Lean Corner

4 Effective Problem-Solving Methods to Optimize Your Processes

What is problem solving?
4 Methods You Need to Know to Solve Your Problems

With increasingly complex processes, the ability to effectively solve operational problems becomes a crucial skill. The goal is not only to overcome daily obstacles, but also to turn these challenges into opportunities for improvement.
In this article, we explore four methods for approaching and solving problems in a structured way.

What is problem solving?

As said earlier, problem-solving has become a key skill in project management. It always consists of identifying, analyzing, and solving problems to achieve defined goals.
What is important to understand is that it is important not to find temporary solutions, but to seek to identify and address the root causes in order to find long-term solutions.
To do this, several methods have been developed to structure this problem analysis in order to reach the best solution over time.

4 Methods You Need to Know to Solve Your Problems

PDCA

Let’s start with the most popular, the PDCA (Plan, Do, Check, Act) cycle (also known as the Deming Wheel) is a structured method for continuous improvement.The idea is to have an iterative cycle in order to constantly improve processes. This is broken down into four steps:

Plan: The first phase of the PDCA cycle consists of analyzing the existing situation by identifying problems. At this stage, it is a question of defining the objectives that we are trying to achieve. At the end of this phase, we want to come up with a schedule and the definition of performance indicators that will then make it possible to evaluate the results obtained.
Do: This second phase consists of a first implementation of the solution. However, this implementation is based on experimentation. Implement the plan on a small scale to test its effectiveness. The aim is to minimize the impact on the company’s day-to-day operations. As a reminder: the PDCA method is based on an iterative approach.
Check: In this third phase, we want to evaluate the results. The results achieved should be compared to the objectives set out in Step 1. It is then necessary to validate whether the overall efficiency of the process has been improved and decide whether a new round of testing is necessary before moving on to the next phase.
Act or Adjust: The final phase of the PDCA. It consists of finalizing and implementing changes within the process. Improvements (which have been validated) then become the new standard for this process. It is important to update the documentation associated with the process.

The 5 Whys

Let’s move on to a second method which is rather simple and fast and yet effective!
The goal is to find the root cause of a problem in order to make a lasting improvement, as mentioned earlier. By asking five questions in succession starting with “Why”, we can go back to the main source of the problem.
Each answer to a “Why?” serves as a basis for constructing the next question.
It is important that the questions and answers are factual.
Of course, it is possible to find the root cause with less than five “Whys”, or to need more than five. Do not hesitate to adapt the method.
Let’s take an example to understand this: the example of a restaurant that sees a drop in its turnover:

Why is turnover declining?
Because we have an average of 5 fewer customers per day compared to the previous month.
Why are there fewer customers?
Because a new competitor has set up shop in the same area.
Why is this competitor more attractive?
Because it offers products that better meet customer expectations.
Why do its products respond better?
Because it has conducted in-depth market research and segmented consumers effectively.
Why not conduct a market study to regain competitiveness?
Because we haven’t thought about doing one for 3 years

The 8D method

We now move on to the third method: the 8D method. It is also a structured approach to solving operational problems, developed within the Ford Motor Company in the 1980s.

The eight steps of the 8D method:

D1 – Form the working group: Putting together a competent multidisciplinary team is essential to deal with the problem effectively. This team must include actors directly involved in the relevant process.
D2 – Characterize the problem: It is a question of precisely defining the problem based on facts and figures, without trying to identify the causes at this stage.
D3 – Define and implement security actions: These actions aim to contain the effects of the problem, by limiting its propagation to prevent it from impacting the customer. They are temporary, pending permanent solutions.
D4 – Determine the root cause of the problem: Causal analysis uses tools like the 5 Whys (we can also think of the Ishikawa diagram) to identify the root causes.
D5 – Develop and implement corrective actions: After identifying the root cause, corrective actions must be defined and deployed to solve the problem structurally.
D6 – Verify the effectiveness of corrective actions: This step consists of ensuring that the actions implemented have achieved the expected results.
D7 – Implement preventive actions: Develop preventive actions to avoid recurrence of the problem, often by modifying processes or updating procedures.
D8 – Congratulate the team and celebrate results: Recognizing the work done by the team is important to create a positive emulation.

DMAIC

DMAIC is a data-driven and fact-based problem-solving method. It is part of the Lean Six Sigma operational excellence approach, which aims to optimize processes and reduce waste. DMAIC is an acronym that refers to the five steps of the method: Define, Measure, Analyze, Improve and Control.

The five phases of the DMAIC:

Define: This phase consists of clearly stating the problem by expressing the problems felt (e.g. non-compliance with expectations, high production costs). The objective is to define the scope of the project and align the objectives with the needs of the clients.
Measure: The second phase should assess the extent of the problem using specific indicators. We want to measure key parameters in order to factually identify the problem. These measurements will then make it possible to see the progress.
Analyze: Once the problem is confirmed, this third phase aims to identify the root causes that lead to the problem. We can use the 5 whys or the Ishikawa diagram to understand the causes.
Improve: After determining the cause of the problem, the team develops and implements solutions to eliminate that cause. This phase involves experimenting with several solutions to find the right and most effective solution, such as prescribing an antibiotic for a bacterial infection.
Control: The last phase consists of verifying that the solution(s) put in place are effective. To do this, it is necessary to compare the evolution of the indicators that were problematic.

As observed, there are different methods of problem solving such as PDCA, 8D and DMAIC or the 5 Whys to help define the root cause.
For all of these methods, it is important to identify root causes to solve problems in a sustainable way.

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