problem solving in team management

Is Your Team Solving Problems, or Just Identifying Them?

by Rebecca Knight

Summary .   

Some teams are really good at spotting potential problems. When colleagues present new ideas or propose new initiatives, team members readily ask tough questions and point out possible risks. But team members ought to provide constructive feedback as well. How can you, the manager, help change the culture on your team from one that’s focused on identifying problems to one that fixes them? How can you set new norms that engender a positive tone? And what’s the best way to reward employees for thinking critically while also making helpful suggestions?

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7 Skills You Need to Effectively Manage Teams

• 07 Jan 2020

To effectively manage a team, you need several key characteristics and skills. Without them, it can be difficult to rally your employees to work toward common goals and perform at their best—which can be disastrous for both your organization and career.

Whether you're an aspiring manager, newly appointed leader without a lot of experience, or seasoned executive who's had difficulty overseeing your team, developing these critical skills will prove crucial to your success.

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Team Management Skills All Professionals Need

1. clear, effective communication.

As a manager, your goal is to help the members of your team complete tasks in a manner that is efficient, consistent, and aligns with the company’s overarching strategic goals. To accomplish this, you must clearly articulate what those strategic goals are—while also detailing the specific work and processes that will be required of your team to reach them.

By becoming a more effective communicator , you'll remove confusion among your team and ensure everyone is aligned and working toward the same goals.

2. Emotional Intelligence

Emotional intelligence refers to an individual’s ability to manage their emotions, as well as those of others.

A highly developed level of emotional intelligence is a hallmark of strong managers and leaders. Someone with a keen sense of self-awareness, empathy, and other social skills is someone who can motivate and influence others —an important quality for managers to exhibit.

3. Organization

You may be responsible for overseeing budgets and project timelines in addition to the daily tasks that members of your team perform. Juggling so many moving pieces and making necessary adjustments along the way requires a high degree of organization.

4. Ability to Delegate

However tempting it might be for you to micromanage members of your team, doing so can be detrimental to progress.

A good manager knows how to delegate work to others. This involves understanding who's best suited to complete a particular task. It also requires ensuring an employee has the required resources to be successful and feels empowered to make their own decisions.

5. Openness

Openness goes hand in hand with both emotional intelligence and effective communication.

It’s important that the members of your team feel comfortable approaching you when they have questions or concerns, or when they need clarification on what's expected of them. If your employees don't believe they can reach out to you, there’s a risk that problems or concerns will go unaddressed before it's too late to correct them.

6. Problem-Solving

No matter how well prepared, organized, or established a project or process is, every manager runs into problems. This could be in the form of a missed deadline or milestone. It could be budgetary in nature. It could involve an unforeseen breakdown in the supply chain.

Whatever the case, managers must be skilled problem-solvers. The ability to evaluate a challenge, think critically about potential solutions, and formulate a response are essential to anyone who's tasked with leading a team.

7. Decision-Making

Over the course of a day, managers might be responsible for making a number of decisions that impact their team or the project they're overseeing. Prioritizing tasks, allocating resources, delegating duties—each of these is a decision that falls to the manager.

Sometimes, a manager will need to make an authoritative decision to resolve an issue. Other times, decision-making might involve consensus building, wherein members of the team are invited to participate in the discussion and help guide the process. Ultimately, the manager is responsible for the outcome of the decision and, as such, must be comfortable with ensuing results.

How You Can Develop Your Team Management Skills

If you want to take your team management skills to the next level, there are several steps you can take to improve them. These include:

• Taking stock of your current skills. To chart a path for your professional development, you first need to understand where your management skills currently stand . What are your strengths? What are your weaknesses? Where are your greatest opportunities to turn development into career success? These insights will help you create a plan that's right for you.
• Setting goals for improvement and development. Once you have a sense of your current skills, you need to set goals for your development efforts. Which skills do you need to improve? How will you measure success? What is your timeframe? By setting specific and attainable goals, you give yourself something to work toward and increase your chances of success.
• Inviting feedback from your team. If you're unsure about your current abilities or where you should prioritize growth, consider turning to co-workers for feedback. This can be invaluable in helping you identify your strengths and weaknesses.
• Practicing your skills. Practice your skills both in and out of the office. If you find that a project has suffered setbacks due to poor communication, for example, identify the point of confusion and make a mental note to avoid this in the future. Or, if a project has become bogged down due to micromanaging, find methods to help you manage from a perch instead of down in the trenches.
• Pursuing professional development. Professional development can be a valuable asset in helping you reach your managerial potential. Signing up for a management training course can help you quickly develop your management skills, while pursuing mentorship opportunities can aid you throughout the trajectory of your career.

