We Have A Problem
If you lead a team or an organization, you will encounter problems. Many times the challenges a leader faces are brought to their attention by those she leads. Often it would be easy to communicate a decision for someone to execute. However, helping others investigate and decide on solutions prepares them to lead.
Years ago, I met with the CEO of a large construction company that introduced me to the idea of a ‘problem statement.’ It was his way of discovering the right answer to the organizational problems he faces. He went on to explain this was what he expected his team to use when facing organizational or tactical issues.
He was happy to help them walk through any issue and give his input. But before they came to his office, he expected them to use the following template to define the problem and uncover, what in their opinion, was the best solution.
Problem Statement: (Define the problem in a one-sentence or a short paragraph.)
Recommendation: (What is the recommended solution.)
Options Considered: (What options did they research and review before coming to the stated recommendation?)
Cost Analysis: (If there is a cost to the solution, give a detailed analysis.)
After the conversation with the CEO, I began to use this with my team.
A little clarification: for day-to-day problems or tasks, we did not go through creating or discussing the problem statement. But when larger items came to light, we did use this exercise as a catalyst for a discussion leading to resolution.
Just recently, while reading Fierce Conversations by Susan Scott, I discovered another version of the ‘problem statement’ template which I think I will begin to insert into the original. Ms. Scott calls her version the “Issue Preparation Form Template.” I believe this new template gives the person or team a tool to dig a little deeper into the cause.
The Issue Is: (Be concise. In one nor two sentences, get to the heart of the problem.)
It is Significant because: (What’s at stake? How does this affect dollars, income, people, products, etc.?)
My Ideal Outcome is: (What results do I/we want? What/who will be affected? What do I see as the best solution?)
Relevant Background Information: (How, when, why, and where did the Issue start? Who are the key players? What is the Issue’s current status?)
What I/We Have Done up to This Point?: What steps, successful or unsuccessful, d considered?)
The Option I Am Considering: (What options am I thinking? If I had to decide right now, what solution would I choose?)
The Help I want from the Group/You Is: (Tell me what I am missing. Suggest solutions, consequences I may have missed here and critique of the plan I am considering.)
Ms. Scott’s plan gives phrases and questions that would help a team dig a little deeper than the Problem Statement I have been using. It would seem this plan would be a better catalyst for collaboration.
