What is Problem Solving

Guide: Problem Solving

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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.

Guide: Problem Solving

Problem-solving stands as a fundamental skill, crucial in navigating the complexities of both everyday life and professional environments. Far from merely providing quick fixes, it entails a comprehensive process involving the identification, analysis, and resolution of issues.

This multifaceted approach requires an understanding of the problem’s nature, the exploration of its various components, and the development of effective solutions. At its core, problem-solving serves as a bridge from the current situation to a desired outcome, requiring not only the recognition of an existing gap but also the precise definition and thorough analysis of the problem to find viable solutions.

What is Problem Solving?

Problem Solving Problem-solving is a universal and vital skill that is useful in various areas of life, from resolving daily issues to addressing complex challenges in a professional environment. This capability is not just about finding quick fixes to immediate issues; it’s a sophisticated process involving several steps: identifying the problem, analyzing its components, and creating effective solutions. This multifaceted approach is what makes problem-solving both challenging and rewarding.

At its core, problem-solving is about bridging the gap between the current situation and the desired outcome. It starts with recognizing that a discrepancy exists, which requires intervention to correct or improve. The ability to identify a problem is the first step, but it’s equally crucial to define it accurately. A well-defined problem is half-solved, as the saying goes.

Analyzing the problem is the next critical step. This analysis involves breaking down the problem into smaller parts to understand its intricacies. It requires looking at the problem from various angles and considering all relevant factors – be they environmental, social, technical, or economic. This comprehensive analysis aids in developing a deeper understanding of the problem’s root causes, rather than just its symptoms.

Reverse brainstorming - problem solving - Idea generationDeveloping solutions is where creativity and critical thinking come into play. This stage is not just about finding any solution, but the most effective one. It often involves brainstorming, where multiple ideas are generated before narrowing down to the most viable options. Each potential solution is evaluated based on its feasibility, impact, and the resources required for implementation.

Finally, effective problem-solving involves the implementation of the chosen solution and its subsequent evaluation. This stage tests the practicality of the solution and its effectiveness in the real world. It’s a critical phase where theoretical solutions meet practical application.

The Nature of Problems

The nature of the problem significantly influences the approach to solving it. Problems vary greatly in their complexity and structure, and understanding this is crucial for effective problem-solving.

  1. Simple vs. Complex Problems: Simple problems are straightforward, often with clear solutions. They usually have a limited number of variables and predictable outcomes. On the other hand, complex problems are multi-faceted. They involve multiple variables, stakeholders, and potential outcomes, often requiring a more sophisticated analysis and a multi-pronged approach to solving.

  2. Structured vs. Unstructured Problems: Structured problems are well-defined. They follow a specific pattern or set of rules, making their outcomes more predictable. These problems often have established methodologies for solving. For example, mathematical problems usually fall into this category. Unstructured problems, in contrast, are more ambiguous. They lack a clear pattern or set of rules, making their outcomes uncertain. These problems require a more exploratory approach, often involving trial and error, to identify potential solutions.

Understanding the type of problem at hand is essential, as it dictates the approach. For instance, a simple problem might require a straightforward solution, while a complex problem might need a more comprehensive, step-by-step approach. Similarly, structured problems might benefit from established methodologies, whereas unstructured problems might need more innovative and creative problem-solving techniques.

The Problem-Solving Process

The process of problem-solving is a methodical approach that involves several distinct stages. Each stage plays a crucial role in navigating from the initial recognition of a problem to its final resolution. Let’s explore each of these stages in detail.

Step 1: Identifying the Problem

Problem IdentificationThis is the foundational step in the problem-solving process. It involves recognizing that an issue exists and merits attention. Identifying a problem is not always straightforward, as some issues may be subtle or complex. This stage requires keen observation, an open mind, and sometimes the ability to see beyond the obvious. Key skills here include attentiveness to details, critical thinking, and the capacity to ask relevant and insightful questions. Proper identification is crucial because an incorrectly identified problem can lead to ineffective solutions.

