The Invisible Mentor

Posts Tagged ‘Problem Solving’

Many times we face problems that we think are unique to us, but similar problems have already been solved in a related or unrelated industry. How do we cross sectors to see what’s going on in their backyard, so that we may learn from them? How can we cross pollinate our ideas for superior solutions?

I love Fast Company magazine, and I was completely mesmerized while reading their recent article “Does Architecture Have a Foot Fetish?” by Michael Cannell. Cannell made an analogy between shoes and buildings, “What are shoes, after all, but mini buildings for your feet?” Do you agree with that statement? After reading the article and seeing some of the shoe designs, I will never look at shoes the same way again.

Now that the economy is slow, some architects have been applying their knowledge in building design, to designing shoes. Take a quick look at “Does Architecture Have a Foot Fetish?” and tell me what you think. The first shoe design is quite classy in my opinion, but the others are too futuristic, Star Trekky for me (no offense Star Trek fans).

In another Fast Company article, “A Problem-Solver’s Guide to Copycatting” by Dan & Chip Heath (authors of the bestseller Made to Stick), they present a few case studies where executives used nature (biomimicry) to solve organizational problems that appeared unsolvable.

How can you cross pollinate our ideas for superior solutions? And how can you build a body of general information that you can merge with specific information when problem solving? Simply read up on topics that you wouldn’t usually read: biomimicry, botany, biology, zoology, astronomy, agriculture, philosophy, science and so on. And read a few magazine that you usually wouldn’t read as Futurist, Utne, Skeptical Enquirer. And make sure to take a look at what other industries have done and are doing.

Even though the grass is seldom greener on the other side, it’s worth it to take a look. Please keep this conversation going, provide comments.

Photo credit: Flickr

Further Reading

Does Architecture Have a Foot Fetish?

A Problem-Solver’s Guide to Copycatting

What did you decide?

Decision making is a step in the problem solving process and the quality of your solutions and decisions is only as good as the information they are based on.

Decision Making 101

1. Define the decision to be made
2. Collect information
3. Analyze the information
4. Develop possible solutions
5. Evaluate the quality of each solution
6. Choose a solution
7. Implement the decision
8. Test the decision (Did it do what it was supposed to do?)

From my extensive experience in research, the eight simple steps would translate into the following process, which will help you to become a better decision maker and a more valuable employee.

Anatomy of a Decision Making Process

Stage 1: Define the Decision

• State the decision to be made in your organization in clear and simple language and answer the following questions

1. How important is the decision?
2. How do decisions get made in your organization?
3. Why does the decision have to be made?
4. What is the impact of not deciding?
5. Who will be impacted by the decision, and how?
6. Who are your allies in the organization?
7. Is the decision permanent or reversible?
8. What are the desired outcomes of making the decision?
9. Is acceptance and support for the decision critical for its implementation?
10. How much time is available for making the decision?

Stage II: Gather Information

• Every decision is a response to a situation, what are the root causes of the situation?

1. Collect files, records and other relevant documents
2. Talk to stakeholders
3. Brainstorm with colleagues
4. Conduct focus group interviews
5. Look at best practices
6. How accurate is the information
7. Does it represent a diversity of points of view
8. Are there any biases

• Read all the information gathered and evaluate the quality of them

• Distil the facts pertinent to the decision to be made
• Restructure the definition of the decision if you have to
• Draw conclusions from the information gathered and identify possible solutions (Do not limit yourself to what has been done before but open yourself to new and better alternative solutions)
• Develop a set of decision criteria to judge the quality of each solution and assess its suitability

Stage III: Consider Solutions

• Use the set of decision criteria developed in Stage II to judge the quality of each solution and assess its suitability

1. State the advantages and disadvantages of each solution
2. State the costs, benefits and implication of implementing each option
3. Do not focus only on short-term costs but also look at long term benefits
4. State obstacles to each option and how they could be handled

Stage IV: Make a Decision

• Which option best serves the desired outcome stated in Stage I?
• Is the option consistent with the mission, goals and objectives of the organization
• Select the best option
• Explain your decision to those involved and impacted

Stage V: Implement the Decision

• Put the decision into action
• Does the decision feel right to you? Learn to trust your instincts

Stage VI: Test the Decision

• Did the decision resolve the situation?
• Are you comfortable with the decision?
• If no to the above, how can you rework the decision? Can you combine elements of the alternative solutions to form a hybrid solution?
• Go through the process again if you have to

Like with everything in life the more practice you get the more adept you become. By applying the process to your unique situation, in no time you will become a better decision maker. And the best part is that the process also works for your personal life.

