Problem Solving the Problem Solving Meeting

We go to meetings to share information, to report on project status, to make decisions, to get the free lunch, and because we were invited. (Sorry that I digressed). This is only a partial list ? there are many other valid reasons for holding meetings.

Perhaps the most common and best reason for a meeting though is to solve a problem. A meeting is a great place to do this ? you get a variety of people with a variety of experiences, knowledge and perspectives together to ensure that the best possible solution is identified and that all of the important considerations have been taken into account.

The problem is, that while the venue and the people might be correct, often the process is flawed. It is flawed because one question hasn't clearly been asked and answered.

The Typical Situation

Have you ever been in a meeting where 20 minutes (or an hour or more) into the discussion of the problem, people start to realize that they aren't all working on exactly the same problem, or are already assuming certain solutions? Most people I have asked this question of over the years have nodded in the affirmative. It is that this moment that a meeting must stop - and clarification must begin.

It is also in these moments where frustration builds, rework begins, and meetings get a bad reputation.

The solution to this situation is to ask and answer the one question.

The Problem Solving Question

That question is: "What is the problem?"

It seems so simple. I mean, why would anyone ever start problem solving without truly knowing what the problem is? People don't do it on purpose, of course, they do it because:

- The problem is clear in their mind (or at least they think so).

- They assume everyone knows the problem exists.

- They assume everyone agrees that it is, in fact, a problem.

Unfortunately these reasons prevail too often.

So, what is the problem?

Getting a group agreement and understanding of the problem is one of best things you can do to improve the speed and effectiveness of group problem solving. But how do you do it?

The Problem Statement

You do it with a clear concise, well written problem statement.

A problem statement succinctly defines what the problem is. It is written to produce clarity of thought and to reduce the assumptions people make regarding the problem. At least as important as these reasons, a good problem statement keeps us from assuming a solution, before we even state the problem.

In academic circles, problem statements are often long (one or more pages), detailed (complete with lots of data and statistics) narratives. This is not what we need in a meeting. What we need is a short one or two sentence description of

- what the problem is

- who it affects

- when is it a problem

- where it is a problem

Your problem statement should not answer the "why?" question - as your problem solving process should lead you to a clear understanding of "why?" Remember the goal is to define the problem so that everyone agrees to the problem and its scope.

Some Examples

While the format may vary, here are a couple of example problem statements to help you get started:

- We (our team) don't have timely data to determine when to make the switch from "X' to "Y".

- Our turnaround time at the Madison facility is currently two weeks, which puts us at a competitive disadvantage compared to our competitors.

- Our enrollments for the summer program are 20% behind last year and 30% behind projections.

The final format of this statement matters less than making sure that it answers the questions above. Sometimes people state the new desired result in the problem statement as well (e.g. "currently the process takes four days and the desired time is two days"). This can be a valuable addition if this end goal is already known. Often at this stage we don't have enough information to know just how much improvement we can achieve.

A problem well stated is a problem half solved. By taking the time needed to gain agreement on a clear definition of your problem before starting the problem solving process, you truly have reduced the total time for your problem solving efforts drastically. This effort and discipline will improve your results noticeably, and immediately.

Kevin Eikenberry is a leadership expert and the Chief Potential Officer of The Kevin Eikenberry Group (http://KevinEikenberry.com), a learning consulting company. To receive a free Special Report on leadership that includes resources, ideas, and advice go to http://www.kevineikenberry.com/leadership.asp or call us at (317) 387-1424 or 888.LEARNER.

In The News:

