types of analytical and problem solving tools

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Nine essential problem solving tools: The ultimate guide to finding a solution

October 26, 2023 by MindManager Blog

Problem solving may unfold differently depending on the industry, or even the department you work in. However, most agree that before you can fix any issue, you need to be clear on what it is, why it’s happening, and what your ideal long-term solution will achieve.

Understanding both the nature and the cause of a problem is the only way to figure out which actions will help you resolve it.

Given that most problem-solving processes are part inspiration and part perspiration, you’ll be more successful if you can reach for a problem solving tool that facilitates collaboration, encourages creative thinking, and makes it easier to implement the fix you devise.

The problem solving tools include three unique categories: problem solving diagrams, problem solving mind maps, and problem solving software solutions.

They include:

Fishbone diagrams
Strategy maps
Mental maps
Concept maps
Layered process audit software
Charting software
MindManager

In this article, we’ve put together a roundup of versatile problem solving tools and software to help you and your team map out and repair workplace issues as efficiently as possible.

Let’s get started!

Problem solving diagrams

Mapping your way out of a problem is the simplest way to see where you are, and where you need to end up.

Not only do visual problem maps let you plot the most efficient route from Point A (dysfunctional situation) to Point B (flawless process), problem mapping diagrams make it easier to see:

The root cause of a dilemma.
The steps, resources, and personnel associated with each possible solution.
The least time-consuming, most cost-effective options.

A visual problem solving process help to solidify understanding. Furthermore, it’s a great way for you and your team to transform abstract ideas into a practical, reconstructive plan.

Here are three examples of common problem mapping diagrams you can try with your team:

1. Fishbone diagrams

Fishbone diagrams are a common problem solving tool so-named because, once complete, they resemble the skeleton of a fish.

With the possible root causes of an issue (the ribs) branching off from either side of a spine line attached to the head (the problem), dynamic fishbone diagrams let you:

Lay out a related set of possible reasons for an existing problem
Investigate each possibility by breaking it out into sub-causes
See how contributing factors relate to one another

Fishbone diagrams are also known as cause and effect or Ishikawa diagrams.

2. Flowcharts

A flowchart is an easy-to-understand diagram with a variety of applications. But you can use it to outline and examine how the steps of a flawed process connect.

Made up of a few simple symbols linked with arrows indicating workflow direction, flowcharts clearly illustrate what happens at each stage of a process – and how each event impacts other events and decisions.

3. Strategy maps

Frequently used as a strategic planning tool, strategy maps also work well as problem mapping diagrams. Based on a hierarchal system, thoughts and ideas can be arranged on a single page to flesh out a potential resolution.

Once you’ve got a few tactics you feel are worth exploring as possible ways to overcome a challenge, a strategy map will help you establish the best route to your problem-solving goal.

Problem solving mind maps

Problem solving mind maps are especially valuable in visualization. Because they facilitate the brainstorming process that plays a key role in both root cause analysis and the identification of potential solutions, they help make problems more solvable.

Mind maps are diagrams that represent your thinking. Since many people struggle taking or working with hand-written or typed notes, mind maps were designed to let you lay out and structure your thoughts visually so you can play with ideas, concepts, and solutions the same way your brain does.

By starting with a single notion that branches out into greater detail, problem solving mind maps make it easy to:

Explain unfamiliar problems or processes in less time
Share and elaborate on novel ideas
Achieve better group comprehension that can lead to more effective solutions

Mind maps are a valuable problem solving tool because they’re geared toward bringing out the flexible thinking that creative solutions require. Here are three types of problem solving mind maps you can use to facilitate the brainstorming process.

4. Mental maps

A mental map helps you get your thoughts about what might be causing a workplace issue out of your head and onto a shared digital space.

Because mental maps mirror the way our brains take in and analyze new information, using them to describe your theories visually will help you and your team work through and test those thought models.

5. Idea maps

Idea maps let you take advantage of a wide assortment of colors and images to lay down and organize your scattered thought process. Idea maps are ideal brainstorming tools because they allow you to present and explore ideas about the best way to solve a problem collaboratively, and with a shared sense of enthusiasm for outside-the-box thinking.

6. Concept maps

Concept maps are one of the best ways to shape your thoughts around a potential solution because they let you create interlinked, visual representations of intricate concepts.

By laying out your suggested problem-solving process digitally – and using lines to form and define relationship connections – your group will be able to see how each piece of the solution puzzle connects with another.

Problem solving software solutions

Problem solving software is the best way to take advantage of multiple problem solving tools in one platform. While some software programs are geared toward specific industries or processes – like manufacturing or customer relationship management, for example – others, like MindManager , are purpose-built to work across multiple trades, departments, and teams.

Here are three problem-solving software examples.

7. Layered process audit software

Layered process audits (LPAs) help companies oversee production processes and keep an eye on the cost and quality of the goods they create. Dedicated LPA software makes problem solving easier for manufacturers because it helps them see where costly leaks are occurring and allows all levels of management to get involved in repairing those leaks.

8. Charting software

Charting software comes in all shapes and sizes to fit a variety of business sectors. Pareto charts, for example, combine bar charts with line graphs so companies can compare different problems or contributing factors to determine their frequency, cost, and significance. Charting software is often used in marketing, where a variety of bar charts and X-Y axis diagrams make it possible to display and examine competitor profiles, customer segmentation, and sales trends.

9. MindManager

No matter where you work, or what your problem-solving role looks like, MindManager is a problem solving software that will make your team more productive in figuring out why a process, plan, or project isn’t working the way it should.

Once you know why an obstruction, shortfall, or difficulty exists, you can use MindManager’s wide range of brainstorming and problem mapping diagrams to:

Find the most promising way to correct the situation
Activate your chosen solution, and
Conduct regular checks to make sure your repair work is sustainable

MindManager is the ultimate problem solving software.

Not only is it versatile enough to use as your go-to system for puzzling out all types of workplace problems, MindManager’s built-in forecasting tools, timeline charts, and warning indicators let you plan, implement, and monitor your solutions.

By allowing your group to work together more effectively to break down problems, uncover solutions, and rebuild processes and workflows, MindManager’s versatile collection of problem solving tools will help make everyone on your team a more efficient problem solver.

Download a free trial today to get started!

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35 problem-solving techniques and methods for solving complex problems

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How do you identify problems?

How do you identify the right solution.

Tips for more effective problem-solving

Complete problem-solving methods

Problem-solving techniques to identify and analyze problems
Problem-solving techniques for developing solutions

Problem-solving warm-up activities

Closing activities for a problem-solving process.

Before you can move towards finding the right solution for a given problem, you first need to identify and define the problem you wish to solve.

Here, you want to clearly articulate what the problem is and allow your group to do the same. Remember that everyone in a group is likely to have differing perspectives and alignment is necessary in order to help the group move forward.

Identifying a problem accurately also requires that all members of a group are able to contribute their views in an open and safe manner. It can be scary for people to stand up and contribute, especially if the problems or challenges are emotive or personal in nature. Be sure to try and create a psychologically safe space for these kinds of discussions.

Remember that problem analysis and further discussion are also important. Not taking the time to fully analyze and discuss a challenge can result in the development of solutions that are not fit for purpose or do not address the underlying issue.

Successfully identifying and then analyzing a problem means facilitating a group through activities designed to help them clearly and honestly articulate their thoughts and produce usable insight.

With this data, you might then produce a problem statement that clearly describes the problem you wish to be addressed and also state the goal of any process you undertake to tackle this issue.

Finding solutions is the end goal of any process. Complex organizational challenges can only be solved with an appropriate solution but discovering them requires using the right problem-solving tool.

After you’ve explored a problem and discussed ideas, you need to help a team discuss and choose the right solution. Consensus tools and methods such as those below help a group explore possible solutions before then voting for the best. They’re a great way to tap into the collective intelligence of the group for great results!

Remember that the process is often iterative. Great problem solvers often roadtest a viable solution in a measured way to see what works too. While you might not get the right solution on your first try, the methods below help teams land on the most likely to succeed solution while also holding space for improvement.

Every effective problem solving process begins with an agenda . A well-structured workshop is one of the best methods for successfully guiding a group from exploring a problem to implementing a solution.

In SessionLab, it’s easy to go from an idea to a complete agenda . Start by dragging and dropping your core problem solving activities into place . Add timings, breaks and necessary materials before sharing your agenda with your colleagues.

The resulting agenda will be your guide to an effective and productive problem solving session that will also help you stay organized on the day!

types of analytical and problem solving tools

Tips for more effective problem solving

Problem-solving activities are only one part of the puzzle. While a great method can help unlock your team’s ability to solve problems, without a thoughtful approach and strong facilitation the solutions may not be fit for purpose.

Let’s take a look at some problem-solving tips you can apply to any process to help it be a success!

Clearly define the problem

Jumping straight to solutions can be tempting, though without first clearly articulating a problem, the solution might not be the right one. Many of the problem-solving activities below include sections where the problem is explored and clearly defined before moving on.

This is a vital part of the problem-solving process and taking the time to fully define an issue can save time and effort later. A clear definition helps identify irrelevant information and it also ensures that your team sets off on the right track.

Don’t jump to conclusions

It’s easy for groups to exhibit cognitive bias or have preconceived ideas about both problems and potential solutions. Be sure to back up any problem statements or potential solutions with facts, research, and adequate forethought.

The best techniques ask participants to be methodical and challenge preconceived notions. Make sure you give the group enough time and space to collect relevant information and consider the problem in a new way. By approaching the process with a clear, rational mindset, you’ll often find that better solutions are more forthcoming.

Try different approaches

Problems come in all shapes and sizes and so too should the methods you use to solve them. If you find that one approach isn’t yielding results and your team isn’t finding different solutions, try mixing it up. You’ll be surprised at how using a new creative activity can unblock your team and generate great solutions.

Don’t take it personally

Depending on the nature of your team or organizational problems, it’s easy for conversations to get heated. While it’s good for participants to be engaged in the discussions, ensure that emotions don’t run too high and that blame isn’t thrown around while finding solutions.

You’re all in it together, and even if your team or area is seeing problems, that isn’t necessarily a disparagement of you personally. Using facilitation skills to manage group dynamics is one effective method of helping conversations be more constructive.

Get the right people in the room

Your problem-solving method is often only as effective as the group using it. Getting the right people on the job and managing the number of people present is important too!

If the group is too small, you may not get enough different perspectives to effectively solve a problem. If the group is too large, you can go round and round during the ideation stages.

Creating the right group makeup is also important in ensuring you have the necessary expertise and skillset to both identify and follow up on potential solutions. Carefully consider who to include at each stage to help ensure your problem-solving method is followed and positioned for success.

Document everything

The best solutions can take refinement, iteration, and reflection to come out. Get into a habit of documenting your process in order to keep all the learnings from the session and to allow ideas to mature and develop. Many of the methods below involve the creation of documents or shared resources. Be sure to keep and share these so everyone can benefit from the work done!

Bring a facilitator

Facilitation is all about making group processes easier. With a subject as potentially emotive and important as problem-solving, having an impartial third party in the form of a facilitator can make all the difference in finding great solutions and keeping the process moving. Consider bringing a facilitator to your problem-solving session to get better results and generate meaningful solutions!

Develop your problem-solving skills

It takes time and practice to be an effective problem solver. While some roles or participants might more naturally gravitate towards problem-solving, it can take development and planning to help everyone create better solutions.

You might develop a training program, run a problem-solving workshop or simply ask your team to practice using the techniques below. Check out our post on problem-solving skills to see how you and your group can develop the right mental process and be more resilient to issues too!

Design a great agenda

Workshops are a great format for solving problems. With the right approach, you can focus a group and help them find the solutions to their own problems. But designing a process can be time-consuming and finding the right activities can be difficult.

Check out our workshop planning guide to level-up your agenda design and start running more effective workshops. Need inspiration? Check out templates designed by expert facilitators to help you kickstart your process!

In this section, we’ll look at in-depth problem-solving methods that provide a complete end-to-end process for developing effective solutions. These will help guide your team from the discovery and definition of a problem through to delivering the right solution.

If you’re looking for an all-encompassing method or problem-solving model, these processes are a great place to start. They’ll ask your team to challenge preconceived ideas and adopt a mindset for solving problems more effectively.

Six Thinking Hats
Lightning Decision Jam
Problem Definition Process
Discovery & Action Dialogue

Design Sprint 2.0

Open Space Technology

1. Six Thinking Hats

Individual approaches to solving a problem can be very different based on what team or role an individual holds. It can be easy for existing biases or perspectives to find their way into the mix, or for internal politics to direct a conversation.

Six Thinking Hats is a classic method for identifying the problems that need to be solved and enables your team to consider them from different angles, whether that is by focusing on facts and data, creative solutions, or by considering why a particular solution might not work.

Like all problem-solving frameworks, Six Thinking Hats is effective at helping teams remove roadblocks from a conversation or discussion and come to terms with all the aspects necessary to solve complex problems.

2. Lightning Decision Jam

Featured courtesy of Jonathan Courtney of AJ&Smart Berlin, Lightning Decision Jam is one of those strategies that should be in every facilitation toolbox. Exploring problems and finding solutions is often creative in nature, though as with any creative process, there is the potential to lose focus and get lost.

Unstructured discussions might get you there in the end, but it’s much more effective to use a method that creates a clear process and team focus.

In Lightning Decision Jam, participants are invited to begin by writing challenges, concerns, or mistakes on post-its without discussing them before then being invited by the moderator to present them to the group.

From there, the team vote on which problems to solve and are guided through steps that will allow them to reframe those problems, create solutions and then decide what to execute on.

By deciding the problems that need to be solved as a team before moving on, this group process is great for ensuring the whole team is aligned and can take ownership over the next stages.

Lightning Decision Jam (LDJ) #action #decision making #problem solving #issue analysis #innovation #design #remote-friendly The problem with anything that requires creative thinking is that it’s easy to get lost—lose focus and fall into the trap of having useless, open-ended, unstructured discussions. Here’s the most effective solution I’ve found: Replace all open, unstructured discussion with a clear process. What to use this exercise for: Anything which requires a group of people to make decisions, solve problems or discuss challenges. It’s always good to frame an LDJ session with a broad topic, here are some examples: The conversion flow of our checkout Our internal design process How we organise events Keeping up with our competition Improving sales flow

3. Problem Definition Process

While problems can be complex, the problem-solving methods you use to identify and solve those problems can often be simple in design.

By taking the time to truly identify and define a problem before asking the group to reframe the challenge as an opportunity, this method is a great way to enable change.

Begin by identifying a focus question and exploring the ways in which it manifests before splitting into five teams who will each consider the problem using a different method: escape, reversal, exaggeration, distortion or wishful. Teams develop a problem objective and create ideas in line with their method before then feeding them back to the group.

This method is great for enabling in-depth discussions while also creating space for finding creative solutions too!

Problem Definition #problem solving #idea generation #creativity #online #remote-friendly A problem solving technique to define a problem, challenge or opportunity and to generate ideas.

4. The 5 Whys

Sometimes, a group needs to go further with their strategies and analyze the root cause at the heart of organizational issues. An RCA or root cause analysis is the process of identifying what is at the heart of business problems or recurring challenges.

The 5 Whys is a simple and effective method of helping a group go find the root cause of any problem or challenge and conduct analysis that will deliver results.

By beginning with the creation of a problem statement and going through five stages to refine it, The 5 Whys provides everything you need to truly discover the cause of an issue.

The 5 Whys #hyperisland #innovation This simple and powerful method is useful for getting to the core of a problem or challenge. As the title suggests, the group defines a problems, then asks the question “why” five times, often using the resulting explanation as a starting point for creative problem solving.

5. World Cafe

World Cafe is a simple but powerful facilitation technique to help bigger groups to focus their energy and attention on solving complex problems.

World Cafe enables this approach by creating a relaxed atmosphere where participants are able to self-organize and explore topics relevant and important to them which are themed around a central problem-solving purpose. Create the right atmosphere by modeling your space after a cafe and after guiding the group through the method, let them take the lead!

Making problem-solving a part of your organization’s culture in the long term can be a difficult undertaking. More approachable formats like World Cafe can be especially effective in bringing people unfamiliar with workshops into the fold.

World Cafe #hyperisland #innovation #issue analysis World Café is a simple yet powerful method, originated by Juanita Brown, for enabling meaningful conversations driven completely by participants and the topics that are relevant and important to them. Facilitators create a cafe-style space and provide simple guidelines. Participants then self-organize and explore a set of relevant topics or questions for conversation.

6. Discovery & Action Dialogue (DAD)

One of the best approaches is to create a safe space for a group to share and discover practices and behaviors that can help them find their own solutions.

With DAD, you can help a group choose which problems they wish to solve and which approaches they will take to do so. It’s great at helping remove resistance to change and can help get buy-in at every level too!

This process of enabling frontline ownership is great in ensuring follow-through and is one of the methods you will want in your toolbox as a facilitator.

Discovery & Action Dialogue (DAD) #idea generation #liberating structures #action #issue analysis #remote-friendly DADs make it easy for a group or community to discover practices and behaviors that enable some individuals (without access to special resources and facing the same constraints) to find better solutions than their peers to common problems. These are called positive deviant (PD) behaviors and practices. DADs make it possible for people in the group, unit, or community to discover by themselves these PD practices. DADs also create favorable conditions for stimulating participants’ creativity in spaces where they can feel safe to invent new and more effective practices. Resistance to change evaporates as participants are unleashed to choose freely which practices they will adopt or try and which problems they will tackle. DADs make it possible to achieve frontline ownership of solutions.

7. Design Sprint 2.0

Want to see how a team can solve big problems and move forward with prototyping and testing solutions in a few days? The Design Sprint 2.0 template from Jake Knapp, author of Sprint, is a complete agenda for a with proven results.

Developing the right agenda can involve difficult but necessary planning. Ensuring all the correct steps are followed can also be stressful or time-consuming depending on your level of experience.

Use this complete 4-day workshop template if you are finding there is no obvious solution to your challenge and want to focus your team around a specific problem that might require a shortcut to launching a minimum viable product or waiting for the organization-wide implementation of a solution.

8. Open space technology

Open space technology- developed by Harrison Owen – creates a space where large groups are invited to take ownership of their problem solving and lead individual sessions. Open space technology is a great format when you have a great deal of expertise and insight in the room and want to allow for different takes and approaches on a particular theme or problem you need to be solved.

Start by bringing your participants together to align around a central theme and focus their efforts. Explain the ground rules to help guide the problem-solving process and then invite members to identify any issue connecting to the central theme that they are interested in and are prepared to take responsibility for.

