problem solving in work

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• Turn your team into skilled problem sol ...

Turn your team into skilled problem solvers with these problem-solving strategies

Picture this, you're handling your daily tasks at work and your boss calls you in and says, "We have a problem." 

Unfortunately, we don't live in a world in which problems are instantly resolved with the snap of our fingers. Knowing how to effectively solve problems is an important professional skill to hone. If you have a problem that needs to be solved, what is the right process to use to ensure you get the most effective solution?

In this article we'll break down the problem-solving process and how you can find the most effective solutions for complex problems.

What is problem solving? 

Problem solving is the process of finding a resolution for a specific issue or conflict. There are many possible solutions for solving a problem, which is why it's important to go through a problem-solving process to find the best solution. You could use a flathead screwdriver to unscrew a Phillips head screw, but there is a better tool for the situation. Utilizing common problem-solving techniques helps you find the best solution to fit the needs of the specific situation, much like using the right tools.

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4 steps to better problem solving

While it might be tempting to dive into a problem head first, take the time to move step by step. Here’s how you can effectively break down the problem-solving process with your team:

1. Identify the problem that needs to be solved

One of the easiest ways to identify a problem is to ask questions. A good place to start is to ask journalistic questions, like:

Who : Who is involved with this problem? Who caused the problem? Who is most affected by this issue?

What: What is happening? What is the extent of the issue? What does this problem prevent from moving forward?

Where: Where did this problem take place? Does this problem affect anything else in the immediate area? 

When: When did this problem happen? When does this problem take effect? Is this an urgent issue that needs to be solved within a certain timeframe?

Why: Why is it happening? Why does it impact workflows?

How: How did this problem occur? How is it affecting workflows and team members from being productive?

Asking journalistic questions can help you define a strong problem statement so you can highlight the current situation objectively, and create a plan around that situation.

Here’s an example of how a design team uses journalistic questions to identify their problem:

Overarching problem: Design requests are being missed

Who: Design team, digital marketing team, web development team

What: Design requests are forgotten, lost, or being created ad hoc.

Where: Email requests, design request spreadsheet

When: Missed requests on January 20th, January 31st, February 4th, February 6th

How : Email request was lost in inbox and the intake spreadsheet was not updated correctly. The digital marketing team had to delay launching ads for a few days while design requests were bottlenecked. Designers had to work extra hours to ensure all requests were completed.

In this example, there are many different aspects of this problem that can be solved. Using journalistic questions can help you identify different issues and who you should involve in the process.

2. Brainstorm multiple solutions

If at all possible, bring in a facilitator who doesn't have a major stake in the solution. Bringing an individual who has little-to-no stake in the matter can help keep your team on track and encourage good problem-solving skills.

Here are a few brainstorming techniques to encourage creative thinking:

Brainstorm alone before hand: Before you come together as a group, provide some context to your team on what exactly the issue is that you're brainstorming. This will give time for you and your teammates to have some ideas ready by the time you meet.

Say yes to everything (at first): When you first start brainstorming, don't say no to any ideas just yet—try to get as many ideas down as possible. Having as many ideas as possible ensures that you’ll get a variety of solutions. Save the trimming for the next step of the strategy. 

Talk to team members one-on-one: Some people may be less comfortable sharing their ideas in a group setting. Discuss the issue with team members individually and encourage them to share their opinions without restrictions—you might find some more detailed insights than originally anticipated.

Break out of your routine: If you're used to brainstorming in a conference room or over Zoom calls, do something a little different! Take your brainstorming meeting to a coffee shop or have your Zoom call while you're taking a walk. Getting out of your routine can force your brain out of its usual rut and increase critical thinking.

3. Define the solution

After you brainstorm with team members to get their unique perspectives on a scenario, it's time to look at the different strategies and decide which option is the best solution for the problem at hand. When defining the solution, consider these main two questions: What is the desired outcome of this solution and who stands to benefit from this solution? 

Set a deadline for when this decision needs to be made and update stakeholders accordingly. Sometimes there's too many people who need to make a decision. Use your best judgement based on the limitations provided to do great things fast.

4. Implement the solution

To implement your solution, start by working with the individuals who are as closest to the problem. This can help those most affected by the problem get unblocked. Then move farther out to those who are less affected, and so on and so forth. Some solutions are simple enough that you don’t need to work through multiple teams.

After you prioritize implementation with the right teams, assign out the ongoing work that needs to be completed by the rest of the team. This can prevent people from becoming overburdened during the implementation plan . Once your solution is in place, schedule check-ins to see how the solution is working and course-correct if necessary.

Implement common problem-solving strategies

There are a few ways to go about identifying problems (and solutions). Here are some strategies you can try, as well as common ways to apply them:

Trial and error

Trial and error problem solving doesn't usually require a whole team of people to solve. To use trial and error problem solving, identify the cause of the problem, and then rapidly test possible solutions to see if anything changes. 

This problem-solving method is often used in tech support teams through troubleshooting.

The 5 whys problem-solving method helps get to the root cause of an issue. You start by asking once, “Why did this issue happen?” After answering the first why, ask again, “Why did that happen?” You'll do this five times until you can attribute the problem to a root cause. 

This technique can help you dig in and find the human error that caused something to go wrong. More importantly, it also helps you and your team develop an actionable plan so that you can prevent the issue from happening again.

Here’s an example:

Problem: The email marketing campaign was accidentally sent to the wrong audience.

“Why did this happen?” Because the audience name was not updated in our email platform.

“Why were the audience names not changed?” Because the audience segment was not renamed after editing. 

“Why was the audience segment not renamed?” Because everybody has an individual way of creating an audience segment.

“Why does everybody have an individual way of creating an audience segment?” Because there is no standardized process for creating audience segments. 

“Why is there no standardized process for creating audience segments?” Because the team hasn't decided on a way to standardize the process as the team introduced new members. 

In this example, we can see a few areas that could be optimized to prevent this mistake from happening again. When working through these questions, make sure that everyone who was involved in the situation is present so that you can co-create next steps to avoid the same problem. 

A SWOT analysis

A SWOT analysis can help you highlight the strengths and weaknesses of a specific solution. SWOT stands for:

Strength: Why is this specific solution a good fit for this problem? 

Weaknesses: What are the weak points of this solution? Is there anything that you can do to strengthen those weaknesses?

Opportunities: What other benefits could arise from implementing this solution?

Threats: Is there anything about this decision that can detrimentally impact your team?

As you identify specific solutions, you can highlight the different strengths, weaknesses, opportunities, and threats of each solution. 

This particular problem-solving strategy is good to use when you're narrowing down the answers and need to compare and contrast the differences between different solutions. 

Even more successful problem solving

After you’ve worked through a tough problem, don't forget to celebrate how far you've come. Not only is this important for your team of problem solvers to see their work in action, but this can also help you become a more efficient, effective , and flexible team. The more problems you tackle together, the more you’ll achieve. 

Looking for a tool to help solve problems on your team? Track project implementation with a work management tool like Asana .

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5 Examples of Problem-Solving in The Workplace

By Christina Colclough

Last updated: January 12, 2024

When you’re in a job interview, you can almost bet on being asked about your problem-solving experiences. This skill is always high on employers’ wish lists. Walk in with a few solid examples up your sleeve and talk about them with confidence – that’s what grabs their attention.

In this post, I’ll guide you through picking the right problem-solving in workplace examples and articulating them in a way that will make you stand out.

In this article:

What is problem solving.

At its core, this skill is all about spotting issues and then working out the smartest ways to sort them out. In the workplace, this skill keeps things running smoothly because challenges always pop up.

In any job, you’re bound to bump into a range of problems. It could be meeting a tight deadline, handling customer complaints, or resolving misunderstandings among team members. Each of these difficult situations needs a cool head and a clear strategy.

Dealing with these issues well is crucial because it keeps the wheels turning. Effective problem-solving means fewer hiccups in projects, better teamwork, and happier customers. It’s like oiling the cogs of a machine.

That is why interviewers like myself often drill down into the candidates’ problem-solving abilities with questions like “ Tell me about a time you solved a problem ” or “ Can you describe a situation where you had to overcome a significant challenge? “

We want to know if you’re the kind of person who faces challenges head-on or if you tend to sweep them under the rug. We’re looking for someone who not only spots issues but also comes up with smart solutions and puts them into action. It’s all about ensuring that, when the going gets tough, you’ve got the skills to keep things on track.

How to Answer Problem-Solving Interview Questions

When you’re in an interview and asked about problem-solving, it’s a golden opportunity to show your skills. In my experience, a great approach is to use the STAR technique. This strategy helps structure your answer in a clear and compelling way.

Let’s break down what each part of STAR stands for:

• Situation : Describe the context within which you had to solve a problem.
• Task : Explain the actual problem or challenge you were facing.
• Action : Describe the actions you took to address the problem.
• Result : Share the outcomes of your actions.

In this step, your goal is to give the interviewer a snapshot of your scenario.

Let’s say you had to deal with a significant drop in team morale and productivity. At the beginning of your response, you want to set the context for your story. This should include where you were working, your role, and the initial problem.

The key here is to be concise but provide enough detail to paint a clear picture like this:

“In my previous role as a team leader, I noticed a sudden drop in team morale and productivity. This was unusual for our normally energetic and efficient team.”

Common Situations

Here are some other common situations you can mention in your answer:

• Resolving an issue with a difficult client when they complain about a product or service
• Figuring out a solution when equipment or technology breaks down or fails
• Dealing with a mistake you’ve made on an important project
• Handling a tight deadline when unexpected challenges threaten completion
• Settling a dispute between colleagues who aren’t getting along
• Improving productivity for a team that is underperforming
• Persuading colleagues to get on board with an idea they are resistant to

How to Answer With Limited Experience

Don’t worry if you just graduated or have little work experience. Think about examples from school group projects, internships, or part-time jobs like these:

• Coordinating schedules for a group presentation when everyone has different availabilities
• Resolving a disagreement over roles for a big class project
• Finding ways to improve your team’s process when a professor gives feedback
• Managing deadlines and deliverables with classmates who had competing priorities
• Convincing peers to adopt your proposed solution for an assignment
• Addressing complaints from a classmate about unequal workloads

Clarify the problem you had to tackle. What was expected of you? What complex challenge did you need to address? Here, you’re setting up the specific problem that you were tasked with solving.

Remember, the focus is on the problem, not yet on your actions. Using the above example, here is what you can talk about:

“My task was to identify the causes of this decline and implement a strategy to boost morale and productivity. I needed to make sure our team could return to its usual high-performance level.”

Describe the steps you took to solve the problem. Think about how you analyzed the situation, decided on a course of action, and implemented it. It should show your critical thinking and analytical skills.

“To tackle this, I first conducted one-on-one meetings with team members to understand their concerns and gather feedback. Based on these insights, I realized that a recent change in company policy was causing stress.

I advocated for my team’s concerns with upper management and worked with them to modify the policy. At the same time, I initiated team-building activities and regular check-ins to foster a more supportive and open team environment.”

Finally, talk about the outcomes of your actions. Employers want to know your problem-solving drives real improvements. Also, highlight any positive feedback from your boss or team members, and if possible, quantify the success.

“As a result of these actions, we saw a significant improvement in team morale within a month. Productivity levels bounced back, and the team’s overall satisfaction with their work environment increased.

This experience not only taught me valuable lessons about team dynamics but also reinforced the importance of proactive communication and advocacy for team needs.”