In Management Essentials , students are given the tools and opportunities they will need to improve their management skills and become more effective managers within their organization. Is Management Essentials the right HBS Online leadership and management course for you? Download the free flowchart to find out.

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• Turn your team into skilled problem sol ...

Turn your team into skilled problem solvers with these problem-solving strategies

Picture this, you're handling your daily tasks at work and your boss calls you in and says, "We have a problem." 

Unfortunately, we don't live in a world in which problems are instantly resolved with the snap of our fingers. Knowing how to effectively solve problems is an important professional skill to hone. If you have a problem that needs to be solved, what is the right process to use to ensure you get the most effective solution?

In this article we'll break down the problem-solving process and how you can find the most effective solutions for complex problems.

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What is problem solving? 

Problem solving is the process of finding a resolution for a specific issue or conflict. There are many possible solutions for solving a problem, which is why it's important to go through a problem-solving process to find the best solution. You could use a flathead screwdriver to unscrew a Phillips head screw, but there is a better tool for the situation. Utilizing common problem-solving techniques helps you find the best solution to fit the needs of the specific situation, much like using the right tools.

4 steps to better problem solving

While it might be tempting to dive into a problem head first, take the time to move step by step. Here’s how you can effectively break down the problem-solving process with your team:

1. Identify the problem that needs to be solved

One of the easiest ways to identify a problem is to ask questions. A good place to start is to ask journalistic questions, like:

Who : Who is involved with this problem? Who caused the problem? Who is most affected by this issue?

What: What is happening? What is the extent of the issue? What does this problem prevent from moving forward?

Where: Where did this problem take place? Does this problem affect anything else in the immediate area? 

When: When did this problem happen? When does this problem take effect? Is this an urgent issue that needs to be solved within a certain timeframe?

Why: Why is it happening? Why does it impact workflows?

How: How did this problem occur? How is it affecting workflows and team members from being productive?

Asking journalistic questions can help you define a strong problem statement so you can highlight the current situation objectively, and create a plan around that situation.

Here’s an example of how a design team uses journalistic questions to identify their problem:

Overarching problem: Design requests are being missed

Who: Design team, digital marketing team, web development team

What: Design requests are forgotten, lost, or being created ad hoc.

Where: Email requests, design request spreadsheet

When: Missed requests on January 20th, January 31st, February 4th, February 6th

How : Email request was lost in inbox and the intake spreadsheet was not updated correctly. The digital marketing team had to delay launching ads for a few days while design requests were bottlenecked. Designers had to work extra hours to ensure all requests were completed.

In this example, there are many different aspects of this problem that can be solved. Using journalistic questions can help you identify different issues and who you should involve in the process.

2. Brainstorm multiple solutions

If at all possible, bring in a facilitator who doesn't have a major stake in the solution. Bringing an individual who has little-to-no stake in the matter can help keep your team on track and encourage good problem-solving skills.

Here are a few brainstorming techniques to encourage creative thinking:

Brainstorm alone before hand: Before you come together as a group, provide some context to your team on what exactly the issue is that you're brainstorming. This will give time for you and your teammates to have some ideas ready by the time you meet.

Say yes to everything (at first): When you first start brainstorming, don't say no to any ideas just yet—try to get as many ideas down as possible. Having as many ideas as possible ensures that you’ll get a variety of solutions. Save the trimming for the next step of the strategy. 

Talk to team members one-on-one: Some people may be less comfortable sharing their ideas in a group setting. Discuss the issue with team members individually and encourage them to share their opinions without restrictions—you might find some more detailed insights than originally anticipated.

Break out of your routine: If you're used to brainstorming in a conference room or over Zoom calls, do something a little different! Take your brainstorming meeting to a coffee shop or have your Zoom call while you're taking a walk. Getting out of your routine can force your brain out of its usual rut and increase critical thinking.

