Problem-solving applied to Project Management
Creative Problem-solving for Project Management using: Divergent thinking, Lean Sigma Six, 5 Whys and More
How to start Problem-solving for Project Management
To start problem-solving, it is important to understand the various problem-solving methodologies. Some of the most common are Lean Sigma Six, the 5 Whys methodology, divergent thinking, and the Kaizen process improvement. Lean Sigma Six focuses on eliminating waste, unevenness, and overburden to optimize processes. The 5 Whys technique involves asking "why" multiple times to uncover the root cause of a problem. Divergent thinking focuses examines the problem from new perspectives to find creative or unconventional solutions. Kaizen process improvement eliminates waste, improves productivity, and achieves sustained continual improvement in specific activities and processes of an organization. By combining these approaches, project managers can effectively identify and address issues in a systematic and efficient manner.
1. Define the problem
To effectively solve a problem, it is important to diagnose the situation and focus on the problem itself, rather than just its symptoms. Helpful problem-solving techniques include using flowcharts to identify the expected steps of a process and cause-and-effect diagrams to define and analyze the root causes.
The sections below provide an explanation of key problem-solving steps. These steps promote the involvement of interested parties, the use of factual information, the comparison of expectations to reality, and a focus on the root causes of a problem. To begin, you should:
- Review and document the current processes, including who is involved, what information is used, what tools are utilized, how communication occurs with organizations and individuals, the time frame involved, and the format used.
- Evaluate the potential impact of new tools and revised policies in the development of your desired "what should be" model.
2. Generate alternative solutions
To enhance the value of your ideal solution, it is recommended to postpone the selection of one solution until several problem-solving alternatives have been proposed. Once you have decided on 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.
It is important to generate many alternative solutions to the problem before final evaluation. A common mistake in problem-solving is evaluating alternatives as they are proposed, leading to the selection of the first acceptable solution, even if it may not be the best fit. By focusing on achieving desired results, we may miss the opportunity to learn something new that could lead to real improvement in the problem-solving process.
3. Evaluate and Select an Alternative
Skilled problem solvers employ a set of criteria to guide their selection of the most suitable alternative. They take into account the following factors:
- The extent to which a specific alternative will resolve the problem without giving rise to unforeseen issues.
- The acceptance of the alternative by all parties involved.
- The likelihood of successfully implementing the alternative.
- The compatibility of the alternative with organizational constraints.
4. Implement and Follow Up on the Solution
Leaders may be called upon to direct others to implement the solution, "sell" the solution or facilitate the implementation with the help of others. Involving others in the implementation is an effective way to gain buy-in and support and minimize resistance to subsequent changes.
Regardless of how the solution is rolled out, feedback channels should be built into the implementation. This allows for continuous monitoring and testing of actual events against expectations. Problem-solving, and the techniques used to gain clarity, are most effective if the solution remains in place and is updated to respond to future changes.
Types of Problem-Solving Methods for Project Management
Lean Sigma Six
- Define: This refers to the first step in the Lean Sigma Six methodology. It involves clearly defining the problem or goal that needs to be addressed.
- Measure: This step involves collecting data and measuring the current state of the process or system that is being analyzed.
- Analyze: Once the data has been collected, it is analyzed to identify any patterns, trends, or root causes of the problem.
- Improve: This step focuses on finding solutions and implementing changes to improve the process or system based on the analysis conducted in the previous step.
- Control: The final step is to establish controls and measures to ensure that the improvements made are sustained over time.
Overall, Lean Sigma Six is a methodology that aims to improve processes and systems by following a structured approach of defining, measuring, analyzing, improving, and controlling. If you are interested in learning more on how to apply this methodology visit you can start with your white belt certification. When analyzing the data approach it as an iterative process focus on the highest leverage activities first. Solve the biggest areas of waste or inefficiency first.
5 Whys Problem Solving Technique
When a problem arises, it's often tempting to jump straight into finding a solution. However, taking a little bit of time to identify the underlying cause of the problem can help you find a more effective and long-lasting solution.
One popular technique for doing this is the "5 whys" technique. As the name suggests, this technique involves asking "why" five times to get to the root cause of a problem. Here's how it works:
- Start by identifying the problem you want to solve. This could be anything from a technical issue with a product to a communication breakdown between team members.
- Ask yourself "why" the problem is happening. For example, if the problem is a technical issue with a product, you might ask "why is the product malfunctioning?"
- Take the answer to the first "why" and ask "why" again. For example, if the answer to the first "why" is "because the product is overheating," you might ask "why is the product overheating?"
- Repeat this process of asking "why" and answering the question until you've asked "why" five times.
- Once you've identified the root cause of the problem, brainstorm possible solutions that address that root cause.
Example of 5 whys technique in practice:
Problem: Our sales team isn't meeting their targets.
- Why is the sales team missing their targets? Because they're not making enough sales.
- Why aren't they making enough sales? Because they're not closing enough deals.
- Why aren't they closing enough deals? Because they're not connecting with potential customers.
- Why aren't they connecting with potential customers? Because they don't understand their needs.
- Why don't they understand their needs? Because they haven't received enough training on how to do so.
Solution: Provide additional training to the sales team on how to connect with potential customers and understand their needs.
As you can see, the 5 whys technique helped us identify the root cause of the problem (lack of training) and come up with a more effective solution.
