| We go to meetings to share information, to | | | | people make regarding the problem. At least as |
| report on project status, to make decisions, to | | | | important as these reasons, a good problem |
| get the free lunch, and because we were invited. | | | | statement keeps us from assuming a solution, |
| (Sorry that I digressed). This is only a partial list - | | | | before we even state the problem.In academic |
| there are many other valid reasons for holding | | | | circles, problem statements are often long (one or |
| meetings.Perhaps the most common and best | | | | more pages), detailed (complete with lots of data |
| reason for a meeting though is to solve a | | | | and statistics) narratives. This is not what we |
| problem. A meeting is a great place to do this - | | | | need in a meeting. What we need is a short one |
| you get a variety of people with a variety of | | | | or two sentence description of- what the problem |
| experiences, knowledge and perspectives | | | | is- who it affects- when is it a problem- where it |
| together to ensure that the best possible solution | | | | is a problemYour problem statement should not |
| is identified and that all of the important | | | | answer the "why?" question - as your problem |
| considerations have been taken into account.The | | | | solving process should lead you to a clear |
| problem is, that while the venue and the people | | | | understanding of "why?" Remember the goal is to |
| might be correct, often the process is flawed. It | | | | define the problem so that everyone agrees to |
| is flawed because one question hasn't clearly been | | | | the problem and its scope.Some ExamplesWhile |
| asked and answered.The Typical SituationHave | | | | the format may vary, here are a couple of |
| you ever been in a meeting where 20 minutes (or | | | | example problem statements to help you get |
| an hour or more) into the discussion of the | | | | started:- We (our team) don't have timely data to |
| problem, people start to realize that they aren't all | | | | determine when to make the switch from "X' to |
| working on exactly the same problem, or are | | | | "Y".- Our turnaround time at the Madison facility is |
| already assuming certain solutions? Most people I | | | | currently two weeks, which puts us at a |
| have asked this question of over the years have | | | | competitive disadvantage compared to our |
| nodded in the affirmative. It is that this moment | | | | competitors.- Our enrollments for the summer |
| that a meeting must stop - and clarification must | | | | program are 20% behind last year and 30% |
| begin.It is also in these moments where | | | | behind projections.The final format of this |
| frustration builds, rework begins, and meetings get | | | | statement matters less than making sure that it |
| a bad reputation.The solution to this situation is to | | | | answers the questions above. Sometimes people |
| ask and answer the one question.The Problem | | | | state the new desired result in the problem |
| Solving QuestionThat question is: "What is the | | | | statement as well (e.g. "currently the process |
| problem?"It seems so simple. I mean, why would | | | | takes four days and the desired time is two |
| anyone ever start problem solving without truly | | | | days"). This can be a valuable addition if this end |
| knowing what the problem is? People don't do it | | | | goal is already known. Often at this stage we |
| on purpose, of course, they do it because:- The | | | | don't have enough information to know just how |
| problem is clear in their mind (or at least they | | | | much improvement we can achieve.A problem |
| think so).- They assume everyone knows the | | | | well stated is a problem half solved. By taking the |
| problem exists.- They assume everyone agrees | | | | time needed to gain agreement on a clear |
| that it is, in fact, a problem.Unfortunately these | | | | definition of your problem before starting the |
| reasons prevail too often.So, what is the | | | | problem solving process, you truly have reduced |
| problem?Getting a group agreement and | | | | the total time for your problem solving efforts |
| understanding of the problem is one of best | | | | drastically. This effort and discipline will improve |
| things you can do to improve the speed and | | | | your results noticeably, and immediately.Kevin |
| effectiveness of group problem solving. But how | | | | Eikenberry is a leadership expert and the Chief |
| do you do it?The Problem StatementYou do it | | | | Potential Officer of The Kevin Eikenberry Group ( |
| with a clear concise, well written problem | | | | a learning consulting company. To receive a free |
| statement.A problem statement succinctly defines | | | | Special Report on leadership that includes |
| what the problem is. It is written to produce | | | | resources, ideas, and advice go to or call us at |
| clarity of thought and to reduce the assumptions | | | | (317) 387-1424 or 888.LEARNER. |