Here are some other outcomes to highlight in your answer:

• Resolving an issue with a difficult client : Client satisfaction restored, future business secured
• Fixing broken equipment : Equipment operational again, no more disruptions to operations
• Dealing with a mistake : Error corrected, a new process implemented to prevent recurrence
• Handling a deadline : Project completed on time, client received deliverable as promised
• Settling a dispute : Conflict resolved, team collaboration and morale improved
• Boosting team productivity : Increased output, goals reached, performance metrics improved
• Persuading colleagues : Proposal approved, a new initiative launched successfully

5 Examples Of Problem-Solving Skills

1. Improving Collaboration in a Stalled Project

Here is a sample you can use when explaining how you improved team collaboration on a project:

“Our team was tasked with developing a new financial management web application. However, we hit a snag and missed two crucial milestones. The core issue was a breakdown in communication – team members were not proactively sharing updates on delays or challenges they encountered.

To address this, I instituted daily 15-minute standup meetings. These sessions provided a platform for everyone to voice concerns and update the team on their progress. We also started tracking tasks in a shared spreadsheet so everyone had more visibility into the project.

Within two weeks, collaboration and communication improved significantly. We renegotiated the timeline with stakeholders, and the project team delivered the web app only 1 week after the original deadline.

The processes we put in place didn’t just help us with this project but also significantly boosted our efficiency on later projects.”

2. Revitalizing a Marketing Campaign

This is how you can describe a time you turned around a marketing campaign:

“In my last marketing role, I was responsible for a campaign promoting a new line of eco-friendly skincare products. Midway through, we found that our engagement metrics were dismal, particularly with our targeted demographic of people aged 20-30.

Upon reviewing our approach, I realized our messaging was too generic and failed to connect with this specific group’s interests and values. I spearheaded a strategy shift, focusing on the environmental benefits and ethical sourcing, aspects we found resonated more with a slightly older demographic, females aged 25-35, who were more invested in sustainable living.

We also pivoted our advertising to platforms popular with this demographic, like eco-conscious lifestyle blogs and organic beauty forums. This shift led to a 40% increase in engagement and contributed greatly to the success of our product launch, exceeding our initial sales targets.”

3. Streamlining Operational Processes

Here’s an example to illustrate how you tackled inefficiencies in operational processes:

“As an operations manager at a mid-sized electronics manufacturer, I noticed our product delivery was consistently delayed.

I identified the root cause as a bottleneck in our supply chain. In particular, a stage where manual data entry from manufacturing to logistics was causing significant hold-ups.

Realizing the need for efficiency, I proposed automating this stage. We collaborated with the IT department and implemented a barcode scanning system that integrated manufacturing output with our logistics database.

This change cut down the processing time by 30%, drastically improving our on-time delivery rate. It not only led to an upswing in customer satisfaction but also streamlined our inventory management, reducing both operational delays and costs.”

4. Resolving Communication Barriers Between Teams

This example demonstrates a solution for inter-departmental communication issues:

“In my previous role, I observed recurring conflicts between the sales and product development teams. These were mainly due to misunderstandings and a lack of clear communication about product updates. This led to promises being made to customers that the product team couldn’t fulfill.

To bridge this gap, I proposed and facilitated a series of joint workshops between the two teams. These sessions focused on aligning the teams’ understanding of product capabilities and timelines. Additionally, I initiated a bi-weekly newsletter and a shared digital workspace where both teams could update each other on developments and feedback.

The result was a significant improvement in inter-team collaboration. The sales team was better informed about product limitations and timelines, leading to more realistic commitments to customers.

Meanwhile, the product team received valuable market feedback directly from the sales team. It helped them tailor developments to customer needs. This collaborative approach not only reduced conflicts but also led to better product-market alignment.”

5. Resolving Customer Complaints and Enhancing Service Quality

This highlights an approach to customer service challenges:

“In my role as a customer service manager, I was faced with increasing customer complaints regarding delayed response times. This issue was affecting customer satisfaction and had the potential to harm our company’s reputation.

I started by analyzing our customer service processes and discovered that our response system was outdated and inefficient. To rectify this, I led the implementation of a new customer relationship management (CRM) system that streamlined our customer service workflow.

This system included automated responses for common queries and a more efficient ticketing process for complex issues. I also organized a series of training sessions for the customer service team to ensure they were well-versed in using the new system and could provide more effective solutions to customers.

Implementing these changes led to a huge reduction in response time and a significant drop in customer complaints. Our team also received positive feedback for improved service quality, which was reflected in our customer satisfaction surveys.”

Tips on Improving Problem-Solving Skills

Problem-solving is a career-long skill, not just needed for some interviews. Whether you’re a newbie or a seasoned pro, honing these skills can make a big difference in how you handle challenges at work.

Understand Before Assuming

Jumping to conclusions can be a trap. When a problem arises, take a step back and get a clear picture of what’s actually going on. This means holding off on assumptions until you’ve gathered all the facts.

Sometimes, the real issue isn’t what it seems at first glance. Doing a bit of digging to understand the root cause can lead you to a more effective solution.

Research and Learn from the Past

History often repeats itself, and this is true for workplace problems, too. When faced with a challenge, look into whether similar issues have popped up before.

How were they handled? What worked and what didn’t? Learning from past experiences, whether your own or someone else’s, can be a goldmine of insights.

Brainstorm With Creative Thinking

When thinking about potential solutions, avoid locking yourself into the first idea that comes to mind. Brainstorming can open up a world of possibilities and creative solutions. Don’t be afraid to think outside the box. Sometimes, the most unconventional ideas turn out to be the best solutions.

Always Have a Plan B

Even the best-laid plans can go awry. That’s why having a contingency plan is a must.

Think about what could go wrong and how to contain any further issues. This doesn’t mean you’re expecting the worst, but rather, you’re prepared to handle it efficiently if it does happen.

Team Decisions and Communication

Solving problems isn’t a solo mission. Make decisions as a team and keep everyone in the loop.

Clear communication is a valuable soft skill that helps everyone understand the plan and their role in it. Plus, this is how you can bring new perspectives and ideas to the table and make your solution even stronger.

Timeframe and Flexibility

Set a timeframe for your action plan, but be flexible. If something isn’t working, be ready to pivot and try a different approach. Sticking rigidly to a plan that’s not delivering results won’t do anyone any favors.

See more interview tips: How To Write A Follow-Up Email After Interview 3 Examples For Thank-You Email After Interview 8 Examples of Challenges You Have Overcome At Work 6 sample answers of accomplishments at work 5 Examples of Problem-Solving in The Workplace How To Ask for Feedback After Job Rejection How to Explain The Reason for Leaving a Job on Applications For Interview Question: What Do You Like To Do For Fun? What Are You Most Passionate About? What Are You Looking For In Your Next Job? Why Are You Interested In This Position? What Accomplishments Are You Most Proud Of?

Frequently Asked Questions

Are problem-solving skills that important.

Absolutely. No matter where you work, there’s always a curveball now and then. Having the knack to quickly think on your feet, break down a problem, and come up with a solution is a game-changer.

How Do I Sell Myself as a Problem Solver?

Storytelling is your best bet here. The trick is to paint a picture where you’re the person who spots the problem and then creatively solves it, not just someone who follows instructions.

How Do I Choose Good Examples for a Job Interview?

Pick examples that show you’re not just a one-trick pony. What I find impressive is when someone can demonstrate their thought process – how they analyzed the issue, got creative with solutions, and then put their plan into action.

What Are the Key Attributes of a Good Problem Solver?

They’re the kind of people who don’t rush to conclusions. Instead, they take their time to understand the problem, explore different angles, and weigh their options.

Adaptability is also key – they can roll with the punches and adjust their plans as needed. And, of course, they’re great at getting their point across, ensuring everyone’s on the same page.

What Are the Major Obstacles to Problem Solving?

From what I’ve seen, the big hurdles are often not having enough info, sticking too rigidly to old mindsets, and letting biases lead the way. It’s easy to get tunnel vision, especially if you’re used to doing things a certain way.

Also, not bringing different perspectives to the table can really limit your options.

As you step into the next interview, remember two key things: confidence and clarity. Trust in your abilities and the experiences you bring to the table. Learn how the above problem-solving examples can paint a vivid picture of your challenge and how you tackled it. Most importantly, let those stories reflect your skills and how you can be an asset to any team.

Christina J. Colclough

Dr Christina J. Colclough is an expert on The Future World of Work and the politics of digital technology advocating globally for the importance of the workers’ voice. She has extensive regional and global labour movement experience, is a sought-after keynote speaker, coach, and strategist advising progressive governments and worker organisations.

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What is Problem Solving? (Steps, Techniques, Examples)

By Status.net Editorial Team on May 7, 2023 — 5 minutes to read

What Is Problem Solving?

Definition and importance.

Problem solving is the process of finding solutions to obstacles or challenges you encounter in your life or work. It is a crucial skill that allows you to tackle complex situations, adapt to changes, and overcome difficulties with ease. Mastering this ability will contribute to both your personal and professional growth, leading to more successful outcomes and better decision-making.

Problem-Solving Steps

The problem-solving process typically includes the following steps:

• Identify the issue : Recognize the problem that needs to be solved.
• Analyze the situation : Examine the issue in depth, gather all relevant information, and consider any limitations or constraints that may be present.
• Generate potential solutions : Brainstorm a list of possible solutions to the issue, without immediately judging or evaluating them.
• Evaluate options : Weigh the pros and cons of each potential solution, considering factors such as feasibility, effectiveness, and potential risks.
• Select the best solution : Choose the option that best addresses the problem and aligns with your objectives.
• Implement the solution : Put the selected solution into action and monitor the results to ensure it resolves the issue.
• Review and learn : Reflect on the problem-solving process, identify any improvements or adjustments that can be made, and apply these learnings to future situations.

Defining the Problem

To start tackling a problem, first, identify and understand it. Analyzing the issue thoroughly helps to clarify its scope and nature. Ask questions to gather information and consider the problem from various angles. Some strategies to define the problem include:

• Brainstorming with others
• Asking the 5 Ws and 1 H (Who, What, When, Where, Why, and How)
• Analyzing cause and effect
• Creating a problem statement

Generating Solutions

Once the problem is clearly understood, brainstorm possible solutions. Think creatively and keep an open mind, as well as considering lessons from past experiences. Consider:

• Creating a list of potential ideas to solve the problem
• Grouping and categorizing similar solutions
• Prioritizing potential solutions based on feasibility, cost, and resources required
• Involving others to share diverse opinions and inputs

Evaluating and Selecting Solutions

Evaluate each potential solution, weighing its pros and cons. To facilitate decision-making, use techniques such as:

• SWOT analysis (Strengths, Weaknesses, Opportunities, Threats)
• Decision-making matrices
• Pros and cons lists
• Risk assessments

After evaluating, choose the most suitable solution based on effectiveness, cost, and time constraints.

Implementing and Monitoring the Solution

Implement the chosen solution and monitor its progress. Key actions include:

• Communicating the solution to relevant parties
• Setting timelines and milestones
• Assigning tasks and responsibilities
• Monitoring the solution and making adjustments as necessary
• Evaluating the effectiveness of the solution after implementation

Utilize feedback from stakeholders and consider potential improvements. Remember that problem-solving is an ongoing process that can always be refined and enhanced.

