Much of what supervisors do is solve problems and make decisions. New supervisors, in particular, often solve problems and make decisions by reacting to them. They are “under the gun”, stressed and very short for time. Consequently, when they encounter a new problem or decision they must make, they react with a solution that seemed to work before. It’s easy with this approach to get stuck in a circle of solving the same problem over and over again.
To prevent this as a new supervisor, get used to an organized approach to problem solving. Much of your problem-solving confidence will come from having a tried-and-true process to solve problems quickly and effectively. Below are six steps to frame your problem-solving process.
1. Define the Problem – identify the problem as specifically as possible. Evaluate the present state and determine how it differs from the goal state. Writing it down can be very helpful in clarifying and organizing your thoughts. Taking the time during this step will ensure that a) there is a problem; and b) that your solution actually addresses the real problem. So often, when we hear about a potential problem we race to act. A lot of time and resources can be saved by spending time defining the root cause.
2. Analyze the Problem – learn as much as you can about it. It may be necessary to look beyond the obvious, surface situation, stretch your imagination and reach for more creative options.
a. Interview others who are involved
b. Be flexible in your analysis
c. Consider various strands of impact
d. Brainstorm about all possibilities and implications
e. Research problems for which you lack complete information
f. Seek help – consult your coach or mentor, or discuss with your department head
3. Formulate Possible Solutions – identify a wide range of possible solutions.
a. Be creative
b. Consider similar problems and how you have solved them
c. Use advice from more experienced supervisors
d. Check for existing company resources regarding the same or similar problems
4. Evaluate Possible Solutions – weigh the advantages and disadvantages of each solution. You may use a classic “Pros & Cons” T-diagram to organize your thoughts.
a. Think through each solution and consider how, when, and where you could accomplish each.
b. Consider both immediate and long-term results.
c. Mapping your solutions can be helpful at this stage.
5. Select One Solution – consider compatibility with your priorities, amount of risk, and practicality.
6. Monitor the Solution – revisit the solution to evaluate the effectiveness. You may need to tweak the results to get to the goal state.
Keys to Problem Solving
Think aloud – problem solving is a cognitive, mental process. Thinking aloud or talking yourself through the steps of problem solving is useful. Hearing yourself think can facilitate the process. If you are not in a place where you can think aloud, use a word processor on your computer.
Allow time for ideas to “gel” or consolidate. If time permits, give yourself time for solutions to develop. Distance from a problem can allow you to clear your mind and get a new perspective.
Talk about the problem – describing the problem to someone else and talking about it can often make a problem become clearer and more defined so that a new solution will surface.
Think maybe your problem-solving skills are already up to the challenge? Take this quiz and find out! How Good Is YourProblem Solving?
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