problem solving tool template

Continuous Improvement Toolkit

Effective Tools for Business and Life!

A3 Problem Solving Template

A3 thinking is a logical and structured approach to problem solving adopted by Lean organizations around the world. It can be used for most kinds of problems and in any part of the business. This A3 template uses a four stages model that is based on the PDCA management philosophy. It makes the problem-solving progress visible to the entire team while allowing the lessons to be learned by others.

This template is a Microsoft Excel spreadsheet that you can use and modify to meet your specific requirements. For example, you may expand the implementation or follow-up plans by increasing the number of rows. The template is available in two variations: a user-friendly straightforward version, and a more detailed one that requires providing in-depth information.

A3 Template (32 KB)

A3 Template – Simple (216 KB)

A3 Template – Detailed (340 KB)

Related Templates

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CIToolkit Content Team

Lean Events and Training / Forms and Templates

Forms and Templates

Downloads for A3 problem solving, standard work , project management, and value stream mapping .

Problem Solving Templates

A3 Action Plan Form (from Getting the Right Things Done)

The action plan template helps define the who, what, when, where, and how of a plan on one page.
Helps track progress and highlight problems so action can be taken.

A3 Status Review Form (from Getting the Right Things Done)

Top box provides an overview with respect to our critical end-of-pipe metrics.
Second box provides an overview of activities, and usually reflects what’s been prescribed on the action plan of the right side of the strategy A3.

A3 Strategy Form (from Getting the Right Things Done)

A strategy A3 is a one-page storyboard on 11-inch by 17-inch paper that helps tell the strategy “story.”
Logic flows from top left to bottom right, and each box leads to the next one.

Detailed A3 Template (from Managing to Learn)

Print this A3 template out to remind you of each section of the problem-solving A3 as you are creating your own.

PDSA A3 Template (from On the Mend)

A3 Template, in Excel, following the PDSA cycle.

Problem Definition Worksheet

This worksheet can help you breakdown the problem into a clearly defined gap as well as see how the problem aligns to the needs of the business or your True North purpose.

Root Cause Template

This template gives you space to record the problem as well as the direct causes and underlying causes.

Four Types of Problems

Art Smalley

Managing to Learn: Using the A3 management process

Perfecting Patient Journeys

Beau Keyte , Tom Shuker and Judy Worth

Getting the Right Things Done

Pascal Dennis

Standard Work Templates

Standard Work Operator Balance Chart (OBC)

The operator balance chart helps create continuous flow in a multi-step, multi-operator process by distributing operator work elements in relation to takt time.

Standard Work Process Study Sheet

The Process Study Sheet is used to define and record the time for work elements in a process.

Standard Work Production Analysis Board

A Production Analysis Board is a display that must be located at the exit of the cell (or the line) to show actual performance compared with planned performance on an hourly basis.

Standard Work Skills Training Matrix

The Skills Training Matrix shows the required and attained skills of every operator.
The training schedule also should be shown.

Standardized Work Chart

The standardized work chart shows operator movement and material location in relation to the machine and overall process layout.
It should show takt time, work sequence, and standard WIP.

Standardized Work Combination Table

The standardized work combination table shows the combination of manual work time, walk time, and machine processing time for each operation in a production sequence.
This form is a more precise process design tool than the Operator Balance Chart.
It can be very helpful to identify the waste of waiting and overburden, and to confirm standard.

Standardized Work Job Instruction Sheet

The job instruction sheet is used to train new operations.
It lists the steps of the job, detailing any special knack that may be required to perform the job safely with utmost quality and efficiency.
It can also be useful for experienced operators to reconfirm the right operations.

Waste Walk Template (from Perfecting Patient Journeys)

Standardized Work Process Capacity Sheet

The Process Capacity Chart is used to calculate the capacity of each machine to confirm true capacity and to identify and eliminate bottlenecks.
Processing capacity per shift will be calculated from the available production time, completion time, and tool-change time (and other factors as necessary) for each work piece.

Waste Walk Template (from Perfecting Patient Journeys)

Taking a “waste walk” is one way to make the waste visible again.
A waste walk is simply a planned visit to where work is being performed to observe what’s happening and to note the waste. It differs from go-see activities in that you are specifically looking for waste.

Kaizen Express

Toshiko Narusawa and John Shook

Lean Lexicon 5th Edition

Lean Enterprise Institute

Training Within Industry (TWI) Templates and Downloads

8-step TWI problem solving card - as presented by IBM

8-steps to problem solving handy pocket card printable.

Solving Problems with TWI

Solving problems with TWI deployment graphic.

