The power of problem solving
Embark on a journey to enhance your problem-solving skills – a vital ability that evolves and strengthens with practice. It's an art that intertwines numerous skills: keen observation, analytical thinking, understanding causality, strategic stepping back, and the profound use of empathy. Indeed, the list of skills fueling problem-solving prowess is extensive and fascinating.
In this exciting section of Peoplelyzer, we don't just talk about problem-solving – we equip you with an arsenal of tools to master it. Dive in, and you'll discover methods and strategies that will not only elevate your problem-solving skills but also transform the way you approach challenges in life and work. Are you ready to unlock your problem-solving potential? Join us in exploring the depths of this crucial skill.
Step back. Don’t react
When facing a problem, the first step is to take a step back. Remember, 99% of problems don’t require immediate action within the next 5 seconds. The 1% that do, like a car crash, need a quick response.
In the rush to solve a problem, we often jump straight into solutions without fully understanding what we’re dealing with. This can lead to irrelevant actions, like addressing a symptom rather than the root cause. For instance, applying a temporary fix to a leaky pipe may work briefly, but the leak could return days later. Similarly, fixing software bugs without realizing the underlying coding issues is a short-term solution.
In today’s society, where short-term attention is encouraged, especially through social media’s push towards quick reactions, it’s not surprising to see people reacting immediately to problems. Our consumption of brief, 20-second videos, as opposed to longer content, trains our brains to be in constant react mode, making it uncomfortable to pause and think.
However, stepping back to understand a problem is crucial. At least half the battle in solving a problem lies in understanding it, and the other half in acting to resolve it. By taking time to understand the issue, you’re more likely to address the root cause, not just the symptom.
In a team setting, if you see others rushing to action, encourage them to define the problem clearly. If they can’t explain it well, they’re likely solving it in react mode. Taking a moment to understand the problem increases the chances of finding a more effective, long-lasting solution.
Solving symptoms and not root causes
Imagine farmers reporting a problem with crop pests damaging their harvests. You approach them and say, "I have a solution. I know someone who produces pesticides." The farmers take the pesticides and use them whenever pests appear.
However, are you addressing the root cause or the symptom?
You're addressing the symptom. Let me explain why.
Pests are coming on the crops for a reason. Using pesticides deals with the visible issue, but it doesn't fix why pests are attracted to the crops in the first place. To solve the problem at its core, you need to identify and address the root cause. Research is necessary, and it could involve factors like soil health.
There's a technique to help pinpoint the root cause of a problem.
Finding root causes: the “5 Whys” tool
The "5 Whys" technique is a way to solve problems by asking "Why?" five times in a row. This helps to understand why a problem is happening. The main aim is to find the real reason behind a problem by repeatedly asking, "Why?". Each answer leads to the next "Why?" question. Here's how it works step by step:
Identify the problem: start with a clear and concise statement of the problem.
Ask the first 'Why?': why the problem occurs? This establishes the first cause-and-effect relationship.
Ask 'Why?' four more times: for each subsequent answer, ask "Why?" again to delve deeper into the preceding response.
Find the root cause: by the time the fifth 'Why?' is answered, you often find the root cause of the problem.
Develop countermeasures: once the root cause is identified, develop countermeasures to prevent recurring issues.
Let me share with you an example. Note that you don’t always need to use 5 times why. Sometimes, you may find the root cause after using just 2 or 3 whys. The tool is called “5 whys” because typically, you should have reached the root cause by the time you reach the 5th why. To use an image, you peel away the layers of symptoms.
The problem: the office is unusually cold.
Why is the office unusually cold?
The heating system isn't working properly.
Why the heating system is not working properly?
The thermostat settings are not regulating the temperature correctly.
Why are the thermostat settings not regulating the temperature correctly?
The thermostat was accidentally reset to a lower temperature.
Why was the thermostat accidentally reset to a lower temperature?
A new employee was trying to adjust the air conditioning and mistakenly altered the thermostat settings.
the root Cause: the root cause of the problem is a lack of clear instructions or guidance on how to properly use the thermostat, leading to its accidental misadjustment by a new employee.
Counter-intuitive solution
Most of the time, your brain works within a set pattern, shaped by beliefs you've picked up since childhood. This pattern influences how you think about solving problems, often limiting you to a narrow set of solutions based on these ingrained beliefs, not your own choices.
