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Problem Solving. JC Clapp, English 101 North Seattle Community College All info here heavily borrowed from: http ://www.itseducation.asia/problem-solving.htm. Stages of Problem Solving. Steps to Problem Solving (Skills ). Identifying the Problem.
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Problem Solving JC Clapp, English 101North Seattle Community CollegeAll info here heavily borrowed from:http://www.itseducation.asia/problem-solving.htm
Identifying the Problem • Objective = something we have decided we need to achieve. • Obstacle = anything that prevents us from achieving our objective. Objective + Obstacle = PROBLEM
What’s your Problem? Objective + Obstacle = Problem • Think about your life (work, school, family, community, etc.) and write down a list of all of your frustrations or complaints. What problems do you face? • Under each frustration or complaint you list, write down the objective and the obstacle that work together to make it a problem.
Defining the Problemsby Collecting Information To deal with a problem effectively , describe it as something you can act upon – collect information about the situation. You can . . . • identify a tangible target or outcome • reduce complex problems to a series of smaller problems • explain the problem to others who can help in its solution • decide the type of information you require • define criteria for measuring the potential effectiveness of various solutions. Go through the list of problems you have written, and choose oneto define in more depth. Write down the causes and definitions of the problems.
Causes of the Problem What caused the problem? You can’t solve a problem that you don’t thoroughly understand, so brainstorm with your peers and then write down what all of the various causes are to your problem.
Identifying Possible Solutions A few ways to start coming up with ideas for solutions are . . . • Free-association • Day-dreaming • Discussion • Research Talk with your peers and then write down every single solution you can think of (no matter how crazy it may sound) – get creative!
Blocks to Solving Problems A block is anything which prevents you from finding an effective solution to a problem. They are . . . • perceptual • emotional • intellectual • expressive • environmental • cultural
Perceptual Blocks • Seeing only what you expect to see • Stereotyping For example, if someone isn't working hard we may see the person as lazy and overlook the possibility that boredom with monotonous work is the problem. • Not seeing the problem in perspective Taking too narrow a view of the situation and failing to recognize how different parts of the problem are related • Mistaking cause and effect Many problems are recognized by their effects or the absence of expected results. If cause and effect are confused then we are unlikely to find an effective solution.
Overcoming Perceptual Blocks • defining and analyzing problems adequately • collecting all the relevant information • questioning your assumptions about what is and isn't relevant • asking for other people's points of view Take a minute and look at your list of problems and potential solutions. Are perceptual blocks in your way?
Emotional Blocks • Fear of making mistakes or looking foolish • Impatience We tend to grab the first solution which comes along, without adequate analysis of the problem • Avoiding anxiety We tend to avoid risks, struggle with situations which are not 'black and white', and avoid challenging the status quo. • Need for order. It can lead to an inability to cope with the frustration of situations which are not clear cut or where ambiguities exist. • Lack of challenge This may arise when the problem is routine or the benefits/losses don’t matter to us. The result is that either we don't tackle the problem or we take the easiest, quickest route to solution.
Overcoming Emotional Blocks • accept that if you are looking for new, better ways of doing something, some mistakes are almost inevitable • remember that many great thinkers have been ridiculed for what turned out to be great inventions • if you still fear looking foolish, try to develop your ideas into a practical form before you show them to anyone • following a strictly methodical approach will automatically curb impatience • to avoid anxiety, tackle problems in small, easily manageable steps • if you don't want to take risks, identify the worst possible consequences, and how likely they are to occur, and then try to find ways of preventing them Are emotional blocks in your way?
Intellectual Blocks • Lack of knowledge or skill in the problem solving process • Lack of creative thinking • Inflexible thinking This is a difficulty in switching from analysis to idea generation or from verbal to visual thinking. • Not being methodical • Lack of knowledge or skill in using the 'Language' of the problem If a problem involves a language that we cannot understand or cannot use, such as specialist jargon or statistical analysis, we will not be able to tackle the problem effectively. • Using inadequate information
Overcoming Intellectual Blocks To overcome the intellectual blocks: • learn to be methodical • practice using different types of “language”to tackle problems – get help, if needed • practice using various analytical and creative techniques Are intellectual blocks in your way?
Expressive Blocks • Using the wrong language • Unfamiliarity with a particular application of a language For example, many people have difficulty making a speech, even though they can write their ideas effectively on paper. • Inadequate explanations These can result from a real lack of information about what you are trying to convey, or from assuming that your audience already has some of the information when, they don't. • A passive style A situation where we are reluctant to exert influence may prevent us communicating our ideas effectively. • A dominant style This is when we exert oppressive control, either deliberately or unconsciously, and can make those we are communicating with automatically reluctant to accept what we say.
Overcoming Expressive Blocks Overcoming these blocks involves learning to • identify which language is most likely to help you solve a particular problem and then using them in different ways, for example, use diagrams to represent problems normally described verbally • ensure that when you explain ideas you have all the relevant information, it is accurate, and that you convey it all clearly • develop a style which is not too forceful (so that people are more willing to listen to you) and not too passive (so that you learn how to influence people); showing enthusiasm for your ideas can help by infecting others with enthusiasm. Are expressive blocks in your way?
