Problem Solving

Mind Mapping is a very powerful tool when it comes to solving problems. In this article we will see how to take a structured approach to problem solving which will allow you to generate more ideas and better solutions. I’ll tell you about the four step method of problem solving, and you’ll get a feel for how this can work for you.

Click to enlarge

Click to download this example Mind Map.

Define the Problem

The first and most important step of all is defining what the problem is. Now this may seem pretty obvious, but actually a thorough examination of what the problem is can lead to a redefinition of the problem, or turning a huge problem into something manageable, and helps get you in the right frame of mind to solve problems that initially seem overwhelming.

So the goals here are to have a narrowly defined problem that we are sure is not multiple problems, but a single well defined problem. We need to be sure that it really is the problem, and that the problem is not obscured by emotion, opinion, hidden or open agendas or anything else. It is also important to understand why it’s important to solve the problem, because this will give you the impetus to actually follow through with the process.

Cartesian Quadrants

The first four ways we examine the problem are based on what are known as the cartesian quadrants, based on the work of René Descartes, and the concept was originally applied to proving a theorem – if you could prove it by examining it from all of these perspectives, it was taken to be proven true. However, we are using it in a slightly different way here, because we are using it to examine the problem it from all four of these perspectives, which will eliminate everything that is not the problem, and we will have a clear and concise grasp of what the problem really is (or at least what we believe it to be).

Don’t be surprised if viewing the problem from these four perspectives completely changes the problem you are solving, or even proves that it wasn’t a problem in the first place. Often our original idea of what the problem is, is actually symptoms of the problem, and this method allows you to break through to the core problem.

Example Definition of a problem

So let’s think about this from the perspective of a problem of low sales within a company.

Firstly, what is the problem?

Low sales.
Well actually it’s low sales of widgets A, B, and C.
Oh and by low sales, we mean that management have told us that we must increase revenues from all product lines by 15%, and we just haven’t managed that for these widgets.

Can you see how a simple examination of the problem has narrowed down and defined what the problem is, so we have a much clearer focus?

So if you were using the above Mind Map as a template, you would add topics under the “what is the problem?” topic to record the full definition.

Next, what is it not?

Hmmm, well it’s not that all sales are low
it’s not that we’re not selling any of those widgets.
Oh, and we have not had any returns of those widgets, so it’s not a quality problem with the actual product.

Then, we have this problem because…

management require us to increase revenues from all product lines by 15%, but sales of these ones have only increased by 5%.
not enough people are buying these widgets, or
maybe they are not buying as many as we would like them to, or
maybe we’re not charging them enough for what they buy

We don’t have a solution for this problem because…

we have been concentrating on general marketing and haven’t really targeted these products or the people that purchase them in our marketing
we really haven’t made a point of letting people know that these products exist

So you can see that already some interesting lines potentially leading to solutions are opening up, but at the same time, the problem is being knocked into shape, and looks different to how it was when we started the process.

Now it is useful to cycle through these questions again, because the ideas you have generated may give you more ideas for other questions.

The next step is to think of the problem from the point of view of others. In this case:

how would your sales people define the problem?
how would your management define the problem?
how would your marketing staff define the problem?
how would your customers define the problem?
how would your prospects define the problem?
how would people looking for the product but not knowing that you sold it define the problem?
how would people who have a problem that this product would solve, who don’t know about the product define the problem?

And finally, Solving this problem will allow us to…

meet the demands of management,
provide better service for our customers,
get better wholesale prices from our supplier,
increase our margins,
get a bigger bonus

Now some people also try to define the objectives and what constitutes a good solution very tightly during this phase of problem resolution. I believe this is counter-productive, because it narrows your thinking. The process we have gone through with the definition of the problem has already narrowed things down quite sufficiently.

Asking these questions helps you define the boundaries of the problem, the environment of the problem, what has been done about it before it, what could have been done but hasn’t, and how others see the problem. Also very importantly, it defines why it is important to solve the problem and what constitutes an acceptable solution.

As you go through the definition of the problem, you add topics to your mind map, narrowing down the definition to the core issue, but also generate some strong starting points for brainstorming solutions.

Also, while we have been talking about this in terms of problems, I prefer to use the word Challenge, because our thinking about problems are often ones of fear and dread of these heavy things that weigh us down and hold us back, whereas challenges are things that we step up to and overcome, and feel positive about our progress. Also, this methodology doesn’t need to be about solving problems - you can use exactly the same method for identifying and going after new opportunities.