Problem-Solving Techniques

During each step, you may find it helpful to utilize various problem-solving techniques, such as:

• Brainstorming : A free-flowing, open-minded session where ideas are generated and listed without judgment, to encourage creativity and innovative thinking.
• Root cause analysis : A method that explores the underlying causes of a problem to find the most effective solution rather than addressing superficial symptoms.
• SWOT analysis : A tool used to evaluate the strengths, weaknesses, opportunities, and threats related to a problem or decision, providing a comprehensive view of the situation.
• Mind mapping : A visual technique that uses diagrams to organize and connect ideas, helping to identify patterns, relationships, and possible solutions.

Brainstorming

When facing a problem, start by conducting a brainstorming session. Gather your team and encourage an open discussion where everyone contributes ideas, no matter how outlandish they may seem. This helps you:

• Generate a diverse range of solutions
• Encourage all team members to participate
• Foster creative thinking

When brainstorming, remember to:

• Reserve judgment until the session is over
• Encourage wild ideas
• Combine and improve upon ideas

Root Cause Analysis

For effective problem-solving, identifying the root cause of the issue at hand is crucial. Try these methods:

• 5 Whys : Ask “why” five times to get to the underlying cause.
• Fishbone Diagram : Create a diagram representing the problem and break it down into categories of potential causes.
• Pareto Analysis : Determine the few most significant causes underlying the majority of problems.

SWOT Analysis

SWOT analysis helps you examine the Strengths, Weaknesses, Opportunities, and Threats related to your problem. To perform a SWOT analysis:

• List your problem’s strengths, such as relevant resources or strong partnerships.
• Identify its weaknesses, such as knowledge gaps or limited resources.
• Explore opportunities, like trends or new technologies, that could help solve the problem.
• Recognize potential threats, like competition or regulatory barriers.

SWOT analysis aids in understanding the internal and external factors affecting the problem, which can help guide your solution.

Mind Mapping

A mind map is a visual representation of your problem and potential solutions. It enables you to organize information in a structured and intuitive manner. To create a mind map:

• Write the problem in the center of a blank page.
• Draw branches from the central problem to related sub-problems or contributing factors.
• Add more branches to represent potential solutions or further ideas.

Mind mapping allows you to visually see connections between ideas and promotes creativity in problem-solving.

Examples of Problem Solving in Various Contexts

In the business world, you might encounter problems related to finances, operations, or communication. Applying problem-solving skills in these situations could look like:

• Identifying areas of improvement in your company’s financial performance and implementing cost-saving measures
• Resolving internal conflicts among team members by listening and understanding different perspectives, then proposing and negotiating solutions
• Streamlining a process for better productivity by removing redundancies, automating tasks, or re-allocating resources

In educational contexts, problem-solving can be seen in various aspects, such as:

• Addressing a gap in students’ understanding by employing diverse teaching methods to cater to different learning styles
• Developing a strategy for successful time management to balance academic responsibilities and extracurricular activities
• Seeking resources and support to provide equal opportunities for learners with special needs or disabilities

Everyday life is full of challenges that require problem-solving skills. Some examples include:

• Overcoming a personal obstacle, such as improving your fitness level, by establishing achievable goals, measuring progress, and adjusting your approach accordingly
• Navigating a new environment or city by researching your surroundings, asking for directions, or using technology like GPS to guide you
• Dealing with a sudden change, like a change in your work schedule, by assessing the situation, identifying potential impacts, and adapting your plans to accommodate the change.
• How to Resolve Employee Conflict at Work [Steps, Tips, Examples]
• How to Write Inspiring Core Values? 5 Steps with Examples
• 30 Employee Feedback Examples (Positive & Negative)

How to Solve Problems

To bring the best ideas forward, teams must build psychological safety. by Laura Amico

Teams today aren’t just asked to execute tasks: They’re called upon to solve problems. You’d think that many brains working together would mean better solutions, but the reality is that too often problem-solving teams fall victim to inefficiency, conflict, and cautious conclusions. The two charts below will help your team think about how to collaborate better and come up with the best solutions for the thorniest challenges.

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How to develop a problem-solving mindset

May 14, 2023 Leaders today are confronted with more problems, of greater magnitude, than ever before. In these volatile times, it’s natural to react based on what’s worked best in the past. But when you’re solving the toughest business challenges on an ongoing basis, it’s crucial to start from a place of awareness. “If you are in an uncertain situation, the most important thing you can do is calm down,” says senior partner Aaron De Smet , who coauthored Deliberate Calm  with Jacqueline Brassey  and Michiel Kruyt. “Take a breath. Take stock. ‘Is the thing I’m about to do the right thing to do?’ And in many cases, the answer is no. If you were in a truly uncertain environment, if you’re in new territory, the thing you would normally do might not be the right thing.” Practicing deliberate calm not only prepares you to deal with the toughest problems, but it enhances the quality of your decisions, makes you more productive, and enables you to be a better leader. Check out these insights to learn how to develop a problem-solving mindset—and understand why the solution to any problem starts with you.

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What Are Problem-Solving Skills? Definition and Examples

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Forage puts students first. Our blog articles are written independently by our editorial team. They have not been paid for or sponsored by our partners. See our full  editorial guidelines .

Why do employers hire employees? To help them solve problems. Whether you’re a financial analyst deciding where to invest your firm’s money, or a marketer trying to figure out which channel to direct your efforts, companies hire people to help them find solutions. Problem-solving is an essential and marketable soft skill in the workplace. 

So, how can you improve your problem-solving and show employers you have this valuable skill? In this guide, we’ll cover:

Problem-Solving Skills Definition

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Problem-solving skills are the ability to identify problems, brainstorm and analyze answers, and implement the best solutions. An employee with good problem-solving skills is both a self-starter and a collaborative teammate; they are proactive in understanding the root of a problem and work with others to consider a wide range of solutions before deciding how to move forward. 

Examples of using problem-solving skills in the workplace include:

• Researching patterns to understand why revenue decreased last quarter
• Experimenting with a new marketing channel to increase website sign-ups
• Brainstorming content types to share with potential customers
• Testing calls to action to see which ones drive the most product sales
• Implementing a new workflow to automate a team process and increase productivity

Problem-solving skills are the most sought-after soft skill of 2022. In fact, 86% of employers look for problem-solving skills on student resumes, according to the National Association of Colleges and Employers Job Outlook 2022 survey . 

It’s unsurprising why employers are looking for this skill: companies will always need people to help them find solutions to their problems. Someone proactive and successful at problem-solving is valuable to any team.

“Employers are looking for employees who can make decisions independently, especially with the prevalence of remote/hybrid work and the need to communicate asynchronously,” Eric Mochnacz, senior HR consultant at Red Clover, says. “Employers want to see individuals who can make well-informed decisions that mitigate risk, and they can do so without suffering from analysis paralysis.”

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Problem-solving includes three main parts: identifying the problem, analyzing possible solutions, and deciding on the best course of action.

>>MORE: Discover the right career for you based on your skills with a career aptitude test .

Research is the first step of problem-solving because it helps you understand the context of a problem. Researching a problem enables you to learn why the problem is happening. For example, is revenue down because of a new sales tactic? Or because of seasonality? Is there a problem with who the sales team is reaching out to? 

Research broadens your scope to all possible reasons why the problem could be happening. Then once you figure it out, it helps you narrow your scope to start solving it. 

Analysis is the next step of problem-solving. Now that you’ve identified the problem, analytical skills help you look at what potential solutions there might be.

“The goal of analysis isn’t to solve a problem, actually — it’s to better understand it because that’s where the real solution will be found,” Gretchen Skalka, owner of Career Insights Consulting, says. “Looking at a problem through the lens of impartiality is the only way to get a true understanding of it from all angles.”

Decision-Making

Once you’ve figured out where the problem is coming from and what solutions are, it’s time to decide on the best way to go forth. Decision-making skills help you determine what resources are available, what a feasible action plan entails, and what solution is likely to lead to success.

On a Resume

Employers looking for problem-solving skills might include the word “problem-solving” or other synonyms like “ critical thinking ” or “analytical skills” in the job description.

“I would add ‘buzzwords’ you can find from the job descriptions or LinkedIn endorsements section to filter into your resume to comply with the ATS,” Matthew Warzel, CPRW resume writer, advises. Warzel recommends including these skills on your resume but warns to “leave the soft skills as adjectives in the summary section. That is the only place soft skills should be mentioned.”

On the other hand, you can list hard skills separately in a skills section on your resume .

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In a Cover Letter or an Interview

Explaining your problem-solving skills in an interview can seem daunting. You’re required to expand on your process — how you identified a problem, analyzed potential solutions, and made a choice. As long as you can explain your approach, it’s okay if that solution didn’t come from a professional work experience.

“Young professionals shortchange themselves by thinking only paid-for solutions matter to employers,” Skalka says. “People at the genesis of their careers don’t have a wealth of professional experience to pull from, but they do have relevant experience to share.”

Aaron Case, career counselor and CPRW at Resume Genius, agrees and encourages early professionals to share this skill. “If you don’t have any relevant work experience yet, you can still highlight your problem-solving skills in your cover letter,” he says. “Just showcase examples of problems you solved while completing your degree, working at internships, or volunteering. You can even pull examples from completely unrelated part-time jobs, as long as you make it clear how your problem-solving ability transfers to your new line of work.”

Learn How to Identify Problems

Problem-solving doesn’t just require finding solutions to problems that are already there. It’s also about being proactive when something isn’t working as you hoped it would. Practice questioning and getting curious about processes and activities in your everyday life. What could you improve? What would you do if you had more resources for this process? If you had fewer? Challenge yourself to challenge the world around you.

Think Digitally

“Employers in the modern workplace value digital problem-solving skills, like being able to find a technology solution to a traditional issue,” Case says. “For example, when I first started working as a marketing writer, my department didn’t have the budget to hire a professional voice actor for marketing video voiceovers. But I found a perfect solution to the problem with an AI voiceover service that cost a fraction of the price of an actor.”

Being comfortable with new technology — even ones you haven’t used before — is a valuable skill in an increasingly hybrid and remote world. Don’t be afraid to research new and innovative technologies to help automate processes or find a more efficient technological solution.

Collaborate

Problem-solving isn’t done in a silo, and it shouldn’t be. Use your collaboration skills to gather multiple perspectives, help eliminate bias, and listen to alternative solutions. Ask others where they think the problem is coming from and what solutions would help them with your workflow. From there, try to compromise on a solution that can benefit everyone.

If we’ve learned anything from the past few years, it’s that the world of work is constantly changing — which means it’s crucial to know how to adapt . Be comfortable narrowing down a solution, then changing your direction when a colleague provides a new piece of information. Challenge yourself to get out of your comfort zone, whether with your personal routine or trying a new system at work.

Put Yourself in the Middle of Tough Moments

Just like adapting requires you to challenge your routine and tradition, good problem-solving requires you to put yourself in challenging situations — especially ones where you don’t have relevant experience or expertise to find a solution. Because you won’t know how to tackle the problem, you’ll learn new problem-solving skills and how to navigate new challenges. Ask your manager or a peer if you can help them work on a complicated problem, and be proactive about asking them questions along the way.

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Step 1 of 3

Companies always need people to help them find solutions — especially proactive employees who have practical analytical skills and can collaborate to decide the best way to move forward. Whether or not you have experience solving problems in a professional workplace, illustrate your problem-solving skills by describing your research, analysis, and decision-making process — and make it clear that you’re the solution to the employer’s current problems. 