Once participants have decided on their approach to the core theme, they write their issue on a piece of paper, announce it to the group, pick a session time and place, and post the paper on the wall. As the wall fills up with sessions, the group is then invited to join the sessions that interest them the most and which they can contribute to, then you’re ready to begin!

Everyone joins the problem-solving group they’ve signed up to, record the discussion and if appropriate, findings can then be shared with the rest of the group afterward.

Open Space Technology #action plan #idea generation #problem solving #issue analysis #large group #online #remote-friendly Open Space is a methodology for large groups to create their agenda discerning important topics for discussion, suitable for conferences, community gatherings and whole system facilitation

Techniques to identify and analyze problems

Using a problem-solving method to help a team identify and analyze a problem can be a quick and effective addition to any workshop or meeting.

While further actions are always necessary, you can generate momentum and alignment easily, and these activities are a great place to get started.

We’ve put together this list of techniques to help you and your team with problem identification, analysis, and discussion that sets the foundation for developing effective solutions.

Let’s take a look!

The Creativity Dice
Fishbone Analysis
Problem Tree
SWOT Analysis
Agreement-Certainty Matrix
The Journalistic Six
LEGO Challenge
What, So What, Now What?
Journalists

Individual and group perspectives are incredibly important, but what happens if people are set in their minds and need a change of perspective in order to approach a problem more effectively?

Flip It is a method we love because it is both simple to understand and run, and allows groups to understand how their perspectives and biases are formed.

Participants in Flip It are first invited to consider concerns, issues, or problems from a perspective of fear and write them on a flip chart. Then, the group is asked to consider those same issues from a perspective of hope and flip their understanding.

No problem and solution is free from existing bias and by changing perspectives with Flip It, you can then develop a problem solving model quickly and effectively.

Flip It! #gamestorming #problem solving #action Often, a change in a problem or situation comes simply from a change in our perspectives. Flip It! is a quick game designed to show players that perspectives are made, not born.

10. The Creativity Dice

One of the most useful problem solving skills you can teach your team is of approaching challenges with creativity, flexibility, and openness. Games like The Creativity Dice allow teams to overcome the potential hurdle of too much linear thinking and approach the process with a sense of fun and speed.

In The Creativity Dice, participants are organized around a topic and roll a dice to determine what they will work on for a period of 3 minutes at a time. They might roll a 3 and work on investigating factual information on the chosen topic. They might roll a 1 and work on identifying the specific goals, standards, or criteria for the session.

Encouraging rapid work and iteration while asking participants to be flexible are great skills to cultivate. Having a stage for idea incubation in this game is also important. Moments of pause can help ensure the ideas that are put forward are the most suitable.

The Creativity Dice #creativity #problem solving #thiagi #issue analysis Too much linear thinking is hazardous to creative problem solving. To be creative, you should approach the problem (or the opportunity) from different points of view. You should leave a thought hanging in mid-air and move to another. This skipping around prevents premature closure and lets your brain incubate one line of thought while you consciously pursue another.

11. Fishbone Analysis

Organizational or team challenges are rarely simple, and it’s important to remember that one problem can be an indication of something that goes deeper and may require further consideration to be solved.

Fishbone Analysis helps groups to dig deeper and understand the origins of a problem. It’s a great example of a root cause analysis method that is simple for everyone on a team to get their head around.

Participants in this activity are asked to annotate a diagram of a fish, first adding the problem or issue to be worked on at the head of a fish before then brainstorming the root causes of the problem and adding them as bones on the fish.

Using abstractions such as a diagram of a fish can really help a team break out of their regular thinking and develop a creative approach.

Fishbone Analysis #problem solving ##root cause analysis #decision making #online facilitation A process to help identify and understand the origins of problems, issues or observations.

12. Problem Tree

Encouraging visual thinking can be an essential part of many strategies. By simply reframing and clarifying problems, a group can move towards developing a problem solving model that works for them.

In Problem Tree, groups are asked to first brainstorm a list of problems – these can be design problems, team problems or larger business problems – and then organize them into a hierarchy. The hierarchy could be from most important to least important or abstract to practical, though the key thing with problem solving games that involve this aspect is that your group has some way of managing and sorting all the issues that are raised.

Once you have a list of problems that need to be solved and have organized them accordingly, you’re then well-positioned for the next problem solving steps.

Problem tree #define intentions #create #design #issue analysis A problem tree is a tool to clarify the hierarchy of problems addressed by the team within a design project; it represents high level problems or related sublevel problems.

13. SWOT Analysis

Chances are you’ve heard of the SWOT Analysis before. This problem-solving method focuses on identifying strengths, weaknesses, opportunities, and threats is a tried and tested method for both individuals and teams.

Start by creating a desired end state or outcome and bare this in mind – any process solving model is made more effective by knowing what you are moving towards. Create a quadrant made up of the four categories of a SWOT analysis and ask participants to generate ideas based on each of those quadrants.

Once you have those ideas assembled in their quadrants, cluster them together based on their affinity with other ideas. These clusters are then used to facilitate group conversations and move things forward.

SWOT analysis #gamestorming #problem solving #action #meeting facilitation The SWOT Analysis is a long-standing technique of looking at what we have, with respect to the desired end state, as well as what we could improve on. It gives us an opportunity to gauge approaching opportunities and dangers, and assess the seriousness of the conditions that affect our future. When we understand those conditions, we can influence what comes next.

14. Agreement-Certainty Matrix

Not every problem-solving approach is right for every challenge, and deciding on the right method for the challenge at hand is a key part of being an effective team.

The Agreement Certainty matrix helps teams align on the nature of the challenges facing them. By sorting problems from simple to chaotic, your team can understand what methods are suitable for each problem and what they can do to ensure effective results.

If you are already using Liberating Structures techniques as part of your problem-solving strategy, the Agreement-Certainty Matrix can be an invaluable addition to your process. We’ve found it particularly if you are having issues with recurring problems in your organization and want to go deeper in understanding the root cause.

Agreement-Certainty Matrix #issue analysis #liberating structures #problem solving You can help individuals or groups avoid the frequent mistake of trying to solve a problem with methods that are not adapted to the nature of their challenge. The combination of two questions makes it possible to easily sort challenges into four categories: simple, complicated, complex , and chaotic . A problem is simple when it can be solved reliably with practices that are easy to duplicate. It is complicated when experts are required to devise a sophisticated solution that will yield the desired results predictably. A problem is complex when there are several valid ways to proceed but outcomes are not predictable in detail. Chaotic is when the context is too turbulent to identify a path forward. A loose analogy may be used to describe these differences: simple is like following a recipe, complicated like sending a rocket to the moon, complex like raising a child, and chaotic is like the game “Pin the Tail on the Donkey.” The Liberating Structures Matching Matrix in Chapter 5 can be used as the first step to clarify the nature of a challenge and avoid the mismatches between problems and solutions that are frequently at the root of chronic, recurring problems.

Organizing and charting a team’s progress can be important in ensuring its success. SQUID (Sequential Question and Insight Diagram) is a great model that allows a team to effectively switch between giving questions and answers and develop the skills they need to stay on track throughout the process.

Begin with two different colored sticky notes – one for questions and one for answers – and with your central topic (the head of the squid) on the board. Ask the group to first come up with a series of questions connected to their best guess of how to approach the topic. Ask the group to come up with answers to those questions, fix them to the board and connect them with a line. After some discussion, go back to question mode by responding to the generated answers or other points on the board.

It’s rewarding to see a diagram grow throughout the exercise, and a completed SQUID can provide a visual resource for future effort and as an example for other teams.

SQUID #gamestorming #project planning #issue analysis #problem solving When exploring an information space, it’s important for a group to know where they are at any given time. By using SQUID, a group charts out the territory as they go and can navigate accordingly. SQUID stands for Sequential Question and Insight Diagram.

16. Speed Boat

To continue with our nautical theme, Speed Boat is a short and sweet activity that can help a team quickly identify what employees, clients or service users might have a problem with and analyze what might be standing in the way of achieving a solution.

Methods that allow for a group to make observations, have insights and obtain those eureka moments quickly are invaluable when trying to solve complex problems.

In Speed Boat, the approach is to first consider what anchors and challenges might be holding an organization (or boat) back. Bonus points if you are able to identify any sharks in the water and develop ideas that can also deal with competitors!

Speed Boat #gamestorming #problem solving #action Speedboat is a short and sweet way to identify what your employees or clients don’t like about your product/service or what’s standing in the way of a desired goal.

17. The Journalistic Six

Some of the most effective ways of solving problems is by encouraging teams to be more inclusive and diverse in their thinking.

Based on the six key questions journalism students are taught to answer in articles and news stories, The Journalistic Six helps create teams to see the whole picture. By using who, what, when, where, why, and how to facilitate the conversation and encourage creative thinking, your team can make sure that the problem identification and problem analysis stages of the are covered exhaustively and thoughtfully. Reporter’s notebook and dictaphone optional.

The Journalistic Six – Who What When Where Why How #idea generation #issue analysis #problem solving #online #creative thinking #remote-friendly A questioning method for generating, explaining, investigating ideas.

18. LEGO Challenge

Now for an activity that is a little out of the (toy) box. LEGO Serious Play is a facilitation methodology that can be used to improve creative thinking and problem-solving skills.

The LEGO Challenge includes giving each member of the team an assignment that is hidden from the rest of the group while they create a structure without speaking.

What the LEGO challenge brings to the table is a fun working example of working with stakeholders who might not be on the same page to solve problems. Also, it’s LEGO! Who doesn’t love LEGO!

LEGO Challenge #hyperisland #team A team-building activity in which groups must work together to build a structure out of LEGO, but each individual has a secret “assignment” which makes the collaborative process more challenging. It emphasizes group communication, leadership dynamics, conflict, cooperation, patience and problem solving strategy.

19. What, So What, Now What?

If not carefully managed, the problem identification and problem analysis stages of the problem-solving process can actually create more problems and misunderstandings.

The What, So What, Now What? problem-solving activity is designed to help collect insights and move forward while also eliminating the possibility of disagreement when it comes to identifying, clarifying, and analyzing organizational or work problems.

Facilitation is all about bringing groups together so that might work on a shared goal and the best problem-solving strategies ensure that teams are aligned in purpose, if not initially in opinion or insight.

Throughout the three steps of this game, you give everyone on a team to reflect on a problem by asking what happened, why it is important, and what actions should then be taken.

This can be a great activity for bringing our individual perceptions about a problem or challenge and contextualizing it in a larger group setting. This is one of the most important problem-solving skills you can bring to your organization.

W³ – What, So What, Now What? #issue analysis #innovation #liberating structures You can help groups reflect on a shared experience in a way that builds understanding and spurs coordinated action while avoiding unproductive conflict. It is possible for every voice to be heard while simultaneously sifting for insights and shaping new direction. Progressing in stages makes this practical—from collecting facts about What Happened to making sense of these facts with So What and finally to what actions logically follow with Now What . The shared progression eliminates most of the misunderstandings that otherwise fuel disagreements about what to do. Voila!

20. Journalists

Problem analysis can be one of the most important and decisive stages of all problem-solving tools. Sometimes, a team can become bogged down in the details and are unable to move forward.

Journalists is an activity that can avoid a group from getting stuck in the problem identification or problem analysis stages of the process.

In Journalists, the group is invited to draft the front page of a fictional newspaper and figure out what stories deserve to be on the cover and what headlines those stories will have. By reframing how your problems and challenges are approached, you can help a team move productively through the process and be better prepared for the steps to follow.

Journalists #vision #big picture #issue analysis #remote-friendly This is an exercise to use when the group gets stuck in details and struggles to see the big picture. Also good for defining a vision.

Problem-solving techniques for developing solutions

The success of any problem-solving process can be measured by the solutions it produces. After you’ve defined the issue, explored existing ideas, and ideated, it’s time to narrow down to the correct solution.

Use these problem-solving techniques when you want to help your team find consensus, compare possible solutions, and move towards taking action on a particular problem.

Improved Solutions
Four-Step Sketch
15% Solutions
How-Now-Wow matrix
Impact Effort Matrix

21. Mindspin

Brainstorming is part of the bread and butter of the problem-solving process and all problem-solving strategies benefit from getting ideas out and challenging a team to generate solutions quickly.

With Mindspin, participants are encouraged not only to generate ideas but to do so under time constraints and by slamming down cards and passing them on. By doing multiple rounds, your team can begin with a free generation of possible solutions before moving on to developing those solutions and encouraging further ideation.

This is one of our favorite problem-solving activities and can be great for keeping the energy up throughout the workshop. Remember the importance of helping people become engaged in the process – energizing problem-solving techniques like Mindspin can help ensure your team stays engaged and happy, even when the problems they’re coming together to solve are complex.

MindSpin #teampedia #idea generation #problem solving #action A fast and loud method to enhance brainstorming within a team. Since this activity has more than round ideas that are repetitive can be ruled out leaving more creative and innovative answers to the challenge.

22. Improved Solutions

After a team has successfully identified a problem and come up with a few solutions, it can be tempting to call the work of the problem-solving process complete. That said, the first solution is not necessarily the best, and by including a further review and reflection activity into your problem-solving model, you can ensure your group reaches the best possible result.

One of a number of problem-solving games from Thiagi Group, Improved Solutions helps you go the extra mile and develop suggested solutions with close consideration and peer review. By supporting the discussion of several problems at once and by shifting team roles throughout, this problem-solving technique is a dynamic way of finding the best solution.

Improved Solutions #creativity #thiagi #problem solving #action #team You can improve any solution by objectively reviewing its strengths and weaknesses and making suitable adjustments. In this creativity framegame, you improve the solutions to several problems. To maintain objective detachment, you deal with a different problem during each of six rounds and assume different roles (problem owner, consultant, basher, booster, enhancer, and evaluator) during each round. At the conclusion of the activity, each player ends up with two solutions to her problem.

23. Four Step Sketch

Creative thinking and visual ideation does not need to be confined to the opening stages of your problem-solving strategies. Exercises that include sketching and prototyping on paper can be effective at the solution finding and development stage of the process, and can be great for keeping a team engaged.

By going from simple notes to a crazy 8s round that involves rapidly sketching 8 variations on their ideas before then producing a final solution sketch, the group is able to iterate quickly and visually. Problem-solving techniques like Four-Step Sketch are great if you have a group of different thinkers and want to change things up from a more textual or discussion-based approach.

Four-Step Sketch #design sprint #innovation #idea generation #remote-friendly The four-step sketch is an exercise that helps people to create well-formed concepts through a structured process that includes: Review key information Start design work on paper, Consider multiple variations , Create a detailed solution . This exercise is preceded by a set of other activities allowing the group to clarify the challenge they want to solve. See how the Four Step Sketch exercise fits into a Design Sprint

24. 15% Solutions

Some problems are simpler than others and with the right problem-solving activities, you can empower people to take immediate actions that can help create organizational change.

Part of the liberating structures toolkit, 15% solutions is a problem-solving technique that focuses on finding and implementing solutions quickly. A process of iterating and making small changes quickly can help generate momentum and an appetite for solving complex problems.

Problem-solving strategies can live and die on whether people are onboard. Getting some quick wins is a great way of getting people behind the process.

It can be extremely empowering for a team to realize that problem-solving techniques can be deployed quickly and easily and delineate between things they can positively impact and those things they cannot change.

15% Solutions #action #liberating structures #remote-friendly You can reveal the actions, however small, that everyone can do immediately. At a minimum, these will create momentum, and that may make a BIG difference. 15% Solutions show that there is no reason to wait around, feel powerless, or fearful. They help people pick it up a level. They get individuals and the group to focus on what is within their discretion instead of what they cannot change. With a very simple question, you can flip the conversation to what can be done and find solutions to big problems that are often distributed widely in places not known in advance. Shifting a few grains of sand may trigger a landslide and change the whole landscape.

25. How-Now-Wow Matrix

The problem-solving process is often creative, as complex problems usually require a change of thinking and creative response in order to find the best solutions. While it’s common for the first stages to encourage creative thinking, groups can often gravitate to familiar solutions when it comes to the end of the process.

When selecting solutions, you don’t want to lose your creative energy! The How-Now-Wow Matrix from Gamestorming is a great problem-solving activity that enables a group to stay creative and think out of the box when it comes to selecting the right solution for a given problem.

Problem-solving techniques that encourage creative thinking and the ideation and selection of new solutions can be the most effective in organisational change. Give the How-Now-Wow Matrix a go, and not just for how pleasant it is to say out loud.

How-Now-Wow Matrix #gamestorming #idea generation #remote-friendly When people want to develop new ideas, they most often think out of the box in the brainstorming or divergent phase. However, when it comes to convergence, people often end up picking ideas that are most familiar to them. This is called a ‘creative paradox’ or a ‘creadox’. The How-Now-Wow matrix is an idea selection tool that breaks the creadox by forcing people to weigh each idea on 2 parameters.

26. Impact and Effort Matrix

All problem-solving techniques hope to not only find solutions to a given problem or challenge but to find the best solution. When it comes to finding a solution, groups are invited to put on their decision-making hats and really think about how a proposed idea would work in practice.

The Impact and Effort Matrix is one of the problem-solving techniques that fall into this camp, empowering participants to first generate ideas and then categorize them into a 2×2 matrix based on impact and effort.

Activities that invite critical thinking while remaining simple are invaluable. Use the Impact and Effort Matrix to move from ideation and towards evaluating potential solutions before then committing to them.

Impact and Effort Matrix #gamestorming #decision making #action #remote-friendly In this decision-making exercise, possible actions are mapped based on two factors: effort required to implement and potential impact. Categorizing ideas along these lines is a useful technique in decision making, as it obliges contributors to balance and evaluate suggested actions before committing to them.

27. Dotmocracy

If you’ve followed each of the problem-solving steps with your group successfully, you should move towards the end of your process with heaps of possible solutions developed with a specific problem in mind. But how do you help a group go from ideation to putting a solution into action?

Dotmocracy – or Dot Voting -is a tried and tested method of helping a team in the problem-solving process make decisions and put actions in place with a degree of oversight and consensus.

One of the problem-solving techniques that should be in every facilitator’s toolbox, Dot Voting is fast and effective and can help identify the most popular and best solutions and help bring a group to a decision effectively.

Dotmocracy #action #decision making #group prioritization #hyperisland #remote-friendly Dotmocracy is a simple method for group prioritization or decision-making. It is not an activity on its own, but a method to use in processes where prioritization or decision-making is the aim. The method supports a group to quickly see which options are most popular or relevant. The options or ideas are written on post-its and stuck up on a wall for the whole group to see. Each person votes for the options they think are the strongest, and that information is used to inform a decision.