Click to enlarge

Click to download this example Mind Map.

The four step method of solving the problem.

Get the facts

We have already included some facts in our problem definition, but here we examine more of the detail of the problem and the environment that the problem is in.

When you review the record, make sure you separate hard facts from opinions.

Find out:

when the problem started,
any identifiable causes,
any deadlines,
any environmental factors to consider

When you are looking at the rules and customs, question what really are rules (like laws that you must abide by) and what is flexible. Ask why the customs are there and whether they are still relevant now.

When you are talking to people, put yourself in their shoes and try to see it from their perspective. Listen to what they are saying also from a devils advocate role, questioning to yourself what is fact and what is opinion. Make sure you take people’s feelings into consideration because in many cases the feelings are more important than the facts.

Brainstorming

Now you go on to brainstorming ideas and solutions. This is covered in detail in a separate tutorial, but here are a few tips to use for the moment.

Brainstorming is designed to be free from judgment, and the idea is to get as many ideas out there as quickly as possible. The concept is that quantity yields quality, and the more ideas generated, the more solutions you will find. This is the opposite of linear thinking, where you arrive at one solution and then stop thinking.

With brainstorming, you want to generate as many ideas as possible just throwing them out there and recording just the keywords on your mind map so you can keep up. To get things started, you have probably generated some ideas or categories of ideas just from the problem definition exercise. Add those categories to your Mind Map, and then add sub-topics for specific ideas. Think from the perspective of no resource constraints – assume you have infinite money, staff, time and expertise available at your disposal. You can pull it back to reality later.

If the ideas come too fast to organize them as you go, just get them down there and organize them later.

But what if you run out of ideas?

Here are some ways of getting the creative juices flowing again:

Get up and go for a walk, or do something else completely different and come back after half an hour
Add blank topics to some of your categories and ideas, and your subconscious will work on ways to complete these topics by supplying ideas – you can do this before going for your walk, so your subconscious has been triggered to search for specific ideas
Think of ways of “improving” an existing solution or proposed solution
Ask the question “If there was another solution what would it be?” – this tricks your brain into supplying another idea when you don’t think there is one, and once you have come up with one more idea, the flow of ideas starts again.
How would other people solve this problem? People from another country, your competitors, your ancestors, children, etc.
What limitations on your thinking have you imposed? Although you are supposed to be brainstorming from the perspective of no constraints whatsoever, your mind is probably so attuned to judging ideas and limiting what you come up with as potential solutions, that you need to ask “what other solutions are there if there are no restrictions?”. How can you reverse or get rid of those assumptions and limiting decisions. What possibilities open up when you do?

Weigh and Decide

During the brainstorming, you were not judging anything. Ridiculous ideas were recorded along with sensible ones without judgment. Now it’s time to organize the information on your Mind Map into different categories, where you have a topic for each category, and the proposed solutions and ideas as sub-topics.

Remember that there are always multiple solutions to problems.

So check what is going to be feasible, what fits with practices and policies, or where changing those practices and policies would be a better solution. Make sure you take into consideration the effects of your proposed solution on everyone involved, and whether the idea really does constitute a solution to the problem. If a solutions looks ridiculous, ask how you could accomplish the same thing in a different way, or which parts of that idea can we actually use.

Make sure the solutions fit with the facts of the situation, and judge the impact on both the problem and anyone and everyone affected. Every potential solution will have pros and cons – make sure you think about that as you make your decision as to which of the proposed solutions to follow first. Make sure the cost and time to solve the problem is worth it. Which solutions are you best equipped to implement? What are the short term and long term benefits of each solution? How do the solutions fit with your time and resource constraints?

Record further details under the preferred options on your Mind Map, such as time frames and the steps involved in achieving the desired outcomes.

Take Action

Make sure you define who is going to be carrying out the action, and whether they need help as well as who needs to be informed about it. Make sure that everything is carried out on time and to schedule.

Check Results

It is critical that you check the results. Make sure your action achieved the desired results and that any side effects have been dealt with. Keep an eye on how people react to your solution. Schedule your follow-ups so that you are on top of the implementation of the solution at appropriate intervals.

So that has given you the tools you need to define the problem or challenge, and find an implement solutions, and because it’s all done in Mind Map format, you can easily communicate your chosen resolution to other people.

I wish you all the best with using NovaMind to solve all your problems and generate new ideas and solutions.