What are the most common pitfalls or mistakes to avoid when performing problem closure?

1 Skipping documentation

One of the most important tasks in problem closure is to document the problem, its root cause, the solution, and the lessons learned. This helps you to improve your knowledge base, communicate the results to stakeholders, and prevent recurrence of similar problems. However, some problem managers may skip or rush this step, either because they are too busy, lack the tools, or underestimate its value. This can lead to incomplete, inaccurate, or outdated information that can hamper future problem analysis and resolution. To avoid this pitfall, you should allocate enough time and resources for documentation, use standardized templates and formats, and update your records regularly.

2 Forgetting feedback

Another key task in problem closure is to collect and analyze feedback from customers, users, and other parties involved in the problem. This helps you to measure the impact and satisfaction of your problem management, identify any gaps or issues, and improve your processes and practices. However, some problem managers may forget or neglect this step, either because they are too confident, lack the channels, or ignore the opinions. This can lead to missed opportunities, unresolved complaints, or poor relationships with your stakeholders. To avoid this pitfall, you should solicit feedback from various sources, use objective and relevant metrics, and act on the feedback accordingly.

3 Neglecting prevention

Another crucial task in problem closure is to implement preventive actions and controls to reduce the likelihood and severity of future problems. This helps you to enhance your reliability, resilience, and performance. However, some problem managers may neglect this step, either because they are too complacent, lack the authority, or face resistance. This can lead to recurring or escalating problems that can damage your reputation and business. To avoid this pitfall, you should prioritize prevention over reaction, align your actions with your goals and strategies, and involve and influence your stakeholders.

4 Dismissing innovation

Another vital task in problem closure is to explore and apply innovative ideas and solutions to improve your problem management. This helps you to stay ahead of the curve, adapt to changing needs and expectations, and create value for your customers and users. However, some problem managers may dismiss this step, either because they are too conservative, lack the skills, or fear failure. This can lead to stagnation, obsolescence, or inefficiency. To avoid this pitfall, you should embrace innovation as a mindset, learn from best practices and experiments, and foster a culture of creativity and collaboration.

5 Skipping validation

One of the final tasks in problem closure is to validate that the problem has been successfully resolved and that no adverse effects have occurred. This helps you to ensure the quality and sustainability of your problem management. However, some problem managers may skip this step, either because they are too eager, lack the evidence, or assume the outcome. This can lead to premature or false closure, unresolved or new problems, or wasted resources. To avoid this pitfall, you should follow a structured and rigorous validation process, use reliable and relevant data, and confirm the closure with your stakeholders.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?