Image Credit: Christina Morillo / Pexels 

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Your 4-Step Guide to Solving Any Problem at Work—Faster

At my company, we have a special group of individuals known as the “Escalation and Action Team.” They’re dedicated to solving our organization’s most critical problems, and recently, I had to submit an urgent one to them.

What was the issue, you ask? In short, my job is to pull outcome reports for our clients, indicating the prevalence of health risks and behaviors in the population (i.e., high blood pressure, pre-diabetes, sedentary behavior). One report I pulled excluded more than 75% of people who should’ve been in it.

As you can imagine, this wasn’t exactly ideal. I mean, if you ordered a pizza and the box only had two slices when it was delivered, would you just shrug and say “Oh well, better than nothing!”

Just as it’s the restaurant’s responsibility to provide you with the entire pizza you ordered, it’s my job to provide clients with the most detailed and accurate reporting so I can best inform the future of their program and the health of their participants.

The escalation team worked diligently to address the problem and kept me informed the entire way—I’m happy to report that problem’s fixed. And along the way, due to the team’s transparency, I learned a bit more about problem solving techniques .

So, next time you you run up against an obstacle, rather than panicking, try taking the following steps to tackle it.

1. Identify the Problem

I know. You’re looking at me and rolling your eyes. Identify the problem? I already know what it is, you fool. But—do you really?

When defining what’s wrong, you need to break it down and be as specific as possible. Instead of simply saying “This report is wrong,” I needed to provide the team with the following information:

• Why is the report wrong? “It does not have enough people in it.”
• How do you know the report is wrong? “I know that X amount participated, but the results of only 25% of that are showing.”
• When do you need a resolution by? “I need to be able to show the client the accurate data by [date].

As Michael Cooper , an executive business coach says , “A well-defined problem often contains its own solution within it, and that solution is usually quite obvious and straightforward.” According to Cooper, properly explaining an issue is “simple and any difficulty that arises is because it requires patience, repetition, and thorough examination. It is the most important element of critical thinking.”

2. Get to the Bottom of It

A huge part of solving an issue is finding the cause. Why did this happen?

Let’s go back to the pizza scenario quickly. The problem’s been identified: Your pizza arrives and it is missing six out of eight slices. But, why is the box almost empty?

There is a very big difference between “Oops, I accidentally grabbed the wrong box out of the car” and “Sorry, I ate most of your pizza on the drive over here.”

In Scenario A, the problem can be fixed by the delivery person returning to his car and grabbing the correct box. In Scenario B, well, someone needs to make you a whole new pizza or give you back all your money. Or both, actually. (Also, your pizza guy may need his job description read to him again.)

The solution you decide upon depends heavily upon the root of the cause. And while it may be a bit (or very) tedious to find the culprit, it will make finding the solution so much easier. Think about trying to unravel a knot in your headphones—if you keep pulling at the center, it just keeps getting worse and worse. But is you start at the end of the line, you can untangle it much more quickly.

3. Phone a Friend

I really like to figure things out on my own. Google is my best friend (I know, you’re jealous), and I like to dig through files and systems in an effort to find the answer. But, while I do believe you should try to gather as much info yourself before bringing in others, there are limits. There comes a certain point in which you’re just wasting time and running in circles.

Because I can get lost in a black hole of digging, I’ve developed a rule: Search for 30 minutes. If there’s no answer by then, call in the troops. Your colleagues can offer you different perspectives you may not see because you are so in the weeds with the problem. In addition, they may have historical knowledge you don’t have. Maybe this same thing’s arisen before, and they already know the solution. Don’t waste time resolving something that’s already been resolved.

There’s only so much I know about the back end of our reporting system. In fact, I know very little. I didn’t even have insight as to where I could look to find the magical answer. After I tried running the report, I pulled in the experts. Without them, I would still be sitting here with a dud.

Lastly, even if you can solve the problem on your own, you should still alert others to it for a few reasons:

• You don’t want anyone, especially your manager, to be blindsided by any impact it may have.
• Your co-workers can learn from your story.
• Others may have good ideas for how to prevent said problem from happening again.

4. Fix the Problem

Once you determine the steps that need to be taken in order to start fixing the issue, ask the appropriate people for help. Maybe you determine you can do it all yourself. But if you can’t, don’t take it all on as some kind of workplace martyr. For instance, if the solution requires someone to do some coding and that’s completely foreign to you, don’t try to do it . (You can learn how to code another time.)

Make sure that when you’re delegating, you provide all the necessary information: any background details they do not have, the desired outcome, and the specific time frame. Everybody needs to be on the exact same page.

Issues pop up. It’s life. Knowing a few problem solving strategies and how to deal with them will not only do wonders for your stress levels, but also for your career. After all, in a study by Burning Glass Technologies , this skill was listed in the top 10 skills employers search for in the majority of career areas.

Do you have a different approach when something goes wrong at work? Let me know on Twitter !

• Jun 15, 2022

How to Solve Problems at Work: A Step-by-Step Guide

Got 99 problems at work? Here’s how to solve them.

Melina Theodorou

Career and Culture Writer

Reviewed by Chris Leitch

The ability to solve problems effectively is one of the most valuable skills you can have.

Regardless your line of work, you’ve probably been faced with numerous situations, both in your personal and professional life , that required swift action to prevent further escalation of the problem. Whether you have to deal with an ongoing cross-department feud, staff shortages, project delivery delays or dysfunctional equipment, there are always fires that need to be put out at work.

Problem solving is often an intuitive process, but certain problems may require a more tactical and meticulous approach to ensure that they’re resolved successfully. In this article, we’ll walk you through the necessary steps you need to follow to become a better problem-solver at work — and beyond.

Step 1: Define the problem

Before you go into problem-solving mode, you must first establish what the problem is and get a solid understanding of all its components.

Start by answering a few questions, such as:

• Who is involved?
• What exactly happened?
• What caused the situation?
• Where did this problem occur?
• Why did it happen?
• What are the immediate effects of this problem?
• How is this problem affecting others?
• How is this problem affecting workflow?

By tackling some of these questions, you’ll be able to understand the full scale of the problem you’re facing, as well as all the aspects you’ll need to consider before you begin working on a solution.

Step 2: Collect feedback

If the problem at hand involves different people, then it's vital to let them offer their insights, too.

Each person may have a different view of what the problem is and what may be causing it. By allowing others to voice their concerns and share their perspective, you can gain a well-rounded understanding of the issue at hand. That said, to be able to come up with an effective solution, you must separate opinion from fact.

You must also take people’s interests into account. How is this problem affecting them? What solution would benefit them? Using tools such as surveys and hosting discussions could be an effective way to receive honest feedback and suggestions.

Step 3: Identify the source of the issue

Beyond defining the problem that you’re faced with, you may also need to identify the root of the problem. This will guide you towards a solution that not only fixes the problem that lies at the surface but also resolve a far deeper issue that could cause more problems to arise in the future.

Using the information you’ve collected, along with the feedback you received, you’ll be able to determine what may be the underlying cause of the problem you’re facing.

For example, you may be working on a collaborative project with colleagues from different departments and teams. However, you’re facing constant delays due to wires getting constantly crossed.

The apparent problem might be a lack of communication and team effort but, in reality, the source of the issue could be that the team didn’t come up with an action plan and set any clear objectives before embarking on the project. Therefore, to come up with a solution, you must first understand where the problem is stemming from.

Step 4: Brainstorm for solutions

Once you’ve determined what the problem is, it’s time to start brainstorming for ways to resolve it. Depending on the nature of the issue, you could brainstorm independently or have others participate in this process.

At this stage, you’ll need to take into consideration all the information, insights and feedback you have received to come up with appropriate solutions that could address the problem without creating new issues in the process.

Allow your imagination to run wild, and consider options from different angles. That said, give yourself a framework to work with; you’ll need to define what the objectives and desired outcomes of these solutions are, as well as any other considerations and limitations that need to be taken into account. You’ll also need to set a deadline, both for this step and the entire process ahead.

Step 5: Utilize problem-solving techniques

When faced with a problem that needs to be resolved quickly and effectively, there are a few techniques you can integrate within the process, including:

The five whys

Use this method to get to the root cause of a problem. Start by defining the problem and then ask why this is occurring. Your answer must be objective and grounded in fact. Then, ask why again in succession to your first answer. Repeat this process three more times, each time framing your “why” around your latest response.

Six thinking hats

This technique allows you to view the outstanding problem from six different perspectives; by the time you have ‘’tried’’ all the hats, you will have a richer insight into the situation. If you’re working on a problem as a team, each person can ‘’wear’’ a different hat.

The blue hat manages the decision-making process , focusing on summarizing all information. The green hat explores creative ideas and solutions. The red hat prioritizes emotions and feelings. The yellow hat focuses on the positive side of each idea. The white hat represents facts and figures. Finally, the black hat uses criticism to cancel out bad ideas.

Failure mode and effects analysis

With this method, you can identify potential failures and problems within your solution strategy. This could require a deeper analysis as well as previous data to support this process. In the end, you’ll be able to take preventative measures before you implement any solutions.

This technique facilitates discussion among bigger groups, helping them approach a problem in a more relaxed and creative setting. To start, create a space modeled after a café, and then let participants discuss and explore ongoing problems.

Step 6: Evaluate the alternatives

Once the brainstorming stage has been completed, you’ll need to evaluate your ideas, considering their merits and fallbacks.

The alternative you choose needs to meet certain criteria. For example, it needs to be aligned to the objectives and goals you established. Furthermore, you must ensure that everyone involved in this process agrees with the choice. More importantly, you should take the feasibility of this solution into account by considering budget constraints, resources, time, and company policies.

Utilizing SWOT analysis will certainly help here. With it, you can identify the strengths, weaknesses, opportunities and threats attached to each possible solution. Ultimately, this will allow you to select the most appropriate choice.

By measuring these alternatives against these guidelines, you’ll be able to evaluate them individually and determine which one is the wisest choice.

Step 7: Implement the chosen solution

So, you’ve defined the problem, brainstormed a solution, evaluated your options and made your choice on how to address the issue. Now, it’s time to create an implementation strategy and set its wheels in motion.

If you’re working on resolving a problem individually, then you’ll need to determine how to best implement the solution to the problem. Whether it’s a step-by-step action plan, a detailed to-do list or a multitiered scheme, breaking down the process in more digestible sections will help you get started.

Meanwhile, if you’re working as part of a team, tasks will need to be distributed accordingly and allocated to each team member based on their roles. It’s important to check in with others during this stage and ensure that the implementation strategy is going to plan. And in case it isn’t, you’ll need to reconvene accordingly.

Step 8: Monitor progress

Once you have implemented your solution, you’ll need to monitor the progress that is made. This will enable you to identify areas that might need to be adjusted or changed so that you can meet your initial objectives.

If this was a collective effort, then having open channels of communication with the rest of your team will help you gather necessary feedback, too.

Step 9: Document everything

An important step that you should enforce throughout this process is keeping a detailed record of everything. This could include minutes from brainstorming sessions, notes on the initial problem, and plans on the implementation strategy.

By doing so, you’ll be able to preserve everything that was discussed, considered and examined while working towards solving this problem, and it will also help you reevaluate certain decisions and outcomes as you monitor progress.

Key takeaways

When faced with complex situations, you must take the time to create a solution that will address the problem effectively and, hopefully, prevent it from reoccurring.

Use the above steps as a blueprint to guide yourself, and your team, through the problem-solving process. Before you can find a solution, you must first understand the problem in detail and gain insight into why it happened. From there on, you’ll be able to come up with an appropriate strategy that will address the issue at hand.

