How to be a better problem solver: systematic ways to find solutions to any size challenge.

Introducing Edaith's 7-step framework and lightning problem solving

The ability to find solutions to challenges large and small is a key determinant of career success and quality of life. The U.S. Department of Labor, the European Commission, Jobs and Skills Australia, World Economic Forum the OECD and other workforce focused authorities and institutions identify problem solving as a core skill we all need across professions and career stages. 

Although there’s no shortage of strategies and methods to support problem solving, they can be misapplied or fail to enable continuous improvement. Problem solving can easily become over-complicated for simple problems, or complex problem solving prioritising speed over understanding can cause recurring issues and wasted resources. 

Problem solving processes also usually stop at the solution, overlooking valuable learning and knowledge capture that can inform future actions. Every time we pursue a problem, we build valuable understandings and experiences that can minimise or prevent future challenges and increase the effectiveness of related problem solving efforts. Yet without systematic approaches, these insights are mostly lost.

 

Seven stages of effective problem solving 

In 1910 educator and philosopher John Dewey introduced the concept of reflective thought in the book How We Think, which explained a rational model for solving problems and making decisions based on reflective thinking.

Dewey’s conceptualisation of a systematic, logical process for problem solving —also called the Dewey Sequence— is a 6–step model that was a cornerstone in the mainstreaming of problem solving models in education. 

Another important approach to teaching and learning problem solving is a process developed by mathematician George Polya. His 4–step problem solving framework detailed in the classic book How To Solve It published in 1945 involves understanding the problem, devising a plan, carrying out the plan and looking back. 

Building on previous generations of problem solving theory and practice and reflecting our data driven society, a 7-step framework is now optimal to support complex problem solving. It builds on 6–step frameworks with an additional step, Document. 

The seven stages are Define, Analyse, Devise, Decide, Implement, Improve and Document.

 

 

Document is critical for ensuring ongoing skills development, quality assurance and the utilisation of Artificial Intelligence (A.I.) tools. The process also differs from traditional approaches in its emphasis that real world problems rarely have a single path or to an unequivocal ‘right’ answer. 

Both determining the problem to be solved and whether a solution is satisfactory relies on our subjective judgements, intuitions forged from experiences and objective analysis. Above all, strengthening problem solving skills requires action. The problem solver inevitably benefits from undertaking the problem solving process even if the problem as it is understood cannot be resolved. Problem Solver: the problem solving toolkit by Edaith includes 30 tools to take action with any size problem and ensure skills development.

 

Define

Determining what comprises the problem and the aspired outcome relies on human perception and judgement. What is initially perceived as a problem might not be upon further consideration, or according to another’s perspective. It is crucial that we clearly define problems to be solved and why they are important.

Defining the problem should consider whether it can be solved in light of any insurmountable limitations such as resources, finances, timing or legality. At the same time, keep in mind that surpassing what is generally assumed to be possible is where extraordinary accomplishments and innovations emerge.

 

Tools to define a problem 

Source: Problem Solver: The Problem Solving Toolkit by Edaith

 

A tool to define problems: Gap analysis

Gap analysis is used to identify the difference between the current state and the desired result. It clarifies what is missing or what needs improvement to achieve the objective. 

There are various approaches of gap analysis used across fields such as marketing, management and communication. For example, a company might use gap analysis to understand the gap between passengers’ perceptions (perceived service quality) and their expectations (expected service quality), and the different areas that need to be addressed for gap reduction within the service context. Gap analysis also works well for personal challenges or goal setting.

 

Navigate problem solving with Gap analysis

Source: Problem Solver: The Problem Solving Toolkit by Edaith

 

Analyse 

The analysis phase of problem solving allows for a deep dive into the problem, moving beyond surface-level assumptions and symptoms to understand its underlying causes. 

Understanding the problem at a more granular level leads to well-informed planning of interventions and reduces the likelihood of pursuing ineffective solutions. It also enables customised solutions to fit the context. This is particularly important in complex or multifaceted problems, where generic solutions are unlikely to be successful.

 

Tools to analyse a problem 

Source: Problem Solver: The Problem Solving Toolkit by Edaith

Devise 

To devise is to work out or create. Without devising insights and ideas no problem can be solved. Finding potential solutions requires creative and divergent thinking. One way to increase your creative output is to attempt to adopt a different frame of thinking.

If problem solving in a group setting, provide time and information to collaborators so that they can generate ideas independently before group discussion. Another way to enhance the quality of idea generation when devising in groups for problem solving is to encourage cooperative debate and questioning. Scrutiny of ideas spurs conceptual reframing and promotes creativity through the combination of formerly disparate ideas and fields. Debate may not be very pleasant, but it will always be more productive.

 

Tools to generate solution ideas 

Source: Problem Solver: The Problem Solving Toolkit by Edaith

 

Found solutions, new problems: Analogical reasoning

Analogical reasoning utilises solutions applied to past problems, or problems solved in a different context, to help solve the problem at hand. By identifying patterns and drawing connections between alternate problems, knowledge can be mapped from one domain to another to identify viable solutions. 

