Problem solving is a vital skill for any team, especially in complex and dynamic situations. But how do you ensure that your team learns from past problems and improves its practice for the future? In this article, we will explore some strategies and tools that can help you and your team reflect, analyze, and apply the lessons learned from previous challenges.
The first step to learn from past problems is to clearly identify and document what the problem was, when and where it occurred, who was involved, and what the impact was. This will help you avoid confusion, assumptions, and biases, and provide a common reference point for your team. You can use a simple template or a tool like Google Docs or Trello to capture the problem statement, the context, the goals, and the constraints.
The next step is to evaluate what actions your team took to address the problem, and what the outcomes were. You can use a framework like the Plan-Do-Check-Act (PDCA) cycle or the After Action Review (AAR) process to guide your team through this step. The key questions to ask are: What did we plan to do? What did we actually do? What worked and what didn't? Why did it work or not work? How can we measure the results?
Achievement is a we thing not a me thing thus it takes many hands and heads. Entrusting team members with key projects and responsibilities can make them feel more valued and in return give their best. Delegating brings out employee strengths. Delegating could serve as a valuable learning experience that ignites growth and development. Encourage debate and diverse perspectives. These can stimulate more ideas and help make better decisions. Let go of perfectionism, stop micromanaging your team, and instill a deep sense of trust among your team members. Communicate your instructions clearly and ask for feedback in time. Set clear, realistic, and attainable goals.
The third step is to dig deeper into the problem and identify the root causes and the gaps that contributed to it. You can use a technique like the 5 Whys or the Fishbone Diagram to help you find out the underlying reasons and factors behind the problem. For example, you can ask: Why did the problem happen? Why did that cause happen? And so on, until you reach the core issue. You can also use a tool like the SWOT analysis or the Gap analysis to identify the strengths, weaknesses, opportunities, and threats that your team faced, and the gaps between the current and the desired state.
The fourth step is to generate and prioritize the possible solutions to address the root causes and the gaps. You can use a method like brainstorming, mind mapping, or SCAMPER to generate as many ideas as possible, and then use a tool like the Impact-Effort Matrix or the Decision Matrix to prioritize them based on their feasibility and impact. You can also use a tool like the SMART criteria or the OKR framework to define the specific, measurable, achievable, relevant, and time-bound objectives and key results for each solution.
The fifth step is to implement and monitor the solutions that you have prioritized. You can use a tool like the Gantt chart or the Kanban board to plan and track the tasks, resources, and deadlines for each solution. You can also use a tool like the RACI matrix or the DACI framework to assign the roles and responsibilities for each solution. You should also establish the indicators and methods to measure and evaluate the progress and outcomes of each solution.
The final step is to review and share the learnings from the problem solving process. You can use a tool like the Learning Loop or the Retrospective to reflect on what went well, what went wrong, what you learned, and what you can improve. You should also document and share the key insights, best practices, and recommendations with your team and other stakeholders. This will help you build a culture of learning and improvement, and prevent or minimize similar problems in the future.