Got a question or want to share your own tips and thoughts on solving problems at work? Let us know in the comments section below.

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Problem-Solving Skills

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How to solve a workplace problem in 5 steps

Manoush Zomorodi

James Delahoussaye

Sanaz Meshkinpour

Part 1 of the TED Radio Hour e pisode Monday-Friday

Company leaders often advocate for a break-neck pace. But moving fast can cause long-term problems at work. Leadership coach Anne Morriss shares five steps to fix workplace problems.

About Anne Morriss

Anne Morriss is a leadership coach and writer who advises entrepreneurs, companies and governments on strategy, leadership and organizational change. In 2018, she founded The Leadership Consortium, an organization that provides training and teaching materials for executives at several of the best-known companies in the US. Anne is the coauthor of Uncommon Service: How to Win by Putting Customers at the Core of Your Business and Unleashed: The Unapologetic Leader's Guide to Empowering Everyone Around You and Move Fast & Fix Things . She is the co-host of Fixable , a podcast from the TED Audio Collective that helps guest callers solve their workplace problems in 30 minutes or less.

This segment of TED Radio Hour was produced by James Delahoussaye and edited by Sanaz Meshkinpour. You can follow us on Facebook @ TEDRadioHour and email us at [email protected].

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Tackling Workplace Challenges: How to Improve Your Problem-Solving Skills

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Picture this: you’re in the middle of your workday, and suddenly, a problem arises. Maybe it’s a miscommunication between team members, a tight deadline that’s getting closer, or an unhappy customer you need to appease.

Sounds familiar, doesn’t it?

The thing is, facing challenges at work is pretty much inevitable. But what sets successful professionals apart is their knack for tackling these issues head-on with a problem-solving mindset.

You see, being a great problem solver is a game-changer in any work environment. It helps us navigate through obstacles, come up with creative solutions, and turn potential setbacks into opportunities for growth.

In this article, we will dive into some common workplace problems and explore real-life examples of problem-solving scenarios.

We’ll also share practical solutions and strategies that you can use to tackle these challenges, ultimately empowering you to become a more effective problem solver and team player.

Common Workplace Problems Businesses Experience

Before we dive into the nitty-gritty of problem-solving scenarios, let’s take a quick look at some of the most common workplace problems that almost every professional encounters at some point in their career.

By understanding these challenges, we’ll be better equipped to recognize and address them effectively.

Communication breakdowns

Miscommunications and misunderstandings can happen to the best of us. With team members working together, sometimes remotely or across different time zones, it’s not surprising that communication breakdowns can occur. These issues can lead to confusion, missed deadlines, and even strained relationships within the team if left unaddressed.

Some examples of communication breakdowns include:

• Unclear instructions
• Lack of updates on project progress
• Messages lost in a sea of emails

Fostering open communication channels and utilizing collaboration tools can help teams stay connected and informed.

Conflicting priorities and resource allocation

With limited resources and multiple projects competing for attention, it can be challenging to determine which tasks should take precedence. Juggling conflicting priorities and allocating resources efficiently is a common workplace problem that can result in decreased productivity and increased stress if not managed properly.

For example, two high-priority projects might be scheduled simultaneously, leaving team members stretched thin and struggling to meet deadlines. Developing a clear project prioritization framework and regularly reviewing priorities can help teams stay focused and manage their resources effectively.

Employee performance issues

It’s not unusual for team members to face performance-related challenges occasionally. Employee performance issues can affect team productivity and morale, whether it’s due to a lack of skills, motivation, or other factors. Identifying and addressing these concerns early on is crucial for maintaining a high-performing and engaged team.

For instance, employees may struggle to keep up with their workload due to a skills gap or personal issues. Providing coaching, training, and support can help employees overcome performance challenges and contribute positively to the team’s success.

Customer satisfaction challenges

Meeting customer expectations and delivering exceptional service are goals for most organizations. However, addressing customer satisfaction challenges can be tricky, especially when dealing with diverse customer needs, tight deadlines, or limited resources.

Ensuring a customer-centric approach to problem-solving can help overcome these obstacles and keep your customers happy.

For example, a product might not meet customer expectations, resulting in negative feedback and returns. By actively listening to customer concerns, involving them in the solution process, and implementing improvements, organizations can turn customer dissatisfaction into opportunities for growth and enhanced customer loyalty.

Adapting to change

Change is inevitable in the modern workplace, whether due to new technology, evolving market conditions, or organizational restructuring. Adapting to change can be difficult for some team members, leading to resistance or fear of the unknown.

Embracing a flexible mindset and developing strategies to cope with change is essential for maintaining a productive and resilient work environment.

For instance, a company might introduce new software that requires employees to learn new skills, causing anxiety and frustration. By providing training, resources, and support, leaders can help team members adapt to change more effectively and even become champions of new initiatives.

How to Identify Workplace Problems

A problem-free workplace doesn’t exist.

Even if you run a well-oiled machine with many happy employees, it’s still a good idea to proactively search for any problems.

The earlier you can get ahead of issues, the easier it will be to put things right and avoid any breakdowns in productivity. Here’s how you can go about that:

Recognizing the Signs of Potential Issues

Before diving into problem-solving strategies, it’s essential first to identify the workplace problems that need attention.

Look out for signs that could indicate potential issues, such as decreased productivity and efficiency, increased employee turnover or dissatisfaction, frequent miscommunications, and conflicts, or declining customer satisfaction and recurring complaints. These red flags might signal underlying problems that require your attention and resolution.

Proactive Problem Identification Strategies

To stay ahead of potential issues, it’s crucial to adopt a proactive approach to problem identification. Open communication channels with your team members and encourage them to share their concerns, ideas, and feedback.

Regular performance reviews and feedback sessions can also help identify areas for improvement or potential problems before they escalate.

Fostering a culture of transparency and trust within the organization makes it easier for employees to voice their concerns without fear of retribution. Additionally, utilizing data-driven analysis and performance metrics can help you spot trends or anomalies that may indicate underlying problems.

Seeking Input from Various Sources

When identifying workplace problems, gathering input from various sources is crucial to ensure you’re getting a comprehensive and accurate picture of the situation. Employee surveys and suggestion boxes can provide valuable insights into potential issues.

At the same time, team meetings and brainstorming sessions can stimulate open discussions and creative problem-solving.

Cross-departmental collaboration is another effective way to identify potential problems, enabling different teams to share their perspectives and experiences. In some cases, it might be helpful to seek external expert consultations or benchmark against industry standards to gain a broader understanding of potential issues and identify best practices for resolving them.

Problem-Solving Scenario Examples and Solutions

Let’s dive into some real-life problem-solving scenarios, exploring the challenges and their practical solutions. We’ll discuss communication issues, conflicting priorities, employee performance, customer satisfaction, and managing change.

Remember, every situation is unique; these examples are just a starting point to inspire your problem-solving process.

Scenario 1: Resolving communication issues within a team

• Identifying the root causes: Let’s say your team has been missing deadlines and experiencing confusion due to poor communication. The first step is identifying the root causes, such as ineffective communication tools, unclear instructions, or a lack of regular updates.
• Implementing effective communication strategies: Implement strategies to improve communication. For example, consider adopting collaboration tools like Slack or Microsoft Teams to streamline communication, establish clear channels for updates, and create guidelines for concise and transparent instructions.
• Encouraging a culture of openness and feedback: Cultivate a team culture that values openness and feedback. Encourage team members to voice concerns, ask questions, and share ideas. Regularly hold check-ins and retrospectives to discuss communication challenges and opportunities for improvement.

Scenario 2: Balancing conflicting priorities and resource constraints

• Evaluating project requirements and resources: In this scenario, you’re juggling two high-priority projects with limited resources. Start by evaluating each project’s requirements, resources, and potential impact on the organization.
• Prioritization techniques and delegation: Use prioritization techniques like the Eisenhower Matrix or MoSCoW method to rank tasks and allocate resources accordingly. Delegate tasks efficiently by matching team members’ skills and expertise with project requirements.
• Continuous monitoring and adjustment: Regularly monitor project progress and adjust priorities and resources as needed. Keep stakeholders informed about changes and maintain open lines of communication to ensure alignment and avoid surprises.

Scenario 3: Addressing employee performance concerns

• Identifying performance gaps: When an employee’s performance is below expectations, identify the specific areas that need improvement. Is it a skills gap, lack of motivation, or external factors like personal issues?
• Providing constructive feedback and support: Provide clear, constructive feedback to the employee, highlighting areas for improvement and offering support, such as training, coaching, or mentorship.
• Developing performance improvement plans: Collaborate with the employee to develop a performance improvement plan , outlining specific goals, timelines, and resources. Regularly review progress and adjust the plan as needed.

Scenario 4: Improving customer satisfaction

• Analyzing customer feedback and pain points: In this scenario, customers are dissatisfied with a product, resulting in negative feedback and returns. Analyze customer feedback to identify common pain points and areas for improvement.
• Implementing customer-centric solutions: Work with your team to develop and implement solutions that address customer concerns, such as enhancing product features or improving customer support.
• Monitoring progress and iterating for success: Regularly monitor customer satisfaction levels and gather feedback to assess the effectiveness of your solutions. Iterate and improve as needed to ensure continuous progress toward higher customer satisfaction.

Scenario 5: Managing change and uncertainty

• Assessing the impact of change on the organization: When faced with change, such as the introduction of new software, assess the potential impact on the organization, including the benefits, challenges, and required resources.
• Developing a change management plan: Create a comprehensive change management plan that includes communication strategies, training, and support resources to help team members adapt to the change.
• Fostering resilience and adaptability among team members: Encourage a culture of resilience and adaptability by providing ongoing support, celebrating small wins, and recognizing the efforts of team members who embrace and champion the change.

Scenario 6: Navigating team conflicts

• Identifying the sources of conflict: When conflicts arise within a team, it’s crucial to identify the underlying issues, such as personality clashes, competing interests, or poor communication.
• Facilitating open discussions and mediation: Arrange a meeting with the involved parties to discuss the conflict openly and objectively. Consider using a neutral third party to mediate the conversation, ensuring everyone’s perspective is heard and understood.
• Developing and implementing conflict resolution strategies: Work together to develop strategies for resolving the conflict, such as setting clear expectations, improving communication, or redefining roles and responsibilities. Monitor progress and adjust strategies as needed to ensure long-term resolution.

Scenario 7: Overcoming deadline pressure and time management challenges

• Assessing project progress and priorities: If a team is struggling to meet deadlines, assess project progress and review priorities. Identify tasks that are behind schedule, and determine if any can be reprioritized or delegated.
• Implementing time management techniques: Encourage the team to adopt effective time management techniques, such as the Pomodoro Technique or time blocking, to maximize productivity and stay focused on tasks.
• Adjusting project scope and resources as needed: In some cases, it may be necessary to adjust the project scope or allocate additional resources to ensure successful completion. Communicate any changes to stakeholders and maintain transparency throughout the process.

Scenario 8: Tackling low employee morale and engagement

• Identifying the causes of low morale: When faced with low employee morale, it’s essential to identify the contributing factors, such as lack of recognition, insufficient growth opportunities, or unrealistic expectations.
• Implementing targeted initiatives to boost morale: Develop and implement initiatives to address these factors, such as offering regular feedback and recognition, providing professional development opportunities, or reassessing workload and expectations.
• Monitoring and adjusting efforts to improve engagement: Regularly monitor employee morale and engagement through surveys or informal conversations. Adjust your initiatives to ensure continuous improvement and maintain a positive work environment.

