- Define the problem
- Generate alternative solutions
- Evaluate and select an alternative
- Implement and follow up on the solution
Four Basic Steps in Problem Solving
1. Define the problem
Diagnose the situation so that your focus is on the problem, not just its symptoms. Helpful techniques at this stage include using flowcharts to identify the expected steps of a process and cause-and-effect diagrams to define and analyze root causes.
The article below identifies key steps for defining problems. These steps support the involvement of interested parties, the use of factual information, comparison of expectations to reality and a focus on root causes of a problem.
What’s needed is to:
- Review and document how processes currently work (who does what, with what information, using what tools, communicating with what organizations and individuals, in what time frame, using what format, etc).
- Evaluate the possible impact of new tools and revised policies in the development of a model of “what should be.”
2. Generate alternative solutions
Postpone the selection of one solution until several alternatives have been proposed. Having a standard with which to compare the characteristics of the final solution is not the same as defining the desired result. A standard allows us to evaluate the different intended results offered by alternatives. When you try to build toward desired results, it’s very difficult to collect good information about the process.
Considering multiple alternatives can significantly enhance the value of your final solution. Once the team or individual has decided the “what should be” model, this target standard becomes the basis for developing a road map for investigating alternatives.
Brainstorming and team problem-solving techniques are both useful tools in this stage of problem solving.
Many alternative solutions should be generated before evaluating any of them.
A common mistake in problem solving is that alternatives are evaluated as they are proposed, so the first acceptable solution is chosen, even if it’s not the best fit. If we focus on trying to get the results we want, we miss the potential for learning something new that will allow for real improvement.
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3 . Evaluate and select an alternative
Skilled problem solvers use a series of considerations when selecting the best alternative. They consider the extent to which:
A particular alternative will solve the problem without causing other unanticipated problems.
- All the individuals involved will accept the alternative.
- Implementation of the alternative is likely.
- The alternative fits within the organizational constraints.
4. Implement and follow up on the solution
Leaders may be called upon to order the solution to be implemented by others, “sell” the solution to others or facilitate the implementation by involving the efforts of others. The most effective approach, by far, has been to involve others in the implementation as a way of minimizing resistance to subsequent changes.
Feedback channels must be built into the implementation of the solution, to produce continuous monitoring and testing of actual events against expectations. Problem solving, and the techniques used to derive elucidation, can only be effective in an organization if the solution remains in place and is updated to respond to future changes.
Generic problem-solving model
1. Define the problem:
- Differentiate fact from opinion
- Specify underlying causes
- Consult each faction involved for information
- State the problem specifically
- Identify what standard or expectation is violated
- Determine in which process the problem lies
- Avoid trying to solve the problem without data
2. Generate alternative solutions:
- Postpone evaluating alternatives initially
- Include all involved individuals in the generating of solution
- Specify alternatives consistent with organizational goals
- Specify short- and long-term alternatives
- Brainstorm on others’ ideas
- Seek alternatives that may solve the problem
3. Evaluate and select an alternative:
- Evaluate alternatives relative to a target standard
- Evaluate all alternatives without bias
- Evaluate alternatives relative to established goals
- Evaluate both proven and possible outcomes
- State the selected alternative explicitly
4. Implement and follow up on the solution:
- Plan and implement a pilot test of the chosen alternative
- Gather feedback from all affected parties
- Seek acceptance or consensus by all those affected
- Establish ongoing measures and monitoring
- Evaluate long-term results based on final solution
Conclusion
By following a structured problem-solving process, organizations can move beyond surface-level fixes and address the root causes of their challenges. Defining the problem accurately, exploring a wide range of alternatives, carefully evaluating each option, and executing solutions with clear follow-up ensures more sustainable outcomes. Involving key stakeholders throughout the process not only improves the quality of decisions but also boosts engagement and reduces resistance to change. Ultimately, effective problem solving is not just about finding quick answers—it’s about building a culture of continuous improvement, learning, and adaptability.
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- Decision matrix, also called pugh matrix, decision grid, selection matrix or grid, problem matrix, problem selection matrix, opportunity analysis, solution matrix, criteria rating form, criteria-based matrix, evaluates and prioritizes a list of options. The team first establishes a list of weighted criteria and then evaluates each option against those criteria. It's a variation of the L-shaped matrix.
- Multivoting is a decision-making tool used to narrow a large list of options to top priorities via ranked voting. Ideal after brainstorming, it ensures group consensus. Members assign weighted votes to choices, followed by tallying and possible discussion or revote.
- Effective problem solving starts with clearly defining the issue, involving stakeholders, and using facts to uncover root causes. This guide outlines four essential steps—from diagnosing the problem to implementing and monitoring solutions—for lasting, impactful change.
- Problem-solving and decision-making are vital, interconnected skills that require creativity, clear judgment, and strong execution—especially useful in group settings through workshops and brainstorming.