All facilitators know that warm-ups and icebreakers are useful for any workshop or group process. Problem-solving workshops are no different.

Use these problem-solving techniques to warm up a group and prepare them for the rest of the process. Activating your group by tapping into some of the top problem-solving skills can be one of the best ways to see great outcomes from your session.

Check-in/Check-out
Doodling Together
Show and Tell
Constellations
Draw a Tree

28. Check-in / Check-out

Solid processes are planned from beginning to end, and the best facilitators know that setting the tone and establishing a safe, open environment can be integral to a successful problem-solving process.

Check-in / Check-out is a great way to begin and/or bookend a problem-solving workshop. Checking in to a session emphasizes that everyone will be seen, heard, and expected to contribute.

If you are running a series of meetings, setting a consistent pattern of checking in and checking out can really help your team get into a groove. We recommend this opening-closing activity for small to medium-sized groups though it can work with large groups if they’re disciplined!

Check-in / Check-out #team #opening #closing #hyperisland #remote-friendly Either checking-in or checking-out is a simple way for a team to open or close a process, symbolically and in a collaborative way. Checking-in/out invites each member in a group to be present, seen and heard, and to express a reflection or a feeling. Checking-in emphasizes presence, focus and group commitment; checking-out emphasizes reflection and symbolic closure.

29. Doodling Together

Thinking creatively and not being afraid to make suggestions are important problem-solving skills for any group or team, and warming up by encouraging these behaviors is a great way to start.

Doodling Together is one of our favorite creative ice breaker games – it’s quick, effective, and fun and can make all following problem-solving steps easier by encouraging a group to collaborate visually. By passing cards and adding additional items as they go, the workshop group gets into a groove of co-creation and idea development that is crucial to finding solutions to problems.

Doodling Together #collaboration #creativity #teamwork #fun #team #visual methods #energiser #icebreaker #remote-friendly Create wild, weird and often funny postcards together & establish a group’s creative confidence.

30. Show and Tell

You might remember some version of Show and Tell from being a kid in school and it’s a great problem-solving activity to kick off a session.

Asking participants to prepare a little something before a workshop by bringing an object for show and tell can help them warm up before the session has even begun! Games that include a physical object can also help encourage early engagement before moving onto more big-picture thinking.

By asking your participants to tell stories about why they chose to bring a particular item to the group, you can help teams see things from new perspectives and see both differences and similarities in the way they approach a topic. Great groundwork for approaching a problem-solving process as a team!

Show and Tell #gamestorming #action #opening #meeting facilitation Show and Tell taps into the power of metaphors to reveal players’ underlying assumptions and associations around a topic The aim of the game is to get a deeper understanding of stakeholders’ perspectives on anything—a new project, an organizational restructuring, a shift in the company’s vision or team dynamic.

31. Constellations

Who doesn’t love stars? Constellations is a great warm-up activity for any workshop as it gets people up off their feet, energized, and ready to engage in new ways with established topics. It’s also great for showing existing beliefs, biases, and patterns that can come into play as part of your session.

Using warm-up games that help build trust and connection while also allowing for non-verbal responses can be great for easing people into the problem-solving process and encouraging engagement from everyone in the group. Constellations is great in large spaces that allow for movement and is definitely a practical exercise to allow the group to see patterns that are otherwise invisible.

Constellations #trust #connection #opening #coaching #patterns #system Individuals express their response to a statement or idea by standing closer or further from a central object. Used with teams to reveal system, hidden patterns, perspectives.

32. Draw a Tree

Problem-solving games that help raise group awareness through a central, unifying metaphor can be effective ways to warm-up a group in any problem-solving model.

Draw a Tree is a simple warm-up activity you can use in any group and which can provide a quick jolt of energy. Start by asking your participants to draw a tree in just 45 seconds – they can choose whether it will be abstract or realistic.

Once the timer is up, ask the group how many people included the roots of the tree and use this as a means to discuss how we can ignore important parts of any system simply because they are not visible.

All problem-solving strategies are made more effective by thinking of problems critically and by exposing things that may not normally come to light. Warm-up games like Draw a Tree are great in that they quickly demonstrate some key problem-solving skills in an accessible and effective way.

Draw a Tree #thiagi #opening #perspectives #remote-friendly With this game you can raise awarness about being more mindful, and aware of the environment we live in.

Each step of the problem-solving workshop benefits from an intelligent deployment of activities, games, and techniques. Bringing your session to an effective close helps ensure that solutions are followed through on and that you also celebrate what has been achieved.

Here are some problem-solving activities you can use to effectively close a workshop or meeting and ensure the great work you’ve done can continue afterward.

One Breath Feedback
Who What When Matrix
Response Cards

How do I conclude a problem-solving process?

All good things must come to an end. With the bulk of the work done, it can be tempting to conclude your workshop swiftly and without a moment to debrief and align. This can be problematic in that it doesn’t allow your team to fully process the results or reflect on the process.

At the end of an effective session, your team will have gone through a process that, while productive, can be exhausting. It’s important to give your group a moment to take a breath, ensure that they are clear on future actions, and provide short feedback before leaving the space.

The primary purpose of any problem-solving method is to generate solutions and then implement them. Be sure to take the opportunity to ensure everyone is aligned and ready to effectively implement the solutions you produced in the workshop.

Remember that every process can be improved and by giving a short moment to collect feedback in the session, you can further refine your problem-solving methods and see further success in the future too.

33. One Breath Feedback

Maintaining attention and focus during the closing stages of a problem-solving workshop can be tricky and so being concise when giving feedback can be important. It’s easy to incur “death by feedback” should some team members go on for too long sharing their perspectives in a quick feedback round.

One Breath Feedback is a great closing activity for workshops. You give everyone an opportunity to provide feedback on what they’ve done but only in the space of a single breath. This keeps feedback short and to the point and means that everyone is encouraged to provide the most important piece of feedback to them.

One breath feedback #closing #feedback #action This is a feedback round in just one breath that excels in maintaining attention: each participants is able to speak during just one breath … for most people that’s around 20 to 25 seconds … unless of course you’ve been a deep sea diver in which case you’ll be able to do it for longer.

34. Who What When Matrix

Matrices feature as part of many effective problem-solving strategies and with good reason. They are easily recognizable, simple to use, and generate results.

The Who What When Matrix is a great tool to use when closing your problem-solving session by attributing a who, what and when to the actions and solutions you have decided upon. The resulting matrix is a simple, easy-to-follow way of ensuring your team can move forward.

Great solutions can’t be enacted without action and ownership. Your problem-solving process should include a stage for allocating tasks to individuals or teams and creating a realistic timeframe for those solutions to be implemented or checked out. Use this method to keep the solution implementation process clear and simple for all involved.

Who/What/When Matrix #gamestorming #action #project planning With Who/What/When matrix, you can connect people with clear actions they have defined and have committed to.

35. Response cards

Group discussion can comprise the bulk of most problem-solving activities and by the end of the process, you might find that your team is talked out!

Providing a means for your team to give feedback with short written notes can ensure everyone is head and can contribute without the need to stand up and talk. Depending on the needs of the group, giving an alternative can help ensure everyone can contribute to your problem-solving model in the way that makes the most sense for them.

Response Cards is a great way to close a workshop if you are looking for a gentle warm-down and want to get some swift discussion around some of the feedback that is raised.

Response Cards #debriefing #closing #structured sharing #questions and answers #thiagi #action It can be hard to involve everyone during a closing of a session. Some might stay in the background or get unheard because of louder participants. However, with the use of Response Cards, everyone will be involved in providing feedback or clarify questions at the end of a session.

Save time and effort discovering the right solutions

A structured problem solving process is a surefire way of solving tough problems, discovering creative solutions and driving organizational change. But how can you design for successful outcomes?

With SessionLab, it’s easy to design engaging workshops that deliver results. Drag, drop and reorder blocks to build your agenda. When you make changes or update your agenda, your session timing adjusts automatically , saving you time on manual adjustments.

Collaborating with stakeholders or clients? Share your agenda with a single click and collaborate in real-time. No more sending documents back and forth over email.

Explore how to use SessionLab to design effective problem solving workshops or watch this five minute video to see the planner in action!

Over to you

The problem-solving process can often be as complicated and multifaceted as the problems they are set-up to solve. With the right problem-solving techniques and a mix of creative exercises designed to guide discussion and generate purposeful ideas, we hope we’ve given you the tools to find the best solutions as simply and easily as possible.

Is there a problem-solving technique that you are missing here? Do you have a favorite activity or method you use when facilitating? Let us know in the comments below, we’d love to hear from you!

thank you very much for these excellent techniques

Certainly wonderful article, very detailed. Shared!

Your list of techniques for problem solving can be helpfully extended by adding TRIZ to the list of techniques. TRIZ has 40 problem solving techniques derived from methods inventros and patent holders used to get new patents. About 10-12 are general approaches. many organization sponsor classes in TRIZ that are used to solve business problems or general organiztational problems. You can take a look at TRIZ and dwonload a free internet booklet to see if you feel it shound be included per your selection process.

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7 Powerful Root Cause Analysis Tools and Techniques

By Sebastian Traeger

Updated: April 21, 2024

Reading Time: 5 minutes

1. The Ishikawa Fishbone Diagram (IFD)

2. pareto chart, 4. failure mode and effects analysis (fmea), 5. proact® rca method, 6. affinity diagram, 7. fault tree analysis (fta).

With over two decades in business – spanning strategy consulting, tech startups and executive leadership – I am committed to helping your organization thrive. At Reliability, we’re on a mission to help enhance strategic decision-making and operational excellence through the power of Root Cause Analysis, and I hope this article will be helpful! Our goal is to help you better understand these root cause analysis techniques by offering insights and practical tips based on years of experience. Whether you’re new to doing RCAs or a seasoned pro, we trust this will be useful in your journey towards working hard and working smart.

Root Cause Analysis (RCA) shines as a pivotal process that helps organizations identify the underlying reasons for problems, failures, and inefficiencies. The goal is simple: find the cause, fix it, and prevent it from happening again. But the process can be complex, and that’s where various RCA techniques come into play.

Let’s dive into seven widely utilized RCA techniques and explore how they can empower your team’s problem-solving efforts.

Named after Japanese quality control statistician Kaoru Ishikawa, the Fishbone Diagram is a visual tool designed for group discussions. It helps teams track back to the potential root causes of a problem by sorting and relating them in a structured way. The diagram resembles a fishbone, with the problem at the head and the causes branching off the spine like bones. This visualization aids in categorizing potential causes and studying their complex interrelationships.

The Pareto Chart, rooted in the Pareto Principle, is a visual tool that helps teams identify the most significant factors in a set of data. In most situations, 80% of problems can be traced back to about 20% of causes. By arranging bar heights from tallest to shortest, teams can prioritize the most significant factors and focus their improvement efforts where they can have the most impact.

Pareto Chart - Quality Improvement - East London NHS Foundation Trust : Quality Improvement – East London NHS Foundation Trust

The 5 Whys method is the epitome of simplicity in getting to the bottom of a problem. By repeatedly asking ‘why’ (typically five times), you can delve beneath the surface-level symptoms of a problem to unearth the root cause. This iterative interrogation is most effective when answers are grounded in factual evidence.

When prevention is better than cure, Failure Mode and Effects Analysis (FMEA) steps in. This systematic, proactive method helps teams identify where and how a process might fail. By predicting and examining potential process breakdowns and their impacts, teams can rectify issues before they turn into failures. FMEA is a three-step process that involves identifying potential failures, analyzing their effects, and prioritizing them based on severity, occurrence, and detection ratings.

The PROACT ® RCA technique is a robust process designed to drive significant business results. Notably used to identify and analyze ‘chronic failures,’ which can otherwise be overlooked, this method is defined by its name:

PReserving Evidence and Acquiring Data: Initial evidence collection step based on the 5-P’s – Parts, Position, People, Paper, and Paradigms.

Order Your Analysis Team and Assign Resources: Assembling an unbiased team to analyze a specific failure.

Analyze the Event: Reconstructing the event using a logic tree to identify Physical, Human, and Latent Root Causes.

Communicate Findings and Recommendations: Developing and implementing solutions to prevent root cause recurrence.

Track and Measure Impact for Bottom Line Results: Tracking the success of implemented recommendations and correlating the RCA’s effectiveness with ROI.

PROACT® RCA excels in mitigating risk, optimizing cost, and boosting performance, making it a valuable addition to any RCA toolkit.

The Affinity Diagram is a powerful tool for dealing with large amounts of data. It organizes a broad range of information into groups based on their natural relationships, creating a clear, visual representation of complex situations. It’s particularly beneficial for condensing feedback from brainstorming sessions into manageable categories, fostering a better understanding of the broader picture.

Fault Tree Analysis (FTA) is a top-down, deductive failure analysis that explores the causes of faults or problems. It involves graphically mapping multiple causal chains to track back to possible root causes, using a tree-like diagram. FTA is particularly useful in high-risk industries, such as aerospace and nuclear power, where preventing failure is crucial.

Each RCA technique provides a unique approach for viewing and understanding problems, helping you pinpoint the root cause more effectively. The key is to understand when and how to use each tool, which can significantly enhance your team’s problem-solving capabilities.

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Ishikawa Fishbone Diagram	Visual representation of complex relationships	When there are many possible causes to a problem
Pareto Chart	Prioritizes problem areas based on impact	When trying to identify the most significant causes
5 Whys	Simple, iterative problem-solving technique	When the problem is straightforward and the solution is not immediately apparent
FMEA	Proactive, preventative approach	When addressing complex processes that could lead to serious consequences if failed
PROACT® RCA Method	Comprehensive, result-driven approach	When dealing with chronic, recurrent failures
Affinity Diagram	Groups large data into manageable categories	When trying to find patterns and connections in large amounts of data
Fault Tree Analysis (FTA)	Visual mapping of causal chains	When working in high-risk industries where prevention is crucial

In conclusion, the techniques presented offer a diverse set of tools to help organizations address problems and inefficiencies effectively. From visual representations like the Ishikawa Fishbone Diagram and Pareto Chart to more proactive approaches such as the 5 Whys and Failure Mode and Effects Analysis (FMEA), each technique provides a unique perspective on identifying and mitigating root causes.

The PROACT® RCA Method stands out for its comprehensive process, particularly suited for chronic failures. Additionally, the Affinity Diagram and Fault Tree Analysis (FTA) contribute valuable insights by organizing data and exploring causal chains, respectively. Leveraging these techniques strategically enhances a team’s problem-solving capabilities, enabling them to make informed decisions and drive continuous improvement.

I hope you found these 7 techniques insightful and actionable! Stay tuned for more thought-provoking articles as we continue to share our knowledge. Success is rooted in a thorough understanding and consistent application, and we hope this article was a step in unlocking the full potential of Root Cause Analysis for your organization. Reliability runs initiatives such as an online learning center focused on the proprietary PROACT® RCA methodology and EasyRCA.com software. For additional resources, visit our Reliability Resources .

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A guide to problem-solving techniques, steps, and skills

You might associate problem-solving with the math exercises that a seven-year-old would do at school. But problem-solving isn’t just about math — it’s a crucial skill that helps everyone make better decisions in everyday life or work.

A guide to problem-solving techniques, steps, and skills

Problem-solving involves finding effective solutions to address complex challenges, in any context they may arise.

Unfortunately, structured and systematic problem-solving methods aren’t commonly taught. Instead, when solving a problem, PMs tend to rely heavily on intuition. While for simple issues this might work well, solving a complex problem with a straightforward solution is often ineffective and can even create more problems.

In this article, you’ll learn a framework for approaching problem-solving, alongside how you can improve your problem-solving skills.

The 7 steps to problem-solving

When it comes to problem-solving there are seven key steps that you should follow: define the problem, disaggregate, prioritize problem branches, create an analysis plan, conduct analysis, synthesis, and communication.

1. Define the problem

Problem-solving begins with a clear understanding of the issue at hand. Without a well-defined problem statement, confusion and misunderstandings can hinder progress. It’s crucial to ensure that the problem statement is outcome-focused, specific, measurable whenever possible, and time-bound.

Additionally, aligning the problem definition with relevant stakeholders and decision-makers is essential to ensure efforts are directed towards addressing the actual problem rather than side issues.

2. Disaggregate

Complex issues often require deeper analysis. Instead of tackling the entire problem at once, the next step is to break it down into smaller, more manageable components.

Various types of logic trees (also known as issue trees or decision trees) can be used to break down the problem. At each stage where new branches are created, it’s important for them to be “MECE” – mutually exclusive and collectively exhaustive. This process of breaking down continues until manageable components are identified, allowing for individual examination.

The decomposition of the problem demands looking at the problem from various perspectives. That is why collaboration within a team often yields more valuable results, as diverse viewpoints lead to a richer pool of ideas and solutions.

3. Prioritize problem branches

The next step involves prioritization. Not all branches of the problem tree have the same impact, so it’s important to understand the significance of each and focus attention on the most impactful areas. Prioritizing helps streamline efforts and minimize the time required to solve the problem.

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4. Create an analysis plan

For prioritized components, you may need to conduct in-depth analysis. Before proceeding, a work plan is created for data gathering and analysis. If work is conducted within a team, having a plan provides guidance on what needs to be achieved, who is responsible for which tasks, and the timelines involved.

5. Conduct analysis

Data gathering and analysis are central to the problem-solving process. It’s a good practice to set time limits for this phase to prevent excessive time spent on perfecting details. You can employ heuristics and rule-of-thumb reasoning to improve efficiency and direct efforts towards the most impactful work.

6. Synthesis

After each individual branch component has been researched, the problem isn’t solved yet. The next step is synthesizing the data logically to address the initial question. The synthesis process and the logical relationship between the individual branch results depend on the logic tree used.

7. Communication

The last step is communicating the story and the solution of the problem to the stakeholders and decision-makers. Clear effective communication is necessary to build trust in the solution and facilitates understanding among all parties involved. It ensures that stakeholders grasp the intricacies of the problem and the proposed solution, leading to informed decision-making.

Exploring problem-solving in various contexts

While problem-solving has traditionally been associated with fields like engineering and science, today it has become a fundamental skill for individuals across all professions. In fact, problem-solving consistently ranks as one of the top skills required by employers.