Developing Problem-Solving Skills in the Workplace

As we’ve seen, problem-solving is a crucial skill for navigating the myriad challenges that can arise in the workplace. To become effective problem solvers, you must develop hard and soft skills that will allow you to tackle issues head-on and find the best solutions.

Let’s dive into these skills and discuss how to cultivate them in the workplace.

Soft Skills

Soft skills are non-technical, interpersonal abilities that help you interact effectively with others, navigate social situations, and perform well in the workplace. They are often referred to as “people skills” or “emotional intelligence” because they involve understanding and managing emotions and building relationships with colleagues, clients, and stakeholders.

Soft skills are typically learned through life experiences and personal development rather than formal education or training.

Examples of soft skills include:

• Critical thinking: Critical thinking is the ability to analyze a situation objectively, considering all relevant information before making a decision. To develop this skill, practice asking open-ended questions, challenging assumptions, and considering multiple perspectives when approaching a problem.
• Effective communication: Strong communication skills are vital for problem-solving, as they enable you to express your ideas clearly and listen actively to others. To improve your communication skills, focus on being concise, empathetic, and open to feedback. Remember that nonverbal communication, such as body language and tone, can be just as important as the words you choose.
• Collaboration and teamwork: Problem-solving often requires collaboration, as multiple minds can bring diverse perspectives and fresh ideas to the table. Foster a sense of teamwork by being open to others’ input, sharing knowledge, and recognizing the contributions of your colleagues.
• Emotional intelligence: The ability to recognize and manage your emotions, as well as empathize with others, can significantly impact your problem-solving abilities. To cultivate emotional intelligence, practice self-awareness, self-regulation, and empathy when dealing with challenges or conflicts.
• Adaptability and resilience: In a constantly changing work environment, the ability to adapt and bounce back from setbacks is essential. Develop your adaptability and resilience by embracing change, learning from failure, and maintaining a growth mindset.

Hard Skills

Hard skills, on the other hand, are specific, teachable abilities that can be acquired through formal education, training, or on-the-job experience. These skills are typically technical, industry-specific, or job-related and can be easily quantified and measured.

Hard skills are often necessary for performing specific tasks or operating specialized tools and equipment.

Examples of hard skills include:

• Project management: Effective problem-solving often involves managing resources, timelines, and tasks. Improve your project management skills by learning popular methodologies (e.g., Agile, Scrum, or Waterfall), setting clear goals, and monitoring progress.
• Data analysis and interpretation: Many problems require data analysis to identify trends, patterns, or insights that inform decision-making. Strengthen your data analysis skills by familiarizing yourself with relevant tools and software, such as Excel or Tableau, and practicing critical thinking when interpreting results.
• Technical proficiency: Depending on your industry, various technical skills may be crucial for problem-solving. Stay current with your field’s latest tools, technologies, and best practices by participating in workshops, online courses, or industry events.
• Decision-making: Strong decision-making skills are vital for problem-solving, as they enable you to evaluate options and choose the best course of action. Develop your decision-making abilities by learning about decision-making models (e.g., SWOT analysis, cost-benefit analysis, or decision trees) and applying them in real-life situations.

Both types of skills—soft and hard—play a crucial role in achieving success in the workplace, as they work together to create a well-rounded and highly effective employee. When combined, these skills enable individuals to excel in their roles and contribute significantly to their organization’s performance and productivity.

Boosting Your Problem-Solving Skills in the Workplace

Boosting your problem-solving skills in the workplace is essential for success, personal growth, and increased productivity.

To effectively improve these skills, consider the following strategies:

• Cultivate a growth mindset by embracing challenges as learning opportunities, being open to feedback, and believing in your ability to develop and improve.
• Enhance critical thinking and creativity by objectively analyzing information, considering multiple perspectives, and brainstorming innovative solutions.
• Develop effective communication skills, including active listening and clear articulation of your thoughts, to facilitate collaboration and problem-solving.
• Foster empathy and emotional intelligence to understand others’ emotions, perspectives, and needs, which can help you devise better solutions.
• Learn from experienced colleagues, study successful problem-solving strategies, and participate in professional development courses or workshops to gain new insights and techniques.
• Adopt a systematic approach to problem-solving by defining the problem, gathering and analyzing relevant information, generating and evaluating potential solutions, and implementing the chosen solution while monitoring its effectiveness.
• Stay organized and manage your time effectively by prioritizing tasks based on urgency and importance and breaking complex problems into smaller, more manageable parts.
• Embrace change, be resilient and adaptable, and learn from failures and setbacks to stay flexible and open to new ideas.

By dedicating time and effort to improving these aspects of your problem-solving skills, you can become a more effective problem-solver, contributing positively to your workplace and enhancing your career prospects.

Problems in the workplace will continuously develop and evolve over time if left unaddressed. Proactively dealing with these issues is the most effective method to ensure a positive and productive work environment.

By honing your problem-solving skills, embracing a growth mindset, and fostering open communication, you can tackle challenges head-on and prevent minor issues from escalating into significant obstacles.

Remember, staying proactive, adaptable, and continuously refining your problem-solving strategies is crucial for professional success and personal growth in the ever-changing world of work.

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26 Expert-Backed Problem Solving Examples – Interview Answers

Published: February 13, 2023

Interview Questions and Answers

Actionable advice from real experts:

Biron Clark

Former Recruiter

Contributor

Dr. Kyle Elliott

Career Coach

Hayley Jukes

Editor-in-Chief

Biron Clark , Former Recruiter

Kyle Elliott , Career Coach

Hayley Jukes , Editor

As a recruiter , I know employers like to hire people who can solve problems and work well under pressure.

 A job rarely goes 100% according to plan, so hiring managers are more likely to hire you if you seem like you can handle unexpected challenges while staying calm and logical.

But how do they measure this?

Hiring managers will ask you interview questions about your problem-solving skills, and they might also look for examples of problem-solving on your resume and cover letter. 

In this article, I’m going to share a list of problem-solving examples and sample interview answers to questions like, “Give an example of a time you used logic to solve a problem?” and “Describe a time when you had to solve a problem without managerial input. How did you handle it, and what was the result?”

• Problem-solving involves identifying, prioritizing, analyzing, and solving problems using a variety of skills like critical thinking, creativity, decision making, and communication.
• Describe the Situation, Task, Action, and Result ( STAR method ) when discussing your problem-solving experiences.
• Tailor your interview answer with the specific skills and qualifications outlined in the job description.
• Provide numerical data or metrics to demonstrate the tangible impact of your problem-solving efforts.

What are Problem Solving Skills? 

Problem-solving is the ability to identify a problem, prioritize based on gravity and urgency, analyze the root cause, gather relevant information, develop and evaluate viable solutions, decide on the most effective and logical solution, and plan and execute implementation. 

Problem-solving encompasses other skills that can be showcased in an interview response and your resume. Problem-solving skills examples include:

• Critical thinking
• Analytical skills
• Decision making
• Research skills
• Technical skills
• Communication skills
• Adaptability and flexibility

Why is Problem Solving Important in the Workplace?

Problem-solving is essential in the workplace because it directly impacts productivity and efficiency. Whenever you encounter a problem, tackling it head-on prevents minor issues from escalating into bigger ones that could disrupt the entire workflow. 

Beyond maintaining smooth operations, your ability to solve problems fosters innovation. It encourages you to think creatively, finding better ways to achieve goals, which keeps the business competitive and pushes the boundaries of what you can achieve. 

Effective problem-solving also contributes to a healthier work environment; it reduces stress by providing clear strategies for overcoming obstacles and builds confidence within teams. 

Examples of Problem-Solving in the Workplace

• Correcting a mistake at work, whether it was made by you or someone else
• Overcoming a delay at work through problem solving and communication
• Resolving an issue with a difficult or upset customer
• Overcoming issues related to a limited budget, and still delivering good work through the use of creative problem solving
• Overcoming a scheduling/staffing shortage in the department to still deliver excellent work
• Troubleshooting and resolving technical issues
• Handling and resolving a conflict with a coworker
• Solving any problems related to money, customer billing, accounting and bookkeeping, etc.
• Taking initiative when another team member overlooked or missed something important
• Taking initiative to meet with your superior to discuss a problem before it became potentially worse
• Solving a safety issue at work or reporting the issue to those who could solve it
• Using problem solving abilities to reduce/eliminate a company expense
• Finding a way to make the company more profitable through new service or product offerings, new pricing ideas, promotion and sale ideas, etc.
• Changing how a process, team, or task is organized to make it more efficient
• Using creative thinking to come up with a solution that the company hasn’t used before
• Performing research to collect data and information to find a new solution to a problem
• Boosting a company or team’s performance by improving some aspect of communication among employees
• Finding a new piece of data that can guide a company’s decisions or strategy better in a certain area

Problem-Solving Examples for Recent Grads/Entry-Level Job Seekers

• Coordinating work between team members in a class project
• Reassigning a missing team member’s work to other group members in a class project
• Adjusting your workflow on a project to accommodate a tight deadline
• Speaking to your professor to get help when you were struggling or unsure about a project
• Asking classmates, peers, or professors for help in an area of struggle
• Talking to your academic advisor to brainstorm solutions to a problem you were facing
• Researching solutions to an academic problem online, via Google or other methods
• Using problem solving and creative thinking to obtain an internship or other work opportunity during school after struggling at first

How To Answer “Tell Us About a Problem You Solved”

When you answer interview questions about problem-solving scenarios, or if you decide to demonstrate your problem-solving skills in a cover letter (which is a good idea any time the job description mentions problem-solving as a necessary skill), I recommend using the STAR method.

STAR stands for:

It’s a simple way of walking the listener or reader through the story in a way that will make sense to them. 

Start by briefly describing the general situation and the task at hand. After this, describe the course of action you chose and why. Ideally, show that you evaluated all the information you could given the time you had, and made a decision based on logic and fact. Finally, describe the positive result you achieved.

Note: Our sample answers below are structured following the STAR formula. Be sure to check them out!

EXPERT ADVICE

Dr. Kyle Elliott , MPA, CHES Tech & Interview Career Coach caffeinatedkyle.com

How can I communicate complex problem-solving experiences clearly and succinctly?

Before answering any interview question, it’s important to understand why the interviewer is asking the question in the first place.

When it comes to questions about your complex problem-solving experiences, for example, the interviewer likely wants to know about your leadership acumen, collaboration abilities, and communication skills, not the problem itself.

Therefore, your answer should be focused on highlighting how you excelled in each of these areas, not diving into the weeds of the problem itself, which is a common mistake less-experienced interviewees often make.

Tailoring Your Answer Based on the Skills Mentioned in the Job Description

As a recruiter, one of the top tips I can give you when responding to the prompt “Tell us about a problem you solved,” is to tailor your answer to the specific skills and qualifications outlined in the job description. 

Once you’ve pinpointed the skills and key competencies the employer is seeking, craft your response to highlight experiences where you successfully utilized or developed those particular abilities. 

For instance, if the job requires strong leadership skills, focus on a problem-solving scenario where you took charge and effectively guided a team toward resolution. 

By aligning your answer with the desired skills outlined in the job description, you demonstrate your suitability for the role and show the employer that you understand their needs.

Amanda Augustine expands on this by saying:

“Showcase the specific skills you used to solve the problem. Did it require critical thinking, analytical abilities, or strong collaboration? Highlight the relevant skills the employer is seeking.”  