---

Google News Updated : Wed, 09 Jul 2008 07:08:13 GMT Reiser deal ultimately hinges on judge's OK - San Francisco Chronicle Washington Post Reiser deal ultimately hinges on judge's OK San Francisco Chronicle - 44 minutes ago (07-08) 17:14 PDT OAKLAND -- The defense can ask for a deal in a murder case like Hans Reiser's, and the prosecution can sign off on it, but it's the judge who has the final say. Reiser takes plea deal for lesser sentence San Jose Mercury News My interview with murderer Hans Reiser Salon San Diego Union Tribune - SiliconValley.com - The Associated Press - CNET News all 654 news articles Publ.Date : Wed, 09 Jul 2008 06:23:31 GMT Cheesesteaks, troops withdrawals and cigarettes that kill Iranians… - FOXNews Cheesesteaks, troops withdrawals and cigarettes that kill Iranians… FOXNews - 4 hours ago by Mosheh Oinounou PITTSBURGH, PA - Sen. McCain, joined by his wife Cindy, made a previously unannounced visit to the Primanti Brothers Restaurant and Bar, a famous Pittsburgh-area sandwich shop, Tuesday evening for a retail stop-turned media ... Caution: Can Iran cigarette jokes be dangerous to McCain's ... Los Angeles Times McCain jokes about killing Iranians with cigarettes Reuters The Associated Press - Washington Post - ABC News - Tribune Review all 156 news articles Publ.Date : Wed, 09 Jul 2008 02:11:13 GMT VMware Ousts CEO Diane Greene - BusinessWeek Boston Globe VMware Ousts CEO Diane Greene BusinessWeek - 1 hour ago by Aaron Ricadela VMware ended a long-running battle over its strategic direction on July 8, ousting co-founder and CEO Diane Greene and installing Microsoft veteran Paul Maritz in her place. EMC Replaces the Chief and Co-Founder of VMware, Silencing Talk of ... New York Times VMware CEO abruptly replaced SiliconValley.com Wall Street Journal - Forbes - MarketWatch - San Francisco Chronicle all 361 news articles Publ.Date : Wed, 09 Jul 2008 05:13:27 GMT Iran test fires long and medium range missiles - Reuters Malaysia Star Iran test fires long and medium range missiles Reuters - 1 hour ago By Fredrik Dahl TEHRAN, July 9 (Reuters) - Iran has test fired nine long- and medium-range missiles, including one which it has previously said could reach Israel and US bases in the region, state media reported on Wednesday. Iran Test-Fires Missile Capable of Reaching Israel (Update1) Bloomberg Iran test-fires Shahab-3 long-range missile RIA Novosti BBC News - Monsters and Critics.com - International Herald Tribune - Jerusalem Post all 347 news articles Publ.Date : Wed, 09 Jul 2008 06:02:53 GMT Cheney's staff censored EPA, ex-official alleges - Boston Globe Washington Post Cheney's staff censored EPA, ex-official alleges Boston Globe - 1 hour ago WASHINGTON - Members of Vice President Dick Cheney's staff censored congressional testimony by a top federal official on the health threats posed by global warming, a former official of the Environmental Protection Agency said yesterday. Cheney’s Office Said to Edit Draft Testimony on Warming New York Times White House in climate change "cover up" Reuters San Francisco Chronicle - USA Today - ABC News - Wall Street Journal all 564 news articles Publ.Date : Wed, 09 Jul 2008 05:36:02 GMT Hunger for victory defines Obama - Financial Times BBC News Hunger for victory defines Obama Financial Times - 2 hours ago By Edward Luce in Washington When Democrats criticise John McCain, they first praise his honourable military record. When Republicans do the same to Barack Obama, many begin by conceding that he is an “attractive and talented candidate”. Video: AP Campaign Minute AssociatedPress McCain, Obama Trade Early Fire in TV Ads FOXNews ABC News - KVBC - The Associated Press - Newsweek all 2,342 news articles Publ.Date : Wed, 09 Jul 2008 04:54:07 GMT McCain, Obama court Latino group - Los Angeles Times Voice of America McCain, Obama court Latino group Los Angeles Times - 2 hours ago Sen. John McCain addresses the League of United Latino American Citizens in Washington, DC. today. McCain plans to tell the Latino advocacy group that the nation must secure its borders "while respecting the dignity and rights of citizens and legal ... Candidates talk up Latino connections Boston Globe Candidates woo Hispanic group USA Today New York Daily News - Houston Chronicle - San Francisco Chronicle - Milwaukee Journal Sentinel all 500 news articles Publ.Date : Wed, 09 Jul 2008 04:56:13 GMT Make Money Online RSS to HTML

PARLOT::Ebooks, Scripts, Websites, and more...

Adsense websites

Get Down With OCP: Evaluating DBA Job Applicants in an OCP World