What is Problem Solving?
Problem-solving is the process of identifying the problem, its intensity, and its causes and finding the most suitable solutions for it from available alternatives. It is an art of decision-making.
Problems should be solved as soon as possible so that the wastage of raw materials, time, and other resources can be minimized at the maximum intent.
The ability of a manager to anticipate problems and recognize them in advance serves as a measure of their effectiveness.
What is a Problem?
An obstacle or challenge present in a scenario can be referred to as a problem. It shows a perceived discrepancy between what is and what ought to be. It involves separating the intended situation from the real circumstance.
For instance, there is a difficulty in the production process if the production per unit plant is anticipated to produce 100 units per day but is only generating 80 units.
A production facility, raw material, method, or properly trained human resources may be the root of the issue. Managers have a responsibility to pinpoint the issue, its severity, and the root causes of the issue.
In other words, a problem is viewed as a question that needs to be addressed at different stages of management. Managers’ effectiveness is evaluated based on their capacity for problem-solving.
Problems come in many types or forms. Managers need to know how to recognize issues and their roots. The most urgent problems should always come first for managers.
High rates of waste, low productivity, a lack of labor and other resources, technological issues, issues with human resources, etc. are common concerns for businesses. Considerable talents are needed for problem-solving.
Types of Problems in Organization
There can be various types of problems in an organization. Managers should understand them, their causes, and their probable effect on the organization.
Problems can be classified on various basis as below:
Based on Frequency
On the basis of the frequency of reoccurrence, problems can be divided into two types – routine and exceptional problems.
- Routine Problems – These problems occur on a regular basis. Such problems are also known as well-structured problems. They can be foreseen and can be solved through established rules, policies, and procedures.
- Exceptional Problems – Problems that occur occasionally and exceptionally are known as exceptional problems. These problems can not be foreseen and solved by established rules and procedures. Managers need to use their intuition, experience, and judgment to solve exceptional problems.
Based on the Time Frame
Based on the time frame of the effects, problems can be of three types. They are:
- Short-Term Problems – If the effect of the problem can be removed quickly then the problems are called short-term problems. Such problems can be on a daily basis like absenteeism of employees, short-term load shedding, breakdown of machinery, etc.
- Medium-Term Problems – If the effect of the problem takes some time to solve, then they are called medium-term problems. Such problems may be in process, termination of employees, damage of machinery, etc. They may be more serious than short-term problems and take more time to solve.
- Long-Term Problems – If the effects of the problem remain for a long time, then the problems are called long-term problems. Such problems may bring serious situations or even questions about the existence of the organization. These problems need to be solved with due care with the consultation of senior management.
Based on Impact
Based on the impact of problems on organizational activities, there are also two types.
- Partial Impact Problems – If the impact of the problems remains only in one or few departments or units or parts of the organization, the problem is called a partial impact problem.
- Overall Impact Problems – If the impact of the problem remains on the overall organization, then the problems are called the overall impact problems. Problems regarding goals, objectives, directives, or policies of any organization affect all departments, units, and branches. Such problems normally affect all parts at the same rate.
Based on Urgency
Based on the urgency of solving the problem, there are two types.
- Urgent Problems – If the problems need to be solved very quickly, such problems are called urgent problems. Defects in machinery, imports of raw materials, absenteeism of employees, and high turnover of employees need to be solved immediately. These are urgent problems.
- Non-Urgent Problems – For non-urgent problems managers delay finding the solutions. They may call several meetings with superiors and subordinates, may get the advice of experts, and may consult with a legal advisor before concluding.
Based on the Source of the Problem
- Technical Problem – If the problems are created because of mechanical reasons they are called technical problems. Such problems need to be solved immediately.
- Human Problem – All the problems generated by human resources during the work done are called human problems. They are the results of human negligence or incapability. Such problems can be solved through training and performance appraisal management.
- Environmental Problem – Some problems may arise due to environmental changes or factors. Such problems are called environmental problems. They are normally out of the control of the management team.
Related: Types of Decisions in Organization
Problem Solving Strategies
Managers should solve the problems arising in the organization. They must have adequate skills for analyzing the problems.
To do so, problems should be defined clearly, and all potential ways to remove those causes and problems.
The following eight strategies to solve problems in organizations:
Separate the Person from the Problem
To effectively resolve issues, managers must focus on the problem itself rather than blaming individuals.
This reduces personal biases and fosters a more professional approach. Addressing the issue objectively ensures better collaboration and prevents conflicts from escalating.
Listen Carefully to All Problems
Managers should actively listen to employees, clients, or stakeholders to understand their concerns fully.
Dismissing complaints or rumors might overlook valuable insights. Open communication helps uncover underlying causes and ensures everyone feels heard and valued.
Related: Process of Decision Making
Gather Comprehensive Information
Collecting detailed information about the problem ensures clarity.
Managers should explore the root cause through research, data analysis, and stakeholder feedback. The better the information, the higher the chance of identifying effective solutions.
Develop Potential Alternatives
Brainstorming various options to address the problem is essential. Generating multiple alternatives provides flexibility and allows managers to evaluate the feasibility, risks, and outcomes of each choice.
This step encourages creativity and prevents one-sided solutions.
Decide and Build Consensus
After analyzing alternatives, managers must choose the most effective solution and work to build consensus among team members.
Mutual agreement ensures that everyone is on board, reducing resistance and increasing commitment to the implementation.
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Assign Responsibilities
Clearly defining roles and responsibilities is crucial for effective execution.
Managers should designate specific tasks to individuals or teams, creating accountability and ensuring that each phase of the problem-solving process is handled effectively.
Monitor and Adjust the Process
Regularly tracking the progress of implemented solutions allows managers to ensure objectives are being met.
Being open to adjustments and flexible in approach helps address unforeseen challenges and improves outcomes.
Recognize and Reward Contributions
Acknowledging the efforts of individuals or teams involved in problem-solving boosts morale. Giving credit where it is due encourages a culture of collaboration and motivates employees to contribute actively in the future.
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Joshep Mahesh holds Bachelor in Management (BiM) Degree. He loves to share his business knowledge in his free time.