Step 2: Defining the Problem

Once the problem is identified, the next step is to define it clearly and precisely. This is a critical phase because a well-defined problem often suggests its solution. Defining the problem involves breaking it down into smaller, more manageable parts. It also includes understanding the scope and impact of the problem. A clear definition helps in focusing efforts and resources efficiently and serves as a guide to stay on track during the problem-solving process.

Step 3: Analyzing the Problem

Analyze Data This stage involves an in-depth exploration of the problem. Analysis is crucial to understand not just what the problem is, but why it exists. It involves gathering relevant data and information, which can be done through research, conducting interviews, surveys, or brainstorming sessions. The goal is to uncover the underlying causes and contributing factors of the problem. This step might reveal complexities and nuances that were not apparent during the problem identification and definition stages.


Step 4: Generating Solutions

Brainstorming-7-Methods-LearnleansigmaThis stage is where creativity and innovation come into play. The objective here is to generate a wide range of potential solutions without immediate judgment or analysis of their feasibility. This encourages thinking outside the box and exploring various possibilities. Diverse perspectives and brainstorming are particularly valuable in this phase, as they can lead to more creative and effective solutions. The key is to remain open-minded and not limit the thought process to conventional solutions.

Step 5: Evaluating and Selecting Solutions

After generating a list of possible solutions, the next step is to evaluate each one critically. This evaluation includes considering the feasibility, costs, benefits, and potential impact of each solution. Techniques like cost-benefit analysis, risk assessment, and scenario planning can be useful here. The aim is to select the solution that best addresses the problem in the most efficient and effective way, considering the available resources and constraints.

Step 6: Implementing the Solution

SolutionChoosing a solution is just part of the process; implementing it effectively is equally important. This stage involves developing a detailed action plan for the chosen solution. The plan should outline clear steps, allocate resources, set timelines, and assign responsibilities. Effective implementation requires good management skills, clear communication, and often, the ability to adapt and make adjustments as the solution is rolled out.

Step 7: Reviewing and Reflecting

The final stage in the problem-solving process is to review the implemented solution and reflect on its effectiveness and the process as a whole. This involves assessing whether the solution met its intended goals and what could have been done differently. Reflection is a critical part of learning and improvement. It helps in understanding what worked well and what didn’t, providing valuable insights for future problem-solving efforts.

Tools and Techniques for Effective Problem Solving

Problem-solving is a multifaceted endeavor that requires a variety of tools and techniques to navigate effectively. Different stages of the problem-solving process can benefit from specific strategies, enhancing the efficiency and effectiveness of the solutions developed. Here’s a detailed look at some key tools and techniques:


Brainwriting Brainstorming is a widely used technique during the solution-generation phase of problem-solving. It’s a group activity where participants are encouraged to come up with as many ideas as possible, regardless of how feasible or outlandish they may seem. The primary objective of brainstorming is to generate a large quantity of ideas in order to have a broad range of options to consider. This technique fosters creative thinking and ensures that all voices are heard. Criticism and evaluation of ideas are withheld during the brainstorming session to encourage open and unrestricted creativity. This can lead to innovative solutions that might not emerge in a more structured or critical setting.

SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats)

SWOT-Analysis-Learnleansigma SWOT Analysis is a strategic planning tool that can be very effective in the analysis phase of problem-solving. It involves identifying and evaluating the internal strengths and weaknesses of a situation, as well as the external opportunities and threats. This method helps in understanding the dynamics at play and the factors that can influence the problem and potential solutions. For example, identifying strengths can help leverage them in the solution, while understanding weaknesses can guide in mitigating risks or challenges. Similarly, recognizing opportunities and threats in the environment can shape how the problem is approached and solved.

Root Cause Analysis

This is a method used to identify the underlying causes of a problem, rather than just addressing its symptoms. One popular technique within root cause analysis is the “5 Whys” method. This involves asking “why” multiple times (traditionally five) until the fundamental cause of the problem is uncovered. This technique encourages deeper thinking and can reveal connections that aren’t immediately obvious. By addressing the root cause, solutions are more likely to be effective and long-lasting.

