Solving Problems

SOLVING PROBLEMS PE 4323: AoERP

Importance of Problem Solving in Administration

  • Essential feature in administrative roles.

Two Problem-Solving Approaches

Analytical Problem Solving

  • Linear methodical step-by-step approach.

Creative Problem Solving

  • Emphasizes generating new and innovative solutions.

Analytical Problem Solving Steps

  1. Define the Problem

    • Differentiate fact from opinion.

    • Specify underlying causes.

    • Solicit input from all stakeholders.

    • Clearly articulate the problem and identify violations of standards.

  2. Generate Alternative Solutions

    • Delay evaluation of alternatives to encourage creativity.

    • Ensure all involved parties contribute to brainstorming.

    • Align alternatives with organization goals.

  3. Evaluate and Select Alternatives

    • Assess alternatives against objectives and criteria.

    • Consider main and side effects of each option.

  4. Implement the Solution

    • Carry out one small action at a time.

    • Seek feedback and ensure acceptance of the solution.

    • Monitor the effectiveness of the implementation post-execution.

Potential Weaknesses of Analytical Approach

  • Difficulty in applying theoretical steps in practice.

  • Works best with straightforward problems.

  • Complex problems may overwhelm this methodology.

Constraints on the Analytical Problem-Solving Model

  1. Defining the Problem

    • Lack of consensus on problem definition.

  2. Generating Alternatives

    • Often evaluated one at a time, restricting creativity.

  3. Evaluation of Alternatives

    • Limited information can lead to suboptimal choices.

  4. Implementation

    • Resistance to change and managing political processes can hinder success.

When Analytical Methods Fail

  • Shift to creative problem-solving when analysis is insufficient.

Creative Problem Solving Overview

  • Focuses on generating innovative ideas and solutions.

Four Types of Creativity (Flexibility, Incubation, Imagination, Improvement)

Flexibility

  • Sustainable, emphasizes teamwork and transformation.

Incubation

  • Slow development, engaging diverse communities.

Imagination

  • New ideas for breakthrough products with iterative experimentation.

Improvement

  • Controlled process aimed at enhancing existing systems.

Conceptual Blocks to Creative Problem Solving

  • Constancy: Rigidity in viewing problems.

  • Commitment: Inflexibility due to past experiences.

  • Compression: Narrow definitions of issues.

  • Complacency: Disinterest in critical inquiry.

Techniques for Improving Problem Definition

  1. Make the Strange Familiar: Use analogies to understand new problems.

  2. Elaborate: Ask multiple questions to uncover problem layers.

  3. Reverse: Change perspectives to find alternative definitions.

Generating Alternative Solutions Techniques

  1. Defer Judgment: Encourage open brainstorming without initial evaluations.

  2. Expand: Break the problem into smaller manageable parts.

  3. Combine: Integrate unrelated ideas to spark innovation.

Fostering Creativity in Problem-Solving

  1. Pull Apart and Push Together: Balance independent and collaborative work.

  2. Monitor and Proactively Engage: Communicate with stakeholders for feedback.

  3. Reward Diverse Contributions: Encourage role variation.

Total Problem Solving Model

  • Integrates analytical and creative approaches for holistic problem resolution.

  • Evaluate steps from problem assessment through implementation and follow-up.