root cause, and not trying to mend the symptoms of it. For instance, if you keep losing users during your app onboarding process, you might jump to the conclusion that you need to tweak the process itself: change the copy, the screens, or the sequence of steps.

But unless you have clear evidence that confirms your hypothesis, your challenge might have an entirely different root cause, e.g. in confusing marketing communication prior to the app download. 

Clearly defining and framing your challenge will help you guide your efforts and make sure you’re focussing on the things that matter, all the while ensuring that you’re trying to solve the root cause, and not trying to mend the symptoms of it

That’s why it’s essential you take a close look at the entire problem, not just at a fraction of it.

There are several exercises that can help you get a broader, more holistic view of the problem, some of our all-time favorites include Expert Interviews, How Might We, or The Map. Check out the step-by-step instructions on how to run them (along with 5 more exercises for framing your challenge!) here. 

When in doubt, map out your challenge, and always try to tackle the bottlenecks that are more upstream - it’s likely that solving them will solve a couple of other challenges down the flow.

You also have to be mindful of how you frame the challenge: resist the urge to include a pre-defined solution into your problem statement. Priming your solutions to a predestined outcome destroys the purpose of following a step-by-step process in the first place!  

Steer clear of formulations like:

We need to change the onboarding process... or We need to improve ad copy to increase conversions. 

Instead, opt for more neutral, problem-oriented statements that don’t include a solution suggestion in them:

The drop off rate during the onboarding process is too high or Our ad conversion rates are below the norm.

Pro tip: Reframing your challenge as a ‘How Might We’ statement is a great way to spark up new ideas, opening your problem to a broader set of solutions, and is just a great way to reframe your problem into a more positive statement (without implying the possible solution!)

For example, following the onboarding drop-off rate problem we mentioned earlier, instead of framing it as a problem, you could opt for:

How Might We decrease the drop-off rate during the onboarding process? 

Find out more about the best exercises for problem framing here!

Now that you have a clear idea of what you’re trying to solve, it’s move on to the next phase of the problem-solving process.

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Step 2: ideating a solution.

Get ready to roll up your sleeves and challenge the status quo! This step of the problem-solving process is all about thinking outside of the box, challenging old assumptions, and thinking laterally. 

This stage is the one that tends to cause the most overwhelm in teams because it requires just the right balance of creativity and critical thinking, which tends to cause a lot of friction.

Our best advice?

Let go of the pressure to produce a polished, thought-through solution at this stage. You can hash out the details at a later point. Our goal right now is to come up with a direction, a prototype if you may, of where we want to move towards. 

Embrace the “quantity over quality” motto, and let your creative juices flow! Now, we’re not saying you should roll with sub-par ideas. But you shouldn’t get too fixated on feasibility and viability just yet . 

Your main goal during this step is to spark ideas, kick off your thinking process in the right direction, venture out of the familiar territories and think outside the box. 

For the ideation to be the most effective your team will have to feel safe to challenge the norm and wide-spread assumptions. So lay judgment by side, there is no space for “that’s the way it’s always been done” in this step.

For your ideation sessions to be as efficient as possible, we highly recommend to run them in a workshop setting: this helps reduce the usual drawbacks of open discussions in teams (i.e. groupthink & team politics!)

Our favorite exercises to run during this phase include Lightning Demos, Sketching, and variations of Brainstorming.  We crafted an entire article on how to run and facilitate these exercises in a separate article, so check it out of you’re going to be running an ideation session anytime soon!

Step 3: Choosing the Best Strategy & Committing

It’s time to decide which of the ideas that you generated in the last step will be the one you’ll implement. 

This step is arguably the hardest one to complete smoothly: groupthink, team politics, differences in opinions and communication styles all make it very hard to align a team on a common course of action. 

If you want to avoid the usual pitfalls of team decision-making, we recommend you steer clear of open unstructured discussion. While it’s useful in some scenarios, it’s a poor choice for when you need to make a decision, because it tends to reward the loudest people in the room, rather than give way to the best ideas. 

It’s crucial you not only commit to a course of action but get full buy-in from the team. If your team members don’t understand the reasons for a decision, or are not fully onboard, the implementation of your decision will be half-hearted, and that’s definitely not what you want! 

