Steps for Problem Solving

1. Steps for Problem Solving

2. Overview • What are the six steps of problem solving? • What are common group problems? • What are common indicators of group problems? Chapter 6, Lesson 2

3. Group Discussion Imagine that you are already late for an important appointment some distance away. You get into your car, but it will not start. What is the first thing you do? How would you solve this problem? Get into your groups and discuss this problem. What would you do collectively as a group in this situation. Come up with your best plan to solve this problem. Chapter 6, Lesson 2

4. Six Steps for Problem Solving • Recognize the problem • Gather data • List possible solutions • Test possible solutions • Select the best solution • Implement the solution Chapter 6, Lesson 2 Photo courtesy of Clipart.com

5. Car Will Not Start • Recognize the problem (Find Root Cause) • Car won’t start • Gather data (Look in many locations – find facts) • What would be the data? • Doesn’t turn over • Turns over but won’t start – No spark • Starter spins but won’t turn motor over • What other data? Chapter 6, Lesson 2

6. Car wont start – Troubleshooting • List possible solutions (Brainstorming, Prioritizing) • What are the possible solutions? • Batteries is dead • Out of gas • Coil pack is bad – No spark • Starters bad • What other solutions? Chapter 6, Lesson 2

7. Car wont start – Troubleshooting • Test possible solutions • Find another battery to try • Check gas gauge – add gas • Get a coil pack and try it out • Get a new starter Chapter 6, Lesson 2

8. Car wont start – Troubleshooting • Select the best solution • Might be kind of obvious • Others might not be so obvious • Implement the solution • Replace the battery and your back on the road • May have to readdress later • Replaced the battery but it’s dead again in a week • Now what? Chapter 6, Lesson 2

9. Recognize the Problem • First off - recognize and define the problem • Find the root cause of the problem • A deeper issue that underlies group problems and conflicts • May have to troubleshoot to get at the root cause • Troubleshooting means taking apart a problem and determining what makes it happen • Once you know the cause, you can begin to find a solution Chapter 6, Lesson 2 Graphic courtesy of Clipart.com

10. Gather Data • You must gather as much information as you can • About the problem and about possible solutions • Search all available sources • Talk to people – conduct interviews • Search the internet, library, etc… • You might bring team members together to discuss their views of the problem Chapter 6, Lesson 2 Photo courtesy of Clipart.com

11. List Possible Solutions • Brainstorming is an effective technique to use at this stage of the group problem-solving process • Members will feel a part of the solution to a problem if they help create it • The key here —and the key to all group problems—is communication Chapter 6, Lesson 2 Photo courtesy of Clipart.com

12. List Possible Solutions • As you build possible solutions, prioritize and specify as you go • Prioritizing is putting ideas in order from most to least important, significant, or effective • Specifying is assigning clear, concrete values to proposed ideas Chapter 6, Lesson 2

13. Test Possible Solutions • You can test solutions “offline”—outside of real-world activity, such as in a laboratory or a focus group • Or you can test solutions in actual practice • Seniors leading Team building • Will this work? Chapter 6, Lesson 2 Photo courtesy of Clipart.com

14. Select the Best Solution • Narrow the list • Pick the best solution to try • Might involve procedural change, creating a rule of order, or stating a new team policy • More likely to gain acceptance if you discuss it with the team beforehand • Once you get agreement, put it into action • Everyone should know what’s happening and why Chapter 6, Lesson 2

15. Implement the Solution • Communicate with your team Implementing Might requires sensitive, one-on-one conversations • The conversations should be objective, straightforward, and professional in tone and content • Let members know that improving the team’s performance and results are serious issues Chapter 6, Lesson 2

16. Implement the Solution • Two things good leaders do as they implement solutions are monitoring and adjusting as they go • Monitoring is measuring whether or not a solution is truly working • Adjusting is making changes as needed in the solution to improve its effectiveness • When putting a solution into practice, a leader must avoid the ownership trap • The ownership trap is the tendency of leaders to invest too much in a solution at the expense of its effectiveness Chapter 6, Lesson 2

17. Implementing the Solution Don’t own a solution so much that you can’t adjust when the situation calls for it! Chapter 6, Lesson 2 Photo courtesy of Clipart.com Photo courtesy of Clipart.com

