Two ways project mangers can seek to solve problems. One way is better.
Projects have problems.
Stakeholders and teams, made up of people, brings different perspectives which may create obstacles to the project.
Every single process ever invented is fraught with flaw. All will break at some point.
How can project managers go about solving every problem they face?
Why bother?
Problems left to themselves, grow. A tiny problem today means a much larger problem tomorrow.
While not every problem deserves the same attention, problems do NEED solutions.
Project managers need to develop their problem solving skills in ways that provide better resolutions.
Surface problem solving
Surface problem solving begins and ends only with a look at the superficial features of a problem.
Let's look at three simple examples. Most problems are far more complex. But a simple problem will enable you to see the concept more clearly.
Problem #1
A stakeholder always seems grumpy. They are negative about your project and they are constantly challenging every decision and maneuver the project makes.
Superficial solution:
Work around the stakeholder. Work solely with those who “get” it, those who are easier to work with.
Problem #2
The risk register was originally created at the beginning of the project. Nine months in it has not been updated. Some of those risks are still valid. Others are now real. Still others no longer exist.
Superficial solution:
Work on the risk register yourself. Fill in the gaps. Get it up to date!
Problem #3
As a project manager you find yourself disorganized. Too many notes, or not the right kind. Status reports are erratic at best. Meeting minutes? forget it.
Superficial solution:
Taking a skills focused note taking class.
Deep Problem solving
“Successful problem solvers are more able to determine the deep structure of a problem before they proceed to match a strategy to it”
Want to become a deep problem solver?
Ask this question:
What CAUSED this problem to occur?
Focusing on the causal will let you dig for better answers.
Let’s examine our three problems.
Problem #1
What is causing the grumpy stakeholder to behave this way?
- You are going to HAVE to talk to them
- You are going to HAVE to listen
- Maybe you will find out real reasons for their objections (political? money?)
- or maybe you will confirm, the WHY is simple
Deep problem solving solution:
Relationship, Listening, Understanding.
Problem #2
The Forgotten Risk Register
What is causing the failures in updating the risk register?
Was anyone assigned responsibility at the beginning?
Are there time blocks set aside every two weeks for project documentation updates?
Do stakeholders even care about the risks?
Is the entire project team constantly putting out fires, that there is no time for these kinds of updates?
Deep problem solving solution:
Assign the task to a team member. Hold them accountable on a bi-weekly basis. Make they include other team members in the discussion.
Problem #3
Your disorganized self.
What is causing you to be disorganized?
Overworked?
Tired?
Apathetic?
Hate documentation?
An organization class MIGHT help.
But if your already tired, overworked, or apathetic, attending a class will just add to your burden.
Deep problem solving solution:
Self-care. Boundaries. Rest.
Then probably some delegation.
Remember
The best problem solvers “begin with the typing of the problem.”
So put the search for CAUSES into your toolkit. This will help you become a better problem solver whether for the small problems or the larger ones.