When we are confronted with a problem during our busy workdays, our gut reactions often kick in, and all the knowledge we have about how we ought to solve problems - the processes, the problem definition, the structured approach - are forgotten.
 
So, what are the processes that we can use to better solve problems, and how can we learn to remember to use them?
 
The first step in solving a problem is, logically, to be sure about what the problem really is. Often when we hit a problem, it is just the external sign or the effect of the problem and not the real problem. So, in order to solve the real problem (hopefully once and for all) we have to define and name the real problem statement. To do that, we may need to dig deeper, finding out more about the situation and the background. We can use what the journalists are taught when writing an article: ask the questions: What, where, how, who, when and why. This gives us the change to step back from the situation and analyse the problem objectively. For example, I may start by defining my problem as deciding whether to take a new job. Once I start analyzing the problem, I may end up realizing that the real problem to decide on is whether to move company or whether to review my career within the same company.
 
The second step is to dig down to find out the real reasons for the problem. Here again, we should be asking questions. Specifically, the question "WHY?" If you ask the question "Why" five times, each time going deeper in understanding, you will most likely hit the "Root Cause" of the problem. It is the Root Cause that we need to solve in order to solve the problem. Otherwise, it is like putting a plaster on a wound instead of healing the wound and the cause of the wound.
 
One fun and efficient method for analyzing a problem and finding solutions is The Six Thinking Hats as defined by Edward De Bono. This method plays on the fact that most people will consistently approach a problem in a particular way, with a specific mindset. Some people always see the positive side of a situation, some, the negative or risky elements of a situation. Some people are very creative and naturally think out of the box, and some approach a problem with numbers and facts. The Six Thinking Hats method allows for all these approaches, and makes sure that each person approaches a problem from all these perspectives, one at a time. This ensures that we have to consider all points of view and allows for a more balanced approach to a problem and the solutions. To read more about this methodology you can go to www.debonothinkingsystems.com/tools/6hats.htm.
 
Once we have analysed the problem and know what the Root Cause or Causes are, we can start to solve the problem. Unless there is a single clear solution, we should define several solutions, then work through the advantages and disadvantages of each solution, and finally choose the solution that best fits.
 
There are many other methods that can be used to find solutions to a problem. Most of them rely on Brainstorming. The easiest methods structure the brainstorming sessions in order to get the best ideas in the shortest period of time. Some common methods are the "Cause and Effect" or "Fishbone" diagram; the SWOT (Strengths, Weaknesses, Opportunities, Threats) Diagram and the "Force Field Analysis" Diagram. Again, you can get more information on the internet about these various techniques. Most importantly is to be creative, think laterally as much as you can, and do not accept the first solution that comes to mind.
 
Once you have a list of possible solutions, the next step is to evaluate each of the solutions. Does the solution solve the whole problem? Does the solution create a secondary problem? Are there any disadvantages with the solution, and can we avoid these? What are the risks involved in the solution, and can we accept the risks? Once all these questions have been answered for each of the solutions, we start to have a clearer idea of the solution or solutions that can be applied. The next step is to apply the solution and then assess the results.
 
In summary, the process to solve problems is:
 
1. Define the "real" problem - ask questions: What, Where, How, Who, When and Why
2. Define the real reasons for the problem - the Root Cause. Ask the 5 "Why"s
3. Brainstorm solutions
4. Evaluate the solutions and choose the one(s) that fit the best
5. Apply the solution(s)
6. Assess the results
 
The steps sound easy. However, the difficulty is in applying them consistently to solving our personal and professional problems. So how can you get into the habit?
 
I suggest that you sit down and make a list of all the problems that you currently have, that need a solution. These can be personal or professional. It can be whether to look for a new job or where to go on holiday.  Once you have the list, then follow the process step by step for each of the problems, involving the people who need to be involved, and explaining the process that you are following. Hang the list up where you can see it daily, and get into the habit of adding any new problems at the bottom of the list, and crossing off the solved problems as you go along. Very soon, you will be in the habit of working through the process.