18. Your Turn to Solve a Problem • Team 1 – PROBLEM: Cadets do not wear their uniform on uniform days. • Team 2 – PROBLEM: 30% of cadets cannot pass the PFT • Team 3 – PROBLEM: Cadets who drop the program do not turn-in uniforms before they drop • Team 4 – PROBLEM: 30% of our cadets drop after the 1st semester • Team 5 – PROBLEM: Cadets in the senior class do not know what to do at the beginning of the year. They have a tendency to flounder and wander and don’t really know their job responsibilities. • Recognize the problem – what exactly is the problem? • Gather data – where would you gather the data? • List possible solutions – list as many as possible • Test possible solutions - how would you test them? • Select the best solution – why did you select this solution? • Implement the solution – how might you implement the solution? Chapter 6, Lesson 2

19. Common Group Problems • All groups have problems of one kind or another • Problems eat up a leader’s time and energy • Good leaders get ahead of the curve by anticipating • Anticipatinga problem is thinking about what could happen and preparing for issues before they arise Chapter 6, Lesson 2

20. Common Group Problems • Types of groups or teams that seem to attract problems most often: • the mismatched team • the out-of-control team • the bickering team • the stalled team • the leaderless team Chapter 6, Lesson 2

21. Common Group Problems • Types of groups or teams that seem to attract problems most often: • the mismatched team • Too many personality differences • the out-of-control team • Tries to do too much. Goes above and beyond • the bickering team • Teams can’t agree on anything Chapter 6, Lesson 2

22. Common Group Problems • Types of groups or teams that seem to attract problems most often (continued): • the stalled team • Starts too slow, becomes less effective • the leaderless team • Going in different directions. • The ship without a rudder Chapter 6, Lesson 2

23. Common Indicators of Group Problems • Continually missing deadlines • Producing poor work • Frequently being absent without an excuse • Overcelebrating small achievements unrelated to the team goals Chapter 6, Lesson 2 Graphic courtesy of Clipart.com

24. Common Indicators of Group Problems • Speaking rudely or bluntly to each other • Criticizing fellow team members to outsiders • Pursuing individual goals at the expense of team objectives • Constantly involving the leader in putting out fires and petty issues Chapter 6, Lesson 2

25. Common Indicators of Group Problems • Asking others to do their work • Failing to contribute to meetings • Playing the “blame game” when things don’t go according to plan • Taking individual credit for group successes or others’ accomplishments Chapter 6, Lesson 2

26. Effect of Problems on Team Morale • Petty issues drain the leader’s energy • Affect group’s performance and results but also its morale • The effects of low morale can be slow, subtle, and devastating to the group’s success Chapter 6, Lesson 2

27. Review • What do good leaders do to get ahead of the curve when it comes to encountering problems? • They anticipate the bigger problems • Why is it that leaders should not really be involved with solving petty disagreements and minor problems? • Solving petty problems puts constant drain on a leader’s energy • These problems can affect not only the group’s performance and results but also … • its morale Chapter 6, Lesson 2

28. Review • A significant, deeper issue that underlies group problems and conflicts • A root cause • Taking apart a problem and determining what makes it happen? • Troubleshooting • An effective technique to use at the “list possible solutions” stage of the group problem-solving process • Brainstorming Chapter 6, Lesson 2

29. Review • Once you’ve narrowed the list of possible solutions what do you do next? • You need to pick the best one to put into practice • What do you call it when youmeasure whether or not a solution is truly working? • Monitoring • What might be a result of the Monitoring Process? • Adjusting or making changes as needed in the solution to improve its effectiveness • What do you call it when a leader gets too involved with solving the problem that he or she will not allow changes to the solution? • The Ownership trap Chapter 6, Lesson 2

30. Review • Name some of the types of groups that seem to attract the most problems? • Stalled Team • Bickering Team • Leaderless Team • Mismatched • Out-of-control Team Chapter 6, Lesson 2

31. Review • What are some common signs of troubled relationships among team members? • Continually missing deadlines. • Producing poor work. • Frequently being absent without an excuse. • Over celebrating small achievements unrelated to the team goals. • Speaking rudely or bluntly to each other. • Criticizing fellow team members to outsiders. • Pursuing individual goals over group goals • Playing the blame game Chapter 6, Lesson 2

32. Review • What are the six steps for problem solving: • Recognize the problem • Gather data • List possible solutions • Test possible solutions • Select the best solution • Implement the solution Chapter 6, Lesson 2

33. Summary • What are common group problems? • What are common indicators of group problems? • What are the six steps of problem solving? Chapter 6, Lesson 2

34. Next • Done—steps for problem solving • Next—building consensus Chapter 6, Lesson 2 Photo courtesy of Clipart.com