The 7 steps to better problem-solving
In business, problems are everywhere. Maybe sales are stalling, costs are creeping up, or your team is struggling to deliver results. When faced with these challenges, it’s tempting to dive in headfirst, trying to fix things as quickly as possible.
But here’s the thing: solving problems effectively isn’t about being fast—it’s about being smart. Taking a structured approach can save time, energy, and resources in the long run.
This step-by-step guide will walk you through a proven framework to tackle any business problem, no matter how big or small.
Step 1: Define the Problem Clearly
The first step in solving any problem is understanding what the problem actually is. Too often, businesses waste time solving the wrong issue because they didn’t take a moment to clarify the real challenge.
Ask yourself:
What’s the specific problem I’m trying to solve?
Who are the key decision-makers, and how will they judge success?
What’s my time frame, and how accurate does the solution need to be?
Example: If sales are dropping, don’t just assume the product is the problem. Ask deeper questions: Is the issue customer retention, market saturation, or ineffective marketing?
Take the time to write a single, clear sentence that defines the problem. A well-defined problem is halfway solved.
Step 2: Break It Down Into Smaller Parts
Big problems can feel overwhelming. The trick is to break them into smaller, more manageable pieces. This helps you focus on the core drivers of the issue.
One way to do this is by using a logic tree:
Start with the main problem.
Break it into primary causes.
Dig deeper into secondary and tertiary factors.
Example:
If the problem is "increasing profits," a logic tree might split this into "reducing costs" and "increasing revenue." From there, "reducing costs" could branch into "lowering production expenses" and "streamlining operations."
By organising your problem like this, you’ll see patterns and areas to prioritise.
Step 3: Prioritise the Most Impactful Solutions
Not every part of the problem is worth solving. Some factors will have little impact or be out of your control. That’s why prioritising is essential.
Use a simple prioritisation grid to focus on solutions that are:
High impact: They significantly move the needle on the problem.
High influence: You can realistically implement them.
Example:
If you want to improve customer retention, focus on actions like improving customer support (high impact, high influence) rather than redesigning your product (high impact, low influence).
This ensures you spend time on what matters most.
Step 4: Build a Workable Plan
Once you’ve identified where to focus, it’s time to create a plan. This isn’t about making it complicated—it’s about being clear and actionable.
A good plan answers these questions:
What needs to be done? Break tasks into clear steps.
Who’s responsible? Assign ownership.
What’s the deadline? Set realistic timelines.
What’s the desired outcome? Define success metrics.
Example: If your focus is improving marketing, a plan might look like this:
Conduct a customer survey (Week 1–2).
Redesign key marketing materials (Week 3–5).
Launch a campaign targeting top-performing customer segments (Week 6).
Step 5: Analyse Your Data
Good problem-solving isn’t about guessing—it’s about making decisions based on evidence. Start simple:
Look for patterns in your data.
Focus on insights that support your priorities.
Use tools like Pareto analysis (the 80/20 rule) to identify where most of the impact lies.
Example: If you’re analysing customer complaints, you might find that 80% of issues come from one part of the process (e.g., delivery delays). Fixing that one area could dramatically improve satisfaction.
Don’t overcomplicate things. Start with basic insights before diving into advanced techniques.
Step 6: Synthesise Your Findings
Once you’ve done the analysis, step back and look at the bigger picture. What’s the story your data is telling?
The goal here is to:
Connect your insights to your original problem.
Create a simple, actionable summary of what you’ve learned.
Example: Instead of overwhelming your team with charts and numbers, say: "Customer retention is down because of delays in delivery. If we streamline the shipping process, we can reduce complaints by 50%."
A clear narrative makes it easier for everyone to align and act.
Step 7: Communicate the Solution
The final step is presenting your solution in a way that gets buy-in from your team or stakeholders. This isn’t just about sharing your findings—it’s about telling a compelling story.
How to structure your communication:
Start with the problem: What’s the issue, and why does it matter?
Share your solution: What’s your plan, and why will it work?
Back it up: Use key data points to build trust.
End with a call to action: What needs to happen next?
Example:
"Customer retention is down because of delivery delays. By partnering with a new logistics provider, we can improve shipping times by 30% and retain more customers. Here’s what we need to do to make that happen."
Why This Works
This seven-step approach isn’t about being perfect—it’s about being practical. It helps you tackle problems with clarity and confidence, even when things feel messy. Remember, great problem-solving isn’t just about finding answers. It’s about asking the right questions, focusing on what matters, and bringing others along for the ride. So, next time you’re faced with a business challenge, give this framework a try. It might just change how you approach problems—and the results you get.