3. Define the solution

After you brainstorm with team members to get their unique perspectives on a scenario, it's time to look at the different strategies and decide which option is the best solution for the problem at hand. When defining the solution, consider these main two questions: What is the desired outcome of this solution and who stands to benefit from this solution? 

Set a deadline for when this decision needs to be made and update stakeholders accordingly. Sometimes there's too many people who need to make a decision. Use your best judgement based on the limitations provided to do great things fast.

4. Implement the solution

To implement your solution, start by working with the individuals who are as closest to the problem. This can help those most affected by the problem get unblocked. Then move farther out to those who are less affected, and so on and so forth. Some solutions are simple enough that you don’t need to work through multiple teams.

After you prioritize implementation with the right teams, assign out the ongoing work that needs to be completed by the rest of the team. This can prevent people from becoming overburdened during the implementation plan . Once your solution is in place, schedule check-ins to see how the solution is working and course-correct if necessary.

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Implement common problem-solving strategies

There are a few ways to go about identifying problems (and solutions). Here are some strategies you can try, as well as common ways to apply them:

Trial and error

Trial and error problem solving doesn't usually require a whole team of people to solve. To use trial and error problem solving, identify the cause of the problem, and then rapidly test possible solutions to see if anything changes. 

This problem-solving method is often used in tech support teams through troubleshooting.

The 5 whys problem-solving method helps get to the root cause of an issue. You start by asking once, “Why did this issue happen?” After answering the first why, ask again, “Why did that happen?” You'll do this five times until you can attribute the problem to a root cause. 

This technique can help you dig in and find the human error that caused something to go wrong. More importantly, it also helps you and your team develop an actionable plan so that you can prevent the issue from happening again.

Here’s an example:

Problem: The email marketing campaign was accidentally sent to the wrong audience.

“Why did this happen?” Because the audience name was not updated in our email platform.

“Why were the audience names not changed?” Because the audience segment was not renamed after editing. 

“Why was the audience segment not renamed?” Because everybody has an individual way of creating an audience segment.

“Why does everybody have an individual way of creating an audience segment?” Because there is no standardized process for creating audience segments. 

“Why is there no standardized process for creating audience segments?” Because the team hasn't decided on a way to standardize the process as the team introduced new members. 

In this example, we can see a few areas that could be optimized to prevent this mistake from happening again. When working through these questions, make sure that everyone who was involved in the situation is present so that you can co-create next steps to avoid the same problem. 

A SWOT analysis

A SWOT analysis can help you highlight the strengths and weaknesses of a specific solution. SWOT stands for:

Strength: Why is this specific solution a good fit for this problem? 

Weaknesses: What are the weak points of this solution? Is there anything that you can do to strengthen those weaknesses?

Opportunities: What other benefits could arise from implementing this solution?

Threats: Is there anything about this decision that can detrimentally impact your team?

As you identify specific solutions, you can highlight the different strengths, weaknesses, opportunities, and threats of each solution. 

This particular problem-solving strategy is good to use when you're narrowing down the answers and need to compare and contrast the differences between different solutions. 

Even more successful problem solving

After you’ve worked through a tough problem, don't forget to celebrate how far you've come. Not only is this important for your team of problem solvers to see their work in action, but this can also help you become a more efficient, effective , and flexible team. The more problems you tackle together, the more you’ll achieve. 

Looking for a tool to help solve problems on your team? Track project implementation with a work management tool like Asana .

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• 7 Advantages of Team Problem-Solving

Do you remember that old story about the blind men and the elephant? In the story, six men who lived in a village in India were born blind. They grew up curious about the world around them and often asked travelers to share their stories of life outside the village. One creature featured often in the tales they heard. They learned that elephants could trample forests but also that they could be ridden by the nobility. The men were fascinated by the idea of an elephant and would argue about it with each other.

“Elephants must be powerful giants if they can clear forests and build roads,” said one.

“No, you cannot be right. An elephant must be graceful and gentle if a princess would ride on its back,” said another.

“You are all wrong! An elephant must be a horrifying creature with a terrible horn that can pierce a man’s heart,” said the third blind man.