The effectiveness of analogical reasoning is highly influenced by one’s knowledge base to be able to use inference to identify analogies and relevant information.

 

Analogical reasoning applies successful solutions to new problems

Source: Problem Solver: The Problem Solving Toolkit by Edaith

Decide

Outside of mathematical or technical problem solving there is rarely one right answer. Instead, we need to identify the seemingly best suited option to achieve the subject goal. 

When tasked with evaluating and choosing options in different situations we switch between intuitive and analytical modes of thinking, as Nobel Prize winning psychologist Daniel Kahneman explains in Thinking Fast and Slow. Experienced decision makers are more reliant on fast, intuitive cognitive processes. Analytical decision making is slower, more cognitively demanding and requires conscious attention to review information, consider data and compare options. 

 

Tools to make decisions 

Source: Problem Solver: The Problem Solving Toolkit by Edaith

Implement 

Implementation is the most difficult aspect of achieving any goal. Bringing solutions from idea to reality requires transformation. Solutions involving cognitive or social change must contend that people generally prefer current states of the world. Loss aversion, regret avoidance, repeated exposure and the assumption that something is good simply because it exists underpin bias in favour of the status quo.  

It could be the complexity, scale or the timeframe involved for the problem to be solved is the greatest challenge. The most important aspect of any implementation pathway is breaking the goal into smaller pieces and then defining specific actionable items that will accomplish each step of progress. This can be reduced to actions that only take a few minutes. 

 

Tools to get things done 

Source: Problem Solver: The Problem Solving Toolkit by Edaith

Improve 

Continuous improvement is central to the long-term success of people and organisations. The concept of Kaizen highlights the power of ongoing incremental improvements. Since the 1980s it has been recognised as a contributing factor to the competitiveness of Japanese companies and broadly influenced continuous improvement frameworks. Kaizen advocates ongoing commitment from top management to novices to pursue initiatives no matter how small to improve quality and effectiveness. Cornerstones include improvements to processes and standards, the elimination of non-value adding activities and waste, adaptability and a culture of learning.

 

Tools for continuous improvement 

Source: Problem Solver: The Problem Solving Toolkit by Edaith

Challenging assumptions and norms with double loop learning

Introduced by business theorist Chris Argyris and learning theorist and philosopher Donald A. Schön in the 1970s, double-loop learning is the process of addressing underlying sources of a problem. Although conceptualised in the context of organisational change, it can also aid problem solving for individuals or within other complex or adaptive systems where rules and norms shape how things are done. It takes a systemic and critical approach to problem solving seeking to avoid the same problem recurring and keep up with internal and external changes. 

Double-loop learning facilitates strategic solutions that prevent future problems

Source: Problem Solver: The Problem Solving Toolkit by Edaith

Document

Problem solving relies on cognitive processes to connect memories of past experiences and recall relevant knowledge to the subject problem. Advances in technology that support utilisation of digital stores of information can bolster our problem solving abilities. Artificial intelligence technologies such as Natural Language Processing (NLP) and computer vision can help us search and retrieve digital information at volumes and speeds far beyond human capabilities. However, relevant information and knowledge needs to be digitally captured and accessible to utilise these advancements for our problem solving capabilities.

Implementing a documentation protocol, such as Edaith’s 5 Cs, assists productivity and the ability to better utilise knowledge and experiences for problem solving. It provides a greater likelihood that time searching for information is minimised, helps avoid the duplication of previous work, inaction due to lack of information and uplifts individual and organisational learning and knowledge creation.

 

Tools to document information and insights

Source: Problem Solver: The Problem Solving Toolkit by Edaith

 

Lightning problem solving

The 7-step problem solving process can be utilised in part or in full depending on the type of problem and solution finding conditions. However, with smaller problems, sometimes the best way forward is to simply take action rather than overthink it! 

Lightning problem solving is a framework for everyday problems that need a solution ASAP, or perhaps problems that shouldn’t really be problems, but you are feeling stuck. 

Lightning Problem Solving - Find solutions ASAP to everyday problems

Source: Problem Solver: The Problem Solving Toolkit by Edaith

The cultivation of problem solving skills

Problem solving is central to our career development competencies. Formal education is now likely to include problem solving skills through explicit and implicit teaching and learning strategies, although the implementation of curricula varies widely. Irrespective of the degree of attainment during compulsory schooling, transversal skills including problem solving need to be developed with lifelong learning.

With a better understanding problem solving as a skill, diverse methods and tools to work through problems, coupled with curiosity, an open mind and persistence, you will be a better problem solver.

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This Skills Brief Special Issue contains excerpts from Problem Solver: The problem solving toolkit. A unique action oriented compendium of must know ideas and practical tools to master the skill of problem solving. 

Exclusively available at the Edaith Shop.