Problem-solving techniques can be applied in diverse contexts:

Individuals — What career path should I choose? Where should I live? These are examples of simple and common personal challenges that require effective problem-solving skills
Organizations — Businesses also face many decisions that are not trivial to answer. Should we expand into new markets this year? How can we enhance the quality of our product development? Will our office accommodate the upcoming year’s growth in terms of capacity?
Societal issues — The biggest world challenges are also complex problems that can be addressed with the same technique. How can we minimize the impact of climate change? How do we fight cancer?

Despite the variation in domains and contexts, the fundamental approach to solving these questions remains the same. It starts with gaining a clear understanding of the problem, followed by decomposition, conducting analysis of the decomposed branches, and synthesizing it into a result that answers the initial problem.

Real-world examples of problem-solving

Let’s now explore some examples where we can apply the problem solving framework.

Problem: In the production of electronic devices, you observe an increasing number of defects. How can you reduce the error rate and improve the quality?

Before delving into analysis, you can deprioritize branches that you already have information for or ones you deem less important. For instance, while transportation delays may occur, the resulting material degradation is likely negligible. For other branches, additional research and data gathering may be necessary.

Once results are obtained, synthesis is crucial to address the core question: How can you decrease the defect rate?

While all factors listed may play a role, their significance varies. Your task is to prioritize effectively. Through data analysis, you may discover that altering the equipment would bring the most substantial positive outcome. However, executing a solution isn’t always straightforward. In prioritizing, you should consider both the potential impact and the level of effort needed for implementation.

By evaluating impact and effort, you can systematically prioritize areas for improvement, focusing on those with high impact and requiring minimal effort to address. This approach ensures efficient allocation of resources towards improvements that offer the greatest return on investment.

Problem : What should be my next job role?

When breaking down this problem, you need to consider various factors that are important for your future happiness in the role. This includes aspects like the company culture, our interest in the work itself, and the lifestyle that you can afford with the role.

However, not all factors carry the same weight for us. To make sense of the results, we can assign a weight factor to each branch. For instance, passion for the job role may have a weight factor of 1, while interest in the industry may have a weight factor of 0.5, because that is less important for you.

By applying these weights to a specific role and summing the values, you can have an estimate of how suitable that role is for you. Moreover, you can compare two roles and make an informed decision based on these weighted indicators.

Key problem-solving skills

This framework provides the foundation and guidance needed to effectively solve problems. However, successfully applying this framework requires the following:

Creativity — During the decomposition phase, it’s essential to approach the problem from various perspectives and think outside the box to generate innovative ideas for breaking down the problem tree
Decision-making — Throughout the process, decisions must be made, even when full confidence is lacking. Employing rules of thumb to simplify analysis or selecting one tree cut over another requires decisiveness and comfort with choices made
Analytical skills — Analytical and research skills are necessary for the phase following decomposition, involving data gathering and analysis on selected tree branches
Teamwork — Collaboration and teamwork are crucial when working within a team setting. Solving problems effectively often requires collective effort and shared responsibility
Communication — Clear and structured communication is essential to convey the problem solution to stakeholders and decision-makers and build trust

How to enhance your problem-solving skills

Problem-solving requires practice and a certain mindset. The more you practice, the easier it becomes. Here are some strategies to enhance your skills:

Practice structured thinking in your daily life — Break down problems or questions into manageable parts. You don’t need to go through the entire problem-solving process and conduct detailed analysis. When conveying a message, simplify the conversation by breaking the message into smaller, more understandable segments
Regularly challenging yourself with games and puzzles — Solving puzzles, riddles, or strategy games can boost your problem-solving skills and cognitive agility.
Engage with individuals from diverse backgrounds and viewpoints — Conversing with people who offer different perspectives provides fresh insights and alternative solutions to problems. This boosts creativity and helps in approaching challenges from new angles

Final thoughts

Problem-solving extends far beyond mathematics or scientific fields; it’s a critical skill for making informed decisions in every area of life and work. The seven-step framework presented here provides a systematic approach to problem-solving, relevant across various domains.

Now, consider this: What’s one question currently on your mind? Grab a piece of paper and try to apply the problem-solving framework. You might uncover fresh insights you hadn’t considered before.

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6 Powerful Problem-Solving Root Cause Analysis Tools

Engineering Team

May 14, 2024

When solving problems, you either take a proactive approach or a reactive one. Proactive: address the underlying causes of the issue to avoid future challenges. Reactive: respond to issues as they come.

For many project managers, getting at the root cause of an issue before it derails an entire project is key. You’ll save time, money, and valuable resources where they matter most. Plus, you develop insights to build better processes for smoother workflows.

To nail down what’s at the heart of an issue, you need root cause analysis. 👀

In this article, we’ll share ten of the best root cause analysis tools and techniques. We’ll dive into what root cause analysis is and how to choose the right tools for your business.

How to choose the right root cause analysis tool for a specific problem

2. intelex root cause analysis software, 3. apache skywalking, 4. taproot®, 5. appdynamics from cisco, 6. sologic root cause analysis software, pareto chart, fishbone diagram, scatter plot diagram.

What Is Root Cause Analysis?

Root cause analysis is the process of examining the source of an issue using various techniques and tools. It’s ideal for solving complex problems and helps teams create and prioritize solutions for better quality control and seamless processes.

There are several steps in the process, including:

Describing the existing issue
Analyzing metrics and collecting data
Identifying potential causes
Brainstorming solutions
Taking corrective action
Observing changes and performance

ClickUp Whiteboards product template view

Root cause analysis is a key component of quality management because its goal is to get to the heart of an issue and what’s causing it. That way, you prevent similar problems from arising and causing havoc on a project.

The benefit of root cause analysis is that it allows you to examine potential issues at their core. Plus, it’s designed to assess the issue as well as the solutions as you implement them.

As you gather valuable data on the problems your business faces and the effectiveness of the solutions you try out, you learn how to improve processes every step of the way. The result is a more efficient and successful business that’s able to adapt to whatever comes next. 🤩

You’ll find plenty of tools and methods designed to make root cause analysis easier and streamline the overall process. Luckily, there are also a number of free options in addition to paid analytics tools on the market to gather insights into the cause of the problem.

Of course, not all tools are equally effective. Some are meant to help brainstorm ideas for solutions. Others are designed to dive into metrics to track issues and nail down what’s behind them. And some are complete process software tools designed to integrate into your daily work. 🛠️

Want effective root cause analysis? Here’s what to look for in different tools and techniques:

Integrations : RCA is best when done collaboratively. Look for tools that let you work with team members to break down problems
Data tools : You can’t figure out what’s wrong without diving into metrics. Choose a tool that lets you collect data to inform the process
Specific actions : It’s not enough to know what’s causing a problem. You need a tool that lets you take specific actions, like instantly assigning remedial tasks

6 Best Root Cause Analysis Tools in 2024

Ready to figure out what’s at the root of your problem? With these six best root cause analysis tools and techniques, you’ll have what you need to break down an issue. From integrated software tools to free methods, there’s something for everyone. 💪

ClickUp is an all-in-one project management software designed to centralize your work across apps into one collaborative platform. With a rich set of dynamic features to streamline any workflow, teams rely on ClickUp to drive productivity, reduce downtime, and make processes more efficient.

One of the first steps in root cause analysis is to describe the problem. With ClickUp Whiteboards , teams can take a visual approach to this step. With live cursors, actionable tasks, embedding, and more, teams can work collaboratively to identify the root cause and present metrics that support their ideas.

The next step is to collect data. Use metrics to truly see what’s driving the issue. With ClickUp Forms , you can survey customers and employees to find out what problems are present and what may be causing them. These Forms are completely customizable, letting you collect the specific data you need. Plus, they’re easy to share, allowing you to cast a wide net to gather as much information as possible.

Once you’re in the analysis stage, ClickUp’s Table view will be your best friend. Create spreadsheets in seconds and design visual databases of information. Use these views to analyze your data and lay the groundwork for next steps to correct the problem. 🤩

ClickUp best features

ClickUp AI features hundreds of tools for various use cases, identifying issues and brainstorming solutions
Use Docs from ClickUp to easily document your RCA process and keep track of important insights and potential next steps
More than 1,000 templates, including ClickUp’s Root Cause Analysis Template , make it easy to do your work faster and more efficiently

ClickUp limitations

Right now, ClickUp AI writing tools are only available on desktop, but mobile rollout is on the way
The sheer number of features requires some time to learn, but once you do, you’ll be able to create more powerful processes

ClickUp pricing

Free Forever
Unlimited : $7/month per user
Business : $12/month per user
Enterprise : Contact for pricing
ClickUp AI is available on all paid plans for $5 per Workspace member per month

ClickUp ratings and reviews

G2 : 4.7/5 (2,000+ reviews)
Capterra : 4.7/5 (2,000+ reviews)

Intelex Root Cause Analysis product example

The Root Cause Analysis Software from Intelex is a SaaS tool designed to help companies create better environment, health, safety, and quality (EHSC) procedures. It uses various methodologies to get to the root cause of the problem.

Start by recording incident data in the tool where everyone on the team can access and analyze the information. Next, use methodology tools like Ishikawa diagrams and failure mode and effects analysis (FMEA) to identify trends.

Intelex best features

Integrated RCA techniques, including 5 whys, checklists, and gap analysis, make it easy to assess problems in one space
Workflow tools feature integrations to identify the root causes of problems outside your organization when they occur
Custom dashboards and reporting make sharing insights with various team members easier than ever

Intelex limitations

Some users felt the tool was rigid and that data collection features could be more insightful
The user interface isn’t the most friendly, particularly for beginners

Intelex pricing

Free: seven-day trial
Custom : Contact for pricing

Intelex ratings and reviews

G2 : 4/5 (10+ reviews)
Capterra : N/A

Root cause analysis tools: Apache Skywalking's services stats dashboard

Apache Skywalking is an application performance management (APM) tool designed to identify issues in software tools. Specifically made for microservices, cloud, and Kubernetes applications, this tool is useful for software engineers in charge of tech teams. 👨🏽‍💻

Apache Skywalking best features

Profile codes on runtime using the built-in root causes analysis features that identify the exact point where issues develop
Performance optimization tools let you create continuous improvement processes to better meet customer needs
In-depth metrics get to the heart of the problem, so your team can brainstorm solutions

Apache Skywalking limitations

The complex interface may be intimidating, particularly for entry-level team members
Some found the tool was better suited for smaller-scale projects

Apache Skywalking pricing

Free (open source tool)

Apache Skywalking ratings and reviews

Bonus: Check out The Best Open-Source Project Management Tools in 2024

TapRooT® is a software tool designed to identify and fix problems caused by both equipment and humans. Use this tool to collect evidence of the issue, identify the cause and effect of various actors, and develop fixes.

TapRooT® best features

Processes are differentiated based on whether it’s a simple incident or a major accident, so you react accordingly
The Corrective Action Helper® Guide/Module leads you through potential solutions and makes implementation faster
Charts and graphs organize data so it’s easier to identify trends

TapRooT® limitations

Some users found the pricing to be high
The tool is extremely in-depth, making it a better choice for big businesses

TapRooT® pricing

Contact for pricing

TapRooT® ratings and reviews

Root cause analysis tools: AppDynamics from Cisco's Dashboard and Reports page

AppDynamics is a tech tool from Cisco that’s designed to identify the root causes of issues across your business. Use it to break down problems in software, applications, user experience, and overall business health. The tool lets you gain visibility, gather data, and automate solutions. 📚

AppDynamics best features

Extensive supported technologies, including Apache, Python, and Docker
Monitoring and migration tools make implementing solutions faster
Application flow maps let you pinpoint the exact moment issues arise

AppDynamics limitations

A steep learning curve means you have to allocate resources to get the team up to speed
Complicated licensing and limited data security features

AppDynamics pricing

Infrastructure Monitoring Edition : $6/month/CPU Core
Premium Edition : $60/month/CPU Core
Enterprise Edition : $90/month/CPU Core
Enterprise Edition for SAP® Solutions : $167/month/CPU Core
Real User Monitoring : $0.06/month per 1,000 tokens

AppDynamics ratings and reviews

G2 : 4.3/5 (300+ reviews)
Capterra : 4.5/5 (30+ reviews)

Causelink® is Sologic’s RCA tool. It uses techniques like 5 whys, fishbone diagrams, and incident timelines to pinpoint the root cause of a problem. Use it as an individual, team, or enterprise tool based on the size of your business.

Sologic best features

Virtual RCA training features make it easy to provide professional development opportunities for all team members
Multiple built-in techniques let you analyze data in ways that make the most sense for your business
The built-in five-step method takes the guesswork out of RCA

Sologic limitations

Since the tool features built-in methodologies, there isn’t as much customization as with other tools
Pricing can be expensive, making it harder for small businesses to use

Sologic pricing

Causelink® Individual : $384/year
Causelink® Team : Contact for pricing
Causelink® Enterprise : Contact for pricing

Sologic ratings and reviews

G2 : 4/5 (1+ reviews)

Root Cause Analysis Techniques

A major benefit to using root cause analysis tools is that they’re designed to help teams integrate proven techniques into their daily processes. There are a ton of ways to get to the root of a problem, especially when you consider the range of issues teams face across industries.

If you’re searching for a new strategy or wondering what root cause analysis technique will best fit your team’s needs, start here with a few of our favorite examples:

Also called Pareto analysis, this RCA tool is a simple bar chart that ranks data based on frequency. It’s useful for identifying problems that cause the most downtime and highlighting where you should focus your efforts. The main purpose of a Pareto Chart is to separate minor problems from major ones. Teams turn to Pareto charts and analysis to:

Simplify the problem-solving process
Look for a singular cause to hone in on the root issue
Highlight the most commonly felt problems

The 5 Whys method is an investigative tool that’s much like a child repeatedly asking, “Why?” 🤔

That might be frustrating in other areas of life, but it’s great for root cause analysis because it pushes you to consider what’s behind a problem.

This tool isn’t meant for quantitative analysis; it’s more for a qualitative approach to finding out what’s behind an issue. It’s a mental exercise that limits your focus on one potential issue and encourages you to identify multiple contributors to that problem. The idea is to ask why-type questions about the problem to understand what’s wrong and why it may not be working.

This root cause analysis method is named for the shape of the diagram. It’s a process that breaks down problems into subcategories like machine, method, and materials. 🐟

Use fishbone diagram templates when you have no idea what’s behind the issue and need to do a big brainstorm. This strategy can be used for both simple and complex problems by breaking down each subcategory further and further until you nail down the root cause.

A scatter diagram helps you analyze the correlation of two sets of data. An independent variable (or potential cause) is plotted on the x-axis, while a dependent variable (the observed effect) is plotted on the y-axis. If the dots are grouped to create a line, this means there is a relationship between the two.

By clearly identifying the cause and effect based on data, you can implement solutions quickly and efficiently—even when using data points that may initially seem unrelated to each other.

Identify and Solve Problems With ClickUp

With these root cause analysis tools and methods, finding the problem and creating solutions is easier than ever. Choose one tool or mix and match a few depending on your business needs.

Sign up for ClickUp today to start gathering metrics, identifying problems, and creating solutions in your processes. With AI insights, Whiteboards, and Forms, quickly brainstorm ideas on what’s behind the issue and work collaboratively with your team.

Once you identify the problem, ClickUp makes it easy to instantly assign tasks and create a schedule for implementing solutions. 🏆

Questions? Comments? Visit our Help Center for support.

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36 Problem-solving techniques, methods and tools

When it comes to solving problems, getting ideas is the easy part.

But businesses often forget the other four stages of the problem-solving process that will allow them to find the best solution.

Instead of jumping straight to idea generation, your problem-solving framework should look like this:

Identify the problem
Reveal why it has occurred
Brainstorm ideas
Select the best solution

See how idea generation doesn’t appear until stage 3?!

In this extensive resource, we provide techniques, methodologies and tools to guide you through every stage of the problem-solving process.

Once you’ve finished reading, you’ll possess an extensive problem-solving arsenal that will enable you to overcome your biggest workplace challenges.

11 Problem-solving techniques for clarity and confidence

Before we dive into more comprehensive methodologies for solving problems, there are a few basic techniques you should know.

The following techniques will set you up for a successful problem-solving session with your team, allowing you to take on your biggest challenges with clarity and confidence. ‍

1. Take a moment, take a breath

When a problem or challenge arises, it’s normal to act too quickly or rely on solutions that have worked well in the past. This is known as entrenched thinking.

But acting impulsively, without prior consideration or planning, can cause you to misunderstand the issue and overlook possible solutions to the problem.

Therefore, the first thing you should always do when you encounter a problem is: breathe in and out.

Take a step back and make a clear plan of action before you act. This will help you to take rational steps towards solving a problem. ‍

2. Ask questions to understand the full extent of the issue

Another common mistake people make when attempting to solve a problem is taking action before fully understanding the problem.

Before committing to a theory, ask enough questions to unearth the true root of the issue.

Later in this article, we cover The 5 Why’s problem-solving methodology which you can use to easily identify the root of your problem. Give this a go at your next meeting and see how your initial understanding of a problem can often be wrong. ‍

3. Consider alternative perspectives

A common problem-solving issue is that of myopia—a narrow-minded view or perception of the problem. Myopia can occur when you’re too involved with the problem or your team isn’t diverse enough.

To give yourself the best chance of resolving a problem, gain insight from a wide range of sources. Collaborate with key stakeholders, customers and on-the-ground employees to learn how the problem affects them and whether they have found workarounds or solutions.

To paint the broadest picture, don’t limit your problem-solving team to a specific archetype. Try to include everyone, from the chief executive to the office janitor.

If you’re working with a small team, try the Flip It! problem-solving methodology to view the issue from a fresh angle. ‍

4. Make your office space conducive to problem-solving

The environment in which your host your brainstorming sessions should maximise creativity . When your team members trust each other and feel relaxed, they’re more likely to come up with innovative ideas and solutions to a problem.

Here are a few ways to get your employees’ creative juices flowing:

Play team-building games that maximise trust and build interpersonal relationships
Improve your team’s problem-solving skills with games that encourage critical thinking
Redesign the office with comfortable furniture and collaborative spaces
Boost job satisfaction by creating a positive work-life balance
Improve collaborative skills and learn to resolve conflicts

World Café is a problem-solving method that creates a casual environment conducive to creative thinking.

Keep reading to learn more about how World Café can help your team solve complex organisational problems. ‍

5. Use problem-solving methodologies to guide the process

Because problem-solving is a creative process, it can be hard to keep it on track. As more ideas get banded around, conflicts can arise that derail the session.