Environmental Blocks • Oppressive interactions If our ideas are dismissed constantly with comments such as 'No, it wouldn't work because ...',we soon give up trying. • Distractions Excessive noise and interruptions are detrimental • Physical discomfort • Lack of support • Stress • Lack of communication • Monotonous work • Expectations of others
Overcoming Environmental Blocks • if there is a climate of criticism, develop the strengths of your ideas before youpropose to help avoid premature criticism • conduct your problem solving in an environment which suits you, ie comfortable and free of distractions likely to hinder you • if you feel people may not provide the help needed, try to identify the benefits to them in solving the problem • set aside a time when you are alone to tackle the problem Are environmental blocks in your way?
Cultural Blocks • Unquestioning acceptance of the status quo • Dislike of change • Belief that fantasy and humor are not productive • Assumptions that feelings, intuition and subjective judgments are unreliable • Over-emphasis on competition or cooperation • Taboos
Overcoming Cultural Blocks • critically question existing ideas • identify constraints and question their validity • if youdislike change, ask yourself what would be the consequences of taking a new approach. • if you think fantasy and humor have no place in problem solving, practice using your day dreams to develop your ideas; next time someone cracks a joke about a situation, think about what new perspectives it creates • if you think intuition is unreliable, think back over recent problems you have solved; did that first hunch turn out to be part of the final solution? • if you are in a competitive environment, explain your ideas to people competing with you and emphasize the likely benefits to them Are cultural blocks in your way?
Six Steps to Evaluating Solutions • Define the “ideal” solution – avoid blocks! • Eliminate unviable solutions(those which do not meet the constraints) • Evaluate the remaining solutions against the results required • Assess the risks associated with the “best”solution and, if acceptable . . . • Make the decision – write down the solution you will pursue
Implementation Once you have decided on a solution to a particular problem you may need to obtain other people's cooperation, approval or authority in order to implement it. It is important though that you: • understand the reasons why people may oppose and possibly reject your solution • prepare a presentation which optimizes the chances of your solution being accepted • deliver your presentation effectively Write down how you plan to implement your solution.
Understanding your Audience To present your solution persuasively you need to know how the people involved are likely to react to it. The first step is to list the attributes of the problem and your solution which affect other people. The following questions will help you to explore some of the major factors: • Who does the problem affect? • What adverse effects are they experiencing? • Which of these adverse effects does the solution remove? • Does the solution call for major changes, and who will be affected most? • Does the solution have adverse side-effects, and for whom? • Is the solution unusual, and in what ways? Write down who your audience is and their views
Your Audience’s Needs How are people likely to react to the solution? • Do any aspects of the problem or its solution have special significance for them? • does it infringe on their area of operation or detract from their authority; does it compete with their needs for resources? • In what way will they want the situation to change when the problem is solved, and does the solution achieve this? • Will they gain or lose with this solution, how and by how much? • Will they want to achieve or gain something for themselves or others through this solution? • Do they hold particularly strong views on any aspect of the problem or its solution? • Do they have stereotyped views? • What is their personal opinion of me? • Are our views of the situation likely to coincide or differ, by how much, and in what ways? Write down the answers to the above questions – consider your audience carefully
Choosing a Presentation Form Consider the needs of your audience, and determine what form your presentation should take. Some possibilities include: • A letter, email or personal correspondence • An oral presentation • A formal proposal/report Write down what form youfeel is best for your proposal
Collect your Materials • Do whatever research you need to do • Understand the formatting requirements of the form you’ve chosen to use for your proposal • Solicit allies – are there people who can help? Write down what research you need to do to get started.
Write your Draft No matter what form your proposal takes, the draft will likely be structured like this: • Explain the Problem: Convince your audience the problem exists and that they should care • Provide a solution to the problem • Convince your audience the solution solves the problem and that it’s affordable, reasonable, doable, and effective
Revise your Draft Persuading people to accept your solution involves giving them reason to accept it rather than oppose it. This is achieved in a variety of ways, so make sure you . . . • Anticipate opposition • Be prepared to listen to objections • Get them involved • Get them interested • Demonstrate the importance of the problem • Appeal to their self-Interest • Justify the resources you want to use • Explain your solution effectively • Show enthusiasm for your solution • Be flexible • Be prepared to make concessions
Polish your Draft • Seek feedback and listen to suggestions for improvement • Revise as necessary • Seek more feedback • Revise more • Edit and proofread very carefully – it should be perfect (you need ethos, and typos don’t enhance your ethos)
Deliver your Proposal • Give the presentation, mail the letter, etc. • Listen to and accept the reaction and response of your audience • If your proposal is not accepted, ask if there are adjustments that could be made so that it would be
Reasons for Opposition to the Solution • A poor solution • Nature of the problem - When a problem is having serious consequences for the people listening to your proposal (or they have a good knowledge of the problem) they will scrutinize it. • Individual needs and expectations • Resistance to change • Mistrust of the solution - Many people have an in-built suspicion of innovative solutions • Poor presentation • Poor timing • Unsolicited ideas - If you have taken it upon yourself to solve a particular problem or exploit an opportunity and have not mentioned this to the people involved or affected, your solution will come as a complete surprise and could be received poorly • Interpersonal conflict
Why People Fail at Solving Problems • not being methodical • lack of commitment to solving the problem • misinterpreting the problem • lack of knowledge of the techniques and processes involved in problem solving • inability to use the techniques effectively • using a method inappropriate to the particular problem • insufficient or inaccurate information • inability to combine analytical and creative thinking • failure to ensure effective implementation
