Group Problem-Solving Process to Solve Tough Challenges

Doug Staneart  |  March 26, 2023

Problem-Solving Process The Absolute Easiest Way to Solve Problems Want to be successful in business and life? You have to be a problem solver. In fact, the most successful people in the world are the ones who have established an effective problem-solving process that works over and over.

Most people look at successful business people and think that they had all the breaks. They were smarter than other people. Or, they had money. In most cases, though, unbelievably successful people are those who made more mistakes than anyone else. They are risk-takers who try something. Then, when they hit a wall, they identify a different solution.

More often than not, the second solution isn’t a winner either. Neither is the third. In addition, the best possible solution today is irrelevant tomorrow. So, when you look to solve problems, you want to use a problem-solving process that gives you multiple possible solutions.

The good news is that there is a very simple and time-tested approach to solving even the toughest problems. This five-step problem-solving process will help you identify multiple solutions to challenges that come up.

Step #1: Identify the Specific Problem and Create a One-Sentence Description.

This step sounds easy, but it is actually the most difficult and the most critical step as well. If your problem statement is too vague, you will likely struggle with trying to come up with valid solutions. Also, if the problem statement is too broad, a solution might be too complex to implement easily.

For example, let’s say that we want to improve poor customer service. That is a very broad topic. Customer service includes telephone etiquette, wait times, people skills, and dozens of other items. So, if you have a group try to tackle this problem, they will likely spend countless hours just trying to first define what customer service is. Then, they would have to come up with hundreds of solutions to fix the broad problem.

The success of the solution would also be hard to measure.

However, if we focused on one specific challenge related to customer service, we are more likely to succeed. For instance, if we decided to find ways to increase repeat sales from existing customers, then the problem-solving process would be much easier.

So, in step #1 of the problem-solving process, don’t try to create world peace. Instead, look for ways to break the big problem up into bite-sized pieces. When you accomplish a series of these steps along the way, the big problem eventually begins to be solved as well.

Step #2: What are the Possible Causes?

A common error at this point in the process is to jump right into looking for solutions to the problem before trying to identify the root causes of the problem. This usually results in a “band-aid” solution or a solution that just treat symptoms. It would be like reaching under your dashboard and clipping the wire to your “Check Engine” light. Sure you won’t see the light anymore, but the underlying root cause and root problem in the engine is still there.

Take some time to identify what some of the root causes of the problem are, and your team will come up with solutions to these root causes much more quickly.

Step #3: What are the Possible Solutions?

Once the root causes are uncovered, solutions should start popping like popcorn. When you do this problem-solving process with a group, you will likely get a half-dozen or so solutions right away.

Eventually, you’ll hit a wall. The ideas will begin to come more slowly. When this happens, just go back and begin to repeat a few of the “possible causes” from the previous step. Pause between each potential cause and wait for new solutions to be verbalized by your group. Make sure to write all the ideas down.

It is important not to prejudge any of the possible solutions yet. Often, a solution that doesn’t seem to be viable at first may become more important as the problem-solving process is continued. As new ideas are given to the group, other team members “hitchhike” onto another idea.

In fact, many of the biggest breakthroughs occur as a result of an idea that seemed ridiculous at the start.

Step #4: What’s the Best Possible Solution?

In this step, you’ll want to weigh the pros and cons of each solution to determine what is the best plan of action based on what we know today. You may find that halfway through implementation that one of the other solutions might work better. It’s okay to regroup and begin to implement another solution if the first “Best Possible Solution” turns out to be a poor choice after all. Don’t be afraid to take risks, though. Be willing to go out on a limb to create a breakthrough.

Step #5: Create an Implementation Plan

Most problem-solving meetings end when the solution is determined. Don’t fall into this trap though. Once the solution is decided upon, create a detailed plan of action that hold specific people accountable for implementation. By doing this, you ensure that the solution that you worked so hard for actually pays off for you and your company.

author Doug Staneart
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Doug Staneart is president of The Leader's Institute ®. He is based in the Dallas, Texas Region. He is a specialist in corporate team building activities and custom presentation skills seminars.
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