And so it went, day after day and night after night until the other villagers grew so tired of it that they arranged for the men to visit the palace and learn the truth about elephants for themselves.

When the blind men reached the palace, they were led to a courtyard with an elephant. They stepped forward to touch the strange creature that had been the source of so many arguments.

The first touched the die of the huge animal and declared, “An elephant is smooth and solid like a wall!” The second put his hands on the elephant’s trunk and declared it to be a snake; the third touched the elephant’s tusk and loudly proclaimed that they had been right all along. On it went down the line, with each blind man touching a different part of the elephant.

They were led out of the courtyard to a garden, where they began to argue more passionately than ever before. Their arguments grew so loud, with each man insisting that their understanding of the elephant was correct. Suddenly, an angry voice called out, “Stop shouting! How can each of you be so certain that you are right?”

The men recognized the voice of the Rajah and quieted instantly.

“An elephant is a very large animal,” said the Rajah kindly. “Each of you only touched one part. Perhaps if you put the parts together, you will see the truth.”

This story serves as a perfect reminder of the advantages that team problem-solving can bring to a team or an organization. Teams produce more successful results 80% of the time due to collective thinking. When everyone adds their individual thinking and works together toward a solution, the results include benefits every leader wants for their team, including stronger communication and a greater understanding of the challenge and the solution by all team members.

Here are 7 advantages that come with team problem-solving:

1. better communication.

All teams crave better communication, and solving problems with the whole team is a shortcut to achieving this goal. When working out a problem together, team members gain a better understanding of the issues involved.

Every team member brings a slightly different context to each problem. They can highlight the risks and benefits of any potential solution while staying informed about what is going on and how the activities of other team members will intersect with their area of responsibility.

2. increased understanding

Along with better communication, team problem-solving leads to a greater understanding of the context the team operates within and the roles and responsibilities of their colleagues. As team problems are typically complex, a collaborative approach helps team members gain some knowledge and appreciation for the work of other team members.

3. Better Risk Handling

With so many different perspectives, teams are better able to identify risks and mitigate them in advance. And because a team is better at anticipating the risks, they are more likely to assume a greater amount of risk if the reward is high, versus a single person accepting a high amount of risk on their own. This is especially true if the team has bought in, has confidence in their solution, and willingness to accept the consequences if success is not achieved.

4. Reduced possibility of bias

Wherever we go, our biases and preconceptions follow, and this can often get in the way of our individual problem-solving. Like the blind men in the story above, each team member may only be able to understand a fraction of the whole. When the entire team works together to solve the problem, the collective knowledge can be combined to create a greater understanding of both the problem and the solution.

5. Greater commitment

Problems that need to be solved collectively often require a high level of commitment. When a team faces a problem that they collectively need to solve together, and ideas and solutions are created, then individuals experience a higher level of commitment to the team and the team’s potential and the value the team brings to themselves individually.

6. greater increase in talent potential

New ideas create new opportunities. When solving problems in a team, the number of ideas generated broadens the team’s potential for success by creating pathways to develop and pursue those opportunities.

In addition to providing opportunities to develop new skills, team problem-solving prepares individuals to take on larger challenges – whether it is greater responsibility or advancement as a leader. Working through complex challenges, considering higher-level strategies, and synthesizing the inputs and ideas of others are required skills at the higher levels in any organization.

7. increased creativity

Team problem-solving generates more solutions, which then lead to greater and more productive outputs than any one person can likely generate. Better yet, those outputs are coordinated, and all aspects of the work contribute to the team’s success.

The process of brainstorming potential solutions naturally leads to creative ideas. When teams work together to solve a problem, they consider more solutions than they would when working as individuals. Often, ideas mentioned by others spark ideas that would have never been considered otherwise.

Like the blind men in the story, each team member brings a different understanding to each challenge. Each perspective may lack critical information, and it is only when the team works together to solve the problem that the whole challenge can be fully understood.

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15 Problem-Solving Strategies for Projects and Teams

In project management and team collaboration, problem-solving is the process of identifying and resolving issues that arise during a project. It is a crucial skill that helps fix broken processes, improve performance, and identify opportunities. Problem-solving enables project managers and team leaders to overcome challenges and achieve success.

