Try “why” to define the problem.
Throughout my work with teams and groups, I am always amazed by the inordinate amount of time spent discussing — or arguing — how to resolve a situation without clear understanding of the problem to be resolved and agreed-upon criteria to evaluate potential solutions.
— Brian King, P.Eng, PMP, PMI Global Registered Education Provider, PMI SeminarsWorld® leader, president of Millennium 3 Inc. Training and Consulting.
When problems arise in projects, many individuals and teams spend time describing the merits of their position or proposed solution compared to the proposals of others. And typically, at the end of this process, team members just vote on what they think is the best solution.
The following scenario shows how this common approach to problem solving can play out in a family setting.
A family agrees to take a holiday. All are excited by the idea and commence shouting out their positions on how to spend the holiday. Ideas range from sports and outdoor recreation, to visiting friends or an amusement park, to relaxing at home. Robust discussion takes place. However, as time passes, family members become upset — they feel that no one is listening to them. As a result, they avoid deciding on how to spend the holiday, or the major power and influencer simply dictates where the family will go, and what they will do on vacation.
Try “why” to define the problem.
The first step to resolve a problem is to define the problem. And to define the problem, first ask why: Why is there a problem? Why do we want to enact a solution—to solve what issue? This may feel like a process run backwards—asking why to answer what — but it is a powerful and effective technique.
If you and your team members have the courage to keep asking why, the inquiry will lead to the real problem definition — or the realization that there is problem — and to criteria that you can use to evaluate solutions.
In the example above, if family members first asked why do we need a vacation, their answers would expose issues such as the need to relax, to go somewhere new or different, to enjoy new foods, to escape a cold or hot climate. Through these issues, the problem would become clear.
For the family in our example, how to spend vacation would not be the problem. The exposed issues would be the problem, and taking a vacation would be one potential solution.
To try the “why technique” on your team, for each issue or cause keep asking why. Your result will be a list that expands at first and eventually reveals a few clear root cause statements as clarity and grouping occurs.
A follow-up tip for team members will discuss the criteria for successful problem solving.
Thanks to Brian R. King, P.Eng, PMP, for contributing this tip for teams. Mr. King welcomes your questions or comments on this tip. He is the instructor of the SeminarsWorld® course Teams and Teambuilding: 'Dancing with a Bear'.