Mind Mapping

Mind mapping Sub-Branches Mind map is a visual tool used for structuring information, helping to analyze, comprehend, synthesize, recall, and generate new ideas. It’s particularly useful in the early stages of problem-solving when trying to understand complex problems. A mind map is a diagram that connects information around a central concept. In problem-solving, the central concept is the problem at hand, and the branches are the various elements and factors related to the problem. This visual representation can make it easier to see how various parts of the problem relate to each other and can aid in the generation of new ideas and solutions.

Each of these tools and techniques can be adapted to different types of problems and situations. Effective problem solvers often use a combination of these methods, depending on the nature of the problem and the context in which it exists. By leveraging these tools, one can enhance their ability to dissect complex problems, generate creative solutions, and implement effective strategies to address challenges.

Developing Problem-Solving Skills

Developing problem-solving skills is a dynamic process that hinges on both practice and introspection. Engaging with a diverse array of problems enhances one’s ability to adapt and apply different strategies. This exposure is crucial as it allows individuals to encounter various scenarios, ranging from straightforward to complex, each requiring a unique approach. Collaborating with others in teams is especially beneficial. It broadens one’s perspective, offering insights into different ways of thinking and approaching problems. Such collaboration fosters a deeper understanding of how diverse viewpoints can contribute to more robust solutions.

Reflection is equally important in the development of problem-solving skills. Reflecting on both successes and failures provides valuable lessons. Successes reinforce effective strategies and boost confidence, while failures are rich learning opportunities that highlight areas for improvement. This reflective practice enables one to understand what worked, what didn’t, and why.

Critical thinking is a foundational skill in problem-solving. It involves analyzing information, evaluating different perspectives, and making reasoned judgments. Creativity is another vital component. It pushes the boundaries of conventional thinking and leads to innovative solutions. Effective communication also plays a crucial role, as it ensures that ideas are clearly understood and collaboratively refined.


In conclusion, problem-solving is an indispensable skill set that blends analytical thinking, creativity, and practical implementation. It’s a journey from understanding the problem to applying a solution and learning from the outcome.

Whether dealing with simple or complex issues, or structured or unstructured challenges, the essence of problem-solving lies in a methodical approach and the effective use of various tools and techniques. It’s a skill that is honed over time, through experience, reflection, and the continuous development of critical thinking, creativity, and communication abilities. In mastering problem-solving, one not only addresses immediate issues but also builds a foundation for future challenges, leading to more innovative and effective outcomes.


A: The problem-solving process involves several key steps: identifying the problem, defining it clearly, analyzing it to understand its root causes, generating a range of potential solutions, evaluating and selecting the most viable solution, implementing the chosen solution, and finally, reviewing and reflecting on the effectiveness of the solution and the process used to arrive at it.

A: Brainstorming is effective in the solution generation phase of problem-solving. It involves gathering a group and encouraging the free flow of ideas without immediate criticism. The goal is to produce a large quantity of ideas, fostering creative thinking. This technique helps in uncovering unique and innovative solutions that might not surface in a more structured setting.

A: SWOT Analysis is a strategic planning tool used to evaluate the Strengths, Weaknesses, Opportunities, and Threats involved in a situation. In problem-solving, it aids by providing a clear understanding of the internal and external factors that could impact the problem and potential solutions. This analysis helps in formulating strategies that leverage strengths and opportunities while mitigating weaknesses and threats.

A: Understanding the nature of a problem is crucial as it dictates the approach for solving it. Problems can be simple or complex, structured or unstructured, and each type requires a different strategy. A clear understanding of the problem’s nature helps in applying the appropriate methods and tools for effective resolution.

A: Reflection is a critical component in developing problem-solving skills. It involves looking back at the problem-solving process and the implemented solution to assess what worked well and what didn’t. Reflecting on both successes and failures provides valuable insights and lessons, helping to refine and improve problem-solving strategies for future challenges. This reflective practice enhances one’s ability to approach problems more effectively over time.


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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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