In this blog article, we will explore 15 problem-solving strategies that can revolutionize your approach and help you achieve success. From effective communication techniques to fostering collaboration, these strategies are designed to tackle the most common obstacles encountered in project management. Get ready to unlock the potential of your projects and teams with these tried-and-tested problem-solving strategies!

The 5 Whys Analysis

This problem-solving technique aims to uncover a problem's underlying cause by repeatedly asking the question, "Why?". The goal is to dig deep and identify the root cause rather than addressing surface-level symptoms. By asking "Why?" five times or more, depending on the complexity of the problem, you and your team members can gain valuable insights into the chain of events or processes that led to the issue. This method helps expose weaknesses, improve processes, and achieve project goals.

SWOT Analysis in Project Management

A SWOT analysis is a valuable tool in project management that helps identify and evaluate the internal pros and cons, weaknesses and strengths, and the external impacts that can threaten your project. By examining these factors, project managers can better understand the project's current state and potential risks.

SWOT analysis provides insights that help decision-making, resource allocation, and risk mitigation strategies. It allows project teams to counter threats, address weaknesses, and capitalize on strengths, ultimately enhancing project success.

Bring in a Facilitator

A skilled facilitator can provide objective guidance, ensure everyone's participation, and create a safe space for open discussions. They can help the project team effectively identify and evaluate strengths, weaknesses, opportunities, and threats.

Additionally, a facilitator can assist in summarizing and documenting the analysis, ensuring clarity and alignment among team members. Bringing in a facilitator enhances quality and efficiency, leading to better project outcomes.

Root Cause Analysis

Root Cause Analysis is a systematic approach used to identify the underlying causes of problems or incidents. It involves investigating the factors contributing to an issue rather than just addressing the symptoms.

By understanding the root causes, organizations can develop effective solutions to prevent similar problems from recurring in the future. This analysis helps improve processes, enhance quality, and reduce risks, ultimately leading to better outcomes and customer satisfaction.

Kipling Method

Also known as the 6 W's, this technique is used to gather information and comprehensively understand a situation. It involves asking and answering six key questions: Who, What, Where, When, Why, and How. Addressing these questions helps team members and leaders analyze and evaluate a problem or decision from various angles, ensuring a thorough examination of the topic at hand. This method is widely used in journalism, problem-solving, and decision-making processes.

Work Backward

Working backward is a problem-solving approach where you start with the desired outcome and then identify the steps needed to achieve it. This method allows you to break down complex problems into smaller, manageable tasks.

By starting with the end goal in mind, you can create a clear roadmap and prioritize actions accordingly. Working backward helps ensure that your efforts are focused and aligned with the desired outcome, leading to more efficient and effective problem-solving.

Trial and Error

Trial and Error is a problem-solving approach that involves trying different solutions and learning from the outcomes. It is a standard method used to discover what works and what doesn't in various situations. By systematically testing different options, you can identify the most effective solution through a process of elimination.

Trial and Error allow team members flexibility and adaptability, as it encourages learning from mistakes and refining strategies based on feedback. This approach can be beneficial when dealing with complex or ambiguous problems that require experimentation.

Risk Analysis and Mitigation within Teams

Risk analysis and mitigation play a crucial role in project management. By identifying and planning for potential risks, teams can prevent problems. One effective way to facilitate this process is by utilizing project management software.

Project management software such as ActiveCollab provides a centralized platform where teams can document and track risks throughout the project lifecycle. This software often includes features such as risk registers , where risks can be identified, categorized, and assigned to team members for mitigation. Additionally, the software may offer risk assessment tools that help teams evaluate the impact and likelihood of each risk.

With ActiveCollab, teams can collaborate in real time, ensuring all members can access the latest risk information. This promotes transparency and allows immediate communication and decision-making regarding risk mitigation strategies.

Using project management software for risk analysis and mitigation, your team members can proactively address potential challenges, minimize project disruptions, and improve project success rates.

Implementing Conflict Resolution Techniques

Conflict resolution techniques are essential for maintaining healthy relationships and fostering a positive work environment. Some effective methods include active listening, communication skills training, mediation, negotiation, and compromise. Conflicts can be understood and resolved more effectively by actively listening to all parties involved and encouraging open and honest communication.

