What's the quickest way to identify and prioritize urgent problems?

1 Clarify the problem

Before you can solve a problem, you need to understand what it is, why it matters, and who is affected by it. A clear problem statement can help you focus on the core issue and avoid getting distracted by irrelevant details or assumptions. To clarify the problem, you can use the 5W1H method: ask yourself who, what, when, where, why, and how questions to gather relevant information and facts. For example, who reported the problem? What is the impact or consequence of the problem? When did the problem occur or escalate? Where is the problem located or manifested? Why is the problem important or urgent? How is the problem related to your goals or objectives?

2 Analyze the root cause

Once you have a clear problem statement, you need to dig deeper and find out the underlying cause or causes of the problem. A root cause analysis can help you identify the factors or conditions that contributed to the problem and prevent it from recurring. There are various tools and techniques that you can use for root cause analysis, such as the 5 Whys, the Fishbone Diagram, or the Pareto Chart. For example, the 5 Whys method involves asking why questions repeatedly until you reach the core cause of the problem. The Fishbone Diagram method involves mapping out the main categories and subcategories of potential causes in a visual format. The Pareto Chart method involves ranking the causes by their frequency or impact and focusing on the most significant ones.

3 Generate possible solutions

After you have identified the root cause or causes of the problem, you need to brainstorm possible solutions that can address them. A solution is a proposed action or intervention that can eliminate, reduce, or prevent the problem. To generate possible solutions, you can use various creativity and ideation techniques, such as brainstorming, mind mapping, SCAMPER, or SWOT analysis. For example, brainstorming involves generating as many ideas as possible without judging or filtering them. Mind mapping involves organizing and connecting ideas in a visual format. SCAMPER involves modifying existing ideas by applying different verbs, such as substitute, combine, adapt, modify, put to another use, eliminate, or reverse. SWOT analysis involves evaluating the strengths, weaknesses, opportunities, and threats of each idea.

4 Evaluate and select solutions

After you have generated possible solutions, you need to evaluate and select the best ones that can solve the problem effectively and efficiently. A solution evaluation and selection process can help you compare and contrast the pros and cons of each solution and choose the most suitable ones for your situation and resources. There are various tools and criteria that you can use for solution evaluation and selection, such as the Pugh Matrix, the Decision Matrix, or the SMART criteria. For example, the Pugh Matrix involves scoring each solution against a baseline solution and a set of criteria, such as cost, feasibility, impact, or risk. The Decision Matrix involves weighting each criterion and multiplying it by the score of each solution. The SMART criteria involve checking if each solution is specific, measurable, achievable, relevant, and time-bound.

5 Implement and monitor solutions

After you have selected the best solutions, you need to implement and monitor them to ensure that they solve the problem as intended and do not create new problems. A solution implementation and monitoring plan can help you define the steps, roles, responsibilities, resources, and timelines for executing and evaluating the solutions. There are various tools and methods that you can use for solution implementation and monitoring, such as the Gantt Chart, the PDCA Cycle, or the KPIs. For example, the Gantt Chart involves creating a visual timeline of the tasks and milestones for each solution. The PDCA Cycle involves following four steps: plan, do, check, and act to test and improve the solutions. The KPIs involve measuring the performance and outcomes of the solutions against predefined indicators and targets.

6 Learn and improve

The final step in the problem-solving process is to learn and improve from your experience and feedback. A learning and improvement process can help you reflect on what worked well and what did not, what you learned and what you can do better, and how you can apply your knowledge and skills to future problems. There are various tools and frameworks that you can use for learning and improvement, such as the After Action Review, the Lessons Learned Report, or the Growth Mindset. For example, the After Action Review involves answering four questions: what was expected to happen, what actually happened, why there was a difference, and what can be done differently next time. The Lessons Learned Report involves documenting and sharing the key insights and recommendations from the problem-solving process. The Growth Mindset involves embracing challenges, feedback, and failures as opportunities to learn and grow.