That’s why problem-solving methodologies are so helpful. They offer you proven problem-solving frameworks to guide your group sessions and keep them on track.

The Six Thinking Hats problem-solving method is a popular technique that guides the process and helps your team analyse a problem from all angles.

We’re going to take a look at our favourite problem-solving methodologies in the next section of this article, XY Tried and tested problem-solving methodologies. ‍

6. Use analogies to solve complex problems

Sometimes, solving a different problem can help you uncover solutions to another problem!

By stripping back a complex issue and framing it as a simplified analogy , you approach a problem from a different angle, enabling you to come up with alternative ideas.

After solving practice problems, your team might be more aptly equipped to solve real-world issues.

However, coming up with an analogy that reflects your issue can be difficult, so don’t worry if this technique doesn’t work for you.

The Speed Boat diagram is a visual tool that helps your employees view existing challenges as anchors holding back a boat which represents your end goals. By assigning a “weight” to each anchor, your team can prioritise which issues to tackle first. ‍

7. Establish clear constraints

Constraints make a big problem more approachable.

Before you tackle a problem, establish clear boundaries and codes of conduct for the session. This allows your team to focus on the current issue without becoming distracted or veering off on a tangent.

In an article published in the Harvard Business Review, authors Oguz A. Acar, Murat Tarakci, and Daan van Knippenberg wrote, “Constraints … provide focus and a creative challenge that motivates people to search for and connect information from different sources to generate novel ideas for new products, services, or business processes.” (Why Constraints Are Good for Innovation, 2019)

Lightning Decision Jam is a prime example of how constraints can assist the creative process. Here, your team are given strict time constraints and isn’t permitted to discuss ideas until the end. ‍

8. Dislodge preconceived ideas

Humans are creatures of habit.

We defer to strategies that have produced positive results in the past. This is typically beneficial because recalling our previous successes means we don’t need to constantly re-learn similar tasks.

But when it comes to problem-solving, this way of thinking can trip us up. We become fixated on a solution that worked in the past, but when this fails we’re dismayed and left wondering what to do next.

To resolve problems effectively, your employees need to escape the precincts of their imaginations. This helps to eliminate functional fixedness—the belief that an item serves only its predefined function.

Alternative Application is an icebreaker game that encourages employees to think outside the box by coming up with different uses for everyday objects. Try this at your next meeting or team-building event and watch your team tap into their creativity. ‍

9. Level the playing field

Having a diverse group of employees at your brainstorming sessions is a good idea, but there’s one problem: the extroverted members of your team will be more vocal than the introverts.

To ensure you’re gaining insight from every member of your team, you need to give your quieter employees equal opportunities to contribute by eliminating personality biases.

Read more: What icebreaker games and questions work best for introverts?

The obvious solution, then, is to “silence” the louder participants (it’s not as sinister as it sounds, promise)—all you have to do is ban your team from debating suggestions during the ideation process.

The Lightning Decision Jam methodology gives your employees equal opportunities to contribute because much of the problem-solving process is carried out in silence. ‍

10. Take a break from the problem

Have you ever noticed how the best ideas seem to come when you’re not actively working on a problem? You may have spent hours slumped over your desk hashing out a solution, only for the “eureka!” moment to come when you’re walking your dog or taking a shower.

In James Webb Young’s book, A Technique for Producing Ideas , phase three of the process is “stepping away from the problem.” Young proclaims that after putting in the hard work, the information needs to ferment in the mind before any plausible ideas come to you.

So next time you’re in a meeting with your team trying to solve a problem, don’t panic if you don’t uncover groundbreaking ideas there and then. Allow everybody to mull over what they’ve learned, then reconvene at a later date.

The Creativity Dice methodology is a quick-fire brainstorming game that allows your team to incubate ideas while concentrating on another. ‍

11. Limit feedback sessions

The way your team delivers feedback at the end of a successful brainstorming session is critical. Left unsupervised, excessive feedback can undo all of your hard work.

Therefore, it’s wise to put a cap on the amount of feedback your team can provide. One great way of doing this is by using the One Breath Feedback technique.

By limiting your employees to one breath, they’re taught to be concise with their final comments.

16 Tried and tested problem-solving methodologies

Problem-solving methodologies keep your brainstorming session on track and encourage your team to consider all angles of the issue.

Countless methods have wiggled their way into the world of business, each one with a unique strategy and end goal.

Here are 12 of our favourite problem-solving methodologies that will help you find the best-fit solution to your troubles. ‍

12. Six Thinking Hats

Six Thinking Hats is a methodical problem-solving framework that helps your group consider all possible problems, causes, solutions and repercussions by assigning a different coloured hat to each stage of the problem-solving process.

The roles of each hat are as follows:

Blue Hat (Control): This hat controls the session and dictates the order in which the hats will be worn. When wearing the Blue Hat, your group will observe possible solutions, draw conclusions and define a plan of action.
Green Hat (Idea Generation): The Green Hat signifies creativity. At this stage of the methodology, your team will focus their efforts on generating ideas, imagining solutions and considering alternatives.
Red Hat (Intuition and Feelings): It’s time for your employees to communicate their feelings. Here, your team listen to their guts and convey their emotional impulses without justification.
Yellow Hat (Benefits and Values): What are the merits of each idea that has been put forward thus far? What positive impacts could they have?
Black or Grey Hat (Caution): What are the potential risks or shortcomings of each idea? What negative impacts could result from implicating each idea?
White Hat (Information and Data): While wearing The White Hat, your team must determine what information is needed and from where it can be obtained.

For Six Thinking Hats to work effectively, ensure your team acts within the confines of each role.

While wearing The Yellow Hat, for example, your team should only discuss the positives . Any negative implications should be left for the Black or Grey hat.

Note: Feel free to alter the hat colours to align with your cultural context. ‍

13. Lightning Decision Jam (LDJ)

Lightning Decision Jam is a nine-stage problem-solving process designed to uncover a variety of perspectives while keeping the session on track.

The process starts by defining a general topic like the internal design process, interdepartmental communication, the sales funnel, etc.

Then, armed with pens and post-it notes, your team will work through the nine stages in the following order:

Write problems (7 minutes)
Present problems (4 minutes/person)
Select problems (6 minutes)
Reframe the problems (6 minutes)
Offer solutions (7 minutes)
Vote on solutions (10 minutes)
Prioritise solutions (30 seconds)
Decide what to execute (10 minutes)
Create task lists (5 minutes)

The philosophy behind LDJ is that of constraint. By limiting discussion, employees can focus on compiling ideas and coming to democratic decisions that benefit the company without being distracted or going off on a tangent. ‍

14. The 5 Why’s

Root Cause Analysis (RCA) is the process of unearthing a problem and finding the underlying cause. To help you through this process, you can use The 5 Why’s methodology.

The idea is to ask why you’re experiencing a problem, reframe the problem based on the answer, and then ask “ why?” again. If you do this five times , you should come pretty close to the root of your original challenge.

While this might not be a comprehensive end-to-end methodology, it certainly helps you to pin down your core challenges. ‍

15. World Café

If you’ve had enough of uninspiring corporate boardrooms, World Café is the solution.

This problem-solving strategy facilitates casual conversations around given topics, enabling players to speak more openly about their grievances without the pressure of a large group.

Here’s how to do it:

Create a cosy cafe-style setting (try to have at least five or six chairs per table).
As a group, decide on a core problem and mark this as the session topic.
Divide your group into smaller teams by arranging five or six players at a table.
Assign each group a question that pertains to the session topic, or decide on one question for all groups to discuss at once.
Give the groups about 20 minutes to casually talk over each question.
Repeat this with about three or four different questions, making sure to write down key insights from each group.
Share the insights with the whole group.

World Café is a useful way of uncovering hidden causes and pitfalls by having multiple simultaneous conversations about a given topic. ‍

16. Discovery and Action Dialogue (DAD)

Discovery and Actions Dialogues are a collaborative method for employees to share and adopt personal behaviours in response to a problem.

This crowdsourcing approach provides insight into how a problem affects individuals throughout your company and whether some are better equipped than others.

A DAD session is guided by a facilitator who asks seven open-ended questions in succession. Each person is given equal time to participate while a recorder takes down notes and valuable insights.

This is a particularly effective method for uncovering preexisting ideas, behaviours and solutions from the people who face problems daily. ‍

17. Design Sprint 2.0

The Design Sprint 2.0 model by Jake Knapp helps your team to focus on finding, developing measuring a solution within four days . Because theorising is all well and good, but sometimes you can learn more by getting an idea off the ground and observing how it plays out in the real world.

Here’s the basic problem-solving framework:

Day 1: Map out or sketch possible solutions
Day 2: Choose the best solutions and storyboard your strategy going forward
Day 3: Create a living, breathing prototype
Day 4: Test and record how it performs in the real world

This technique is great for testing the viability of new products or expanding and fixing the features of an existing product. ‍

18. Open Space Technology

Open Space Technology is a method for large groups to create a problem-solving agenda around a central theme. It works best when your group is comprised of subject-matter experts and experienced individuals with a sufficient stake in the problem.

Open Space Technology works like this:

Establish a core theme for your team to centralise their efforts.
Ask the participants to consider their approach and write it on a post-it note.
Everybody writes a time and place for discussion on their note and sticks it to the wall.
The group is then invited to join the sessions that most interest them.
Everybody joins and contributes to their chosen sessions
Any significant insights and outcomes are recorded and presented to the group.

This methodology grants autonomy to your team and encourages them to take ownership of the problem-solving process. ‍

19. Round-Robin Brainstorming Technique

While not an end-to-end problem-solving methodology, the Round-Robin Brainstorming Technique is an effective way of squeezing every last ounce of creativity from your ideation sessions.

Here’s how it works:

Decide on a problem that needs to be solved
Sitting in a circle, give each employee a chance to offer an idea
Have somebody write down each idea as they come up
Participants can pass if they don’t have anything to contribute
The brainstorming session ends once everybody has passed

Once you’ve compiled a long list of ideas, it’s up to you how you move forward. You could, for example, borrow techniques from other methodologies, such as the “vote on solutions” phase of the Lightning Decision Jam. ‍

20. Failure Modes and Effects Analysis (FMEA)

Failure Modes and Effects Analysis is a method for preventing and mitigating problems within your business processes.

This technique starts by examining the process in question and asking, “What could go wrong?” From here, your team starts to brainstorm a list of potential failures.

Then, going through the list one by one, ask your participants, “Why would this failure happen?”

Once you’ve answered this question for each list item, ask yourselves, “What would the consequences be of this failure?”

This proactive method focuses on prevention rather than treatment. Instead of waiting for a problem to occur and reacting, you’re actively searching for future shortcomings. ‍

21. Flip It!

The Flip It! Methodology teaches your team to view their concerns in a different light and frame them instead as catalysts for positive change.

The game works like this:

Select a topic your employees are likely to be concerned about, like market demand for your product or friction between departments.
Give each participant a pile of sticky notes and ask them to write down all their fears about the topic.
Take the fears and stick them to an area of the wall marked “fears.”
Then, encourage your team to look at these fears and ask them to reframe them as “hope” by writing new statements on different sticky notes.
Take these “hope” statements and stick them to an area of the wall marked “hope.”
Discuss the statements, then ask them to vote on the areas they feel they can start to take action on. They can do this by drawing a dot on the corner of the sticky note.
Move the notes with the most votes to a new area of the wall marked “traction.”
Discuss the most popular statements as a group and brainstorm actionable items related to each.
Write down the actions that need to be made and discuss them again as a group.

This brainstorming approach teaches your employees the danger of engrained thinking and helps them to reframe their fears as opportunities. ‍

22. The Creativity Dice

The Creativity Dice teaches your team to incubate ideas as they focus on different aspects of a problem. As we mentioned earlier in the article, giving ideas time to mature can be a highly effective problem-solving strategy. Here’s how the game works:

Choose a topic to focus on, It can be as specific or open-ended as you like. Write this down as a word or sentence. Roll the die, start a timer of three minutes and start writing down ideas within the confines of what that number resembles. The roles of each number are as follows:

Specification: Write down goals you want to achieve.
Investigation: Write down existing factual information you know about the topic.
Ideation: Write down creative or practical ideas related to the topic.
Incubation: Do something else unrelated to the problem.
Iteration: Look at what you’ve already written and come up with related ideas (roll again if you didn’t write anything yet). ‍
Integration: Look at everything you have written and try to create something cohesive from your ideas like a potential new product or actionable next step.

Once you’ve finished the activity, review your findings and decide what you want to take with you. ‍

23. SWOT Analysis

The SWOT Analysis is a long-standing method for analysing the current state of your business and considering how this affects the desired end state.

The basic idea is this:

Before the meeting, come up with a “Desired end state” and draw a picture that represents this on a flipchart or whiteboard.
Divide a large piece of paper into quadrants marked “Strengths”, “Weaknesses”, “Opportunities” and “Threats.”
Starting with “Strengths”, work through the quadrants, coming up with ideas that relate to the desired end state.
Ask your team to vote for the statements or ideas of each category that they feel are most relevant to the desired end state.
As a group, discuss the implications that these statements have on the desired end state. Spark debate by asking thought-provoking and open-ended questions.

The SWOT Analysis is an intuitive method for understanding which parts of your business could be affecting your long-term goals. ‍

24. The Journalistic Six

When learning to cover every aspect of a story, journalists are taught to ask themselves six essential questions:

Now, this approach has been adopted by organisations to help understand every angle of a problem. All you need is a clear focus question, then you can start working through the six questions with your team until you have a 360-degree view of what has, can and needs to be done. ‍

25. Gamestorming

Gamestorming is a one-stop creative-thinking framework that uses various games to help your team come up with innovative ideas.

Originally published as a book 10 years ago, Gamestorming contained a selection of creative games used by Silicon Valley’s top-performing businesses to develop groundbreaking products and services.

This collection of resources, plucked from the minds of founders and CEOs like Jeff Bezos and Steve Jobs, allows you to tap into the potentially genius ideas lying dormant in the minds of your employees. ‍

26. Four-Step Sketch

The Four-Step Sketch is a visual brainstorming that provides an alternative to traditional discussion-based ideation techniques .

This methodology requires prior discussion to clarify the purpose of the activity. Imagine you’re on a startup retreat , for example, and your team is taking part in a design sprint or hackathon.

Once you’ve brainstormed a list of ideas with your team, participants can look at the suggestions and take down any relevant notes. They then take these notes and turn them into rough sketches that resemble the idea.

Then, as a warm-up, give each participant eight minutes to produce eight alternative sketches (eight minutes per sketch) of the idea. These ideas are not to be shared with the group.

Finally, participants create new sketches based on their favourite ideas and share them with the group. The group can then vote on the ideas they think offer the best solution. ‍

27. 15% Solutions

15% Solutions is a problem-solving strategy for motivating and inspiring your employees. By encouraging your team to gain small victories, you pave the way for bigger changes.

First, ask your participants to think about things they can personally do within the confines of their role.

Then, arrange your team into small groups of three to four and give them time to share their ideas and consult with each other.

This simple problem-solving process removes negativity and powerlessness and teaches your team to take responsibility for change.

9 Problem-solving tools for gathering and selecting ideas

Problem-solving tools support your meeting with easy-to-use graphs, visualisations and techniques.

By implementing a problem-solving tool, you break the cycle of mundane verbal discussion, enabling you to maintain engagement throughout the session. ‍

28. Fishbone Diagram

The Fishbone Diagram (otherwise known as the Ishikawa Diagram or Cause and Effect Diagram), is a tool for identifying the leading causes of a problem. You can then consolidate these causes into a comprehensive “Problem Statement.”

The term “Fishbone Diagram” is derived from the diagram’s structure. The problem itself forms the tail, possible causes radiate from the sides to form the fish skeleton while the final “Problem Statement” appears as the “head” of the fish.

Example: A fast-food chain is investigating the declining quality of their food. As the team brainstorms potential causes, they come up with reasons like “poorly trained personnel”, “lack of quality control”, and “incorrect quantity of spices.” Together with other causes, the group summarises that these problems lead to “bad burgers.” They write this as the Problem Statement and set about eliminating the main contributing factors. ‍

29. The Problem Tree

A Problem Tree is a useful tool for assessing the importance or relevance of challenges concerning the core topic. If you’re launching a new product, for example, gather your team and brainstorm the current issues, roadblocks and bottlenecks that are hindering the process.

Then, work together to decide which of these are most pressing. Place the most relevant issues closer to the core topic and less relevant issues farther away. ‍

30. SQUID Diagram

The Squid Diagram is an easy-to-use tool that charts the progress of ideas and business developments as they unfold. Your SQUID Diagram can remain on a wall for your team to add to over time.

Write down a core theme on a sticky note such as “customer service” or “Innovation”—this will be the “head” of your SQUID.
Hand two sets of different coloured sticky notes to your participants and choose one colour to represent “questions” and the other to represent “answers.”
Ask your team to write down questions pertaining to the success of the main topic. In the case of “Innovation,” your team might write things like “How can we improve collaboration between key stakeholders?”
Then, using the other coloured sticky notes, ask your team to write down possible answers to these questions. In the example above, this might be “Invest in open innovation software.”
Over time, you’ll develop a spawling SQUID Diagram that reflects the creative problem-solving process. ‍

31. The Speed Boat

The Speed Boat Diagram is a visual metaphor used to help your team identify and solve problems in the way of your goals.

Here’s how it works:

Draw a picture of a boat and name it after the core objective.
With your team, brainstorm things that are slowing progress and draw each one as an anchor beneath the boat.
Discuss possible solutions to each problem on the diagram.

This is an easy-to-use tool that sparks creative solutions. If you like, your team can assign a “weight” to each anchor which determines the impact each problem has on the end goal. ‍

32. The LEGO Challenge

LEGO is an excellent creative-thinking and problem-solving tool used regularly by event facilitators to help teams overcome challenges.

In our article 5 and 10-minute Team-Building Activities , we introduce Sneak a Peek —a collaborative team-building game that develops communication and leadership skills. ‍

33. The Three W’s: What? So What? Now What?

Teams aren’t always aligned when it comes to their understanding of a problem. While the problem remains the same for everyone, they might have differing opinions as to how it occurred at the implications it had.

Asking “ What? So What? Now What?” Helps you to understand different perspectives around a problem.

It goes like this:

Alone or in small groups, ask your employees to consider and write What happened. This should take between five and 10 minutes.
Then ask So What? What occurred because of this? Why was what happened important? What might happen if this issue is left unresolved?
Finally, ask your team Now What? What might be a solution to the problem? What actions do you need to take to avoid this happening again?

