When you solve a problem as a manager, you need to communicate your results to different groups, such as your team, your boss, your clients, or your stakeholders. How do you share your problem-solving results effectively and appropriately? Here are some tips to help you tailor your message and deliver it with confidence.
The first step to share your problem-solving results is to know your audience. Different groups may have different interests, expectations, and backgrounds. You need to understand what they care about, what they already know, and what they need to know. For example, your team may want to know the details of the process and the lessons learned, while your boss may want to know the impact and the next steps. Your clients may want to know the benefits and the value, while your stakeholders may want to know the risks and the opportunities. Knowing your audience will help you decide what to include, what to exclude, and what to emphasize in your message.
'One size fit all' messaging to all stakeholders involved on the problem-solving results is neither effective nor efficient. It is important to know the audience and what they would be gaining from your messaging is the key. A messaging strategy or RACI matrix identifying the receivers and the level of communication helps the sender be effective and efficient.
My approach to problem solving starts with the internal project team by keeping them involved to collaborate on ideas for solutions and to focus on solving the problem; not looking for blame. A key approach to communicating with external team members is to deliver an optimistic message, be transparent on the issue, and keep it brief. External members do not want to hear about the nitty gritty details nor the whole backstory of an issue. They want to be aware and know about solutions. Once an appropriate solution is selected, next step is to document the cost and schedule impacts for client acceptance with a simple root cause analysis memo. Lastly, a conversation about lessons learned will go a long way with the team.
5 questions to the topic: 1. How do you explain the root cause of the problem? 2. What was the impact and how did the problem implicate other systems? 3. How do you measure the impact using Cost benefit Analysis (CBA) 4. Why are your solutions being recommended as implementations? Has anyone or corp used and operationalised them before 5. Why is solving this issue or not solving so critical (this is your pitch)
From past experiences, I typically find that performing some form of a "needs analysis" assessment can help with identifying solutions and/or trigger points that can address a variety of key stakeholder concerns. For example, if we need to understand bottlenecks within a newly introduced performance review and management training program, we may need to reassess any existing learning gaps that segments of our workforce may be struggling with at the preliminary level. Thus, a simple SWOT/needs analysis can help identify wins/losses and also areas for improvement that can help narrow down our problem statement to focus on mission-critical priorities that can be tailored to a particular target audience within the scope of the organization.
As an executive and industry leader in the food sector, I cannot overstate the importance of knowing your audience for ensuring effective communication, decision-making, and ultimately, for driving sustainable growth. The food industry presents a particularly complex landscape, involving various stakeholders with different interests and needs. Understanding your audience is a multi-dimensional endeavor that goes beyond just tailoring the message. It requires a deep understanding of the unique priorities, challenges, and motivations of each group. Mastering this art enables leaders to create highly targeted, effective, and innovative strategies, something I've always emphasized in my role as a trusted entrepreneur and advisor.
The next step to share your problem-solving results is to choose your format. Depending on your audience, your purpose, and your context, you may use different formats to convey your message. For example, you may use a report, a presentation, a dashboard, a video, or a podcast. You need to consider the advantages and disadvantages of each format and how it suits your message. For example, a report may be more formal and comprehensive, but it may also be more time-consuming and less engaging. A presentation may be more interactive and persuasive, but it may also require more preparation and skills. A dashboard may be more visual and dynamic, but it may also require more data and tools. A video or a podcast may be more creative and personal, but it may also require more equipment and editing.
As a General Manager and Financial Strategist in the food industry, choosing the appropriate format to share results is a strategic imperative. For in-depth analysis with board members or investors, comprehensive reports are my go-to. They're thorough but time-consuming. Dashboards are the most effective for internal teams, offering real-time, visual KPI tracking that aligns well with our dynamic operations. Presentations are ideal for client interactions; they allow for persuasive storytelling focused on value propositions. For broader stakeholder engagement or public releases, I lean towards videos. Each format has its pros and cons, and the choice is a deliberate strategy, never an afterthought.
Agree storytelling with great flow that makes sense will keep audience engaged. Just data visualization or graphs will not give a context story behind that data needs to be shared.
The third step to share your problem-solving results is to structure your message. A clear and logical structure will help you organize your thoughts and deliver your message effectively. You need to consider the main points, the supporting evidence, and the transitions between them. A common structure for problem-solving results is the situation-problem-solution-result (SPSR) model. You start by describing the situation, the background, and the context of the problem. Then you explain the problem, the challenge, and the goal. Next, you present the solution, the method, and the steps you took to solve the problem. Finally, you show the result, the outcome, and the impact of your solution.
In my experience we start with the solution first. It’s the pyramid principle which helps grab attention of the stakeholders. The structure in my opinion should start with the solution : eg we will save you $1m in the next year and then showcase how.
The Situation-Problem-Solution-Result (SPSR) model provides a systematic approach to delineate one’s process and findings. A coherent presentation not only ensures understanding but also bolsters the credibility of the solution provided. This topic is highly relevant for anyone who needs to articulate complex solutions to an audience, whether in academia, business, or IT and other sectors.