Template of Job Breakdown Sheet

Job breakdown sheets are created to list the steps and highlight the main factors or key points that go into completing a job.
It also provides reasons for these key points.

TWI Job Instruction Card

TWI Job Instruction card in a handy pocket printable.

TWI Job Methods Card

TWI Job Methods Card in a handy pocket printable.

TWI Job Relations Card

TWI Job Relations Card in a handy pocket printable.

Lean Solutions

James (Jim) Womack, PhD and Dan Jones

Lean Thinking, 2nd Edition

Project Management Templates

Master Schedule Template (from Perfecting Patient Journeys)

Master Schedule and Action Plan Template for One Goal (from Perfecting Patient Journeys)

Use this template in your project tracking center so you can track both goals and action items on the same form.

End of Project Review Template (from Perfecting Patient Journeys)

The following template will help you capture your end-of-project reflections and make decisions about what to do next.

Master Schedule Template (from Perfecting Patient Journeys)

This template will help you answer this question by letting you include the project goals with space to indicate whether each goal is on track as originally planned and whether the scheduled progress review has taken place.

Team Board Form (from Getting the Right Things Done)

A team board is a window on both routine and improvement work.
The board on this template addresses both daily production and strategic issues, and is organized according to SQDCM—safety, quality, delivery, cost, and morale.

Value Proposition Template (from Perfecting Patient Journeys)

Align the stakeholders around what will be included in addressing the problem,
Identify the stakeholders who will be added to the project team and actively engaged in creating the current- and future-state value-stream maps,
Identify additional stakeholders necessary to drive the implementation of the future state,
Serve as an agreement—a proof of consensus—on the specific problem to be solved, and with the problem statement serve as authorization for the entire project.

Action Planning Template (from Perfecting Patient Journeys)

Identify the specific changes that need to be made and translate those changes into clearly stated goals and actions (i.e., the means) to achieve those goals.
Identify the specific methods and action steps you think will help you achieve the goals. These action steps and targets constitute the action plan to achieve a specific goal.

Value-Stream Mapping Templates

Value-stream Mapping Icons for Excel

At the request of some of our readers we have posted the most commonly used mapping icons so that they can be downloaded for Excel spreadsheets.

Learning to See

Mike Rother and John Shook

VSM Getting Started Set

Lean Enterprise Institute , Mike Rother and John Shook

Mapping to See: Value-Stream Improvement Workshop

Beau Keyte , Jim Luckman , Kirk Paluska , Guy Parsons , John Shook , Tom Shuker and David Verble

Improvement Kata / Coaching Kata

Improvement Kata Learner's Storyboard

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40 problem-solving techniques and processes

All teams and organizations encounter challenges. Approaching those challenges without a structured problem solving process can end up making things worse.

Proven problem solving techniques such as those outlined below can guide your group through a process of identifying problems and challenges , ideating on possible solutions , and then evaluating and implementing the most suitable .

In this post, you'll find problem-solving tools you can use to develop effective solutions. You'll also find some tips for facilitating the problem solving process and solving complex problems.

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What is problem solving?

Problem solving is a process of finding and implementing a solution to a challenge or obstacle. In most contexts, this means going through a problem solving process that begins with identifying the issue, exploring its root causes, ideating and refining possible solutions before implementing and measuring the impact of that solution.

For simple or small problems, it can be tempting to skip straight to implementing what you believe is the right solution. The danger with this approach is that without exploring the true causes of the issue, it might just occur again or your chosen solution may cause other issues.

Particularly in the world of work, good problem solving means using data to back up each step of the process, bringing in new perspectives and effectively measuring the impact of your solution.

Effective problem solving can help ensure that your team or organization is well positioned to overcome challenges, be resilient to change and create innovation. In my experience, problem solving is a combination of skillset, mindset and process, and it’s especially vital for leaders to cultivate this skill.

A group of people looking at a poster with notes on it

What is the seven step problem solving process?

A problem solving process is a step-by-step framework from going from discovering a problem all the way through to implementing a solution.

With practice, this framework can become intuitive, and innovative companies tend to have a consistent and ongoing ability to discover and tackle challenges when they come up.

You might see everything from a four step problem solving process through to seven steps. While all these processes cover roughly the same ground, I’ve found a seven step problem solving process is helpful for making all key steps legible.

We’ll outline that process here and then follow with techniques you can use to explore and work on that step of the problem solving process with a group.

The seven-step problem solving process is:

1. Problem identification

The first stage of any problem solving process is to identify the problem(s) you need to solve. This often looks like using group discussions and activities to help a group surface and effectively articulate the challenges they’re facing and wish to resolve.