To achieve that, opt for anonymized, multi-layered voting, and include guided exercises like Storyboarding to prioritize your ideas. 

We’ve gathered the list of our top-rated decision-making exercises, along with step-by-step instructions on how to run them in this article!

As a bonus tip, we recommend you involve a facilitator throughout the entire process. They will help align the team, and guide them through prioritizing and de-prioritizing solutions, as well as defining the next steps. 

Pro tip : If you’re not the ultimate decision maker on the issue you’re trying to solve, make sure they’re in the room when the call is being made! Having a Decider in the room ensures that the decisions you come to will actually get executed on after, instead of getting shut down by your superiors after. 

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Step 4: implementing your solution.

Here’s a truth that might be hard to swallow: it doesn’t matter how innovative, creative, or original your idea is, if your execution is weak. 

One of our favourite illustrations of how this works in practice comes from the book “ Anything you want ” by Derek Sivers. He reveals that ideas should be treated as multipliers of execution. What this means is that a mediocre, “so-so” idea could be worth millions if executed well, while a “brilliant” idea can completely flop with bad execution. 

That’s why this step is crucial if you want to really master the problem-solving process. 

What do we mean by execution? Everything that happens after the whiteboards are wiped clean and your team starts to action the outcomes of your sessions, be it prototyping, development, or promotion. 

But don’t just take our word for it, look at the example of how execution affected Nintendo’s sales:

In the past few years, Nintendo has come up with 3 products: the Wii, the Wii U and the Switch. Check out their sales figures on the graph below - Wii is the clear-cut leader, followed by Switch, and finally Wii U lagging behind.

The Wii was unbelievably successful - it was a genuinely unique, “brilliant”-level idea and it had a “brilliant” execution (20x $10 million = $200 million). It is  one of the fastest selling game consoles of all time and it completely took over the market.

The next product was called Wii U and it was a “great” concept but the execution was absolutely terrible. So even though this product was very interesting and innovative, the end result was 15x $1,000 = $15,000. 

Finally, Nintendo took the Wii U concept and tried it again with the Switch. The idea was “so so” as it was already done before, but the execution was “brilliant”. So, 5x $10 million = $50 million! Much better.

Bottom line?  

The same idea can either make no dent in the market and damage your share price OR become a market hit and increase your share price dramatically. The only difference between the two scenarios – execution.

So shift your focus from coming up with crazy, innovative, outlandish ideas that will disrupt the market, and concentrate on really nailing down your execution instead. 

This is likely the least “workshoppy” step out of the entire problem-solving process because it requires less alignment and decision-making and more..well.. Execution!

But hey, we wouldn’t be called “Workshopper” if we didn't offer you at least one way to optimize and workshopify (yup, we’re making it a thing) your execution process. 

Cue in….prototyping. 

We’re huge fans of prototyping all big solutions (and testing them!) The main reason?

This saves us time AND money! Prototyping and testing your solutions (especially if they’re time and investment-demanding) is a great way to make sure you’re creating something that is actually needed. 

The key with prototyping the right way is to keep it simple. Don’t invest too much time, or resources into it. The goal is to gather data for your future decisions, not to create a near-to-perfect mockup of your solution.  

There are LOADS of prototyping forms and techniques, and if you’d like to learn more on the subject you should definitely check out our extensive prototyping guide.  

Step 5: Analyzing the Results

You’re nearly done, woo! Now that you have defined the right problem to tackle, brainstormed the solutions, aligned your team on the course of action, and put your plan into action it’s time to take stock of your efforts. 

Seek feedback from all involved parties, analyze the data you’ve gathered, look at the bottom line of your efforts, and  take a hard look at your problem: did it get solved? And even more than that, did the process feel smoother, easier, and more efficient than it normally is?

Running a retrospective is a great way to highlight things that went well and that you should keep for your next round of problem.solving, as well as pinpoint inefficiencies that you can eliminate.

‍ But which kind of retrospective should you run? There are loads of options, and it’s easy to feel overwhelmed by them all, so we gathered our favorite retrospective variations in this article.

And there you have it, you just completed the cycle of  problem-solving. We highly recommend you follow through with all the steps, without leaving any out. They all complement and build on each other, and it’s the combination of all 5 of them that makes the process effective. 