I have found that not identifying the problem effectively right in the beginning results in ineffective solutions. Most times problem identification is describing the symptom not the problem. 1. So I would start by getting all the background information to help scope the problem in depth 2. Identify the gap between what we want to achieve (goal) vs our current situation 3. Then I would investigate the root cause. Remembering always what we want to achieve as an end result
You need to understand your teams strengths and weakness before you processed to share your solutions. I usually create scenarios for them and have an open discussion with the team to determine where they are having problems in finding the solution. Upon establishing that, then am I only able to share my solution without imposing it on them. I always make it feel like a team effort so they are always eager to sit and iron out their challenges. Half the time they already have a solution but are lacking the confidence to execute.
The fourth step to share your problem-solving results is to use clear language. Clear language will help you communicate your message clearly and concisely. You need to avoid jargon, acronyms, and technical terms that may confuse or alienate your audience. You need to use simple, precise, and active words that convey your meaning and tone. You need to use short, coherent, and varied sentences that flow smoothly and avoid repetition. You need to use punctuation, grammar, and spelling correctly and consistently. You need to use examples, stories, and analogies that illustrate your points and connect with your audience.
The fourth step to share your problem-solving results is to use clear language. Using clear language is essential for effectively communicating your message in a clear and concise manner. It means avoiding the use of jargon, acronyms, and technical terms that may confuse or alienate your audience. Instead, you should use simple, precise, and active words that clearly convey your intended meaning and tone. Additionally, it is important to use short, coherent, and varied sentences that flow smoothly and avoid unnecessary repetition. To further enhance understanding and connection with your audience, it is recommended to include examples, stories, and analogies that illustrate your points and resonate with them.
The fifth step to share your problem-solving results is to add visuals. Visuals will help you enhance your message and capture your audience's attention. You need to use relevant, accurate, and attractive visuals that support your points and data. You may use charts, graphs, tables, diagrams, images, icons, or videos. You need to consider the size, color, layout, and style of your visuals and how they fit with your format and message. You need to label, caption, and reference your visuals and explain how they relate to your message.
Adding visuals to share problem-solving results is an essential step in enhancing your message and captivating the attention of your audience. Utilizing relevant, accurate, and attractive visuals can effectively support your points and data. Consider incorporating charts, graphs, tables, diagrams, images, icons, or videos into your presentation. Pay attention to the size, color, layout, and style of your visuals to ensure they complement your format and message. It is important to label, caption, and reference your visuals, as well as explain the significance of their relation to your message. Overall, visuals serve as a powerful tool to communicate and reinforce your problem-solving results effectively.
The final step to share your problem-solving results is to practice and refine. Practicing and refining will help you improve your message and delivery. You need to review your message and check for clarity, accuracy, and completeness. You need to solicit feedback from others and incorporate their suggestions and questions. You need to rehearse your message and adjust your timing, tone, and body language. You need to anticipate potential challenges and objections and prepare your responses and solutions. You need to be confident, enthusiastic, and respectful when you share your problem-solving results with different groups.
I have seen many colleagues, and been guilty myself, of failing to test and refine. Even in an areas of great experience, it always helps to read it aloud. Hand it off to others, give them some license, and then incorporate changes suggested. I have found this extremely helpful for acquiring/retaining the attention of an individual or group familiar with you or who has been a part of the process and may be inclined to dismiss rehashing key details or learnings they were involved in.
Staying connected through periodic updates, taking feedback form your own team as well as the other user groups about the effectiveness of resolutions & pending issues etc can help in pre-empting the responses to your message & adds credibility to the problem solving approach.
While sharing your message with others for feedback, make sure to look from people outside of your group target and also some from your audience. This way you may receive new points of view about what you can add to make it more complete and also perceive how people may receive your words so you can adjust previously.
Be open to feedback, question and answers as well as criticism. Oftentimes, we have people (colleagues, friends, followers, mentees e.t.c) who would like to know more about how you got to solve the problem. Ensure that you give them the opportunity to explore and tap further from your wealth of experience. Be ready to share additional insights to help your audience. Feedback deepens the conversation. All the best!
To share problem-solving results with different groups, employ effective communication strategies. Tailor your message to each audience, highlighting the problem, approach, and outcomes in a concise and relatable manner. Utilize visual aids, presentations, and storytelling techniques to engage and convey the relevance and impact of your solutions.
Strong relationships can increase collaboration, productivity, and job satisfaction. Here are some best practice tips for building meaningful relationships in the workplace. 1. Be Genuine 2. Show Empathy 3. Be Respectful 4. Share Information 5. Support and Encourage 6. Build Trust 7. Find Common Ground 8. Involve Yourself 9. Be Open To Feedback 10. Foster a Positive Attitude and Culture Strong workplace relationships help to cultivate a positive, respectful, and supportive work environment, contributing to employee satisfaction and retention.
the Tips here are listed perfectly, just a fine tune addition, a fine brushstroke, always speak as our result, we did it, we work it, and highlight persons of your team and their contributions. Never speak in first person.
Depending on the communication, setting up an open office hour and sending feedback survey to all the receivers help retrospect and improve the process.