Interview Answers to “Tell Me About a Time You Solved a Problem”

Now, let’s look at some sample interview answers to, “Give me an example of a time you used logic to solve a problem,” or “Tell me about a time you solved a problem,” since you’re likely to hear different versions of this interview question in all sorts of industries.

The example interview responses are structured using the STAR method and are categorized into the top 5 key problem-solving skills recruiters look for in a candidate.

1. Analytical Thinking

Situation: In my previous role as a data analyst , our team encountered a significant drop in website traffic.

Task: I was tasked with identifying the root cause of the decrease.

Action: I conducted a thorough analysis of website metrics, including traffic sources, user demographics, and page performance. Through my analysis, I discovered a technical issue with our website’s loading speed, causing users to bounce. 

Result: By optimizing server response time, compressing images, and minimizing redirects, we saw a 20% increase in traffic within two weeks.

2. Critical Thinking

Situation: During a project deadline crunch, our team encountered a major technical issue that threatened to derail our progress.

Task: My task was to assess the situation and devise a solution quickly.

Action: I immediately convened a meeting with the team to brainstorm potential solutions. Instead of panicking, I encouraged everyone to think outside the box and consider unconventional approaches. We analyzed the problem from different angles and weighed the pros and cons of each solution.

Result: By devising a workaround solution, we were able to meet the project deadline, avoiding potential delays that could have cost the company $100,000 in penalties for missing contractual obligations.

3. Decision Making

Situation: As a project manager , I was faced with a dilemma when two key team members had conflicting opinions on the project direction.

Task: My task was to make a decisive choice that would align with the project goals and maintain team cohesion.

Action: I scheduled a meeting with both team members to understand their perspectives in detail. I listened actively, asked probing questions, and encouraged open dialogue. After carefully weighing the pros and cons of each approach, I made a decision that incorporated elements from both viewpoints.

Result: The decision I made not only resolved the immediate conflict but also led to a stronger sense of collaboration within the team. By valuing input from all team members and making a well-informed decision, we were able to achieve our project objectives efficiently.

4. Communication (Teamwork)

Situation: During a cross-functional project, miscommunication between departments was causing delays and misunderstandings.

Task: My task was to improve communication channels and foster better teamwork among team members.

Action: I initiated regular cross-departmental meetings to ensure that everyone was on the same page regarding project goals and timelines. I also implemented a centralized communication platform where team members could share updates, ask questions, and collaborate more effectively.

Result: Streamlining workflows and improving communication channels led to a 30% reduction in project completion time, saving the company $25,000 in operational costs.

5. Persistence 

Situation: During a challenging sales quarter, I encountered numerous rejections and setbacks while trying to close a major client deal.

Task: My task was to persistently pursue the client and overcome obstacles to secure the deal.

Action: I maintained regular communication with the client, addressing their concerns and demonstrating the value proposition of our product. Despite facing multiple rejections, I remained persistent and resilient, adjusting my approach based on feedback and market dynamics.

Result: After months of perseverance, I successfully closed the deal with the client. By closing the major client deal, I exceeded quarterly sales targets by 25%, resulting in a revenue increase of $250,000 for the company.

Tips to Improve Your Problem-Solving Skills

Throughout your career, being able to showcase and effectively communicate your problem-solving skills gives you more leverage in achieving better jobs and earning more money .

So to improve your problem-solving skills, I recommend always analyzing a problem and situation before acting.

 When discussing problem-solving with employers, you never want to sound like you rush or make impulsive decisions. They want to see fact-based or data-based decisions when you solve problems.

Don’t just say you’re good at solving problems. Show it with specifics. How much did you boost efficiency? Did you save the company money? Adding numbers can really make your achievements stand out.

To get better at solving problems, analyze the outcomes of past solutions you came up with. You can recognize what works and what doesn’t.

Think about how you can improve researching and analyzing a situation, how you can get better at communicating, and deciding on the right people in the organization to talk to and “pull in” to help you if needed, etc.

Finally, practice staying calm even in stressful situations. Take a few minutes to walk outside if needed. Step away from your phone and computer to clear your head. A work problem is rarely so urgent that you cannot take five minutes to think (with the possible exception of safety problems), and you’ll get better outcomes if you solve problems by acting logically instead of rushing to react in a panic.

You can use all of the ideas above to describe your problem-solving skills when asked interview questions about the topic. If you say that you do the things above, employers will be impressed when they assess your problem-solving ability.

More Interview Resources

• 3 Answers to “How Do You Handle Stress?”
• How to Answer “How Do You Handle Conflict?” (Interview Question)
• Sample Answers to “Tell Me About a Time You Failed”

About the Author

Biron Clark is a former executive recruiter who has worked individually with hundreds of job seekers, reviewed thousands of resumes and LinkedIn profiles, and recruited for top venture-backed startups and Fortune 500 companies. He has been advising job seekers since 2012 to think differently in their job search and land high-paying, competitive positions. Follow on Twitter and LinkedIn .

Read more articles by Biron Clark

About the Contributor

Kyle Elliott , career coach and mental health advocate, transforms his side hustle into a notable practice, aiding Silicon Valley professionals in maximizing potential. Follow Kyle on LinkedIn .

About the Editor

Hayley Jukes is the Editor-in-Chief at CareerSidekick with five years of experience creating engaging articles, books, and transcripts for diverse platforms and audiences.

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19 Ways to Improve Your Problem Solving Skills at Work

This article discusses step-by-step ways to improve your problem solving skills at work.

Topics addressed include breaking down a problem to understand it better, digging a little deeper to find out what caused the problem, and ascertaining how widespread the problem is including how many people are affected.

Other steps outlined consist of figuring out potential solutions then narrowing down to select the best possible option under the circumstances.

Once a problem has been figured out, dealt with or resolved, additional processes entail monitoring the progress of the solution and proactively taking action to prevent future problems.

Towards the tail end of problem solving is taking in the lessons learned and helping others who might be facing similar problems which we have overcome.

You can quickly skim all the 19 tips on handling problems on the table of contents below and then click on any tip to read further details. Please enjoy reading. Thank you.

TABLE OF CONTENTS

• Defining the problem
• Finding out what caused the problem/Conducting research
• Analyzing the impact of the problem
• Brainstorming possible solutions
• Evaluating alternatives/solutions
• Choosing the best option
• Developing an action plan/Execution strategy
• Implementing the solution/Taking action
• Monitoring progress
• Evaluating the results
• If the solution does not work
• Problem solving mistakes
• Ways to increase your problem solving skills
• Challenges and obstacles in problem solving
• Causes of problems at work
• Problem solving skills
• Learning from others who have solved similar problems
• Examples of problems at work
• Best practices for problem solving

1. Defining the problem

Why is the problem a problem? The first step in problem solving is to begin by describing, explaining or outlining the problem.

In its simplest form, a problem is an issue that is out of alignment and requires to be attended to, fixed or corrected to enable desired outcomes to be achieved.

There could be a temptation to quickly jump into figuring out solutions however, if the problem is not well understood, the solutions might not be effective and valuable time and effort could have been wasted.

Write down the problem based on your own understanding. This helps in zooming into or focusing on a specific issue. Similar to how a camera zooms on to an image before taking a picture. If the focus is blurry, the image won’t be clear.

Alternatively, think of it as identifying the starting line in a race, once you have figured out the beginning point (the problem), you set the stage for figuring out the skills, information, knowledge or resources required to get to the finishing line (the solution).

2. Finding out what caused the problem/Conducting research

What caused the problem? Once you have clearly defined the current problem, the next step is to dig a little deeper to find out the root cause or background of the problem.

Some questions to ask include the following:

• When and where did the difficulty, obstacle or complication occur?
• Why did the problem happen?
• How did it happen?
• What led to the problem?
• Was it caused by one thing or many things?
• What information is missing?
• Where can you find more information?
• What could have prevented the problem?
• What is known about similar problems?
• What solutions have been tried before?

3. Analyzing the impact of the problem

Who or what is affected by the problem? Determine how widespread the problem is.

• Is it affecting one person or many? – How is it affecting them?
• How long has the problem been going on?
• Are there any trends?
• Is this a re-occurring problem or a completely new one?
• What would happen if the problem is not resolved?

Talk to different people to get first-hand accounts of the impact of the problem. Establish if it is severe or manageable.

4. Brainstorming possible solutions

What are the potential solutions? Identify possible solutions through brainstorming.

When brainstorming, state the problem, and then request everyone to independently write down their own individual answers.

Afterwards list down all the answers proposed and invite others to further build upon and refine the suggested solutions or propose additional solutions.

For a brainstorming session to be successful, the problem needs to be clearly defined, enough time needs to be scheduled, participants should take time to think through the problem and generate solutions, and solutions should not be judged during the brainstorming.

In addition, use a good facilitator to listen attentively to participants, encourage input by all and drive the discussion.

5. Evaluating alternatives/solutions

How do you select the best alternative? Once a good number of options have been gathered, the next step is to go through the alternatives and narrow down the ones that are most viable.

It is also possible that the top choices would be a merger between one or more other alternatives.

Identify the advantages and disadvantages of the top choices.

In addition, take a step back and write down the desired results, when they should be achieved as well as how the results will be measured i.e. what is expected after the problem has been eliminated or handled – imagine how it would be like when the problem is solved.

Analyze how best the top choices would lead to the desired results.

6. Choosing the best option

Will this solution solve the problem? The last step in brainstorming is deciding the best solution among the top alternatives available.

This step could be one of the most difficult and overwhelming and could trigger hesitation because of fear of making the wrong decision.

There could be a tendency to want to continue digging further to come up with more information or more alternatives.

Additionally, choosing an alternative could entail making compromises and some parties would have to make concessions therefore, there is a possibility that not everyone would be happy with the final solution.

However, at some point the decision making process will have to come to an end. Following your gut instinct and seeking advice from others can help in deciding.

You can also take a break to clear your head, relax and then make the decision with a clear mind and be able to easily explain that – “this solution is the best one because …”

Taking a poll is similarly a simple way to determine the solution that should be implemented for bigger problems.

7. Developing an action plan/Execution strategy

How will you prepare to act on the solution? Write down the final solution and come up with a plan of action for implementing it.

Break down the solution into smaller manageable steps.

The number of steps would typically vary in proportion to the complexity of a problem where generally the more complex the problem the more steps would be required to address it and vice versa.

Outline the actions that need to be done, determine who needs to do what, how much time is available, establish timelines, deadlines and gauges or ways to show if the results are being achieved.

Think about possible unexpected emergencies and risks then highlight a plan for addressing them.

8. Implementing the solution/Taking action

How will you put the solution to work? Here is where the actual work gets done. Keep the desired results or end-goal firmly in your mind then proceed to work on one step at a time.

If working with others, share the plan for solving the problem. Provide training if needed on how to accomplish the desired objectives, assemble and distribute needed resources and be available to answer clarifying questions that come up.

As you work, periodically check your progress against the action plan to ensure that you are making strides in the right direction.

When you often or regularly work on implementing different solutions, you are likely to discover better, simpler and efficient ways of solving problems.

For example, if tackling a problem for the first time takes x hours, after handling the same problem many times you are likely to fine tune your methods resulting in less time to solve a problem and more improvements and efficiencies . Better yet, you can even train others on your breakthroughs.

9. Monitoring progress

Is the problem getting corrected? Track the progress to see if the solution is working. Take a pulse check to get insight and feedback.