Mediation allows a neutral third party to facilitate discussions, while negotiation and compromise help find mutually agreeable solutions. These techniques promote understanding, empathy, and collaboration, improving relationships and increasing productivity.

Scenario Planning and Forecasting

Scenario planning and forecasting are essential tools used by organizations to anticipate and prepare for future uncertainties. Scenario planning involves creating multiple plausible narratives or scenarios to explore possible futures, allowing decision-makers to identify risks and opportunities. Forecasting, on the other hand, uses historical data and statistical models to project future outcomes.

Combining these approaches allows businesses to develop robust strategies and make informed decisions in an ever-changing and unpredictable environment. This proactive approach helps organizations adapt, minimize risks, and seize opportunities, ensuring long-term success and resilience in an uncertain world.

Brainstorming and Ideation Sessions

Brainstorming and ideation sessions are great for generating creative ideas and solutions. You can bring together a diverse group of individuals while these sessions help them with collaboration and free thinking. Participants in brainstorming sessions are encouraged to share their thoughts and ideas without judgment, allowing for a wide range of possibilities to be explored.

The goal is to generate as many ideas as possible, with the understanding that quantity leads to quality. Through active listening and open-mindedness, participants can build upon each other's ideas and spark new insights. This collaborative process fosters innovation and can lead to breakthrough solutions to complex problems.

Design Thinking

Design Thinking is a problem-solving approach that emphasizes empathy, creativity, and collaboration. It involves understanding the needs and experiences of users, generating a wide range of ideas, prototyping, testing solutions, and iterating based on feedback.

It encourages a human-centered and iterative mindset, which leads to exploring multiple possibilities before arriving at a final solution. Design Thinking enables teams to approach challenges with an open mind, fostering innovation and driving meaningful change. By putting people at the heart of the process, Design Thinking helps create solutions that meet their needs and aspirations.

Creating a Feedback Loop with Team Members

Creating a feedback loop with team members leads to a culture of continuous improvement. Regularly soliciting positive and constructive feedback allows open communication, builds trust, and enhances teamwork. Encourage team members to share their thoughts, ideas, and concerns in a safe and non-judgmental environment.

Actively listen to their feedback, acknowledge their contributions, and provide actionable insights to help them grow professionally. Remember, a well-functioning feedback loop promotes collaboration, boosts morale, and ultimately leads to better outcomes for the entire team.

Agile Principles for Efficient Problem-Solving (Enhance Flexibility and Responsiveness)

Agile principles are values and practices that enhance flexibility and responsiveness in problem-solving. These principles prioritize individuals and interactions, working solutions, customer collaboration, and responding to change.

Agile principles promote a more efficient problem-solving process by encouraging frequent communication and collaboration. Iterative development, continuous feedback, and adaptive planning are key components of agile problem-solving, allowing teams to adapt and respond to changing requirements quickly. Focusing on delivering value to the customer and embracing change enables organizations to address problems efficiently and effectively.

Importance of Effective Problem-Solving

Effective problem-solving is crucial in project management as it ensures that issues are identified, analyzed, and resolved promptly and efficiently. By integrating problem-solving strategies with project management software like ActiveCollab, teams can enhance collaboration and streamline workflow.

Integrating problem-solving strategies with project management software allows for better communication and coordination among team members. It enables teams to track the progress of problem-solving activities, assign tasks, and monitor deadlines, ensuring everyone is on the same page. This integration also facilitates the sharing of information and knowledge, enabling teams to leverage their collective expertise and experience.

Moreover, project management software such as ActiveCollab provides a centralized platform where team members can document and access relevant information, making it easier to analyze problems and make informed decisions. It also allows the implementation of feedback loops, enabling continuous improvement and learning from past experiences.

In conclusion, integrating problem-solving strategies with ActiveCollab enhances teamwork, improves communication, and facilitates the efficient resolution of issues. This integration ultimately contributes to the successful execution of projects and achieving desired outcomes.

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How Managers Can Improve Team Problem-Solving

Teaching good problem-solving means learning from previous solutions..

