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Achala Dahal/Anita Poudel Nepal Administrative Staff College. Problem Solving and Decision Making Skills. Session Outline. Problem / Problem Solving Decision / Decision Making Decision making process Ethical decision making Styles / Models of Decision Making Decision making tools
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Achala Dahal/Anita Poudel Nepal Administrative Staff College Problem Solving and Decision Making Skills
Session Outline • Problem / Problem Solving • Decision / Decision Making • Decision making process • Ethical decision making • Styles / Models of Decision Making • Decision making tools • Traps in Decision Making
Problem “In a day, when you don’t come across any problems- you can be sure that you are traveling in a wrong path.” • Swami Vivekananda A problem is a situation or a state of affairs that causes difficulties for people. It is also a gap between a current and a desired state. The gap may be viewed as the difference between 'what is' and 'what should be' or 'where we are' and 'where we want to be'.
Triple Constraint Principle • Something is a problem if: • It makes you LATE • It increases COST • It degrades PERFORMANCE
Problem Solving If a problem is a gap between two states, then problem solving is 'the process of closing that gap, i.e. changing the current state into the desired one.'
Problem Seen Un Seen ANALYSE
A decision is one when there are different things you can do and you pick one of them.
Forethought • Some are easy like… • Some are difficult like…
How a decision matters ? Cable Car Rope way
Decision matters Organization Team Relation Individual as a officer…
“A Decision is a Judgment.” • Peter Drucker • INTUITION (Gut Feeling – past experience and personal values) • REASONING/JUDGEMENT (Facts and Figures)
Decision making • Combination of mental, physical and behavioral processes related to: • Rationale • Resources • Results • Resolution
Decision-Making Process • The process of recognizing and defining the nature of a decision situation, identifying alternatives, choosing the “best” alternative, and putting it into practice. • For us, of course it is optimization of service delivery time, resources and many more. • Officers make decisions about both problems and opportunities.
Decisions in Planning • What are the organization’s long term goals? • What strategies best achieve these objectives? • What should the organization’s short term objectives be? • How difficult should individual goals be?
Decisions in Organizing • How many employees should I have report directly to me? • How much centralization should there be in the organization? • How should jobs be designed? • When should the organization implement a different structure?
Decisions in Leading • How do I handle employees who appear to be low in motivation? • What is the most effective leadership style in a given situation? • How will a specific change affect worker productivity? • When is the right time to stimulate conflict?
Decisions in Controlling • What activities in the organization need to be controlled? • How should those activities be controlled? • When is a performance deviation significant? • What type of management information system should the organization have?
“ I am not a product of my circumstances, I am a product of my Decisions” – Stephen Covey
What best decision maker do ? - HBR review • They are very clear about the end goal; • They think in terms of options or alternatives, often out of box; • They seek diverse inputs and look from different angles
Obama’s way of decision making • "You're never 100 percent certain that the course of action you're choosing is going to work. What you can have confidence in is that the probability of it working is higher than the other options available to you. But that still leaves some uncertainty, which I think can be stressful, and that's part of the reason why it's so important to be willing to constantly reevaluate decisions based on new information.”- Barack Obama • Obama makes decisions slowly, and with head, not gut Source: WashingtonPost.com/ Politics 2009
Decision Making • Environment • Decision Making Tools • Decision Making Realities • Authorities in Decision Making • Influencing Factors in Decision Making • 6Cs
DecisionMaking Realities • Everybody has their own unique set of values: what they believe to be important. The decisions that you make will, ultimately, be based on your values. That means that the decision that is right for you may not be right for someone else.
Ethical Decision Making • An ethical dilemma is one in which a person has to choose between two options, both of which are morally correct but in conflict. • Ethical Dilemma_(360p).mp4
Any ethical dilemma situation you have encountered in your professional life ?
Ethical Framework for Decision Making- Dr. David Messek Five Sources of Ethical Standards for Decision Making The Utilitarian Approach The ethical action is the one that will produce the greatest balance of benefits over harms. The Rights ApproachThe ethical action is the one that most dutifully respects the rights of all affected. The Fairness or Justice ApproachThe ethical action is the one that treats people equally, or if unequally, that treats people proportionately and fairly. The Common Good ApproachThe ethical action is the one that contributes most to the achievement of a quality common life together. Virtue Approach The ethical action is the one that embodies the habits and values of humans at their best.
How good is my decision making skills ? Self assessment !!!!
Factors influencing decision making. • Cognitive and personal biases • Emotional bias • Skills and competencies • Situational factors • Instrumental factors • Integrity and ethics • Powers • Political • Legal, Social, Technological • Administrative • Muscle, Money…
What leads to effective decision-making ? • Adequate Training: Do I have the necessary training to assume the increased risk level and resolve the situation? Am I physically and mentally capable? • Level of Experience: Do I possess the experience necessary to address the problem, or do I need to call for a supervisor? • Proper Equipment: Do you have the proper equipment for risk level involved? • Gut Feeling: What does your gut feeling tell you? You have a sixth sense that the decision you’re about to make is not a well-thought as you would like.
Six Cs of Decision making • Construct: A clear picture of precisely what must be decided • Compile: A list of requirements that must be met • Collect: Information on alternatives that meet the requirements • Compare: Alternatives that meet the requirements • Consider: The “what might go wrong” factor with each alternative • Commit: To a decision and follow through with it.
Decision making Styles/approaches Authoritarian Democratic Laissez-faire Which style or approach suits you ?
Approaches/Styles to Decision Making • No one style appropriate for all situations. • Occasions when one style rather than any other is more likely to produce better quality decisions implemented with greater success. • Each style has a probability of getting results depending on the maturity of followers and the situation. • Need to adopt a flexible approach by varying style in response to the nature of the decision and the context in which it is made and ultimately implemented.
Decision making tools • Problem Restatement technique • SWOT analysis/ PEST analysis / Stakeholder analysis / Spoiler analysis • Pareto principle: 80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort • Brainstorming/ Delphi Technique / Nominal Group Technique • Cause and effect • Cost benefit analysis • Six thinking Hat
