What is a problem in project management?
In the Dictionary of the Spanish Language , one of the meanings of the term “problem” is “a set of facts or circumstances that make it difficult to achieve a goal”. In the context of project management, we have to interpret this definition by adding that it is a situation in which we want to achieve a goal and we know (or think we know) that there are one or more ways to achieve it, although we are unsure between several options.
Therefore, when we face a problem in project management, we will have to analyse it based on the objectives of the project and the initial objective data, to identify the space in which we can solve it and the search for a solution or solutions.
How does decision making work in problem solving?
When we identify a problem, if we know how to solve it, we will simply apply the procedure or routine that we know. If not, we will have to determine how to act. In this sense, there will almost certainly be different options and we will have to choose the most beneficial one.
The usual process in decision making is as follows:
Identify
The first thing we must do when faced with a problem is to identify it as best as possible, based on the objectives of our project.
If you come to the conclusion that the problem completely prevents you from achieving your project goals, you should consider the situation to be impossible and it is not worth wasting your time dealing with it.
If you think the situation can be rectified, remember the expression “a problem well stated is a problem half solved.”
Define
The next step is to define the specific problem. To describe it correctly, you need to gather quality, verified and up-to-date information, taking into account the starting point and what you want to achieve when you solve it.
Analyze
The third step is to determine the source of the problem and identify possible alternatives to solve it. Something very important to find these possible alternatives is to focus on the solution and not on the problem.
Solve
When you know the main or root cause of a problem, that is, the cause that originates it, you will be able to find a solution. It is time to open your mind and not reject any of the options that may occur to you; if you work in a team, encourage creative thinking in the group, as this will allow you to develop more options.
For each of the options you consider, think about the positive and negative consequences they may have, the time and resources you will need to implement them, etc. You must do this in an objective and realistic way.
Implant
Finally, after weighing up the various options, you will need to implement the solution that you consider most appropriate. Depending on the scale of the project, you will need to think in terms of action plan, dates, processes, monitoring system, etc.
The cause and effect diagram
One of the tools that facilitates the analysis of a problem is the cause and effect diagram, also known as the fishbone diagram, due to its resemblance to it, or the Ishikawa diagram, since it was Kaoru Ishikawa, an expert in quality control, who created it.
As you can see in the following figure, a cause and effect diagram essentially consists of two parts:
A box where reference is made to the effect or symptom being analyzed (the head of the fish).
A main line with a series of branches or oblique lines that converge in that box (the spines), in which the causes that can cause it are broken down. These lines serve to break down in detail the causes that generate the problem under analysis, grouping or classifying them into groups.
Fishbone diagram
cause and effect diagram
Thanks to this tool, we will be able to identify the root of the problem and, from there, find the best option to solve it.
04 Cause and effect diagram from Virtualidad VUAD on Vimeo .
The 5 Whys Technique
To identify the root cause of a problem, you can also use the five whys method, which consists of asking the question “why?” consecutively.
This technique was invented by Taiichi Ohno and was initially applied by Toyota, although you can apply it in any field of activity. This can be a template to start putting it into practice:
The 5 Whys Technique
Source: https://webxcite.net/technique-of-the-5 ... e-problem/
The main advantage of this technique is that it will allow you to dig deeper into a problem until you find its root cause. If you work in a team, it is very important not to forget your objective: to find answers and not the people responsible.
Conclusion
Something essential in the management of any project, whether professional landline number list or personal, is to identify the root cause of a problem in order to, from there, determine the best solution.
To help in this process, there are numerous tools that can be particularly useful, depending on the type and size of the project in question. The following infographic shows some of them, which we developed in this other blog article on project management .
Courses related to problem analysis and decision making , and specific training in project management are also particularly useful .
Access to free online course on project management
Do you want to learn more about decision making and problem solving?
This paper on Decision Making and Problem Solving presents a synthesis of some relevant ideas and complementary techniques to those presented here.
Cover image: Karolina Grabowska on Pexels
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Category: Administration
Tags: projects project management project management project management tools
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