Problem Solving: From Identifying the Issue to Sustaining Results

In today’s fast-changing world, one skill consistently separates high performers from the rest: problem solving. Whether you’re a business leader facing operational bottlenecks, a student tackling a tricky assignment, or a professional navigating workplace challenges, your ability to analyze, adapt, and resolve problems can define your success.

What Is Problem Solving?

At its core, problem solving is the process of identifying an issue, analyzing its root cause, and developing effective solutions. It’s not just about fixing what’s broken—it’s about preventing recurrence and building stronger systems.

Think of problem solving as a structured approach that transforms uncertainty into clarity and confusion into action.

According to the American Society for Quality (ASQ), successful problem solving depends on correctly identifying the cause so the best solution can be applied for lasting results (ASQ, n.d.). Problems may range from small, repetitive issues within a single workgroup to major incidents that impact an entire organization.

Quality tools such as root cause analysis (RCA) or the fishbone diagram are often used to diagnose and resolve problems.

Why Problem Solving Matters

1. Drives progress – Without solving problems, businesses and individuals stay stuck.

2. Encourages innovation – Challenges spark creative thinking and lead to new ideas.

3. Builds resilience – Each solved problem strengthens your ability to handle future ones.

4. Improves efficiency – The right solutions eliminate waste, reduce errors, and save time.

The Four-Step Problem-Solving Process

Step 1 – Define the Problem

The first step is to state the problem clearly and factually, separating evidence from opinion. A well-defined problem ensures teams focus on causes rather than symptoms. This stage involves:

• Involving all relevant stakeholders and subject matter experts

• Collecting and analyzing both qualitative and quantitative data

• Going to the Gemba (the actual place where work happens) to observe current processes

• Asking descriptive questions like:

  • What happened?

  • Where was it detected?

  • When does it occur?

  • How many products or processes are affected?

  • Who detected it?

  • Why is it a problem at a high level?

By answering these questions, organizations build a clear, shared understanding of the issue.

Step 2 – Diagnose the Root Cause

A root cause is the fundamental factor that triggers a chain of events leading to a problem. If the root cause isn’t identified, any fix will only be temporary. RCA techniques, such as the 5 Whys or fishbone diagrams, help uncover deeper issues—often related to systems, training, or policies.

Key questions to ask during this phase include:

• Why does this issue occur? (repeated at least five times)

• What other potential causes were considered and ruled out?

• How was the identified cause verified?

Addressing the root cause or causes is essential to prevent recurrence of the problem in the future.

Step 3 – Identify and Implement a Solution

Once the root cause is clear, the next step is to develop potential solutions. It’s critical to generate multiple alternatives before selecting one, as the first idea isn’t always the best. Techniques like brainstorming, decision matrices, or hybrid approaches can lead to stronger solutions.

When selecting the best solution, consider:

• Effectiveness (Will it solve the problem?)

• Feasibility (Can it be realistically implemented?)

• Alignment (Does it fit with organizational goals and constraints?)

• Acceptance (Will stakeholders support it?)

A well-defined Implementation that details who will do what, by when, and how progress will be monitored is critical to success. Leadership also plays a crucial role in managing the changes introduced by these solutions.

Step 4 – Sustain the Results

Problem solving doesn’t end with implementation. Sustaining results means monitoring outcomes, adjusting as needed, and standardizing successful changes so the problem doesn’t reappear.

If the solution doesn’t meet expectations, teams must revisit earlier steps—checking whether the wrong cause was addressed, the plan was poorly executed, or the chosen solution wasn’t robust.

Sustaining success involves:

• Documenting new procedures for training and consistency

• Sharing results and benefits to encourage adoption

• Recognizing contributors to strengthen engagement

• Applying lessons learned to other processes across the organization

Ultimately, problem solving is most effective when it becomes part of the organization’s culture of continuous improvement.

Common Pitfalls to Avoid

• Jumping to solutions without fully understanding the problem

• Ignoring data and relying only on assumptions

• Focusing on symptoms instead of root causes

• Failing to follow up after implementation

  
  

Final Thoughts

Problem solving is not about having all the answers—it’s about asking the right questions, staying curious, and taking a structured approach. The best problem solvers don’t just fix what’s broken; they create systems that prevent issues from resurfacing.

So the next time you face a challenge, pause and apply a methodical approach. You’ll not only resolve the issue at hand but also strengthen your problem-solving muscle for the future.

Citation: American Society for Quality (ASQ). What is Problem Solving? Retrieved from https://asq.org/quality-resources/problem-solving