Problem Solving Does Not Have to Be a Problem
We encounter problems daily. Often multiple times in a day. Generally, most quotidian problems are of small dimensions; a thorn introducing chaos in an otherwise orderly environment that is our life condition. Chaos and order can coexist harmoniously, one feeding and stemming from the other in a yin-yang tango. Sometimes small problems keep our otherwise boring lives entertaining. They provide us with a concrete challenge to stretch our imagination, and, consequently, expand our potential.
At times (rarely for most individuals—and thankfully so), massive unfavorable circumstances may arise. These are extremely challenging issues like a sudden major financial struggle, being diagnosed with terminal cancer, getting involved in a disastrous car accident.
Most times, what we perceive as "problems" knocking on the doors of our existence fall between "very small inconveniences" and "massive life-changing catastrophes". Sometimes, the problems we face are novel, hence requiring original solutions. For the most part, we cannot control the external circumstances occurring in our personal or professional lives. We can control our response to them. That is one of the core pillars of Stoicism, the ancient philosophy with timeless wisdom. That is amor fati, as German philosopher, Nietzche would put it.
Sometimes, we can influence—to some degree—the occurrence of problems through our behaviors. When we fail to act transparently, we know, somewhere deep, that our wrongdoing will be revealed at some point. When we fail to take ownership of our actions, we are aware that such a choice may have a future impact on our consciousness.
Problem-solving is how we respond to problems. A problem exists when we are consciously faced with a gap between reality and the status quo. In such a case, we may decide that change is needed. That is where problem-solving originates. This essay delves into the problem-solving process, applying a systematic approach to tackling seemingly unfavorable life circumstances. Everything begins with a clear principle: the first step toward solving a problem is understanding it.
Problem Identification
There is value in giving things a name. We use names as conventions to understand each other quickly. The same is valid for obstacles. Especially if the problem is novel, we may experience an incredible level of complexity and unclarity in the beginning phase. By giving it a name, we can look at the dragon in the eyes, confront it, and take the necessary measures to knock it out.
The fog surrounding a problem is compounded when there are multiple parties involved in it (think of a marriage conflict, for example). Each party has its own framing, interpretations, cognitive biases, competing commitments, perceptions, personalities, past events shaping them. We are an astonishingly complex mix of traits and attitudes. Failing to separate the problem from the individual is a recipe for disaster.
Identifying and calling the problem by name means taking a step back and looking at it from the sky. It means understanding the problem and all its nuances before taking action to solve it. Is it a real problem in the first place? Sometimes our love for the status quo may trick us into believing there is an issue when, in fact, there is a novel "order of things."
THE TOOL TO IDENTIFY PROBLEMS
The problem identification worksheet is a useful tool we can employ to bring clarity into turmoil. It is composed of six parts, each one addressing specific problem areas and fostering purposeful reflection. You can check out the Problem Identification Worksheet in the Notion template below (free to duplicate if you wish).
Problem Structuring 🌴
In the first stage (problem identification), we identified the problem. We gave it a name because naming things makes them real. However uncomfortable it may feel, understanding the issue at hand is pivotal in the problem-solving process. Now we need to break the issue down into its subcomponents and frame it systematically. To do so, we can use the Logic Tree. Logic trees are powerful instruments to structure problems and arrive at potential resolutions.
There are three core principles to follow when building a logic tree for problem-solving:
Be increasingly more specific as you move to the right of the tree
Be solution-oriented. The narrowing down of the tree branches as we move to the right leads to discovering potential solutions to our problem
MECE (mutually exclusive — collectively exhaustive). Every level of the tree must cover the whole spectrum of possibilities (that is what MECE means), not leaving out anything. Objective problem structuring is crucial at this stage. There is no personal judgment of the options yet.
Problem Analysis
The logic tree leaves us with a potential solution space at the end of it. We can only begin to choose our best answer once some concrete analysis is performed. This is what the analysis stage is about: employing accurate tools and techniques of analysis that help us make the best-informed choice.
We can investigate the past, the present, or possible developments and consequences of our hypotheses. Each of these timeframes requires a different analysis tool. In the business context, we may analyze the present through indicators such as Porter's Industry Analysis, SWOT Analysis, or PEST. We could scrutinize future consequences of our hypotheses through sensitivity analysis or economic value added.
For each viable solution we have (hypothesis), an analysis plan needs to be developed objectively. We begin from the question (the initial problem), to then state each solution hypothesis we have, and finally, analyze each hypothesis and its feasibility. Below you can find a free Notion template depicting the process of Problem Analysis.
Communicating Solutions
After the analysis stage, we will make the final choice. That final choice concludes the problem-solving process. Following the problem-solving method, we need to communicate our solutions to the world (e.g., stakeholders and decision-makers in the corporate environment, our family members, etc.). Problem and communication are two separate stages, similar to writing and editing.
Communication is an art and science in and of itself. It is effective when molded around the audience. The level of details to include in the communication is dictated by the type of stakeholders you are communicating to. The more technical the audience, the more you may use technical jargon. Using visuals and little text can make the difference in not losing the audience in the abyss of boredom. One of the golden rules of presentations is to not beautify bullet points. Bullet points are not the most effective way of presenting the information. If you give the listener the ability to read text on your slides, the chances of losing them in such activity while you are presenting are high.
If you are presenting a controversial and important solution (or claim), it may be wise to state it in the end, after presenting the situation, complications, and analysis performed.
Communicating solutions is the final step in the problem-solving process. It is only the beginning of the action stage. Acting on the solution to make it concrete is pivotal for progress. Structuring projects, milestones, and tasks appropriately can make a difference in applying the solution most effectively in the long run and make it stick.
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