This approach helps your team understand how problems affect individuals in different ways and uncovers a variety of ways to overcome them. ‍

34. Now-How-Wow Matrix

Gathering ideas is easy—but selecting the best ones? That’s a different story.

If you’ve got a bunch of ideas, try the Now-How-Wow Matrix to help you identify which ones you should implement now and which ones should wait until later.

Simply draw a two-axis graph with “implementation difficulty” on the Y axis and “idea originality” on the X axis. Divide this graph into quadrants and write “Now!” in the bottom left panel, “Wow!” in the bottom right panel, and “How?” in the top right panel. You can leave the top left panel blank.

Then, take your ideas and plot them on the graph depending on their implementation difficulty and level of originality.

By the end, you’ll have a clearer picture of which ideas to ignore, which ones to implement now, and which ones to add to the pipeline for the future. ‍

35. Impact-Effort Matrix

The Impact-Effort Matrix is a variation of the Now-How-Wow Matrix where the Y axis is marked “Impact” and the X axis is marked “Effort.”

Then, divide the graph into quadrants and plot your ideas.

Top left section = Excellent, implement immediately
Top right section = Risky, but worth a try
Bottom left section = Low risk, but potentially ineffective
Bottom right section = Bad idea, ignore

The Impact-Effort Matrix is a simple way for your team to weigh the benefits of an idea against the amount of investment required. ‍

36. Dot Voting

Once you’ve gathered a substantial list of ideas from your employees, you need to sort the good from the bad.

Dot voting is a simple tool used by problem-solving facilitators as a fast and effective way for large groups to vote on their favourite ideas . You’ll have seen this method used in problem-solving methods like Flip It! and Lightning Decision Jam .

Participants write their ideas on sticky notes and stick them to the wall or a flipchart.
When asked, participants draw a small dot on the corner of the idea they like the most.
Participants can be given as many votes as necessary.
When voting ends, arrange the notes from “most popular” to “least popular.”

This provides an easy-to-use visual representation of the best and worst ideas put forward by your team.

Give your problems the attention they deserve at an offsite retreat

While working from home or at the office, your team is often too caught up in daily tasks to take on complex problems.

By escaping the office and uniting at an offsite location, you can craft a purposeful agenda of team-building activities and problem-solving sessions. This special time away from the office can prove invaluable when it comes to keeping your business on track.

If you have problems that need fixing (who doesn’t?), reach out to Surf Office and let us put together a fully-customised offsite retreat for you.

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7 Powerful Problem-Solving Root Cause Analysis Tools

The first step to solving a problem is to define the problem precisely. It is the heart of problem-solving.

Root cause analysis is the second important element of problem-solving in quality management. The reason is if you don't know what the problem is, you can never solve the exact problem that is hurting the quality.

Sustainable Compliance for Out of Specifications (OOS) Results, Deviations, and Corrective and Preventive Actions (CAPA)

Manufacturers have a variety of problem-solving tools at hand. However, they need to know when to use which tool in a manner that is appropriate for the situation. In this article, we discuss 7 tools including:

The Ishikawa Fishbone Diagram (IFD)
Pareto Chart
Failure Mode and Effects Analysis (FMEA)
Scatter Diagram
Affinity Diagram
Fault Tree Analysis (FTA)

1. The Ishikawa Fishbone Diagram IFD

The model introduced by Ishikawa (also known as the fishbone diagram) is considered one of the most robust methods for conducting root cause analysis. This model uses the assessment of the 6Ms as a methodology for identifying the true or most probable root cause to determine corrective and preventive actions. The 6Ms include:

Measurement,
Mother Nature- i.e., Environment

Related Training: Fishbone Diagramming

2. Pareto Chart

The Pareto Chart is a series of bars whose heights reflect the frequency or impact of problems. On the Chart, bars are arranged in descending order of height from left to right, which means the categories represented by the tall bars on the left are relatively more frequent than those on the right.

Related Training: EFFECTIVE INVESTIGATIONS AND CORRECTIVE ACTIONS (CAPA) Establishing and resolving the root causes of deviations, problems and failures

This model uses the 5 Why by asking why 5 times to find the root cause of the problem. It generally takes five iterations of the questioning process to arrive at the root cause of the problem and that's why this model got its name as 5 Whys. But it is perfectly fine for a facilitator to ask less or more questions depending on the needs.

Related training: Accident/Incident Investigation and Root Cause Analysis

4. Failure Mode and Effects Analysis (FMEA)

Process	Failure	Effect	S	Causes	O	D	RPN

FMEA is a technique used to identify process and product problems before they occur. It focuses on how and when a system will fail, not if it will fail. In this model, each failure mode is assessed for:

Severity (S)
Occurrence (O)
Detection (D)

A combination of the three scores produces a risk priority number (RPN). The RPN is then provided a ranking system to prioritize which problem must gain more attention first.

Related Training: Failure Mode Effects Analysis

5. Scatter Diagram

A scatter diagram also known as a scatter plot is a graph in which the values of two variables are plotted along two axes, the pattern of the resulting points revealing any correlation present.

To use scatter plots in root cause analysis, an independent variable or suspected cause is plotted on the x-axis and the dependent variable (the effect) is plotted on the y-axis. If the pattern reflects a clear curve or line, it means they are correlated. If required, more sophisticated correlation analyses can be continued.

Related Training: Excel Charting Basics - Produce Professional-Looking Excel Charts

6. Affinity Diagram

Also known as KJ Diagram, this model is used to represent the structure of big and complex factors that impact a problem or a situation. It divides these factors into small classifications according to their similarity to assist in identifying the major causes of the problem.

7. Fault Tree Analysis (FTA)

The Fault Tree Analysis uses Boolean logic to arrive at the cause of a problem. It begins with a defined problem and works backward to identify what factors contributed to the problem using a graphical representation called the Fault Tree. It takes a top-down approach starting with the problem and evaluating the factors that caused the problem.

Finding the root cause isn't an easy because there is not always one root cause. You may have to repeat your experiment several times to arrive at it to eliminate the encountered problem. Using a scientific approach to solving problem works. So, its important to learn the several problem-solving tools and techniques at your fingertips so you can use the ones appropriate for different situations.

ComplianceOnline Trainings on Root Cause Analysis

P&PC, SPC/6Sigma, Failure Investigation, Root Cause Analysis, PDCA, DMAIC, A3 This webinar will define what are the US FDA's expectation for Production and Process Control / Product Realization, the use of statistical tehniques, 6 sigma, SPC, for establishing, controlling , and verifying the acceptability of process capability and product characteristics, product acceptance or validation and other studies. Non-conformance, OOS, deviations Failure Investigations, and Root Cause Analysis, PDCA, DMAIC, and similar project drivers to improvement, A# and similar dash boards.

Accident/Incident Investigation and Root Cause Analysis If a major workplace injury or illness occurred, what would you do? How would you properly investigate it? What could be done to prevent it from happening again? A properly executed accident/incident investigation drives to the root causes of the workplace accident to prevent a repeat occurrence. A good accident/incident investigation process includes identifying the investigation team, establishing/reviewing written procedures, identifying root causes and tracking of all safety hazards found to completion.

Root Cause Analysis - The Heart of Corrective Action This presentation will explain the importance of root cause analysis and how it fits into an effective corrective and preventive action system. It will cover where else in your quality management system root cause analysis can be used and will give examples of some of the techniques for doing an effective root cause analysis. Attendees will learn how root cause analysis can be used in process control.

Addressing Non-Conformances using Root Cause Analysis (RCA) RCA assumes that systems and events are interrelated. An action in one area triggers an action in another, and another, and so on. By tracing back these actions, you can discover where the issue started and how it grew into the problem you're now facing.

Risk Management Under ISO 14971 ISO 14971:2019 is the definitive standard for risk management for medical devices and IVDs. The standard lays out a comprehensive approach to managing risks in the life sciences. The course will discuss practical approaches to complying with the standard.

Introduction to Root Cause Investigation for CAPA If you have reoccurring problems showing up in your quality systems, your CAPA system is not effective and you have not performed an in-depth root cause analysis to be able to detect through proper problem solving tools and quality data sources, the true root cause of your problem. Unless you can get to the true root cause of a failure, nonconformity, defect or other undesirable situation, your CAPA system will not be successful.

Root Cause Analysis and CAPA Controls for a Compliant Quality System In this CAPA webinar, learn various regulations governing Corrective and Preventive Actions (CAPA) and how organization should collect information, analyze information, identify, investigate product and quality problems, and take appropriate and effective corrective and/or preventive action to prevent their recurrence.

How to Design and Implement a Dynamic Control Plan This webinar training will discuss how to design a dynamic control plan that combines FMEA and the control plan by extending the FMEA to encompass the elements of the control plan and create a living document that helps to drive continual improvement.

An Easy to Implement Integrated Risk Management Approach Compliant with ISO 14971 This integrated risk management training for medical devices will discuss how to incorporate risk management as per ISO 14971 guidelines in all phases of medical device development. It will highlight the documentation needed to support the decisions made as part of the risk management process.

The Use and Mis-use of FMEA in Medical Device Risk Management The presentation will discuss the proper use of FMEA in risk management and how to recognize and avoid the traps associated with this tool in order to have a more efficient risk management process. Most medical device manufacturers use FMEA as a part of their risk management system. Most medical device manufacturers use FMEA as a part of their risk management system.

Root Cause Analysis for CAPA Management (Shutting Down the Alligator Farm) Emphasis will be placed on realizing system interactions and cultural environment that often lies at the root of the problem and prevents true root cause analysis. This webinar will benefit any organization that wants to improve the effectiveness of their CAPA and failure investigation processes.

Root Cause Analysis for Corrective and Preventive Action (CAPA) The Quality Systems Regulation (21 CFR 820) and the Quality Management Standard for Medical Devices (ISO 13485:2003), require medical device companies to establish and maintain procedures for implementing corrective and preventive action (CAPA) as an integral part of the quality system.

Strategies for an Effective Root Cause Analysis and CAPA Program This webinar will provide valuable assistance to all regulated companies, a CAPA program is a requirement across the Medical Device, Diagnostic, Pharmaceutical, and Biologics fields. This session will discuss the importance, requirements, and elements of a root cause-based CAPA program, as well as detailing the most effective ways to determine root cause and describing the uses of CAPA data.

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Guide: Problem Solving

Author: Daniel Croft

Daniel Croft is an experienced continuous improvement manager with a Lean Six Sigma Black Belt and a Bachelor's degree in Business Management. With more than ten years of experience applying his skills across various industries, Daniel specializes in optimizing processes and improving efficiency. His approach combines practical experience with a deep understanding of business fundamentals to drive meaningful change.

Problem-solving stands as a fundamental skill, crucial in navigating the complexities of both everyday life and professional environments. Far from merely providing quick fixes, it entails a comprehensive process involving the identification, analysis, and resolution of issues.

This multifaceted approach requires an understanding of the problem’s nature, the exploration of its various components, and the development of effective solutions. At its core, problem-solving serves as a bridge from the current situation to a desired outcome, requiring not only the recognition of an existing gap but also the precise definition and thorough analysis of the problem to find viable solutions.

What is Problem Solving?

At its core, problem-solving is about bridging the gap between the current situation and the desired outcome. It starts with recognizing that a discrepancy exists, which requires intervention to correct or improve. The ability to identify a problem is the first step, but it’s equally crucial to define it accurately. A well-defined problem is half-solved, as the saying goes.

Analyzing the problem is the next critical step. This analysis involves breaking down the problem into smaller parts to understand its intricacies. It requires looking at the problem from various angles and considering all relevant factors – be they environmental, social, technical, or economic. This comprehensive analysis aids in developing a deeper understanding of the problem’s root causes, rather than just its symptoms.

Reverse brainstorming - problem solving - Idea generation

Finally, effective problem-solving involves the implementation of the chosen solution and its subsequent evaluation. This stage tests the practicality of the solution and its effectiveness in the real world. It’s a critical phase where theoretical solutions meet practical application.

The Nature of Problems

The nature of the problem significantly influences the approach to solving it. Problems vary greatly in their complexity and structure, and understanding this is crucial for effective problem-solving.

Simple vs. Complex Problems : Simple problems are straightforward, often with clear solutions. They usually have a limited number of variables and predictable outcomes. On the other hand, complex problems are multi-faceted. They involve multiple variables, stakeholders, and potential outcomes, often requiring a more sophisticated analysis and a multi-pronged approach to solving.

Structured vs. Unstructured Problems : Structured problems are well-defined. They follow a specific pattern or set of rules, making their outcomes more predictable. These problems often have established methodologies for solving. For example, mathematical problems usually fall into this category. Unstructured problems, in contrast, are more ambiguous. They lack a clear pattern or set of rules, making their outcomes uncertain. These problems require a more exploratory approach, often involving trial and error, to identify potential solutions.

Understanding the type of problem at hand is essential, as it dictates the approach. For instance, a simple problem might require a straightforward solution, while a complex problem might need a more comprehensive, step-by-step approach. Similarly, structured problems might benefit from established methodologies, whereas unstructured problems might need more innovative and creative problem-solving techniques.

The Problem-Solving Process

The process of problem-solving is a methodical approach that involves several distinct stages. Each stage plays a crucial role in navigating from the initial recognition of a problem to its final resolution. Let’s explore each of these stages in detail.

Step 1: Identifying the Problem

Step 2: Defining the Problem

Once the problem is identified, the next step is to define it clearly and precisely. This is a critical phase because a well-defined problem often suggests its solution. Defining the problem involves breaking it down into smaller, more manageable parts. It also includes understanding the scope and impact of the problem. A clear definition helps in focusing efforts and resources efficiently and serves as a guide to stay on track during the problem-solving process.

Step 3: Analyzing the Problem

Step 4: Generating Solutions

Step 5: Evaluating and Selecting Solutions

After generating a list of possible solutions, the next step is to evaluate each one critically. This evaluation includes considering the feasibility, costs, benefits, and potential impact of each solution. Techniques like cost-benefit analysis, risk assessment, and scenario planning can be useful here. The aim is to select the solution that best addresses the problem in the most efficient and effective way, considering the available resources and constraints.

Step 6: Implementing the Solution

Step 7: Reviewing and Reflecting

The final stage in the problem-solving process is to review the implemented solution and reflect on its effectiveness and the process as a whole. This involves assessing whether the solution met its intended goals and what could have been done differently. Reflection is a critical part of learning and improvement. It helps in understanding what worked well and what didn’t, providing valuable insights for future problem-solving efforts.

Tools and Techniques for Effective Problem Solving

Problem-solving is a multifaceted endeavor that requires a variety of tools and techniques to navigate effectively. Different stages of the problem-solving process can benefit from specific strategies, enhancing the efficiency and effectiveness of the solutions developed. Here’s a detailed look at some key tools and techniques:

Brainstorming

SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats)

Root Cause Analysis

This is a method used to identify the underlying causes of a problem, rather than just addressing its symptoms. One popular technique within root cause analysis is the “ 5 Whys ” method. This involves asking “why” multiple times (traditionally five) until the fundamental cause of the problem is uncovered. This technique encourages deeper thinking and can reveal connections that aren’t immediately obvious. By addressing the root cause, solutions are more likely to be effective and long-lasting.

Mind Mapping

Each of these tools and techniques can be adapted to different types of problems and situations. Effective problem solvers often use a combination of these methods, depending on the nature of the problem and the context in which it exists. By leveraging these tools, one can enhance their ability to dissect complex problems, generate creative solutions, and implement effective strategies to address challenges.

Developing Problem-Solving Skills

Developing problem-solving skills is a dynamic process that hinges on both practice and introspection. Engaging with a diverse array of problems enhances one’s ability to adapt and apply different strategies. This exposure is crucial as it allows individuals to encounter various scenarios, ranging from straightforward to complex, each requiring a unique approach. Collaborating with others in teams is especially beneficial. It broadens one’s perspective, offering insights into different ways of thinking and approaching problems. Such collaboration fosters a deeper understanding of how diverse viewpoints can contribute to more robust solutions.

Reflection is equally important in the development of problem-solving skills. Reflecting on both successes and failures provides valuable lessons. Successes reinforce effective strategies and boost confidence, while failures are rich learning opportunities that highlight areas for improvement. This reflective practice enables one to understand what worked, what didn’t, and why.

Critical thinking is a foundational skill in problem-solving. It involves analyzing information, evaluating different perspectives, and making reasoned judgments. Creativity is another vital component. It pushes the boundaries of conventional thinking and leads to innovative solutions. Effective communication also plays a crucial role, as it ensures that ideas are clearly understood and collaboratively refined.

In conclusion, problem-solving is an indispensable skill set that blends analytical thinking, creativity, and practical implementation. It’s a journey from understanding the problem to applying a solution and learning from the outcome.

Whether dealing with simple or complex issues, or structured or unstructured challenges, the essence of problem-solving lies in a methodical approach and the effective use of various tools and techniques. It’s a skill that is honed over time, through experience, reflection, and the continuous development of critical thinking, creativity, and communication abilities. In mastering problem-solving, one not only addresses immediate issues but also builds a foundation for future challenges, leading to more innovative and effective outcomes.

Mourtos, N.J., Okamoto, N.D. and Rhee, J., 2004, February. Defining, teaching, and assessing problem solving skills . In 7th UICEE Annual Conference on Engineering Education (pp. 1-5).
Foshay, R. and Kirkley, J., 2003. Principles for teaching problem solving. Technical paper , 4 (1), pp.1-16.

Q: What are the key steps in the problem-solving process?

A : The problem-solving process involves several key steps: identifying the problem, defining it clearly, analyzing it to understand its root causes, generating a range of potential solutions, evaluating and selecting the most viable solution, implementing the chosen solution, and finally, reviewing and reflecting on the effectiveness of the solution and the process used to arrive at it.

Q: How can brainstorming be effectively used in problem-solving?

A: Brainstorming is effective in the solution generation phase of problem-solving. It involves gathering a group and encouraging the free flow of ideas without immediate criticism. The goal is to produce a large quantity of ideas, fostering creative thinking. This technique helps in uncovering unique and innovative solutions that might not surface in a more structured setting.

Q: What is SWOT Analysis and how does it aid in problem-solving?

A : SWOT Analysis is a strategic planning tool used to evaluate the Strengths, Weaknesses, Opportunities, and Threats involved in a situation. In problem-solving, it aids by providing a clear understanding of the internal and external factors that could impact the problem and potential solutions. This analysis helps in formulating strategies that leverage strengths and opportunities while mitigating weaknesses and threats.

