Estimated reading time: 4 minutes

It’s Only Common Sense: A Step-by-Step Guide to Problem-solving

Effective problem solving is a crucial skill in both personal and professional life. Whether you're dealing with a complex business challenge or a personal dilemma, a systematic approach can help you find viable solutions.

The way you act as a company is determined by the way you solve problems. True leaders are defined by the way they solve problems. As I’ve said many times, great long-lasting customer relationships are forged by the way they come together as a team to solve problems.

Remember, you have to break some eggs to make an omelet. It takes lemons to make lemonade. If you aren’t having problems, you’re not doing enough. I have had to solve a lot of problems. This has led me to work on a system that helps me solve them when they come up. The first rule of that system is not to panic. Don’t freak out. Stay calm, cool, and collected, and somehow, you will find a way to solve that problem.

Here is a step-by-step process to solving problems effectively and efficiently every time.

1. Define the problem: The first and most crucial step in problem solving is to clearly define the problem. Take the time to understand the situation, its context, and the specific issues you're facing. Ask yourself what the problem is, why it's a problem, and what the desired outcome or solution looks like. Avoid making assumptions or jumping to conclusions at this stage.
2. Gather information: Once you've defined the problem, gather as much relevant information as possible. This might involve conducting research, talking to experts, collecting data, or seeking feedback from others who have experience with similar issues. A well-informed problem solver is more likely to find effective solutions.
3. Identify root causes: Dig deeper to identify the root causes of the problem. Often, what appears as a single issue is a symptom of underlying factors. Use techniques like the "5 Whys" method, where you repeatedly ask "why?" to trace the problem back to its origin. This helps you address the root causes rather than just treating the symptoms. I love that method even though it drives other people crazy when I use it.
4. Generate possible solutions: With a clear understanding of the problem and its causes, brainstorm a list of potential solutions. Encourage creativity and don't dismiss any ideas at this stage. Consider both conventional and unconventional approaches. The goal is to generate a wide range of options to choose from.
5. Evaluate and prioritize solutions: Assess the feasibility, effectiveness, and potential consequences of each solution. Consider factors like cost, time, and resources required. Rank the solutions based on their potential to address the problem and their alignment with your goals and values. This step helps you identify the most promising options.
6. Develop a plan of action: Once you've selected the best solution, create a detailed action plan. Specify the steps required to implement the solution, assign responsibilities, set deadlines, and establish performance metrics to track progress. A well-structured plan ensures that you stay on track and maintain accountability.
7. Implement the solution: Put your action plan into motion. This may involve making changes, allocating resources, or executing specific tasks. Effective communication and collaboration with others involved are essential to ensure a smooth implementation process.
8. Make adjustments: Continuously monitor the progress of your solution. Measure key performance indicators to assess its effectiveness. Be prepared to adjust your approach if you encounter unexpected challenges or if the initial solution doesn't yield the expected results. Flexibility and adaptability are crucial in problem solving.
9. Seek feedback: Don't hesitate to seek feedback from stakeholders and team members involved in the problem-solving process. Their insights and perspectives can provide valuable information to refine your approach or make necessary improvements. Constructive feedback can lead to better solutions, so take the time to really listen. Take it into consideration no matter how much you might disagree.
10. Reflect and learn: After the problem is resolved, take some time to reflect on the entire process. Analyze what went well and what could have been done differently. Identify lessons learned that you could apply to future problem-solving situations. Continuous improvement is a key component of effective problem solving. Learning is the key here. If you do not learn from your mistakes and the way you solved them, you have wasted a great opportunity.
11. Document and share: Finally, document the entire problem-solving process, from defining the problem to implementing the solution and monitoring progress. Creating a record of your approach can be valuable for future reference and for sharing with others who may face similar challenges. Sharing your experiences and insights with colleagues or peers can also contribute to collective learning and problem-solving skills development.

In the end, effective problem solving is a systematic process that involves defining the problem, gathering information, identifying root causes, generating solutions, evaluating, and prioritizing those solutions, developing an action plan, implementing the chosen solution, monitoring progress, seeking feedback, reflecting on the process, and documenting the experience.

But once again, the most important thing is to stay cool and focused on solving the problem with. By doing all these things as listed above and having that proverbial grace under pressure, you will find a way to solve every problem that comes your way.

It’s only common sense.

Dan Beaulieu is president of D.B. Management Group.