It's important to recognize this and try to think differently. Challenge yourself to find unconventional or surprising solutions. How? Start by listing the obvious ways you'd solve a problem. These are your 'usual' methods. Once you know what's in this 'usual methods box,' aim to think beyond it. Look for solutions outside of this box – the ones you wouldn't normally consider. Ask yourself, what would be a counter-intuitive way to solve the problem?
In the section “Dealing with a complex problem” (below), you will find tips to identify counter-intuitive solutions.
Harnessing your mental state
Effective problem-solving is deeply influenced by your mental state and emotions. Consider a scenario where you're exhausted at 9 pm, faced with a complex task from your boss. Contrast this with feeling refreshed on a Monday morning, perhaps after a walk outdoors, pondering the same problem. The likelihood of successfully tackling the issue varies greatly between these two scenarios.
Being in the right mindset is crucial for problem-solving. Feeling comfortable and positive significantly enhances your ability to address challenges effectively. If you're tired, feeling down, or trapped in negative thoughts, it's often best to avoid attempting to solve problems, as it can be counterproductive.
Pay attention to when you experience bursts of creativity or when your brain functions optimally. Notice the times when you have clear thinking, can focus effortlessly, and are most productive. It might be during a forest walk, alone at home, or while walking your child. Everyone has unique moments that catalyze clear thinking.
By recognizing when and where these moments of clarity occur, you can learn to create the right context to trigger them. Understanding this can turn you into a highly effective problem-solver, utilizing your peak mental states to your advantage.
Dealing with numerous problem
When overwhelmed with numerous problems, it's common to fall into a "firefighting" mode, trying to tackle everything at once. This approach, however, often leads to burnout and stress. A more strategic method is recommended for dealing with a multitude of issues.
Firstly, taking a step back is crucial. Consider writing down each problem on Post-It notes and arranging them on a table. This visual representation allows you to see the issues outside of your own head, providing a clearer perspective.
The next step isn't to dive into solving these problems but to reflect on your goals and priorities. What are you aiming to achieve? Which of these problems significantly hinders your progress towards your goals? It's unlikely that all the issues are equally obstructive.
Once you've identified the main problem that's blocking your path to your goals, focus solely on resolving this issue. Temporarily set aside the other problems. This targeted approach helps in efficiently using your energy and resources.
After addressing the biggest obstacle, reassess your situation. Ask again: What is my next goal, and what is the biggest issue in my way now? Repeat this process, each time focusing on the primary problem that impedes your progress.
This strategy emphasizes being strategic and goal-oriented, rather than getting lost in a sea of problems. By methodically tackling each major issue one at a time, you can navigate through complex situations more effectively and with less stress.
Dealing with a complex problem
Some problems are complex: traffic congestion in urban areas, poverty reduction, educational reforms, political instability and conflict resolution, etc. How do we address these problems?
Below are tips to do that.
Agile Approach to Problem-Solving
I firmly believe in using the least resources necessary for any task. This belief leads me to an effective approach for tackling complex problems. The key is simplification.
Consider urban traffic congestion, using Bangkok as an example. This bustling city faces significant traffic jams, particularly during rush hours. To address this, we apply the Pareto principle, looking for the 20% of factors that might be causing 80% of the congestion. Data is crucial here, and sources could range from the city's traffic department to real-time traffic updates on Google Maps. By focusing on the data, we aim to pinpoint the most problematic areas.
Suppose our research shows that most congestion in Bangkok occurs in five specific areas during two key time slots. This finding narrows our focus to these hotspots. The next step involves identifying and analyzing the root causes. Again, using the Pareto principle, we ask: Do 20% of these causes contribute to 80% of the problem? Our data might reveal that issues such as inefficient traffic light management, high vehicle influx, and problematic road intersections are the major contributors.
Addressing these root causes, especially the traffic light system, could significantly alleviate congestion. Although this might require investment in urban traffic modeling, the long-term benefits could be substantial.
In conclusion, by breaking down a complex issue like traffic congestion into manageable segments and addressing the most impactful elements, we can achieve significant improvements efficiently. This approach allows us to make considerable progress quickly, possibly in as little as five days, rather than spending months on data analysis and brainstorming. While it doesn't solve every aspect of the problem, it provides a substantial, positive change, setting the stage for further improvements or for focusing on other critical issues that impact the local community.