The ability to problem solve is a valuable life skill. Below is a simple yet detailed problem solving process that any

Turning Things Upside Down

executive can use.

Problem Solving 101

1. Preparation
2. Incubation
3. Illumination
4. Verification/Implementation

Anatomy of a Problem Solving Process

Stage I: Preparation (Research/Gather ideas)

1. Describe a challenge or problem that you’re having. Writing down the problem makes it more concrete for you. Make sure that your problem statement is not too broadly or narrowly defined
2. Develop a set of decision criteria to judge the quality of the solutions
3. Describe the root causes (not symptoms) of the problem or challenge. Uncover the facts surrounding the problem
4. Who do you know that has experienced a similar problem? If you know someone:
   1. How did they resolve the problem?
   2. Would that solution work for you?
5. Collect all the information that you can find relating to possible solutions
   1. Look for case studies in your industry and unrelated industries
   2. Conduct research on the internet
   3. Conduct research using commercial databases, you can access many through your public library portal
   4. Interview subject matter experts
   5. Brainstorm with colleagues
   6. Conduct focus group interviews
6. Read all the information gathered and synthesize them
7. Extract all the relevant information by distilling the facts pertinent to your problem
8. Formulate options and test alternatives

Read the post How to Analyze Information to evaluate the quality of the data you gathered.

Stage II: Incubation (Lay the issue aside for a period of time)

1. Mull it over
2. Take a break, or work on another project
3. Let all the information sit for a while

Stage III: Illumination (The moment when the new solution (idea) emerges)

1. You have an aha moment
2. You see the problem in a completely different light
3. Or a solution (s) comes to you
4. You now have an opening to develop a strategy to resolve your problem

Stage IV: Verification/Implementation (Test out the idea then apply it)

1. Test the idea to see if it’s a workable solution to your problem
2. Use the criteria you developed in Stage I to judge the quality of the solution
3. Refine the idea if you have to
4. Implement the solution
5. Evaluate the solution
6. If you find that the solution doesn’t work, go through the process again

The type of problem solver you are informs how you approach the challenges, problems and issues that you will inevitably face in your work and life. The problem solving process outlined above is solid and has been used successfully for decades. The entire process can take hours or it can take months depending on the complexity of the problem.

In The 7 Habits of Highly Effective People, Stephen Covey says, “Begin with the end in mind.”

There are times when you have a specific outcome for a problem. In such instances, you have to reverse the problem solving process, that is, work backwards methodically and fill in the missing information.

To reverse problem solve, there are six steps:

1. Define the problem
   1. What are the knowns?
   2. What are the unknowns?
2. What is the end result (goal)?
3. Develop a strategy to achieve the goal (solve the problem)
4. What are the necessary steps to achieve the goal?
5. Solve the problem using the steps identified to achieve the goals
6. Does the solution make sense? Is it the best solution? Check the solution by working forwards

An Application

When I was in college, during a very difficult test for my Logic class, we were given the first two and the last two steps for a logic problem. We had the starting and ending point.

I looked at the first two steps and did not have a clue what the next step was, and leaving the problem was not an option since it was worth 30 percent of the total marks.

Without even knowing about Stephen Covey’s “start with the end in mind,” I decided to start with the last two steps and work my way to the starting point. I remember at the time just taking one step at a time. I would ask myself what the preceding step was, and the one before that, and so on. And in no time I was at the second to last step.

I was happy as a “pig in mud.” I reversed the process when I wrote the answer in my answer book. Many failed that exam so I was happy with my 78 percent.

The point of this story is to demonstrate that it is important to solve the problem one step at a time so you do not become overwhelmed.

Your Application

Describe a problem that you have where there is a specific outcome, how might you solve it using the reverse problem solving model?

Related Resources

Inspirer, Reflector, Innovator or Influencer, Which One Are You?

What Type of Problem Solver Are You?

The Importance of Problem-Solving by Ken Watanabe

Invisible Mentors are unique leaders who we can learn things from. To decide which Invisible Mentors will take you where you want to go, where do you see yourself personally and professionally in the next one to three years. Are their gaps in your skills that you have to fill?

1. Who are five unique leaders who have accomplished what you would like to accomplish? Or, who are five people who have walked the path, or are farther along the path than you?
2. Have any of these experts given important speeches and produced information products such as books, ebooks and audio programs that you could use to expand your knowledge base in the area(s) you identified above? Write down the titles of the speeches and the names of the products for easy reference later.
3. What traits or behaviours do these unique leaders have in common?
4. What is it about them that you are attracted to?
5. Do their core values and philosophies align with yours?