The 5 whys technique is a simple yet powerful tool that can help you solve problems more effectively and efficiently. By identifying the root cause of a problem, you can find solutions that address that cause rather than just treating the symptoms. Give it a try next time you're faced with a problem!
Kaizen Process Improvement
One highly effective methodology that has gained significant popularity is Kaizen process improvement. Derived from the Japanese words "kai" (change) and "zen" (good), Kaizen focuses on making small, incremental changes to improve processes, boost productivity, and drive sustainable success.
Understanding the Principles of Kaizen:
- Continuous Improvement: Kaizen emphasizes the belief that small, ongoing improvements lead to significant long-term benefits. It encourages employees at all levels of an organization to identify and implement small changes that contribute to overall progress.
- Respect for People: Kaizen recognizes the importance of empowering employees and fostering a culture of collaboration, trust, and mutual respect. It encourages involvement and engagement from all stakeholders to drive improvements.
- Standardization: Kaizen promotes the establishment of standardized processes and procedures to ensure consistency and efficiency in operations. By identifying and documenting best practices, organizations can eliminate waste and reduce errors.
- Muda Wastefullness refers to any activity or process that does not add value to the final product or service. It includes things like unnecessary movement, waiting time, overproduction, defects, and excess inventory.
- Mura Unevenness refers to variations or inconsistencies in the workload or demand within a process. It can lead to inefficiencies, bottlenecks, and overburdening of resources. By reducing unevenness, a process can become more stable and predictable.
- Muri Overburden refers to excessive strain or overload on resources, such as equipment, people, or systems. It occurs when the workload exceeds the capacity or capability of the resources, leading to errors, delays, and decreased productivity.
Benefits of Kaizen Process Improvement:
- Enhanced Efficiency: Kaizen helps organizations identify and eliminate waste, streamline processes, and optimize resource utilization. This leads to increased productivity and reduced operational costs.
- Improved Quality: By focusing on continuous improvement, Kaizen helps identify and eliminate defects, errors, and inconsistencies, resulting in higher product and service quality.
- Engaged Workforce: Kaizen encourages employee participation and involvement, fostering a sense of ownership and commitment. This leads to increased job satisfaction, motivation, and a positive work culture.
- Sustainable Growth: By continuously seeking improvement, organizations practicing Kaizen can stay ahead of the competition, adapt to changing market dynamics, and achieve long-term growth and success.
Implementing Kaizen Process Improvement:
- Leadership Commitment: Successful implementation of Kaizen requires strong leadership commitment and support. Leaders must actively encourage and participate in the process, setting an example for others to follow.
- Employee Engagement: Involving employees from various levels and departments is crucial for the success of Kaizen. Organizations should create platforms for open communication, feedback, and idea-sharing to harness the collective wisdom of their workforce.
- Data-Driven Approach: Kaizen relies on data and evidence to drive improvements. Organizations should collect, analyze, and interpret relevant data to identify areas for improvement and measure the impact of implemented changes.
- Continuous Learning: Kaizen is an ongoing process. Organizations should foster a culture of continuous learning, providing training and development opportunities to employees and encouraging experimentation and innovation.
Kaizen process improvement is a powerful methodology that enables organizations to drive continuous growth, improve efficiency, and foster a culture of collaboration and innovation. By embracing this philosophy, organizations can unlock the potential of their workforce, eliminate waste, and achieve sustainable success. Kaizen is not a one-time initiative but a long-term commitment to continuous improvement, ensuring organizations stay competitive in an ever-evolving business landscape.
Divergent Thinking
Divergent thinking is a dynamic problem-solving approach that emphasizes creativity, imagination, and the generation of multiple solutions. Unlike structured and linear thinking, divergent thinking embraces exploration, curiosity, and the ability to think beyond conventional boundaries. Divergent thinkers excel at coming up with diverse and innovative ideas, seeing connections that others may overlook, and developing unique solutions to complex challenges. For a more in-depth understanding of Divergent thinking read this article Here.
Divergent Thinking Exercise
To practice divergent thinking, grab a piece of paper and a writing apparatus. Set a timer on your phone for 120 seconds. Think of a brick and write down as many different uses for it as you can possibly think of. Consider the various ways a brick could provide value or be used in life.
How many uses did you come up with? If you wrote down more than 10, you probably applied some divergent thinking. Notice that the exercise did not constrain the dimensions, material, shape, or features of the brick. If you wrote less than 10, try playing with those variables and see if you can think of more uses.
Applying Divergent Thinking to Project Management
Now that you have seen how to use divergent thinking with a brick, you might be wondering how you can apply this thought process to project management. The applicability of divergent thinking depends on the types of problems you are solving. Even if you are working on constrained problems, it can still be a valuable exercise. Try to ignore the constraints and come up with incredible ideas. If you need a jump start, ask yourself a few of the following questions:
Project Management Problem-Solving Example:
- If I were to spend 10x the amount of time on this project what improvements would I make to have a better finished project to justify the additional time?
- If I were to spend 10x the amount of money on this project what improvements would I make to have a better finished project to justify the additional cost?
- How could I obtain 90% of the 10x results without the additional time and money?
- How could I spend 1/10th of the amount of time on this project and still improve the end outcome?
- How could I spend 1/10th of the amount of money on this project and still improve the end outcome?
Conclusion
When it comes to problem solving in project management, there are various methodologies to consider. It is important to note that no single methodology can be applied universally. To enhance your problem solving skills in a project management context, it is crucial to grasp the underlying principles that drive the process and incorporate those concepts into your critical thinking.
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