Seek diverse perspectives
Seeking diverse perspectives is crucial in solving complex problems, as it brings together a variety of viewpoints and expertise, often leading to more innovative and effective solutions. To achieve this, actively engage with individuals from different backgrounds, cultures, and disciplines. This can be done by forming cross-functional teams, participating in multi-disciplinary workshops, or consulting with experts outside your field. Encourage open dialogue and create an environment where all voices are heard and respected. This means not only listening to different opinions but also valuing them as potential sources of insight. Facilitate brainstorming sessions where unconventional ideas are welcomed, and challenge the status quo. By embracing diversity in thought and experience, you can uncover hidden aspects of a problem and explore solutions that might not be apparent from a single perspective. The key is to remain open-minded and curious, recognizing that the most effective answers often come from the convergence of varied ideas and experiences.
A counter-intuitive approach could be a way to solve complex problems. Here are tips to identify counter-intuitive solutions.
Challenge assumptions: begin by identifying and questioning the underlying assumptions in any situation. ask yourself, "what if the opposite of our usual assumptions is true?"
Think in reverse: instead of thinking about how to solve a problem, consider how you could cause or worsen it. This reverse thinking can highlight unforeseen solutions.
For example: traditionally, businesses focus on strategies to enhance customer satisfaction. However, by thinking in reverse, a business could consider what actions would definitely make customer satisfaction worse, such as long waiting times, poor customer service, or low-quality products. This reverse thinking highlights critical areas that are often taken for granted. By ensuring that these negative aspects are avoided or minimized, the business can indirectly enhance overall customer satisfaction. This approach often reveals less obvious areas of improvement that might not have been considered in a conventional problem-solving approach.
Cross-disciplinary learning: look for solutions in fields unrelated to the problem. Often, principles or methods from one area can be surprisingly effective when applied in another.
Encourage diverse perspectives: collaborate with people from different backgrounds or expertise. Diverse perspectives can challenge conventional thinking and inspire novel approaches.
Embrace constraints: instead of seeing limitations and constraints as obstacles, view them as a creative challenge. This can lead to innovative solutions that work within the given boundaries. Constraints force People to think outside their usual boundaries, resulting in unconventional solutions.
Experimentation and failure acceptance: be open to experimenting with different approaches, even if they might fail. Failure can be a powerful learning tool and lead to unexpected solutions.
Use analogies and metaphors: analogies can help in visualizing the problem in a different context, which might reveal a solution that's not apparent in the original context.
Practice lateral thinking: this involves solving problems through an indirect and creative approach, often through viewing the problem in a new and unusual light.
Seek out complexity and uncertainty: deliberately engage with complex or ambiguous problems. These scenarios often require counter-intuitive solutions and can train your mind to think differently.
Regular reflection and mindfulness: practices like mindfulness and meditation can help clear your mind, reduce bias and fixedness in your thinking, and open you up to new ideas.
Use AI to help you to solve problems
Warning. Please be responsible and treat AI as a co-worker. AI should not replace your capability to think. It’s important to say this as you will be tempted to rely on AI to do all of the thinking.
I talked to chat GPT. If you need it to help you with a problem, you need to communicate your issue clearly and provide relevant details. Here's a guideline on how to best talk to an AI about a problem:
Define the problem clearly: start with a straightforward description of the issue. Be as specific as possible.
Provide context: give background information that might be relevant to the problem. This could include how the problem arose, any contributing factors, and previous attempts to solve it.
State your goal: clarify what you hope to achieve or what kind of solution you're looking for. Do you need advice, information, a step-by-step guide, or perhaps alternatives?
Mention any constraints: are there any specific limitations or requirements that need to be considered? This could be time constraints, budgetary limits, resources available, etc.
Ask specific questions: if you have any particular questions in mind, ask them directly. Specific questions often lead to more precise and useful answers.
Be open to follow-up questions: sometimes, I might need more information to provide the best possible answer. Be prepared to clarify or expand on certain points if asked.
Use clear and concise language: avoid using too much jargon, slang, or overly complex sentences, unless necessary, to ensure the problem is understood accurately.