Q: Why is it important to understand the nature of a problem before solving it?

A : Understanding the nature of a problem is crucial as it dictates the approach for solving it. Problems can be simple or complex, structured or unstructured, and each type requires a different strategy. A clear understanding of the problem’s nature helps in applying the appropriate methods and tools for effective resolution.

Q: How does reflection contribute to developing problem-solving skills?

A : Reflection is a critical component in developing problem-solving skills. It involves looking back at the problem-solving process and the implemented solution to assess what worked well and what didn’t. Reflecting on both successes and failures provides valuable insights and lessons, helping to refine and improve problem-solving strategies for future challenges. This reflective practice enhances one’s ability to approach problems more effectively over time.

Daniel Croft

Daniel Croft is a seasoned continuous improvement manager with a Black Belt in Lean Six Sigma. With over 10 years of real-world application experience across diverse sectors, Daniel has a passion for optimizing processes and fostering a culture of efficiency. He's not just a practitioner but also an avid learner, constantly seeking to expand his knowledge. Outside of his professional life, Daniel has a keen Investing, statistics and knowledge-sharing, which led him to create the website www.learnleansigma.com, a platform dedicated to Lean Six Sigma and process improvement insights.

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5 Root Cause Analysis Tools for More Effective Problem-Solving

Next to defining a problem accurately, root cause analysis is one of the most important elements of problem-solving in quality management. That’s because if you’re not aiming at the right target, you’ll never be able to eliminate the real problem that’s hurting quality.

So which type of root cause analysis tool is the best one to use? Manufacturers have a range of methods at their fingertips, each of which is appropriate for different situations. Below we discuss five common root cause analysis tools, including:

Pareto Chart
Fishbone Diagram
Scatter Diagram
Failure Mode and Effects Analysis (FMEA)

Download our free Root Cause Analysis 101 Guidebook Read 14 quality metrics every executive should know

1. Pareto Chart

A Pareto chart is a histogram or bar chart combined with a line graph that groups the frequency or cost of different problems to show their relative significance. The bars show frequency in descending order, while the line shows cumulative percentage or total as you move from left to right.

The Pareto chart example above is a report from layered process audit software that groups together the top seven categories of failed audit questions for a given facility. Layered process audits (LPAs) allow you to check high-risk processes daily to verify conformance to standards. LPAs identify process variations that cause defects, making Pareto charts a powerful reporting tool for analyzing LPA findings.

Pareto charts are one of the seven basic tools of quality described by quality pioneer Joseph Juran. Pareto charts are based on Pareto’s law, also called the 80/20 rule, which says that 20% of inputs drive 80% of results.

Learn how to create Pareto charts in this post or download the Pareto Chart Tip Sheet and Sample Excel File

The 5 Whys is a method that uses a series of questions to drill down into successive layers of a problem. The basic idea is that each time you ask why, the answer becomes the basis of the next why. It’s a simple tool useful for problems where you don’t need advanced statistics, so you don’t necessarily want to use it for complex problems.

One application of this technique is to more deeply analyze the results of a Pareto analysis. Here’s an example of how to use the 5 Whys:

Problem: Final assembly time exceeds the target

Why is downtime in the final assembly higher than our goal? According to the Pareto chart, the biggest factor is operators needing to constantly adjust Machine A
Why do operators need to constantly adjust Machine A? Because it keeps having alignment problems
Why does Machine A keep having alignment problems? Because the seals are worn
Why are Machine A’s seals worn? Because they aren’t being replaced as part of our preventive maintenance program
Why aren’t they being replaced as part of our preventive maintenance program? Because seal replacement wasn’t captured in the needs assessment

Of course, it may take asking why more than five times to solve the problem—the point is to peel away surface-level issues to get to the root cause.

Learn more about the 5 Whys method in this blog post or download our free 5 Whys worksheet

3. Fishbone Diagram

A fishbone diagram sorts possible causes into various categories that branch off from the original problem. Also called a cause-and-effect or Ishakawa diagram, a fishbone diagram may have multiple sub-causes branching off of each identified category.

Learn more about how to use a fishbone diagram in this blog post and download our free set of fishbone diagram templates

4. Scatter Plot Diagram

A scatter plot or scatter diagram uses pairs of data points to help uncover relationships between variables. A scatter plot is a quantitative method for determining whether two variables are correlated, such as testing potential causes identified in your fishbone diagram.

Making a scatter diagram is as simple as plotting your independent variable (or suspected cause) on the x-axis, and your dependent variable (the effect) on the y-axis. If the pattern shows a clear line or curve, you know the variables are correlated and you can proceed to regression or correlation analysis.

Download a free tip sheet to start creating your own scatter diagrams today!

5. Failure Mode and Effects Analysis (FMEA)

Failure mode and effects analysis (FMEA) is a method used during product or process design to explore potential defects or failures. An FMEA chart outlines:

Potential failures, consequences and causes
Current controls to prevent each type of failure
Severity (S), occurrence (O) and detection (D) ratings that allow you to calculate a risk priority number (RPN) for determining further action

When applied to process analysis, this method is called process failure mode and effects analysis (PFMEA). Many manufacturers use PFMEA findings to inform questions for process audits , using this problem-solving tool to reduce risk at the source.

No matter which tool you use, root cause analysis is just the beginning of the problem-solving process. Once you know the cause, the next step is implementing a solution and conducting regular checks to ensure you’re holding the gain and achieving sustainable continuous improvement.

Download our free Root Cause Analysis 101 Guidebook

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What are analytical skills? Examples and how to level up

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What are analytical skills?

Why are analytical skills important, 9 analytical skills examples, how to improve analytical skills, how to show analytical skills in a job application, the benefits of an analytical mind.

With market forecasts, performance metrics, and KPIs, work throws a lot of information at you.

If you want to stay ahead of the curve, not only do you have to make sense of the data that comes your way — you need to put it to good use. And that requires analytical skills.

You likely use analytical thinking skills every day without realizing it, like when you solve complex problems or prioritize tasks . But understanding the meaning of analysis skills in a job description, why you should include them in your professional development plan, and what makes them vital to every position can help advance your career.

Analytical skills, or analysis skills, are the ones you use to research and interpret information. Although you might associate them with data analysis, they help you think critically about an issue, make decisions , and solve problems in any context. That means anytime you’re brainstorming for a solution or reviewing a project that didn’t go smoothly, you’re analyzing information to find a conclusion. With so many applications, they’re relevant for nearly every job, making them a must-have on your resume.

Analytical skills help you think objectively about information and come to informed conclusions. Positions that consider these skills the most essential qualification grew by 92% between 1980 and 2018 , which shows just how in-demand they are. And according to Statista, global data creation will grow to more than 180 zettabytes by 2025 — a number with 21 zeros. That data informs every industry, from tech to marketing.

Even if you don’t interact with statistics and data on the job, you still need analytical skills to be successful. They’re incredibly valuable because:

They’re transferable: You can use analysis skills in a variety of professional contexts and in different areas of your life, like making major decisions as a family or setting better long-term personal goals.
They build agility: Whether you’re starting a new position or experiencing a workplace shift, analysis helps you understand and adapt quickly to changing conditions.
They foster innovation: Analytical skills can help you troubleshoot processes or operational improvements that increase productivity and profitability.
They make you an attractive candidate: Companies are always looking for future leaders who can build company value. Developing a strong analytical skill set shows potential employers that you’re an intelligent, growth-oriented candidate.

If the thought of evaluating data feels unintuitive, or if math and statistics aren’t your strong suits, don’t stress. Many examples of analytical thinking skills don’t involve numbers. You can build your logic and analysis abilities through a variety of capacities, such as:

1. Brainstorming

Using the information in front of you to generate new ideas is a valuable transferable skill that helps you innovate at work . Developing your brainstorming techniques leads to better collaboration and organizational growth, whether you’re thinking of team bonding activities or troubleshooting a project roadblock. Related skills include benchmarking, diagnosis, and judgment to adequately assess situations and find solutions.

2. Communication

Becoming proficient at analysis is one thing, but you should also know how to communicate your findings to your audience — especially if they don’t have the same context or experience as you. Strong communication skills like public speaking , active listening , and storytelling can help you strategize the best ways to get the message out and collaborate with your team . And thinking critically about how to approach difficult conversations or persuade someone to see your point relies on these skills.

3. Creativity

You might not associate analysis with your creativity skills, but if you want to find an innovative approach to an age-old problem, you’ll need to combine data with creative thinking . This can help you establish effective metrics, spot trends others miss, and see why the most obvious answer to a problem isn’t always the best. Skills that can help you to think outside the box include strategic planning, collaboration, and integration.

desk-with-different-work-elements-analytical-skills

4. Critical thinking

Processing information and determining what’s valuable requires critical thinking skills . They help you avoid the cognitive biases that prevent innovation and growth, allowing you to see things as they really are and understand their relevance. Essential skills to turn yourself into a critical thinker are comparative analysis, business intelligence, and inference.

5. Data analytics

When it comes to large volumes of information, a skilled analytical thinker can sort the beneficial from the irrelevant. Data skills give you the tools to identify trends and patterns and visualize outcomes before they impact an organization or project’s performance. Some of the most common skills you can develop are prescriptive analysis and return on investment (ROI) analysis.

6. Forecasting

Predicting future business, market, and cultural trends better positions your organization to take advantage of new opportunities or prepare for downturns. Business forecasting requires a mix of research skills and predictive abilities, like statistical analysis and data visualization, and the ability to present your findings clearly.

7. Logical reasoning

Becoming a logical thinker means learning to observe and analyze situations to draw rational and objective conclusions. With logic, you can evaluate available facts, identify patterns or correlations, and use them to improve decision-making outcomes. If you’re looking to improve in this area, consider developing inductive and deductive reasoning skills.

8. Problem-solving

Problem-solving appears in all facets of your life — not just work. Effectively finding solutions to any issue takes analysis and logic, and you also need to take initiative with clear action plans . To improve your problem-solving skills , invest in developing visualization , collaboration, and goal-setting skills.

9. Research

Knowing how to locate information is just as valuable as understanding what to do with it. With research skills, you’ll recognize and collect data relevant to the problem you’re trying to solve or the initiative you’re trying to start. You can improve these skills by learning about data collection techniques, accuracy evaluation, and metrics.

You don’t need to earn a degree in data science to develop these skills. All it takes is time, practice, and commitment. Everything from work experience to hobbies can help you learn new things and make progress. Try a few of these ideas and stick with the ones you enjoy:

1. Document your skill set

The next time you encounter a problem and need to find solutions, take time to assess your process. Ask yourself:

What facts are you considering?
Do you ask for help or research on your own? What are your sources of advice?
What does your brainstorming process look like?
How do you make and execute a final decision?
Do you reflect on the outcomes of your choices to identify lessons and opportunities for improvement?
Are there any mistakes you find yourself making repeatedly?
What problems do you constantly solve easily?

These questions can give insight into your analytical strengths and weaknesses and point you toward opportunities for growth.

2. Take courses

Many online and in-person courses can expand your logical thinking and analysis skills. They don’t necessarily have to involve information sciences. Just choose something that trains your brain and fills in your skills gaps .

Consider studying philosophy to learn how to develop your arguments or public speaking to better communicate the results of your research. You could also work on your hard skills with tools like Microsoft Excel and learn how to crunch numbers effectively. Whatever you choose, you can explore different online courses or certification programs to upskill.

3. Analyze everything

Spend time consciously and critically evaluating everything — your surroundings, work processes, and even the way you interact with others. Integrating analysis into your day-to-day helps you practice. The analytical part of your brain is like a muscle, and the more you use it, the stronger it’ll become.

After reading a book, listening to a podcast, or watching a movie, take some time to analyze what you watched. What were the messages? What did you learn? How was it delivered? Taking this approach to media will help you apply it to other scenarios in your life.

If you’re giving a presentation at work or helping your team upskill , use the opportunity to flex the analytical side of your brain. For effective teaching, you’ll need to process and analyze the topic thoroughly, which requires skills like logic and communication. You also have to analyze others’ learning styles and adjust your teachings to match them.

5. Play games

Spend your commute or weekends working on your skills in a way you enjoy. Try doing logic games like Sudoku and crossword puzzles during work breaks to foster critical thinking. And you can also integrate analytical skills into your existing hobbies. According to researcher Rakesh Ghildiyal, even team sports like soccer or hockey will stretch your capacity for analysis and strategic thinking .

6. Ask questions

According to a study in Tr ends in Cognitive Sciences, being curious improves cognitive function , helping you develop problem-solving skills, retention, and memory. Start speaking up in meetings and questioning the why and how of different decisions around you. You’ll think more critically and even help your team find breakthrough solutions they otherwise wouldn’t.

7.Seek advice

If you’re unsure what analytical skills you need to develop, try asking your manager or colleagues for feedback . Their outside perspective offers insight you might not find within, like patterns in. And if you’re looking for more consistent guidance, talking to a coach can help you spot weaknesses and set goals for the long term.

8. Pursue opportunities

Speak to your manager about participating in special projects that could help you develop and flex your skills. If you’d like to learn about SEO or market research, ask to shadow someone in the ecommerce or marketing departments. If you’re interested in business forecasting, talk to the data analysis team. Taking initiative demonstrates a desire to learn and shows leadership that you’re eager to grow.

group-of-analytic-papers-analytical-skills

Shining a spotlight on your analytical skills can help you at any stage of your job search. But since they take many forms, it’s best to be specific and show potential employers exactly why and how they make you a better candidate. Here are a few ways you can showcase them to the fullest:

1. In your cover letter

Your cover letter crafts a narrative around your skills and work experience. Use it to tell a story about how you put your analytical skills to use to solve a problem or improve workflow. Make sure to include concrete details to explain your thought process and solution — just keep it concise. Relate it back to the job description to show the hiring manager or recruiter you have the qualifications necessary to succeed.

2. On your resume

Depending on the type of resume you’re writing, there are many opportunities to convey your analytical skills to a potential employer. You could include them in sections like:

Professional summary: If you decide to include a summary, describe yourself as an analytical person or a problem-solver, whichever relates best to the job posting.
Work experience: Describe all the ways your skill for analysis has helped you perform or go above and beyond your responsibilities. Be sure to include specific details about challenges and outcomes related to the role you’re applying for to show how you use those skills.
Skills section: If your resume has a skill-specific section, itemize the analytical abilities you’ve developed over your career. These can include hard analytical skills like predictive modeling as well as interpersonal skills like communication.

3. During a job interview

As part of your interview preparation , list your professional accomplishments and the skills that helped along the way, such as problem-solving, data literacy, or strategic thinking. Then, pull them together into confident answers to common interview questions using the STAR method to give the interviewer a holistic picture of your skill set.

Developing analytical skills isn’t only helpful in the workplace. It’s essential to life. You’ll use them daily whenever you read the news, make a major purchase, or interact with others. Learning to critically evaluate information can benefit your relationships and help you feel more confident in your decisions, whether you’re weighing your personal budget or making a big career change .

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

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Fishbone Diagram

Ai generator.

A Fishbone Diagram, also known as an Ishikawa or cause-and-effect diagram, is a visual tool used for critical thinking and problem-solving. It helps identify the root causes of a problem by organizing potential contributing factors into categories resembling a fish’s skeleton. This method enhances critical thinking by encouraging thorough analysis and structured brainstorming, making it easier to pinpoint underlying issues and develop effective solutions. Ideal for quality management, it fosters a deeper understanding of complex problems.

What is Fishbone Diagram?

A Fishbone Diagram, or Ishikawa Diagram, is a visual tool for identifying root causes of a problem. Shaped like a fish skeleton, it organizes potential causes into categories, facilitating structured analysis and critical thinking in problem-solving processes.

Fishbone Diagram Example

Fishbone Diagram for Manufacturing Issues – Identifies causes like machine faults, manpower errors, material defects, and measurement inaccuracies affecting production.
Fishbone Diagram for Service Delivery Problems – Analyzes factors like staff training, customer expectations, service procedures, and communication affecting service quality.
Fishbone Diagram for Quality Control – Examines causes such as testing procedures, material quality, equipment calibration, and operator skills affecting product quality.
Fishbone Diagram for Process Improvement – Identifies bottlenecks like workflow inefficiencies, resource allocation, employee training, and technology integration impacting process efficiency.

Types of Fishbone Diagrams

4S Fishbone Diagram – Focuses on root causes in four categories: Surroundings, Suppliers, Systems, and Skills, commonly used in service industries.
5M Fishbone Diagram – Categorizes causes into Manpower, Methods, Materials, Machines, and Measurements, often used in manufacturing sectors.
6M Fishbone Diagram – Expands to Manpower, Methods, Materials, Machines, Measurements, and Mother Nature (environment), useful for comprehensive problem analysis.
8P Fishbone Diagram – Analyzes problems using eight categories: Product, Price, Place, Promotion, People, Process, Physical Evidence, and Performance, ideal for marketing.

Digital Tools and Software For Fishbone Diagram creation

Lucidchart – An online diagramming tool offering templates for fishbone diagrams, aiding in causal research and collaborative problem-solving.
Microsoft Visio – Provides advanced features for creating fishbone diagrams, supporting detailed causal research and professional presentations.
Creately – A versatile tool for drawing fishbone diagrams, enhancing causal research with intuitive drag-and-drop functionality.
SmartDraw – Software designed for creating fishbone diagrams, facilitating causal research with easy-to-use templates and customization options.
Edraw Max – Offers comprehensive tools for fishbone diagram creation, ideal for in-depth causal research and visual data analysis.
Miro – An online whiteboard tool that supports fishbone diagram creation, perfect for collaborative causal research and brainstorming sessions.

Fishbone Diagram Example For Students

Fishbone Diagram for Exam Preparation – Identifies causes like study habits, time management, resources, and distractions affecting students’ exam performance.
Fishbone Diagram for Group Projects – Analyzes factors such as team communication, task division, deadlines, and resource availability impacting project success.
Fishbone Diagram for Classroom Behavior – Examines causes like peer influence, teaching methods, classroom environment, and personal issues affecting student behavior.
Fishbone Diagram for Homework Completion – Identifies causes and effects such as time management, understanding of material, support at home, and motivation impacting homework completion.

