What is Problem Solving? Steps and Models

Each day brings different problems, but not all have the same impact. Depending on the situation, you naturally choose different solutions. In this blog, we’ll help you build strong problem-solving skills to find root causes, apply accurate fixes, think clearly, and make smarter decisions. Let’s explore how to solve everyday problems with confidence!

Table of Contents

1) What is Problem Solving?

2) Importance of Problem Solving

3) Five Key Steps to Effective Problem Solving

4) Models for Problem Solving

5) Conclusion

 

What is Problem Solving?

Problem Solving means finding a way to deal with a challenge or fix something that is not working. It involves spotting the problem, figuring out why it is happening, thinking of possible solutions, and picking the best one.

It is not just guessing or hoping; rather, it is more of a thoughtful process. Problem Solving helps in both personal and professional growth. It acts as a catalyst for effective decision-making, innovation, and long-term success. It is used in all areas of life, from schools and colleges to work, home, and relationships.

Importance of Problem Solving

Problem Solving has never and ever been fixed for a particular group of people. It is a universal thing, relevant to all ages and walks of life. The kids might have their own problems as the elderly people have their own issues to sort out. Therefore, its importance is listed below:

1) Make Better Decisions: It helps you think clearly before making any choices and pick the one that works best. This helps to avoid mistakes and make smart decisions in everyday life and at work.

2) Feel More Confident: When you understand what exactly the problem is and how to fix it, you feel more confident. You get to know what to do next, and that helps you stay calm and feel in control.

3) Save Time and Effort: A good solution can stop a problem from happening again. You don’t have to deal with it over and over, thereby saving time and energy. It also helps you finish tasks more quickly and easily.

4) Be More Creative: Solving problems can help you think in new ways. You can come up with fresh ideas and try better methods. This helps you learn, grow, and improve how you usually do things.

5) Work Well with Others: Many problems require additional help or teamwork. When you solve problems together, you will listen to each other, share ideas, and find the best answer as a group.

Five Key Steps to Effective Problem Solving

Problem Solving can be done significantly if you follow the steps or in the right manner. Here is a simple five key steps process to solve problems in a smart and effective way:
 

1) Identifying the Problem

Before beginning or trying to solve any problem, your primary role is to know exactly what the problem is. This means understanding what is going wrong and why it matters. If you don’t understand the real problem, you might waste time fixing the wrong thing.

Tip: Ask yourself questions like what isn’t working, when the problem happened, and so on.

2) Analyzing Root Causes

Once you find the exact problem, look deeper to discover why it is happening. The real cause may not always be obvious. Getting to the root cause helps you fix the actual issue, not just the symptoms.

Tip: Ask “why” several times relevant to the issue, or map the steps where things go wrong.

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3) Generating Possible Solutions

When you have a clear idea of the root cause, it is easier for you to think of different ways to solve the problem. At this point, don’t worry if the ideas are good or bad. You can try to come up with as many ideas as possible. More ideas get more chances to find the best answer.

Tip: Check how others have solved similar problems or try to brainstorm alone or with a team.

4) Selecting and Implementing the Best Solution

Now, it is time for you to choose the best solution for your problem. Look at the pros and cons of each solution you have framed. It should focus on areas like cost, time, risks, resources, and how easy it is to carry out.

Tip: Here, you can assign tasks to the right people or set deadlines and communicate clearly.

5) Evaluating and Monitoring the Results

Your job is not done once you have put your solution plan into action. It is a lot more than that. You need to check and monitor if your solution works or if it is lagging somewhere. If the problem isn’t fully solved, you may need to try another solution or go back to an earlier step.

Tip: Regularly keep an eye on if the issue is really gone, if anything new goes wrong, and more.

Models for Problem Solving

There are many useful models available to help you solve problems more effectively. Here are some of the most popular ones:

1) Five Whys (5W)

The Five Why model means asking “why” five times to find the real cause of a problem. It is simple but powerful in Problem Solving. The initial aspect will be the problem, and you need to ask the Five Whys relevant to the problem. You need to keep going until you find the root cause.

2) Five Hows (5H)

If the Five Whys model is focused on questioning why the problem occurred, you ask “how” to know the ways a problem can be fixed. It helps break a big solution into smaller, doable steps. It is highly used to find out the root cause of any problem.

3) Fishbone Diagram

A Fishbone Diagram is also called a cause-and-effect diagram. It looks more like a fish skeleton because you need to write the problem at the head and the possible causes on the bones. It helps you see all the factors at once.

4) Decision Matrix

A Decision Matrix is a table that lets you make informed decisions by comparing different solutions based on cost, time, or effectiveness. It helps you analyze each category and choose what needs to be done fairly and logically.

5) DMAIC

DMAIC refers to Define, Measure, Analyze, Improve, and Control. It helps you define the problem, measure current status and areas of improvement, analyze the root cause, implement solutions and improve the process, and have sustainability of having everything under control.

6) Process Decision Program Chart (PDPC)

The Process Decision Program Chart (PDPC) shows your plan along with things that could go wrong when it is under development. Here, you will add ideas to avoid or fix these risks. It is great for planning ahead before implementing.

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7) Decision Tree 

The Decision Tree is a kind of flow chart or diagram that helps you see different choices, where they might lead, and the possible results or outcomes. You need to follow branches based on your decisions.
 

8) A3 Report

The A3 Report format is a short, one-page summary of a problem, its causes, the plan, and the results. Typically, it is presented in an A3 size and acts as a visual means of sharing details. It is used in businesses like Toyota to keep problem-solving focused and clear.

9) Pareto Chart

The Pareto Chart is in the form of a graph or a chart that has a bar and lines. It is based on the idea that 80% of problems come from 20% of causes. This chart helps you find the small number of things that are causing the biggest trouble.
 

10) Plan-Do-Check-Act (PDCA) Cycle

The Plan-Do-Check Act (PDCA) is a four-step model of planning, doing, checking, and acting designed to improve your Problem Solving process with Lean methodologies. It helps you stay relevant to the changes and test ideas to see what works and keep improving over time.

11) Design Thinking 

Design thinking is a process of solving problems by focusing on users’ or people’s needs. It helps you find better and more creative ideas by understanding what others really want or need. It follows empathy, identifying the problem, framing ideas, collaborating into a single plan, and testing it.

12) Eight Disciplines (8D) Model

The Eight Disciplines (8D) model is a way to solve problems step by step. It gives clear steps to fix problems in the right way. The goal is to find the real reason for the problem, fix it, and make sure it doesn't happen again.
 

13) Kepner-Tregoe Method

The Kepner-Tregoe Method is a way to solve problems and make good decisions. It was framed by two people named Charles Kepner and Benjamin Tregoe. It involves situational analysis, problem analysis, decision-making, and potential problem analysis to avoid problems later.

14) TRIZ

TRIZ refers to Teoriya Resheniya Izobretatelskikh Zadatch in Russian language or The Theory of Inventive Problem Solving in English. It is a method that looks at patterns from past inventions to find smart solutions. It helps you fix problems without guessing by using proven strategies.

Conclusion

There is always a way to do things and to rectify if they are diverted. Problem Solving doesn’t have to be stressful or confusing. By following simple steps like finding the problem, understanding it, thinking of ideas, choosing the best one, and checking the results, you can handle challenges with confidence. This is a skill anyone can learn and improve. The more you practice, the better you will tackle the problems!

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