Problem Solving

Introduction
Meaning of Problem
 Problems can be defined broadly as situations, in which we
experience uncertainty or difficulty in achieving what we want to
achieve
 Problems arise when an obstacle prevents us reaching an
objective.
Example: when a breakdown in a company's manufacturing plant
prevents it fulfilling orders

Objective=something we have decided we need to achieve

Obstacle=anything that prevents us achieving an objective
Objective + Obstacle = PROBLEM.
 Introduction to Problem solving
 Problem solving is the process of applying previously acquired
knowledge to obtain a satisfactory solution to new and
unfamiliar problems
 It is the process of working through details of a problem to
reach a solution.
 It can include mathematical or systematic operations and can
be a gauge of an individual's critical thinking skills

In today's complex and technologically advanced world,
problem solving skills are main requirement
 Managers should have the skills to solve the problems
regardless of their nature(small or large,simple or complex)
 PRE-REQUISITES OF PROBLEM SOLVING

1) A Meaningful learning:
a) It is the learning that changes one's brain structure
b) Learning that supports and enables growth of more knowledge
c) Learning that changes a person's life
 Meaningful learning is one that makes a difference in one's
mind and one's life.

It is where you memorize something with full understanding and
you know how the new information relates to your other stored
knowledge
 PRE-REQUISITES OF PROBLEM SOLVING

 Suggestions for meaningful learning

a) Be honest with you and don't go further unless you learn
perfectly
b) Seek help from instructors if you face difficulty in learning
c) If facing any doubt, ask the instructor how some new
knowledge is related to other course material.
d) Make a figure that illustrates what you should know about a
specific topic and its related material
 PRE-REQUISITES OF PROBLEM SOLVING

2) Ability to apply knowledge

 A person should have ability to apply the knowledge in problem
solving along with the meaningful learning.
 Analytical and critical thinking is required to apply knowledge
 Different Approaches to Problem Solving

 Plan-Do-Check-Act(PDCA)
 Soft Systems Methodology
 Appreciative Inquiry
 Simplex Process
 Brainstorming
 Delphi Method
 Plan-Do-Check-Act(PDCA)
 It includes implementing new ideas in a controlled way, also
known as PDCA Cycle or Deming Cycle
 It provides a simple but effective approach for problem solving
and managing change
 It ensures that ideas are appropriately tested before committing
to full implementation
 It can be used in all sorts of environments from new product
development through to marketing