Be sure to align with your team on the exact definition and nature of the problem you’re solving. An effective process is one where everyone is pulling in the same direction – ensure clarity and alignment now to help avoid misunderstandings later.

2. Problem analysis and refinement

The process of problem analysis means ensuring that the problem you are seeking to solve is the right problem . Choosing the right problem to solve means you are on the right path to creating the right solution.

At this stage, you may look deeper at the problem you identified to try and discover the root cause at the level of people or process. You may also spend some time sourcing data, consulting relevant parties and creating and refining a problem statement.

Problem refinement means adjusting scope or focus of the problem you will be aiming to solve based on what comes up during your analysis. As you analyze data sources, you might discover that the root cause means you need to adjust your problem statement. Alternatively, you might find that your original problem statement is too big to be meaningful approached within your current project.

Remember that the goal of any problem refinement is to help set the stage for effective solution development and deployment. Set the right focus and get buy-in from your team here and you’ll be well positioned to move forward with confidence.

3. Solution generation

Once your group has nailed down the particulars of the problem you wish to solve, you want to encourage a free flow of ideas connecting to solving that problem. This can take the form of problem solving games that encourage creative thinking or techniquess designed to produce working prototypes of possible solutions.

The key to ensuring the success of this stage of the problem solving process is to encourage quick, creative thinking and create an open space where all ideas are considered. The best solutions can often come from unlikely places and by using problem solving techniques that celebrate invention, you might come up with solution gold.

4. Solution development

No solution is perfect right out of the gate. It’s important to discuss and develop the solutions your group has come up with over the course of following the previous problem solving steps in order to arrive at the best possible solution. Problem solving games used in this stage involve lots of critical thinking, measuring potential effort and impact, and looking at possible solutions analytically.

During this stage, you will often ask your team to iterate and improve upon your front-running solutions and develop them further. Remember that problem solving strategies always benefit from a multitude of voices and opinions, and not to let ego get involved when it comes to choosing which solutions to develop and take further.

Finding the best solution is the goal of all problem solving workshops and here is the place to ensure that your solution is well thought out, sufficiently robust and fit for purpose.

5. Decision making and planning

Nearly there! Once you’ve got a set of possible, you’ll need to make a decision on which to implement. This can be a consensus-based group decision or it might be for a leader or major stakeholder to decide. You’ll find a set of effective decision making methods below.

Once your group has reached consensus and selected a solution, there are some additional actions that also need to be decided upon. You’ll want to work on allocating ownership of the project, figure out who will do what, how the success of the solution will be measured and decide the next course of action.

Set clear accountabilities, actions, timeframes, and follow-ups for your chosen solution. Make these decisions and set clear next-steps in the problem solving workshop so that everyone is aligned and you can move forward effectively as a group.

Ensuring that you plan for the roll-out of a solution is one of the most important problem solving steps. Without adequate planning or oversight, it can prove impossible to measure success or iterate further if the problem was not solved.

6. Solution implementation

This is what we were waiting for! All problem solving processes have the end goal of implementing an effective and impactful solution that your group has confidence in.

Project management and communication skills are key here – your solution may need to adjust when out in the wild or you might discover new challenges along the way. For some solutions, you might also implement a test with a small group and monitor results before rolling it out to an entire company.

You should have a clear owner for your solution who will oversee the plans you made together and help ensure they’re put into place. This person will often coordinate the implementation team and set-up processes to measure the efficacy of your solution too.

7. Solution evaluation

So you and your team developed a great solution to a problem and have a gut feeling it’s been solved. Work done, right? Wrong. All problem solving strategies benefit from evaluation, consideration, and feedback.

You might find that the solution does not work for everyone, might create new problems, or is potentially so successful that you will want to roll it out to larger teams or as part of other initiatives.

None of that is possible without taking the time to evaluate the success of the solution you developed in your problem solving model and adjust if necessary.

Remember that the problem solving process is often iterative and it can be common to not solve complex issues on the first try. Even when this is the case, you and your team will have generated learning that will be important for future problem solving workshops or in other parts of the organization.

It’s also worth underlining how important record keeping is throughout the problem solving process. If a solution didn’t work, you need to have the data and records to see why that was the case. If you go back to the drawing board, notes from the previous workshop can help save time.

What does an effective problem solving process look like?

Every effective problem solving process begins with an agenda . In our experience, a well-structured problem solving workshop is one of the best methods for successfully guiding a group from exploring a problem to implementing a solution.

The format of a workshop ensures that you can get buy-in from your group, encourage free-thinking and solution exploration before making a decision on what to implement following the session.