Posted March 28, 2024 | Reviewed by Ray Parker

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• We can access vast information online, but critical thinking skills are still essential.
• The key to improving team problem-solving is providing reliable resources you trust.
• Build a library of problem-solving resources, including creating step-by-step instructions and checklists.

By now, it is a hackneyed truth about today’s world that we all have endless amounts of information at our fingertips, available instantly, all the time. We have multiple competing answers to any question on any subject—more answers than an entire team, let alone an individual, could possibly master in a lifetime. The not quite as obvious punchline is this: There has been a radical change in how much information a person needs to keep inside their head versus accessible through their fingertips.

Nobody should be so short-sighted or so old-fashioned as to write off the power of being able to fill knowledge gaps on demand. Yet this phenomenon is often attributed to a growing critical thinking skills gap experienced in many organizations today.

Many people today are simply not in the habit of really thinking on their feet. Without a lot of experience puzzling through problems, it should be no surprise that so many people are often puzzled when they encounter unanticipated problems.

Here’s the thing: Nine out of ten times, you don’t need to make important decisions on the basis of your own judgment at the moment. You are much better off if you can rely on the accumulated experience of the organization in which you are working, much like we rely on the accumulated information available online.

The key is ensuring that your direct reports are pulling from sources of information and experience they and the organization can trust.

The first step to teaching anybody the basics of problem-solving is to anticipate the most common recurring problems and prepare with ready-made solutions. It may seem counterintuitive, but problem-solving skills aren’t built by reinventing the wheel: From learning and implementing ready-made solutions, employees will learn a lot about the anatomy of a good solution. This will put them in a much better position to improvise when they encounter a truly unanticipated problem.

The trick is to capture best practices, turn them into standard operating procedures, and deploy them to your team for use as job aids. This can be as simple as an “if, then” checklist:

• If A happens, then do B.
• If C happens, then do D.
• If E happens, then do F.

Here are seven tips to help you build a library of problem-solving resources for your team:

1. Break things down and write them out. Start with what you know. Break down the task or project into a list of step-by-step instructions, incorporating any resources or job aids you currently use. Then, take each step further by breaking it down into a series of concrete actions. Get as granular as you possibly can—maybe even go overboard a little. It will always be easier to remove unnecessary steps from your checklist than to add in necessary steps later.

2. Follow your instructions as if you were a newbie. Once you have a detailed, step-by-step outline, try using it as though you were totally new to the task or project. Follow the instructions exactly as you have written them: Avoid subconsciously filling in any gaps with your own expertise. Don't assume that anything goes without saying, especially if the task or project is especially technical or complex. As you follow your instructions, make corrections and additions as you go. Don't make the mistake of assuming you will remember to make necessary corrections or additions later.

3. Make final edits. Follow your updated and improved instructions one final time. Make any further corrections or additions as necessary. Include as many details as possible for and between each step.

4. Turn it into a checklist. Now, it's time to translate your instructions into a checklist format. Checklists are primarily tools of mindfulness : They slow us down and focus us on the present actions under our control. Consider whether the checklist will be more helpful if it is phrased in past or present tense. Who will be using the checklist? What information do they need to know? How much of the checklist can be understood at a glance?

5. Get outside input. Ask someone to try and use your checklist to see if it works for them. Get their feedback about what was clear, what was unclear, and why it was clear or unclear. Ask about any questions they had that weren't answered by the checklist. Solicit other suggestions, thoughts, or improvements you may not have considered. Incorporate their input and then repeat the process with another tester.

6. Use your checklist. Don't simply create your checklist for others and then abandon it. Use it in your own work going forward, and treat it as a living document. Make clarifying notes, additions, and improvements as the work naturally changes over time. Remember, checklists are tools of mindfulness. Use them to tune in to the work you already do and identify opportunities for growth and improvement.

7. Establish a system for saving drafts, templates, and examples of work that can be shared with others . Of course, checklists are just one type of shareable job aid. Sharing examples of your previous work or another team member is another useful way to help someone jumpstart a new task or project. This can be anything from final products to drafts, sketches, templates, or even videos.

Bruce Tulgan, JD, is the founder and CEO of RainmakerThinking and the author of The Art of Being Indispensable at Work.

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