For example, instead of saying, "My business isn't doing well, what should I do?", you could say, "My café has seen a 30% drop in customers over the last three months despite no changes in service or pricing. What strategies can I use to attract more customers?"
Let’s use a simple example. Let’s imagine we are in the shoes of a kid who needs a new computer. Here is what i provide chat GPT with:
Define the Problem Clearly: my parents don't wnat to buy me a new computer
Provide Context: i have a computer but it is getting old and my friends all have newer computers
State Your Goal: getting a new computer
Mention Any Constraints: my parents said no
Ask Specific Questions: how can i get a new computer? how can i get my parents to say yes?
Here is chat GPT’s response:
To address your situation about getting a new computer, here are some suggestions based on the information you've provided:
Understanding Your Parents' Perspective: First, try to understand why your parents are hesitant. Is it due to financial constraints, a belief that your current computer is sufficient, or something else? Understanding their reasoning can help you address their concerns directly.
Present a Logical Argument: Prepare a reasoned argument for why a new computer is necessary. Highlight how the old computer is not meeting your needs - perhaps it's too slow for your schoolwork or unable to run necessary software. Be factual and avoid emotional pleas.
Demonstrate Responsibility: Show your parents that you are responsible. This could be through good grades, helping out more at home, or managing your time effectively. Demonstrating responsibility can make them more inclined to consider your request.
Explore Compromise Solutions: If a brand-new computer is too expensive, consider asking for a refurbished or a slightly older model. You can also propose cost-sharing, where you cover part of the cost through savings or doing extra chores.
Offer a Plan for the Old Computer: Suggest selling or donating the old computer to offset some of the cost of the new one. This shows you are thinking about the financial aspect responsibly.
Be Patient and Understanding: If they still say no, try to be understanding. Sometimes, it may not be feasible for them at the moment. You can ask if there might be a possibility in the future, perhaps as a reward for achieving a specific goal like excellent grades.
Remember, effective communication and understanding their point of view are key. Show them that you have thought this through maturely and are considering not just your wants but also the practical aspects involved.
I used a simple example. We could have used a very complex one. The key point is to understand that AI can be helpful. See it as a co-worker, but don’t let it replace you. You need to increase your thinking capability, not decrease it. If you were to rely on AI constantly, you would become unable to think by yourself. You would become dependent on it and you don’t want that.
How does nature problem solve?
The idea is to observe nature to find solutions to problems we experience. A good story is the one of Swiss engineer George de Mestral.
The challenge was to create a new, easy-to-use fastening mechanism. Traditional methods like buttons, zippers, and hooks had limitations in terms of ease of use and functionality.
Swiss engineer George de Mestral, inspired by a simple natural occurrence, developed Velcro. The analogy came when he noticed how burrs from plants stuck to his dog's fur and his own clothes during their walks in the Alps. Curious about how they adhered so well, he examined the burrs under a microscope and discovered that they had tiny hooks that caught on anything with a loop, such as animal fur or fabric.
De Mestral used this natural mechanism as a metaphor for creating a new fastening system. He developed Velcro as a two-sided fastener: one side with tiny hooks (mimicking the burrs) and the other with small loops (mimicking fabric or fur). This allowed for a strong, but easily reversible, bond.
This example shows how an analogy (burrs sticking to fur) led to a breakthrough in a completely different context (fastening mechanisms). By applying the principles observed in nature, de Mestral invented a product that revolutionized fastening technology. Velcro's development underscores the power of using analogies and metaphors to visualize problems in new ways, leading to innovative solutions.
Here are some of the patterns we observe in nature:
Evolution and Adaptation: Over time, species evolve to better adapt to their environments. For instance, birds developing different beak shapes to access different food sources is a form of problem-solving at a genetic and evolutionary level.
Animal Behavior: Many animals exhibit problem-solving skills in their daily lives, such as using tools, navigating mazes, or finding food. For example, crows are known to use tools and solve complex problems to access food.
Ecosystem Balance: Ecosystems self-regulate and solve problems through complex interactions among organisms. For example, predator-prey relationships help maintain ecological balance.
Plant Responses: Plants also show problem-solving abilities, like turning towards light sources (phototropism) or growing their roots towards water sources (hydrotropism).
Microbial Solutions: Microorganisms adapt to survive in changing environments, such as developing resistance to antibiotics - a form of biological problem-solving.
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