Problem solving

In today's class we delved deeper into Problem Solving and Decision matrix

A thorough process guides you through each stage of the problem solving journey, from identifying the problem to implementing a working solution. This helps to ensure that your solutions are creative, robust and well considered.
The problem solving is systematic process and there are no shortcuts. 

AN INDUSTRIAL STRENGTH PROJECT MANAGEMENT PROCESS

The ten problem solving stages that we will work through in a project, are as follows:

·         Step 1: Identify the Problem : Understanding the type of problem, and if the situation is even causing a problem, is the first step.

·         Step 2: Define the Problem: When the problem seems obvious, it is easy to skip this most important step. The more carefully you define the problem, the more effective your efforts will be in finding the best solution.

·         Step 3: Deciding If And When To Act: Sometimes the easiest way to solve a problem is to decide that it is not actually a problem! Hence the great quote: “According to my calculations, you do not have a problem…” Whilst this approach is not always valid, in Step 3, you will learn in which circumstances it can be legitimately applied.

·         Step 4: Understand Everyone’s Interests: An organisational problem will typically impact on many people, including investors, managers, staff, shareholders, customers and suppliers. By understanding the interests and needs of these different groups, you will have more support for your efforts and your solution will be more readily accepted.

·         Step 5: Develop Alternatives: Often, defining a problem points directly to its solution, however it is important to resist grasping at the first or most obvious solution, particularly if the problem has been unsuccessfully tackled before.

·         Step 6: Analyse the Risks: Any solution carries both expected benefits and risks, because implementing a solution requires change. By understanding the risks involved, you can make an informed decision about how to move forwards.

·         Step 7: Analyse the Alternatives : Having developed possible solutions and assessed their relative risks, you can now select your preferred solution.

·         Step 8: Sell the Solution: Solutions to complex problems often involve compromise, which means that not everyone involved will agree with your choice of ‘best’ solution. In order to gain support, you may have to sell your solution to the people or groups involved.

·         Step 9: Implement the Solution: Implementing the solution requires focus, dedication, care and tact. This stage may require testing the solution on prototypes and models prior to a full scale implementation; all part of managing the risk of the solution.

·         Step 10: Evaluation: In any complex system, changing one part affects the entire system in ways that may not be predictable. Careful monitoring, evaluation and adjustment are required to ensure that the solution is effective and long lasting.

Root cause analysis is another method of solving the problem. With the help of Fishbone diagram given above. 

I’ve found it useful to bear three points in mind when thinking about your overall approach to the problem solving process:

1.     If you find that you’re not making progress at a particular stage of the cycle, that’s a good indication that you need to go back a stage. It could be that the problem definition isn’t quite right, or it could be that you don’t have the right stakeholders on board. Taking a step back, both literally and metaphorically, will help you to move forwards.

2.     Start with a positive outlook. The first thing you should do when faced with a difficult problem is to start with a positive outlook. Sometimes our first reaction is to fear the unknown, which is entirely natural. However, I’ve realised over the years that it is the unknown that has given us, as individuals and as the human race, the curiosity to try new things and aim for the stars. Don’t fear the problem itself. Look at it as an opportunity.

3.     Approach the problem with an open mind. An old saying goes, “If the only tool you have is a hammer, everything becomes a nail”. The way you have done things in the past may not always work for all situations and there are often many solutions to a given problem. When faced with a difficult problem, do not assume you know the answer at the start. Stop and take the time to understand what the problem is before applying a solution. Be open to all possibilities and do not presume that every problem is a nail.

Solving NAVRANG Cube

Prof Mandi has brought a multicoloured Rubik’s cube like thing to the class this time. He explained that it is the Navrang puzzle later.

The Navrang Puzzle

So what is the lesson in it you might ask. The purpose will be understood by the way the puzzle is solved. If done in a random manner the puzzle would take lot of time to solve.          But Prof.Mandi solved the Puzzle in about 2 minutes using an well-defined method. Sir had used a 3-step algorithm. It is here we were introduced to two important concepts: (a) Organizational Structure and (b) Unity of Objective. Before going on further about what happened in class, I believe a short introduction to these ideas is needed. 

           An Organizational Structure consists of activities such as task allocation, coordination and supervision, which are directed towards the achievement of organizational aims. An organization can be structured in many different ways, depending on their objectives. The structure of an organization will determine the modes in which it operates and performs. 

This of course leads us to the next idea. Unity of Objectives stands for the philosophy according to which every individual and every process in an organization should aim to fulfil the organization's Objectives and Mission Statement.

An example could be shown above where in an F1 pitstop, where an entire team of support staff work for one goal to fix the car under 10 seconds to make the car stay in competition. 

 Now, leaving the jargon behind, let me continue with my experiences in the class. Prof. Mandi related the above two concepts with the structured solution he had shown for the Navrang Puzzle. Given below is a video of how to solve the Navrang Puzzle :

To summarise the concept explained using this experiment is that in an organization should be structured and there should be one objective. the workers should align themselves to that objective thus each and every step we take should be towards that objective.