It consists of four phases: Plan, Do, Check and Act
Plan-Do-Check-Act(PDCA) Cycle
 Plan-Do-Check-Act(PDCA)
 Plan: Identifying and analyzing the problem
 Do: Developing and testing a potential solution
 Check: Measuring how effective the test
solution was, and analyzing whether it could be
improved in any way
 Act: Implementing the improved solution fully
 Soft Systems Methodology
• This problem deals with the understanding very
complex issues
• It is often difficult to understand the real problem or find
the root cause
• So, determining the appropriate solution is a major
problem
• To deal with issues like, this we need to clearly see
what’s happening-and then helps you think about
how the situation could be improved, so for this
purpose Soft Systems Methodology approach is
designed.
 How Soft Systems Methodology was
developed??
• This methodology grew out of general systems theory, which
views everything in a world as a part of an open, dynamic, and
interconnected system
• Peter Checkland, a management scientist and systems
professor, applied the science of systems to the process of
solving messy and confusing management problems.
• It is a way to explore complex situations with:
A) Different stakeholders
B) Numerous goals
C) Different viewpoints and assumptions
D) Complicated interactions and relationships
 Appreciative inquiry
• It is the process of solving problems by looking at what’s going
right
• Appreciation means to recognize and value the contributions or
attributes of things and people around as
• Inquiry means to explore and discover, in the spirit of seeking to
better understand and being open to new possibilities.
• So, it can be said that by appreciating what is good and valuable
in the present situation, we can discover and learn about ways
to effect positive change for the future.
 Simplex Process
• While finding the solutions for a business problem, there can be a chance that we can miss good
solutions, or worse still, fail to identify the problem correctly in the first place.
• Simplex process helps to prevent this by giving creative, robust, and effective solutions for the
problem
• It consists of Eight Processes:
1) Problem finding
2) Fact finding
3) Problem Definition
4) Idea Finding
5) Selection and Evaluation
6) Planning
7) Selling of the idea
8) Action
 Brainstorming
• It is the problem solving approach designed to help a
group which generate several creative solutions to a
problem.
• It was designed by Alex Osborn, an advertising
executive, which ensured that while solving the
problem focus should be on developing imaginative
and innovative solutions
• In this a group of 8-12 people sit together and try to
find a solution in relaxed environment.
 Steps in Brainstorming
1) A group’s members are presented with a problem and
all its details
2) Members are encouraged to come up with as many
solutions as possible, putting aside all personal
judgements and evaluations
3) All ideas are recorded so the whole group can see
them
4) Ideas are evaluated at another session.
 Delphi Method
• This method seeks to achieve a consensus among
group members through a series of questionnaires
• The questionnaires are answered anonymously and
individually by each member of the group
• The answers are summarized and sent back to the
group members along with the next questionnaire
• The process is repeated until a group consensus is
reached
 When should you use the Delphi
Method??
• When the number of participants make face-to-face
meetings impossible
• When the group members are scattered across a large
geographical area
• When face-to-face meetings are being dominated by
one individual.
• When accurate information is not available or
expensive to collect
 Steps to Problem Solving
1. Define and Identify the problem
2. Analyze the Problem
3. Identifying Possible Solutions
4. Selecting the Best Solutions
5. Evaluating Solutions
6. Develop an Action Plan
7. Implement the Solution
8. Evaluate results
 Define and Identify the problem
• It is essential for group member to clearly understand the
problem so that all energy will be focused in the same
direction
• Give a concise statement to define the problem and also
mention where you want to be after the problem is
resolved
• Divide the symptoms of problem into hard and soft data
• Hard data includes: Facts, Statistics, goals, time
factors, history
• Soft data includes: Feelings, Opinions,human
factors,attitudes
 Analyze the Problem
• Do not make the mistake of assuming you know what is causing the problem without
an effort to fully investigate the problem you have defined
• So, deeply analyze the problem before going into any conclusion
• Questions to Ask When Analyzing the Problem:
 What is the history of the problem? How long has it existed?
 How serious is the problem?
 What are the causes of the problem?
 What are the effects of the problem?
 What are the symptoms of the problem?
 What methods does the group already have for dealing with the problem?
 What are the limitations of those methods?
 How much freedom does the group have in gathering information and attempting to
solve the problem?
 What obstacles keep the group away from achieving the goal?
 Identifying Possible Solutions
• The best way to have a good idea is to have a lot of ideas
• Identifying possible solutions to the problem is sometimes
referred to as finding “Optional Solutions”
• Using a variety of creative techniques, group participants create
an extensive list of possible solutions.
 Selecting the Best Solutions
• Influencing factors for each possible solution is taken care and
decision is taken to keep the solution or discarding it.
• Voting can be given in the form of Yes/No/Interesting process or
on a sliding scale
• Pure Facts and figures dictate which ideas will work and which
will not.
• Otherwise purely feelings and intuition can help to decide
• Repeated voting is performed and solutions are refined until
unless very few solutions are remaining
 Evaluating Solutions
• There are several ways to evaluate the chosen solutions:
1) Making a T-Chart to weigh the Pros and Cons of each idea
2) Develop and Assign weights to criteria
3) Prioritize the Criteria
4) Rate proposed solutions using criteria
Develop an Action Plan
It is the chart that lists the tasks that need to be done and
indentifies who will be responsible for each action
a)Divide the solution into sequential tasks
b)Develop Contingency Plans
 Develop an Action Plan
It is the chart that lists the tasks that need to be done and indentifies
who will be responsible for each action.
a) Divide the solution into sequential tasks
b) Develop Contingency Plans
c) Action Planning Question Checklist
i) What is the overall objective and ideal situation?
ii) What is needed in order to get there from here?
iii)What actions need to be done?
iv)Who will be responsible for each action?
v)How long will each step take and what should be done?
vi)What is the best sequence of actions
 Implement the Solution
• Implementation of the solutions take time and efforts that’s why
it requires lot of energy and motivation
• This stage ensures that the valuable thinking that has gone into
solving the problem becomes reality
 Evaluate Results
• Careful analysis stage that improves upon the best
solution using the information gathered.
• How well did group assess the problem or decision?
• How well did the group identify its goal?
• Did the group draw reasonable conclusions from
available information?
• How well did the group identify positive and negative
consequences of the solutions under consideration?