Now that you have the problem solving process down, you might be wondering…

Do I need any special skills in order to be able to move through that process?

And the answer is… sort of! More in this in the next section.

Problem-Solving Skills 

While your skill set will need to adapt and change based on the challenges you’ll be working on, most efficient problem-solvers have a solid foundation of these key skills:   

• Active listening. While you might be the expert in the area of your challenge, there’s not a single person on Earth that knows it all! Being open to others’ perspectives and practicing active listening will come in very handy during step 1 of the process, as you’re trying to define the scope and the exact angle of the problem you’re working on.
• Analytical approach. Your analytical skills will help you understand problems and effectively develop solutions. You will also need analytical skills during research to help distinguish between effective and ineffective solutions.
• Communication. Is there a single area of expertise that DOESN’T require strong communication skills? We honestly don’t think so! Just like with any other life area, clear communication can make or break your problem-solving process. Being able to clearly communicate why you need to solve this challenge to your team, as well as align your team on the course of action are crucial for the success of the process. 
• Decision-making. Ultimately, you will need to make a decision about how to solve problems that arise. A process without outcomes–regardless of how well thought-out and elaborate–is useless! If you want your problem-solving huddles to be effective, you have to come to grips with prioritization techniques and decision-making frameworks. 
• Facilitation. Problem-solving revolves around being able to guide a group or a team to a common decision, and facilitation skills are essential in making that happen. Knowing how to facilitate will make it easy to keep the group focussed on the challenge, shortcut circular discussions, and make sure you’re moving along to solving the problem instead of just treading waters with fruitless discussions. 

Not checking every single skill of your list just yet? Not to worry, the next section will give you practical tools on how to level up and improve your problem-solving skills.

How to Improve Your Problem-Solving Skills

Just like with any other skill, problem-solving is not an innate talent that you either have or you don’t.  There are concrete steps you can take to improve your skills. 

Here are some things that will get you closer to mastering the problem-solving process:

• Practice, Practice, Practice

Practice makes perfect, and problem-solving skills are no exception! Seek opportunities to utilize and develop these skills any time you can. 

If you don’t know where or how to start just yet, here’s a suggestion that will get you up and running in no time: run a quick problem-solving session on a challenge that has been bothering your team for a while now. 

It doesn’t need to be the big strategic decision or the issue defining the future of the company. Something easy and manageable (like optimizing office space or improving team communication) will do. 

As you start feeling more comfortable with the problem-solving techniques, you can start tackling bigger challenges. Before you know it, you’ll master the art of creative problem-solving!

• Use a tried and tested problem-solving workshop

Facilitation is one of the essential skills for problem-solving. But here’s the thing… Facilitation skills on their own won’t lead you to a solved challenge.

While being able to shortcut aimless discussions is a great skill, you have to make sure your problem-solving session has tangible outcomes. Using a tried and tested method, a workshop, is one of the easiest ways to do that. 

Our best advice is to get started with a tried and tested problem-solving workshop like the Lightning Decision Jam . The LDJ has all the right ingredients for quick, effective problem solving that leads to tangible outcomes. Give it a go!

• Learn from your peers

You may have colleagues who are skilled problem solvers. Observing how those colleagues solve problems can help you improve your own skills. 

If possible, ask one of your more experienced colleagues if you can observe their techniques. Ask them relevant questions and try to apply as many of the new found skills i your career as possible. 

• Learn & Practice the best problem-solving exercises

Having a toolbox of problem-solving exercises to pull from that can fit any type of challenge will make you a more versatile problem-solver and will make solving challenges that much easier for you! 

Once you get used to the groove of learning how to combine them into effective sessions or workshops, there’ll be no stopping you. What are some of the most effective problem-solving exercises? Glad you asked! We’ve gathered our favorite ones here, check it out! 

And there you have it, you’re now fully equipped for running creative problem-sessions with confidence and ease! Whichever method or exercise you choose, remember to keep track of your wins, and learn as much as you can from your losses! 

Anastasia Ushakova

Brand Strategist, Digital Marketer, and a Workshopper.

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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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Problem Solving Process: The Ultimate Guide to the Process of Problem Solving

What is problem solving, the process for problem solving, be smart about problem solving.