Under ideal circumstances, if the solution is the right one, the problem should be gradually dissipating the more the solution is implemented.

Generally, there would be a need to make tweaks here and there to either address issues that arise or to ensure that the solution has the best chance of succeeding.

Regularly check to see what is going well and what isn’t and make adjustments in good time.

If there are significant deviations from the anticipated, expected or projected outcome, find out what is causing this.

Some questions to ask when monitoring the progress of problem solving consist of:

• How much progress has been made so far?
• What amount of work is remaining?
• Does everyone know what they are supposed to be doing?
• Are we within schedule?
• Are we within budget?
• Have we met initial milestones or targets?
• What challenges have we encountered so far?
• What recommended changes are needed at this point?
• What are the next milestones?

10. Evaluating the results

Was the problem fixed? At the end of the problem solving process, it is helpful to find out if the solution was successful.

A few questions that you can ask when evaluating results include the following:

• Did we resolve the problem within our earlier planned schedule, timeline or deadline?
• Did we eliminate the problem within budget?
• Is the problem fully resolved?
• Is there anything that has not been completed?
• Are there any lessons learned?

Conclude by documenting the results. Some items to document include the date when the problem was fixed, who ascertained that the problem was resolved and how the problem was handled or resolved.

11. If the solution does not work

The problem was not fixed, now what? The simple reality is that some solutions work and others don’t.

Some solutions can address part of a problem and conversely some solutions can even magnify the problem or reveal an even bigger problem.

When a solution does not work out as expected, of course time and resources would have gone down the drain, nonetheless, go back to the drawing board and figure out another solution.

Other remedies could consist of more time needed to allow a solution to work, more resources required, more funds or more expertise.

It is also important to analyze why the original solution did not work out to not only learn from mistakes but also to prevent repeating the same errors.

12. Problem solving mistakes

Below are examples of problem solving mistakes:

• Refusing to admit or acknowledge that a problem exists.
• Looking for quick fixes.
• Thinking that there won’t be any problems.
• Fixing symptoms instead of the root cause.
• Focusing on putting out small fires instead of addressing the big picture problem.
• Rushing to solve a problem before understanding it.
• Fearing to share out of the box ideas during brainstorming.
• Risk of group think during brainstorming or conforming to what everyone else is suggesting.
• Not having an open mind during brainstorming.
• Poor facilitation in brainstorming sessions.
• Solving the wrong problem.
• Looking for someone to blame or pointing fingers.
• Not listening or not seeking feedback or solutions from others.
• Thinking that you should have all the answers.
• Solutions that are not clearly defined.
• Lack of clear communication.
• Assuming that people already know what to do.
• Failing to give credit to staff who have fixed problems.
• Fear of making the wrong decision.
• Wrong assumptions.
• Getting scared or panicking when a problem arises.
• Procrastinating to make a decision or choose among alternatives.
• Refusing to acknowledge when a solution is not working.
• Doing nothing when a problem arises.
• Taking a long time before attending to a problem.
• Not being flexible or adaptable when assumptions and conditions change.

13. Ways to increase your problem solving skills

I believe that one good way of improving your problem solving skills in the office is to work on solving many problems.

You can do this by volunteering to participate in brainstorming groups or sessions and offering your input and ideas as well as listening to contributions from your colleagues.

Aim to actively work on implementing solutions to flex and stretch your problem solving muscles.

Over time, you can recognize trends or patterns in solving problems and also increase your capacity to tolerate ambiguity and unknowns at the beginning of a problem solving process.

Other ways of increasing problem solving skills include the following:

• Observing how others solve problems.
• Reading about problem solving techniques.
• Practicing different problem solving methods.
• Undergoing training on problem solving.
• Challenging yourself to be a good problem solver and be comfortable making decisions.
• Working on unrelated fields, assignments and different departments to cross learn new transferable subjects, skills, methods etc.
• Playing games that help in stimulating problem solving abilities such as solving puzzles and playing chess.
• Improving your research skills.

14. Challenges and obstacles in problem solving

Reasons why problems might not be solved include:

• Ignoring or avoiding the problem.
• Thinking that problem solving process takes too much time or effort.
• Not having the authority to decide which solution should be implemented.
• Procrastinating or inertia to resolve a problem because it could take a long time to figure out solutions especially for complex problems.
• Thinking that the problem is more difficult than it really is.
• Thinking that you have to figure it all out on your own.
• Not asking for help.
• Unwilling to take other people’s inputs.
• Fear that implementation could be difficult.
• Fear of failure.
• Resource constraints; insufficient resources such as manpower and finances to properly address large scope problems.
• Too many problems or difficulty prioritizing problems.
• Resistance to change or new ways of doing things.
• Not following through on solutions after the brainstorming stage.
• Giving up too quickly when it takes long to solve a problem.
• Not measuring progress.
• Changing external factors causing the need to rethink or revise solutions.
• Inexperience handling and solving problems.
• Not wanting to deal with uncertainty.

15. Causes of problems at work

Workplace problems can be caused by issues such as micromanagement, lack of accountability, difficult work environment, too much red tape, lack of advancement opportunities and lack of recognition.

Other causes of problems in the office include: poor communication, undefined processes or procedures, lack of resources, financial difficulties, not being properly trained, boredom, lack of motivation and stress at work.

Additional factors are heavy workloads, poor performance, lack of planning, unclear expectations, poor customer service, strained working relationships, poor management, staff turnover, burnout and poor job fit.

16. Problem solving skills

Skills that can aid in improving problem solving include:

Decision making skills – useful especially in choosing between alternatives, identifying the best solution and being able to explain why the chosen solution is the best one under the circumstances.

Communication skills – helps in firstly letting others know that there is a problem then secondly in outlining how the problem will be corrected, thirdly in assigning responsibilities and explaining to others what they should be doing and fourthly in letting others know that the problem has been resolved.

Risk taking – ability to identify the pros and cons of an alternative and then arming yourself with enough information to carry out the plan of action.

Prioritization – when faced with many problems at work and being able to identify the most urgent and important problem that should be fixed.

Flexibility – conditions and situations change all the time therefore, willingness to re-analyze plans and assumptions and re-calibrate them as needed is essential.

Other helpful traits consist of willingness to receive feedback , determination and perseverance to see things through, patience, connecting the dots or figuring out the relationship between things and tolerance for uncertainty.

17. Learning from others who have solved similar problems

It is possible that this is not the first time a problem has been encountered, others within the organization or elsewhere might have encountered similar problems and successfully solved them.

A similar problem could have been previously resolved by a coworker, a manager, someone from a different department or office, a consultant, a researcher etc.

Learning from others helps to save time and boost confidence in problem solving.

It is especially important to have documented problem solving procedures for critical problems that have occurred in the past. This acts as a form of knowledge library that is stored within the organization and can be transferred from one person to another.

18. Examples of problems at work

Typical problems faced at the workplace include the following:

• Lack of communication.
• Lack of resources.
• Missed deadlines.
• Not meeting goals.
• Difficulties getting along with others.
• Conflicts between employees .
• Poor leadership .
• Financial problems.
• Cost overruns.
• Bad customer service.
• Over promising or over committing.
• External challenges and threats.
• Difficult co-workers.
• Lack of teamwork.
• Poor attitude.
• Disconnect between supervisors and subordinates.
• Unhappy clients.
• Insufficient or lack of feedback.
• Job stress.
• Difficult customers.
• Low morale.
• Lack of appreciation or recognition.
• Poor work environment.
• Inefficient or obsolete systems.
• Duplication of efforts.
• Inadequate training.

Example of a problem: A simple example of a problem at the workplace is – “Failing to reach the branch office’s sales goals for the year?”

Questions to ask and analyze when diagnosing and resolving this problem can consist of the following:

• What was the annual sales goal?
• What percentage of the goal did we achieve?
• What was the gap?
• How were we supposed to reach the goal?
• Did we break down the goal into smaller achievable tasks or milestones?
• What processes or steps did we plan for reaching the goals?
• What action did we implement?
• Who was responsible for what?
• What internal and/or external challenges did we encounter?
• What systems or methods did we implement to monitor progress towards the goal?
• Why didn’t we reach the goal?
• When did we realize we wouldn’t reach the goal?
• What are the consequences for not meeting the goal?
• How can we correct the situation?
• How much time do we have to fix the problem?
• How can we prevent the problem from happening again?
• What can we learn from our mistakes?
• Have we met the sales goals in the past?
• Have other branch offices met their annual sales goals?
• How did others achieve their goals?
• What can we learn from others?

19. Best practices for problem solving

Problem solving is an ongoing learning process. Whereas problems cannot be entirely eliminated at work, you can take proactive steps to improve the organizational knowledge and capacity for handling problems.

Below are some ways that can help you to be better equipped to handle new and old problems when they arise in the workplace:

• Working collaboratively with others to solve problems.
• Documenting solutions to known or resolved problems; saving steps learned in resolving past issues.
• Constantly refining problem solving methods as new and old problems are resolved.
• Preparing and utilizing checklists for various work processes.
• Writing and implementing standard operating procedures and policies.
• Using handbooks, guidelines, manuals and flowcharts.
• Adopting quality control procedures at critical stages.
• Regularly doing projections or forecasting and assessing progress against initial plans.
• Learning from mistakes.
• Regular staff training.
• Conducting risk analysis and creating back up or contingency plans.
• Using audits to ensure that laid down procedures are being adhered to and finding out if there are any compliance problems.
• Regularly reviewing job performance through observation, reports, check-in meetings etc.
• Using timelines and deadlines.
• Generating insights from data collection.
• Implementing stronger monitoring systems.
• Encouraging a culture of ongoing process improvements.
• Taking initiative to resolve problems.
• Speaking up or voicing concerns early on when problems are detected.
• Aiming for good and regular communication across the organization.
• Listening to employees’ feedback.
• Encouraging suggestions for process improvements.
• Clear goal setting including long-term and short-term planning and goals.
• Adopting better technology and systems.
• Using external experts where needed such as consultants.
• Keeping track and staying up to date with external forces and changes such as changing customer preferences, economic conditions, government regulation, competition, technological advancements, political changes etc.
• Encouraging inter-departmental cross sharing of tips and tricks in addressing challenges.
• Evaluating results regularly.

Problem solving entails making corrections and improvements when things don’t go as expected.

Some problems can be fixed in a short amount of time while others take longer to be resolved.

At a minimum, when faced with a problem take some time to figure out what the real problem is, what caused the problem and find out potential alternatives to address the problem.

Afterwards select the best possible solution, devise a plan for carrying out the solution then implement it. Finalize by monitoring your progress and evaluating whether the problem has been resolved.

Additional Resources on Ways to Improve Your Problem Solving Skills at Work Seven Steps for Effective Problem Solving in the Workplace How to Improve Your Problem-Solving Skills 9 Ways to Improve Your Problem-Solving Skills 6 Effective Ways to Enhance Your Problem Solving Skills 5 Ways To Improve Your Problem Solving Skills How to Improve Problem Solving Skills Seven techniques for boosting independent problem solving skills in the workplace How to Improve Your Problem-Solving Skills with These 8 Science-Backed Techniques   Summary Article Name 19 Ways to Improve Your Problem Solving Skills at Work Description Learn step-by-step ways to improve your problem solving skills at work including examples of problems at work, defining the problem, evaluating solutions and best practices in problem solving. Author Duncan Muguku Publisher Name ThriveYard Blog Categories

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