Observe these five unique leaders (Invisible Mentors), read their books, watch their presentations and videos, listen to any interviews they have given. Immerse yourself in everything about them so that if you are problem solving, you could ask and answer the question, “what would Invisible Mentor x do if she were in this situation?”

There are many phenomenal people who we can learn from, all we have to do is make the time to do so. What are your thoughts? What would you add?

On a scale of one to 10, how do you rate yourself when it comes to problem solving? People who excel at problem solving have the distinct ability to:

•  Observe
• Listen and hear
• Get along with others
• Secure reliable information
• Look at what’s been done before
• Pay attention to detail
• Take a break
• Reflect on options
• Trust their instincts
• Adapt
• Take decisive actions

How many of the above traits do you have? Even if you consider yourself to be a great problem solver, there is always room for improvement. So let’s practice our problem solving skills! Describe a challenge or problem that you’re having. Writing down the problem makes it more concrete for you. Make sure that your problem statement is not too broadly or narrowly defined.

Look closely at the photographs above, how does each of the photographs connect to your problem? What elements do they have in common? For example, in what way does the problem expand beyond prescribed boundaries? What elements of the problem is blurred, or simply an illusion? How will a solution to the problem free you like a swan and ducks in a pond at High Park?

Now that you are seeing your challenge or problem in a new light, how can you creatively solve it? What tools do you need? Do you have access to those tools, and if not, where can you find them? Do you have tools in your tool kit that would help us expand the collective intelligence?

For other creative problem solving techniques How Stuff Works delivers!

Related Resources

Inspirer, Reflector, Innovator or Influencer, Which One Are You?

What Type of Problem Solver Are You?

The Importance of Problem-Solving by Ken Watanabe

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Adventures In Creative Thinking (tokitover.com)
4 Pocket-Sized Tools to Help You Generate Killer Ideas Any Time, Anywhere (lifehack.org)

Photo Credits: Avil Beckford

Spotting the Opportunities Among the Clouds

Do you commiserate with your friends and peers about missed opportunities? Or, do you constantly find yourself saying, “Why didn’t I think of that?” If you answered yes, it doesn’t have to be that way.

If you modified your approach slightly you will start to believe that you are one of the luckiest people around. The Graham Wallas Creativity Model is a great tool to problem solve and generate great ideas. I have used this tool in ways that I am sure that Mr. Wallas never intended when he wrote the Art of Thought in 1926.

 Outlined in the book is a 4-Step Process: Preparation, Incubation, Illumination and Verification/Implementation. You are probably thinking what does a creativity model have to do with spotting opportunities, and that is a reasonable question.

 Recently, I applied for and won a Digital Media scholarship. I was excited and grateful because I had identified gaps in the skills I needed to create and run a successful blog over the long-term. The scholarship would fill many of those gaps. I prepared for the course by developing The Invisible Mentor Concept Paper, going through the agenda and identifying the workshops most relevant to me, yet still being open and expecting the unexpected.

 When I felt like I had prepared enough for my course, I let the information sit or incubate and I worked on projects. Because I was prepared, and no longer focusing on my needs, while I was at the course, over a period of 6-days, I had many aha moments – illumination – and was able to spot many opportunities which I am now working on (implementation/verification). Had I not gone through the process, I would have missed many of those opportunities because I would not have thought that they applied to my situation.

 The Graham Wallas Creativity Model will work equally well for you if you make it a habit and experiment with it. Perhaps you will find another use for it that you can tell us about.

 What are your thoughts?

Other Related Posts

Standing on the Shoulders of Giants (Part II)

Photo Credit: Avil Beckford

Barbados

Effective problem solving requires a depth and breadth of information. But how do professionals acquire that knowledge when there are only 24 hours in a day? You cheat! There are reputable companies that offer subscriptions to book summaries. Each month you take a dip into two books by way of their summaries, and if you feel a dip is not enough for any of the books, simply purchase them and delve deeper.

 Book summaries are an effective way to build a substantive body of knowledge, as well as to discover the latest trends, ideas and concepts. So whenever you are problem solving, you have more data to draw on, and the ability to make connections among disparate pieces of information.

 Two services to try are Soundview Executive Book Summaries and Audio-Tech Business Book Summaries. Find free summaries at WikiSummaries.

Related Posts

Inspirer, Reflector, Innovator or Influencer, Which One Are You?

What Type of Problem Solver Are You?

The Importance of Problem-Solving by Ken Watanabe