What is Problem Solving: 5 Strategies That Improve Outcomes

Problem Solving is the art of finding smart, practical solutions when challenges arise. In short, it's the heartbeat of innovation. From everyday hiccups to complex, time-consuming business dilemmas, it helps us think clearly, act proactively and move forward with purpose.

In this blog, we’ll explore what is Problem Solving, what its importance is, break down its process, uncover powerful strategies, and dive into real-world examples that show its impact. So read on, sharpen your analytical edge and become a sought-after problem solver.

What is Problem Solving?

Problem Solving is the ability to recognise an issue or unexpected situation, understand why it exists, and find a way to overcome it. It involves observing a situation carefully, analysing the details, and identifying the core issue rather than just reacting to the symptoms. 

Whether in work or daily life, Problem Solving skills help individuals approach difficulties logically instead of feeling overwhelmed. This skill becomes stronger with practice, reflection, and the willingness to learn from both successes and mistakes.

Why Problem Solving is Important?

The importance of Problem Solving lies in the following facts:

1) It helps people handle challenges, make smart choices, and adjust when things change. 

2) It builds clear thinking, creativity, and confidence. 

3) Whether at work or in daily life, effective Problem-solving leads to better results.

4) It results in increased efficiency and ongoing learning that helps both individuals and businesses succeed.

The 5 Steps to Better Problem Solving

Effective Problem Solving usually follows a series of steps that make it easier to understand and fix challenges. These steps provide a clear structure for approaching problems in a smart and organised way. Let’s take a closer look at each one.
 

1) Understanding the Problem

The first step in Problem Solving is to fully understand what the problem is. This means looking closely at the issue, finding out what is causing it, and gathering all the important information. It also involves knowing what outcome you want, any limits you must work with, and how quickly the problem needs to be solved. A clear understanding makes the rest of the process much easier.

2) Generating Possible Solutions

Once the problem is clear, the next step is to come up with different solutions. Brainstorm as many ideas as you can without judging them too early. Be creative, think of both normal and unusual options, and ask others for their ideas too. The goal is to collect different possibilities before choosing the best one.

3) Analysing and Choosing the Most Effective Option

After gathering ideas, evaluate each one carefully. Consider whether the solution is realistic, the resources it requires, and how well it aligns with your goals. Weigh the pros and cons, assess any risks, and think about long-term results. Choose the option that is practical, achievable, and most likely to produce the strongest outcome.

4) Executing the Chosen Solution

Once the best solution is selected, put it into action. Create a clear plan, outline the steps involved and assign responsibilities. Ensure that the required resources are available and monitor progress regularly. If challenges arise, make timely adjustments. This helps the implementation run smoothly and increases the chances of success.

5) Assessing the Results

After the solution has been implemented, review the results to see if the problem has been solved. Compare the outcome with your original goals, note anything unexpected, and think about what you learned from the process. This reflection helps you improve your problem-solving skills for future situations.

Want to step into a leadership role with confidence? Then, the ILM Level 4 Diploma in Leadership and Management is your launchpad to success - Sign up now!

Key Problem Solving Skills Every Leader Should Know

Problem-solving is an essential part of leadership because challenges can appear at any time. To lead a team effectively, leaders need a set of strong skills that help them understand problems, explore solutions, and make confident decisions. Here are the Problem Solving skills that you need to inculcate:

1) Critical Thinking

Critical thinking helps leaders understand a situation properly before deciding anything. It means asking good questions, checking the facts, and thinking calmly instead of emotionally. This helps leaders see the real problem and make better choices.

1) Helps you think clearly

2) Stops you from making quick, wrong decisions

3) Encourages you to check facts

4) Helps you question what you’re told

5) Makes your decisions more accurate

2) Creativity

Creativity helps leaders come up with new and different ideas. It allows them to solve problems in ways others might not think of. Also, creative leaders inspire their teams to think freely and find better solutions.

1) Inspires fresh ideas and perspectives

2) Helps you think differently

3) Makes problem-solving easier

4) Encourages new approaches

5) Helps teams stay innovative

3) Analytical Skills

Analytical skills help leaders break down problems into smaller parts, so they are easier to understand. It involves studying information, spotting patterns, and figuring out what is really happening. This helps leaders make decisions based on facts.

1)  Helps you understand problems clearly

2) Makes it easier to study information

3) Helps you find the main cause of issues

4) Supports fact-based decisions

5) Helps compare different solutions

4) Decision-making

Decision-making helps leaders choose the best solution from different options. Good decision-making means thinking about the pros and cons and considering what will work best in the long run. This helps teams move forward with clarity.

1) Helps leaders act confidently and purposefully

2) Makes decisions faster and clearly

3) Reduces confusion for the team

4) Helps you think about the future

5) Supports steady progress

Effective Strategies for Problem Solving

Finding the right solution to a problem becomes much easier when you use helpful Problem Solving strategies. By using the right approach, you can handle challenges confidently and improve your ability to solve problems in everyday situations. So, here are some of the effective strategies for problem-solving:

1) Practice Critical Thinking

Practising critical thinking means slowing down, asking questions, and understanding a problem before deciding. It helps you think clearly and choose better solutions.

