Problem Solving is the systematic process of defining a problem, determining its cause, identifying, prioritizing, and selecting alternatives for a solution, and implementing that solution. It is a core competency for project managers, who must constantly address unexpected issues and challenges to keep the project on track.
Key Aspects of Problem Solving
- Structured Approach – Effective problem solving follows a logical, systematic process rather than relying on guesswork.
- Data-Driven – It involves gathering data to accurately define the problem and its root cause before seeking solutions.
- Collaborative – It often involves the project team and relevant stakeholders to generate a wider range of solutions and achieve buy-in.
- Creative & Analytical – It requires both creative thinking to brainstorm potential solutions and analytical thinking to evaluate them.
- Focus on Root Cause – The goal is to fix the underlying cause of a problem, not just its symptoms, to prevent it from recurring.
A 4-Step Problem-Solving Model
| Step | Description | Key Question |
|---|---|---|
| 1. Define the Problem | Clearly articulate the problem, its boundaries, and its impact. Separate facts from opinions and specify the underlying causes. | What exactly is the problem we are facing? |
| 2. Generate Solutions | Brainstorm a wide range of potential solutions without initial judgment. Encourage creative and diverse ideas. | What are all the possible ways we could solve this? |
| 3. Decide and Act (Ideas to Action) | Evaluate the potential solutions against a set of criteria (e.g., cost, time, effectiveness). Select the best option and create an action plan. | Which solution is the best, and how will we implement it? |
| 4. Evaluate the Outcome | After implementing the solution, monitor the results to ensure it has effectively solved the problem. | Did our solution work as intended? |
Example Scenarios
Technical Issue
A key feature in a software project is failing quality assurance tests. The project manager facilitates a problem-solving session where the team defines the exact failure points, uses root cause analysis to identify a flaw in a third-party library, generates solutions (patch it, replace it, or build a workaround), and decides to build a workaround to meet the deadline.
Stakeholder Dissatisfaction
A key stakeholder is unhappy with the project’s progress. The project manager defines the problem by meeting with the stakeholder to understand their specific concerns. The team then generates options, such as providing more frequent status updates or creating a custom dashboard, and implements the dashboard solution.
Why Problem Solving Matters
- Overcomes Obstacles – It provides a structured way to navigate the challenges and roadblocks that are inevitable in any project.
- Improves Decision-Making – It ensures that decisions are based on a thorough analysis of the problem and potential solutions.
- Prevents Recurring Issues – By focusing on the root cause, it helps create permanent solutions rather than temporary fixes.
- Builds Team Capability – Involving the team in problem-solving empowers them and develops their critical thinking skills.
See also: Root Cause Analysis (RCA), Decision Making, Conflict Resolution, Continuous Improvement.