Problem Definitions- What are we really working on?
As I travel the world and work with a new team each week, I am learning that everyone looks at a problem "differently".
Each week starting with a new group I get to see how varied we really are, and I have begun to give up hope that I will ever anticipate all the angles and ways someone might view any issue. All is not lost, as I have found there is tremendous power available in the way we each look at the world differently.
Harnessing the power of a group that looks at the world differently is very exciting!
The first challenge is to first get everyone onto the same page, and then the next challenge is to keep them there.
Actually when we try to solve a problem, the single most important step is to "define the problem". This simple act sets the stage for success when working with a cross functional team. The problem definition is the "Terms of Reference" (TOR) of your problem solving session. It is the "Charter" of our new Cross Functional Matrix Group. It simply needs to be perfect. I like to think of the problem definition as your master piece painting that conveys in one beautiful thought the meaning and purpose for why you and your problem solving team exist.
It must quite simply be understandable by everyone including your mother.
Nailing this is difficult. The process result requires "perfection".
And as you might expect, "Perfection" is not so easy to achieve. There are many aspects to consider. and I will share a few simple steps that really work.
We can learn these simple steps and enable anyone to be able to paint their masterpiece and deliver an awesome problem definition.
So - just how do you do this?
Step One - Nail the "What"
The title of your problem definition contains "what happened". The "What" holds the key to “When,” the “Where,” and why this problem is actually "significant”. The title is directly related to the team understanding your true problem. In other words, you’ll have a much easier time arriving successfully at your destination if your starting point is accurate and you know where you are going.
TIP: Start by asking the group the most basic question—“what is the problem?” Listen to each response closely. Test the problem name carefully. Before choosing one of the suggested options simply ask everyone this simple question: “Why is this problem more significant than that problem? Listen appreciatively to each answer, as the answers given are actually "nuggets of gold".
Step Two - Detail out the "Where" and "When"
When dd the problem occur?
Laying out “When” the problem occurred and “where” the problem happened adds important additional context.
WHAT:
OIL SPILL INTO CREEK
WHEN:
This information should be short, sharp, and precise.
10:30 AM EST Wednesday, March 2, 2016 after working 3 consecutive 12 hour shifts.
WHERE:
Be specific and brief.
ACME Manufacturing Plant, 1000 Main Street, Minneapolis, MN, USA – Behind Tank #12.
Step Three - Detail Out the Significance
The “problem significance" illustrates why we are working on this problem.
It also provides a cross check to confirm how many resources we should deploy to solve it. The significance statement defines why a problem is a problem and how big of a problem it is.
TIP: By attacking 5 differing perspectives, we can surround the problem definition and support why the analysis is required.
SAFETY: Short and to the Point.
Lost time Injury - Laceration to Right Hand - 12 Stitches
ENVIRONMENT: Detail the Impact
12,000 Liters of Crude Oil leaked into Nearby Creek
COST: Include Currency Units
$14,000 Clean Up Services - temporary dike rental (TBD$)
REVENUE: Be Concise if possible
Lost Sales caused by Plant Idle for 4 Days
Frequency: Use Data if you have it
2nd time in 18 months - 3 previous near miss incidents reported.
We can solve any problem if we all are working together on the same problem. The problem definition harnesses the power available from a team of people who think "differently".
If we can define the problem effectively we are 50% of the way along towards solving it!