Fishbone Diagram Medicine

Fishbone Diagram for Medication Errors – Identifies causes like prescription inaccuracies, dispensing mistakes, patient misunderstanding, and staff training affecting patient safety.
Fishbone Diagram for Patient Treatment Delays – Analyzes factors such as scheduling issues, resource availability, communication gaps, and procedural inefficiencies impacting care delivery.
Fishbone Diagram for Drug Interaction Issues – Examines causes like patient history, prescription review processes, staff knowledge, and documentation practices affecting treatment safety.
Fishbone Diagram for Hospital Readmissions – Identifies causes such as discharge procedures, follow-up care, patient education, and chronic condition management impacting the territory sales plan .

When To Use a Fishbone Diagram

Problem Identification – Use a fishbone diagram to identify root causes when a problem’s origin is unclear.
Quality Improvement – Employ it to enhance quality by pinpointing defects and inefficiencies in processes.
Process Analysis – Utilize it to analyze and understand complex processes, identifying contributing factors to issues.
Team Brainstorming – Apply it during team brainstorming sessions to organize thoughts and visualize potential causes.
Root Cause Analysis – Use it for in-depth root cause analysis to prevent recurring problems by addressing underlying issues.
Project Management – Implement it in project management to foresee potential problems and plan effective solutions.
Customer Complaints – Employ it to investigate customer complaints, identifying root causes and improving customer satisfaction.

How to Create a Fishbone Diagram

Define the Problem – Clearly state the issue to be analyzed, ensuring everyone understands the problem.
Create the Head – Draw a horizontal arrow pointing to the right, with the problem written at the arrow’s head.
Identify Major Categories – Determine the main categories of potential causes (e.g., Methods, Materials, Machines, Manpower).
Draw the Bones – Create branches from the main arrow for each category, resembling a fishbone structure.
Brainstorm Possible Causes – List all potential causes under each category, identifying factors contributing to the problem.
Analyze the Diagram – Examine the identified causes, looking for patterns and root causes.
Develop Action Plan – Formulate a plan to address and mitigate the root causes, aiming for problem resolution.
Review and Revise – Continuously review and revise the diagram as needed to ensure it reflects any new information or changes.

Benefits of Fishbone Diagrams

Identifies Root Causes – Helps pinpoint underlying causes of a problem rather than just addressing symptoms.
Organizes Thoughts Visually – Provides a clear, visual representation of complex issues, making it easier to understand and analyze.
Encourages Team Collaboration – Promotes brainstorming and collective problem-solving, leveraging diverse perspectives.
Simplifies Complex Problems – Breaks down complicated problems into manageable categories, facilitating a structured approach to analysis.
Supports Quality Improvement – Aids in identifying defects and inefficiencies, leading to enhanced quality and performance.
Facilitates Communication – Offers a straightforward way to communicate problems and potential solutions to stakeholders.
Enhances Decision Making – Provides a comprehensive view of all possible causes, aiding in informed decision-making.
Promotes Continuous Improvement – Encourages ongoing analysis and refinement of processes, contributing to long-term improvements.
Prevents Recurrence – Helps develop solutions that address root causes, reducing the likelihood of problems recurring.
Adaptable Tool – Versatile and can be used across various industries and for different types of problems.

Who created the fishbone diagram?

Dr. Kaoru Ishikawa, a Japanese quality control expert, created the fishbone diagram.

What are the main components of a fishbone diagram?

The main components are the problem statement (head) and categories of potential causes (bones).

How is a fishbone diagram used in quality management?

It is used to identify, explore, and display potential causes of problems, aiding in quality improvement.

What are common categories in a fishbone diagram?

Common categories include Methods, Materials, Machines, Manpower, Measurements, and Environment.

How does a fishbone diagram facilitate brainstorming?

It organizes thoughts visually, encouraging team members to explore and discuss potential causes.

Can fishbone diagrams be used for non-manufacturing problems?

Yes, they are versatile and can be applied to any problem in various industries, including healthcare, education, and services.

What is the first step in creating a fishbone diagram?

Define the problem clearly and write it at the head of the main arrow.

How do you identify root causes using a fishbone diagram?

By brainstorming and listing all potential causes under each category, then analyzing patterns and relationships.

What are the benefits of using a fishbone diagram?

Benefits include identifying root causes, organizing thoughts, encouraging collaboration, and supporting quality improvement.

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FMEA (Failure Mode and Effects Analysis): A Comprehensive Guide for Beginners

Master FMEA basics with our comprehensive guide for beginners. Learn to identify & mitigate risks effectively in your processes.

In an increasingly complex and interconnected world, risk management remains a cornerstone of successful business operations. One of the most potent tools in identifying and remedying vulnerabilities within a system or process is Failure Mode and Effects Analysis, commonly known as FMEA .

Designed to determine potential failures before they occur, FMEA offers a structured approach to problem-solving, streamlining operations and ensuring quality control. This guide introduces FMEA to beginners, unfolding its definition, historical development, frameworks, types, and its dual role as both a preventative mechanism and a strategic enhancer in various industries, including but not limited to automotive, aerospace, and healthcare.

Introduction to FMEA

Definition of FMEA: Failure Mode and Effects Analysis is a step-by-step approach for identifying all possible failures in a design, a manufacturing or assembly process, or a product or service. It is particularly crucial for system safety, reliability, and quality, focusing on problem areas, their impact on system operations, and the likelihood of failures occurring.

Purpose of FMEA in risk management: The essence of FMEA in risk management lies in its preemptive nature. By analyzing failure modes and their effects on the overall system, stakeholders can prioritize and implement corrective actions that mitigate risk. This approach is in contrast to reactive methods that address faults only after they have manifested.

Importance in contemporary industries: Contemporary industries are adopting FMEA as part of a robust quality assurance strategy. It has become integral in sectors requiring high reliability, like automotive manufacturing, where identifying potential failures can save time, resources, and lives. Similarly, FMEA is used in software development, healthcare, and military applications, demonstrating its versatility and critical role in modern risk management practices.

History of FMEA

Origin and development: FMEA originated in the 1940s, developed by the U.S. military, which sought a systematic tool for reliability engineering. The concept was expanded in the 1960s by NASA and later adopted by the automotive industry, particularly by Ford Motor Company, in response to safety concerns.

Evolution in different fields, e.g., automotive, aerospace, healthcare: From the confines of military applications, FMEA has evolved into a cross-disciplinary methodology. In automotive industries, it became especially important for quality control. Its application further spread to the aerospace sector, where failure can have catastrophic outcomes. In healthcare, FMEA is applied to patient safety, assessing potential errors in medical procedures.

The Conceptual Framework of FMEA

The three key components: Failure Mode, Effects, and Cause: FMEA identifies three key components: the failure mode (the way in which a failure is observed), the effects (the impact of the failure), and the causes (the underlying reason for the failure). Understanding these components helps teams prevent potential failures within their processes and products.

Severity, Occurrence, and Detection – the FMEA risk priority number (RPN): Each failure mode is evaluated based on three metrics: severity, occurrence, and detection. These are used to calculate the risk priority number (RPN), a numerical value that quantifies the risk associated with each failure mode, aiding in the prioritization of mitigation efforts.

Explanation of Severity

Severity evaluates the seriousness of the consequences of failure, detailing the potential impact on the end user or system. A failure mode that poses a risk to human life would score higher in severity compared to one that results in a minor operational issue.

Explanation of Occurrence

Occurrence assesses the frequency at which a failure mode might happen during the lifetime of the process or product. A high occurrence rating implies that a failure mode is more likely to occur, which could indicate a need for process or design improvement.

Explanation of Detection

Detection measures the likelihood of identifying a failure before it transpires or before it becomes critical. This metric accounts for the capability of current controls to detect or prevent the failure mode, thereby influencing the investment in enhancing detection measures.

FMEA procedure: identification, assessment, mitigation and monitoring

The FMEA procedure involves several stages, beginning with the identification of potential failures, followed by the assessment of their impact and likelihood. Next comes the mitigation phase, where strategies to eliminate or reduce the likelihood of the failure are devised and implemented.

Finally, the process includes ongoing monitoring to ensure that the mitigation strategies remain effective.

Types of FMEA

Design FMEA (DFMEA): Design Failure Mode and Effects Analysis focuses on failures related to product design. It aims to anticipate issues that could arise from design flaws before the product is manufactured.

Definition and application of DFMEA: DFMEA systematically examines design reliability and safety by considering potential failure modes based on the design's function. It applies to a variety of design stages, from initial concept to finalized schematics.

Real world example of DFMEA: Real-world examples of DFMEA include assessing the design of an automobile braking system or evaluating a new pharmaceutical compound's design to anticipate adverse reactions before clinical trials.

Process FMEA (PFMEA): Process FMEA, in contrast, targets failure modes associated with manufacturing and assembly processes.

Definition and application of PFMEA: PFMEA systematically evaluates the production process to prevent quality issues and improve efficiency. It helps in identifying processes that have an elevated risk of failure that could affect the final product.

Real world example of PFMEA: An example of PFMEA might involve examining the assembly process of electronic devices to identify steps where components might be improperly installed or damaged, thereby preventing these issues from affecting the final product quality.

Benefits and Limitations of FMEA

Advantages of using FMEA

Adopting FMEA presents several advantages: it enhances a product’s reliability, improves safety, reduces costs associated with failures, and helps meet regulatory compliance. The proactive identification and remediation of potential failure modes can yield significant long-term benefits.

Risk prevention and reduction

The most prominent benefit of FMEA is the prevention and reduction of risks. By forecasting problems and implementing mitigation strategies, the likelihood of failure occurrence and its potential impact are significantly decreased.

Improvement in productivity and efficiency

With FMEA, organizations can streamline their production and design processes by focusing resources on critical failure modes. This focus on proactive risk management can improve overall productivity and efficiency.

Enhancement of customer satisfaction

By ensuring high-quality products and processes, FMEA contributes to improved customer satisfaction. The method helps in building a reputation for reliability and safety, which are key factors in maintaining customer trust.

Drawbacks and challenges of FMEA

Despite its many benefits, FMEA is not without its drawbacks. The complexity of the analysis can make it time-consuming, and the accuracy of the results may be influenced by the knowledge and biases of those conducting the analysis.

Time-consuming process

The thorough nature of FMEA means it can be time-consuming, particularly for complex systems with numerous potential failure modes. This potential drawback requires careful planning and resource allocation.

Potential for subjectivity and bias

FMEA can be subject to subjectivity, as it relies on the judgment of those conducting the analysis to evaluate the severity, occurrence, and detection. This subjectivity can lead to variance in the outcomes and raises the importance of a diverse and knowledgeable team.

Requirement for experienced and trained personnel

To effectively carry out an FMEA and mitigate the potential for bias, it is critical to have experienced personnel with problem-solving training. They provide essential insights that contribute to the robustness of the analysis.

Implementing FMEA in Your Organization

Steps to successful FMEA implementation

Implementing FMEA within an organization requires a systematic and methodical approach. It starts with defining the scope of the analysis and ends with revisiting the FMEA periodically to update it based on new data or changes in processes.

Team composition and roles

For successful FMEA implementation, bringing together a multidisciplinary team that covers different areas of expertise is key. Each member brings unique insights, which is essential for a comprehensive analysis.

Case study on effective FMEA implementation

An organization successfully implementing FMEA might document a case study to share their approach, the challenges they faced, and the benefits realized. Such case studies often serve as benchmarks or guidelines for similar organizations.

The Future of FMEA

Integration with other risk management tools

The integration of FMEA with other risk management tools can increase its effectiveness and provide a more holistic risk assessment. For instance, combining FMEA with root cause analysis (RCA) or Six Sigma can lead to more in-depth insights and broader applications.

Technological advancement and FMEA, such as computational and AI tools

The future of FMEA is influenced by advancements in technology, such as AI and computational tools, which can streamline the assessment process, provide predictive analyses, and more accurately identify potential risks.

Conclusion: The continued relevance of FMEA in risk management

In conclusion, FMEA stands as a critical tool in modern risk management. While there may be challenges in its application, its benefits are substantial, and its adaptive nature suggests it will continue to be relevant across industries as they evolve over time.

What are the core principles and steps involved in performing a Failure Mode and Effects Analysis (FMEA)

Understanding fmea: core principles.

Failure Mode and Effects Analysis, FMEA, hinges on anticipation. It systematically evaluates potential failure modes. It considers effects on product or process performance. Prioritizing failures by severity forms its crux. FMEA aims for early detection and prevention. It drives reliability improvements. It also fosters clear communication among team members.

Breaking Down the FMEA Steps

Identify the Scope

Define the system, subsystem, or process to analyze. Keep the focus narrow to ensure thoroughness.

Assemble the Team

Collaboration stands central to FMEA. Bring diverse expertise to the team. Engineers, operators, and other stakeholders come together here.

List Potential Failure Modes

Think of ways each component might fail. Use simple, clear language for each mode. Record every possibility without bias.

Determine Effect(s) of Each Failure

Ask what happens after each failure mode. Record the outcomes for each mode. Think about the user and the process.

Assign Severity Ratings

Rate the severity of potential effects. Use a numeric scale, usually 1 to 10. Ten implies severe consequences, one not severe.

Identify Causes of Failures

Find the root causes of each failure mode. This needs careful thought and expertise. Here, the team's expertise proves vital.

Determine Occurrence Ratings

Estimate the probability of each cause. Apply the numeric scale again here. This rating predicts the failing likelihood.

Assess Current Controls

Look at existing prevention and detection measures. Rate their efficacy in controlling failure modes. Strong controls might reduce occurrence ratings.

Assign Detection Ratings

Judge how likely current controls will catch failures. Use the familiar numeric scale. A higher rating means detection is unlikely.

Calculate Risk Priority Numbers (RPN)

Multiply severity, occurrence, and detection ratings. This yields the Risk Priority Number (RPN). A high RPN identifies high-risk areas.

Prioritize Actions

Address high-RPN failure modes as priorities. Lower RPNs can often wait. Resource allocation becomes informed and strategic.

Develop Action Plan

Create strategies to lower high RPNs. This might involve design changes. It could include improved detection controls.

Implement Actions

Carry out the action plans. Apply changes and monitor progress. This stage turns planning into tangible improvement.

Review the Outcomes

After implementing changes, reassess the RPNs. Confirm that the actions have reduced the risk. Document any new risks that emerge.

Core Principles of FMEA

Proactivity

FMEA anticipates failure before it occurs. It does not wait for failure to initiate analysis.

Documentation

FMEA requires detailed record-keeping. It builds a knowledge base for future use.

Diverse teams bring varying perspectives. This collaborative effort enriches the analysis.

Prioritization

Not all failures warrant equal attention. FMEA highlights the most significant risks.

Continuous Improvement

FMEA is not a one-off task. It calls for regular updates and reassessment.

FMEA blends these principles into coherent steps. It serves as a preventive measure for risk management. Embracing FMEA can transform how organizations handle potential failures, making them more resilient and less susceptible to unexpected disruptions.

How does FMEA contribute to risk management and improve the reliability of a system or process

Understanding fmea.

Failure Mode and Effects Analysis (FMEA) is a systematic method. It assesses potential failures in systems, processes, or products. FMEA helps identify possible points of malfunction. It evaluates their potential effects.

FMEA's Role in Risk Management

In risk management, FMEA is a proactive tool. It identifies where and how a system might fail. It also outlines the consequences of such failures. The risk is typically quantified by two factors. Severity of the impact and likelihood of occurrence.

- Severity describes the potential consequence.

- Likelihood refers to the chance of the failure happening.

FMEA pinpoints failure modes with high severity and likelihood. Risk prioritization follows.

Improving System Reliability

FMEA enhances reliability significantly. It identifies failure mode patterns. It helps engineers and managers anticipate problems. They can then undertake preventive measures. These measures correct or diminish the risk.

- Preventive actions reduce the likelihood of failure.

- Corrective actions mitigate adverse effects post-failure.

Steps Involved in FMEA

Define the system. Understand its components and their interconnections.

Identify possible failures. Focus on each part of the system.

Assess risk in terms of severity and likelihood.

Develop action plans. Implement changes to reduce risks.

Review and revise the analysis periodically.

Benefits of FMEA

The benefits of FMEA align with enhanced risk management.

- It increases the understanding of the system.

- It reduces the risk of failures by prioritizing them.

- Improves safety for both users and operators.

- Cuts down maintenance costs by preventing unexpected breakdowns.

- Heightens customer satisfaction through improved reliability.

Conducting FMEA leads to insights. These, in turn, prompt design improvements. It can lead to redundancies in critical areas. This mitigates the effects of potential failures.

In Conclusion

FMEA is integral to risk management. It leads to more robust and reliable systems or processes. It focuses on anticipating what could go wrong. Then it establishes solutions to those problems. FMEA's structured approach is its strength. It results in actionable steps that lead to system improvement. Thus, companies can operate more safely and efficiently.

Can you provide practical examples of industries or projects where FMEA is commonly applied and how it enhances their operations?

Understanding fmea in key industries.

Failure Modes and Effects Analysis (FMEA) stands as a proactive tool. Industries use it to foresee potential problems in design, manufacturing, or processes. Analysts map out what might go wrong. They assess the severity. They understand the impact. They devise mitigation strategies.

FMEA in Automotive Manufacturing

Safety is crucial in automotive design. Recalls are expensive. FMEA aids in error detection early. Engineers evaluate parts. They consider failure modes. They test systems under stress. Reliability improves. Costs cut down. Customer trust grows.

Aerospace Applications

Aircraft must perform flawlessly. Stakeholders cannot accept any risk. FMEA helps to ensure safety and compliance with strict regulations. Engineers study component failure. They consider system-wide effects. Redundancies get built in. Reliability forms the core of operations.

Medical Devices and Healthcare

Patient safety is paramount. FMEA assists here. Manufacturers of medical devices apply it rigorously. They analyze the possible device malfunctions. They consider impact on patient health. Corrective measures get implemented early. The process contributes to higher patient safety standards.

Chemical Processing

Chemical plants present multiple hazards. There exists the potential for harmful incidents. FMEA serves as a safety net. Plant operators examine equipment. They consider the possible failures. They develop robust safety protocols. They ensure operational continuity. They protect the workforce and environment.

FMEA in Software Development

Software systems must be reliable. FMEA evaluates software failure modes. Developers analyze potential bugs. They assess the impact on users. They work on fixes before deployment. User experience remains uninterrupted. Companies maintain their reputation.

FMEA proves beneficial across many sectors. It prioritizes prevention. It prepares industries for the unexpected. It enhances operational safety. It protects against financial loss. It ensures customer satisfaction. It fosters a culture of continuous improvement. The practice of FMEA makes operations resilient. It empowers industries to face the future with confidence.

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He is a content producer who specializes in blog content. He has a master's degree in business administration and he lives in the Netherlands.

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