Whether you manage a team or the entire organization, you need to apply excellent problem solving techniques to keep your organization going. Problems can occur between employees, which needs quick and effective problem solving tricks to continue with your business operations. That is why you need to learn about problem solving stages. Read on to learn more about problem solving.

Problem solving is the ability to offer solutions to difficult or complex issues and devising ways to avoid repetitive occurrences in the future.

Develop a positive approach

Before you handle any issue, the first thing is to have a positive mentality towards the problem. It could be a huge problem that may cause you to panic, but try as much as possible to remain composed and confident during the problem solving process. You want to give it the best outcome without involving emotions. So, stay positive as you figure out how to deal with the issue.

Understand the problem

The next problem solving method is to define the problem you are facing. The issue could be more profound than you think, and that is why you need to be intentional about diagnosing the root cause of the problem. This is the only way to solve the issue, because you can't solve what you cannot diagnose. Know the root cause and the effect of the issue. If possible, write down everything and use the notes as a guide on how to solve the problem.

Be creative about the problem

Creativity is a vital skill that a good problem solver should possess. It helps you think outside the box and approach the issue strategically. You need to address the issue from different angles to avoid leaning on one side.

Determine whether other issues could be a stumbling block to the current problem and devise ways to address it first before you proceed.

Looking for solutions

A single problem can have tens of practical solutions. This is why you need to think deeper and analyze all the possible solutions before making the final decision. Determine the problem solving model you're going to use to solve the issue.

You can brainstorm with your colleagues and take note of the possible solutions. Let it be an open platform where everyone can air out their views and ideas about the proposed solutions. But this doesn't mean that every solution is applicable.

Determine the effective solution

Once you highlight various scenarios, determine the problem solving techniques and approaches you will use. You do not have to apply every proposed solution. It is best to analyze what you have noted and settle for the best option.

Please choose an alternative that will solve the issue at hand without complicating it further. You only need to be smart and sensible when choosing the best problem solving strategies.

Solve the problem

Now, you already have a solution to the problem, and are ready to make the final decision. Go on and execute. Be patient at this moment as you weigh both sides to see how the involved parties react to the final decision. If you experience a drawback, you can quickly counter it by applying creative tips and remain persistent until you achieve your goals.

Be ready for the outcome

One thing you need to know is that not all decisions end up well with the involved parties. The solution could fail and cause more chaos in the long run. It is imperative to prepare for such outcomes to avoid dilemmas and confusion.

Remember, even if you do not get it right at first, this will be a learning lesson and you can be sure of doing better the next time. However, to avoid such scenarios, prepare adequately to handle the outcome, whether positive or negative. 

Create a follow-up strategy

No matter the outcome, find creative problem solving steps to follow up until you're sure that the problem is entirely resolved. Do not assume that everything is okay, since this could be the beginning of new problems. You can involve your colleagues to offer support until you achieve your goals.

Today, there are more advanced ways of problem solving. Problem-solving software is a crucial tool that will help you solve your issues within a short time and without compromising quality. Check out MindManager to get all the tools you need for collaborative problem solving!

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Summarize the six steps of the problem solving process.

Expert-verified answer.

• 5.5K answers
• 9.1M people helped

The six steps of the problem solving process include defining the problem, gather all the information, identify the possible solutions, evaluate the solutions, and implement the solution.

What are the six steps of problem solving process?

The six steps of the problem solving process are:

1. Define the problem : This involves identifying the problem or issue that needs to be resolved and clearly defining what the problem is and what the desired outcome is.

2. Gather information : In this step, you gather all relevant information about the problem, including data, facts, and opinions from stakeholders.

3. Identify possible solutions: Brainstorming and evaluating potential solutions is the third step. This involves generating a list of possible solutions to the problem.

4. Evaluate the solutions: In this step, the potential solutions are evaluated based on their feasibility, potential impact, and cost-effectiveness.

5. Choose the best solution: After evaluating all the possible solutions, you choose the one that is the most appropriate and feasible.

6. Implement the solution: This is the final step in the process, and involves putting the chosen solution into action, monitoring its progress, and making adjustments as necessary to ensure success.

Learn more about Problem solving process here:

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1. Identify the problem

2. Analyze the problem

3. Develop the solutions

4. Implement A soultion

5. Evaluate the results

6. Standardize the solution

I really hope this helps you!

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