1) Ask questions to understand the situation better

2) Check facts before making decisions

3) Avoid making assumptions

4) Think calmly instead of emotionally

5) Take time to consider different angles

 2) Seek Feedback and Learn From Experience

Feedback as Problem Solving Strategies helps you see things you may have missed. Learning from past mistakes and successes makes you better at solving problems in the future.

1) Notice what worked well before

2) Ask for honest opinions from others

3) Learn from past mistakes

4) Be open to advice and suggestions

5) Use feedback to improve your approach

3) Embrace Challenges

Challenges help you grow. When you face difficult situations with a positive attitude, you become stronger and more confident.

1) Treat challenges as chances to learn

2) Stay positive even when things get tough

3) Step out of your comfort zone

4) Build confidence by facing problems directly

5) Use challenges to grow your skills

4) Collaborate With Others

Working with others helps you find better solutions because everyone brings different ideas, skills, and experiences. Teamwork makes problem-solving easier and faster.

1) Share ideas openly with your team

2) Listen to different viewpoints

3) Divide tasks to work more efficiently

4) Support each other during Problem Solving

5) Use everyone's strengths to find solutions

5) Think Outside the Box

Thinking outside the box means finding new and creative ways to solve problems rather than the usual ways of doing things. It helps you come up with fresh ideas that others might not think of.

1) Try new and different approaches

2) Don’t limit your imagination

3) Look for creative alternatives

4) Challenge traditional ways of thinking

5) Explore ideas from other fields or experiences

Popular Problem Solving Tools

When dealing with complex problems, using the right tools and techniques can make the Problem Solving process smoother. Below are some widely used methods for solving problems effectively:

1) Decision Matrices

A decision matrix is a structured tool for comparing and evaluating multiple options based on specific criteria. It helps you make objective decisions, especially when the choices are complex or involve multiple factors.

It works in the following ways:

1) List your options (e.g., different suppliers, software, solutions).

2) Define your criteria (e.g., cost, quality, speed).

3) Assign weights to each criterion based on importance.

4) Score each option against each criterion.

Multiply the scores by their corresponding weights, then total them to determine which option scores the highest. Here’s a simple template for a decision matrix:
 

2) Root Cause Analysis

Root Cause Analysis (RCA) is a problem-solving method that identifies the underlying cause of an issue, rather than just its symptoms. The goal is to address the root problem so it doesn’t recur. Here's how it works: 

1) Define the problem clearly.

2) Collect data on what happened and when it occurred.

3) Identify contributing factors (people, processes, tools, etc.).

4) Find the root cause, which is the main reason the problem occurred.

5) Develop and implement the right solutions that address the root cause directly.

3) Six Thinking Hats

The Six Thinking Hats is a problem-solving tool by Edward de Bono that encourages to look at challenges from six different perspectives:

Facts: Focus on the data and any available objective information.

1) Emotions: Explore feelings, instincts and gut reactions.

2) Risks: Identify potential problems, weaknesses or challenges.

3) Benefits: Look at the positives and potential gains.

4) Creativity: Encourage imagination, alternatives, and new solutions.

5) Process: Manage thinking, guide discussions, and summarise progress.

Each hat represents a thinking style, and it helps teams collaborate more effectively, reduce bias, and make well-rounded strategic decisions.

Elevate your leadership skills without any hiccups. Sign up for our assortment of ILM Level 4 Courses and boost your career!

4) Fishbone (Ishikawa) Diagrams

A Fishbone Diagram, also known as an Ishikawa Diagram, is a visual tool used to identify and display the possible reasons of a specific problem. The striking name originates from the fact that the diagram is like a fish skeleton, with the spine representing the problem and the bones depicting the categories of potential causes. 

The common categories of causes include:

1) People

2) Processes

3) Equipment

4) Materials

5) Environment

6) Management

Each category is explored by asking the question: What in this area might be causing the problem?

5) Strengths, Weaknesses, Opportunities, Threats (SWOT) Analysis
 

A SWOT Analysis is a powerful procedure for identifying the internal and external criteria that affect a project, team, business, or decision. It helps you identify what’s working, what needs improvement and where risks or growth opportunities lie.

Here are the four areas it focuses on: 

1) Strengths: What are we doing well? What advantages do we have?

2) Weaknesses: Where are we falling short? What could be improved?

3) Opportunities: What external trends or situations could benefit us?

4) Threats: What risks or challenges could harm our success?
 

Real-world Example of Problem Solving

The following example will illustrate how Problem Solving works: 

Scenario: A retail company experienced a sudden decline in online sales, despite steady website traffic.

Problem Solving Approach:

1) Define the Problem: Sales are down, but visits remain steady.

2) Gather Data: Analysed user behaviour and heatmaps.

3) Root Cause: The Checkout page was crashing on mobile devices.

4) Solution: Fixed the mobile bug, tested across platforms and simplified the checkout process.

5)  Result: Mobile conversions increased by 35% within two weeks.

Conclusion

Problem Solving is a skill that motivates individuals and organisations to overcome challenges, make informed decisions and achieve their goals. By understanding what is Problem Solving, applying the right strategies and learning from real-world examples, anyone can solve problems with greater clarity and confidence. This ability leads to smarter solutions and long-term success across both personal and professional contexts.

Lead smarter, inspire better and lead with clarity through the ILM Level 4 Award in Leadership and Management – Register today!