This Design Sprint 2.0 template is an effective problem solving process from top agency AJ&Smart. It’s a great format for the entire problem solving process, with four-days of workshops designed to surface issues, explore solutions and even test a solution.

Check it for an example of how you might structure and run a problem solving process and feel free to copy and adjust it your needs!

For a shorter process you can run in a single afternoon, this remote problem solving agenda will guide you effectively in just a couple of hours.

Whatever the length of your workshop, by using SessionLab, it’s easy to go from an idea to a complete agenda . Start by dragging and dropping your core problem solving activities into place . Add timings, breaks and necessary materials before sharing your agenda with your colleagues.

The resulting agenda will be your guide to an effective and productive problem solving session that will also help you stay organized on the day!

Complete problem-solving methods

In this section, we’ll look at in-depth problem-solving methods that provide a complete end-to-end process for developing effective solutions. These will help guide your team from the discovery and definition of a problem through to delivering the right solution.

If you’re looking for an all-encompassing method or problem-solving model, these processes are a great place to start. They’ll ask your team to challenge preconceived ideas and adopt a mindset for solving problems more effectively.

Six Thinking Hats

Individual approaches to solving a problem can be very different based on what team or role an individual holds. It can be easy for existing biases or perspectives to find their way into the mix, or for internal politics to direct a conversation.

Six Thinking Hats is a classic method for identifying the problems that need to be solved and enables your team to consider them from different angles, whether that is by focusing on facts and data, creative solutions, or by considering why a particular solution might not work.

Like all problem-solving frameworks, Six Thinking Hats is effective at helping teams remove roadblocks from a conversation or discussion and come to terms with all the aspects necessary to solve complex problems.

The Six Thinking Hats #creative thinking #meeting facilitation #problem solving #issue resolution #idea generation #conflict resolution The Six Thinking Hats are used by individuals and groups to separate out conflicting styles of thinking. They enable and encourage a group of people to think constructively together in exploring and implementing change, rather than using argument to fight over who is right and who is wrong.

Lightning Decision Jam

Featured courtesy of Jonathan Courtney of AJ&Smart Berlin, Lightning Decision Jam is one of those strategies that should be in every facilitation toolbox. Exploring problems and finding solutions is often creative in nature, though as with any creative process, there is the potential to lose focus and get lost.

Unstructured discussions might get you there in the end, but it’s much more effective to use a method that creates a clear process and team focus.

In Lightning Decision Jam, participants are invited to begin by writing challenges, concerns, or mistakes on post-its without discussing them before then being invited by the moderator to present them to the group.

From there, the team vote on which problems to solve and are guided through steps that will allow them to reframe those problems, create solutions and then decide what to execute on.

By deciding the problems that need to be solved as a team before moving on, this group process is great for ensuring the whole team is aligned and can take ownership over the next stages.

Lightning Decision Jam (LDJ) #action #decision making #problem solving #issue analysis #innovation #design #remote-friendly It doesn’t matter where you work and what your job role is, if you work with other people together as a team, you will always encounter the same challenges: Unclear goals and miscommunication that cause busy work and overtime Unstructured meetings that leave attendants tired, confused and without clear outcomes. Frustration builds up because internal challenges to productivity are not addressed Sudden changes in priorities lead to a loss of focus and momentum Muddled compromise takes the place of clear decision- making, leaving everybody to come up with their own interpretation. In short, a lack of structure leads to a waste of time and effort, projects that drag on for too long and frustrated, burnt out teams. AJ&Smart has worked with some of the most innovative, productive companies in the world. What sets their teams apart from others is not better tools, bigger talent or more beautiful offices. The secret sauce to becoming a more productive, more creative and happier team is simple: Replace all open discussion or brainstorming with a structured process that leads to more ideas, clearer decisions and better outcomes. When a good process provides guardrails and a clear path to follow, it becomes easier to come up with ideas, make decisions and solve problems. This is why AJ&Smart created Lightning Decision Jam (LDJ). It’s a simple and short, but powerful group exercise that can be run either in-person, in the same room, or remotely with distributed teams.

Problem Definition Process

While problems can be complex, the problem-solving methods you use to identify and solve those problems can often be simple in design.

By taking the time to truly identify and define a problem before asking the group to reframe the challenge as an opportunity, this method is a great way to enable change.

Begin by identifying a focus question and exploring the ways in which it manifests before splitting into five teams who will each consider the problem using a different method: escape, reversal, exaggeration, distortion or wishful. Teams develop a problem objective and create ideas in line with their method before then feeding them back to the group.

This method is great for enabling in-depth discussions while also creating space for finding creative solutions too!

Problem Definition #problem solving #idea generation #creativity #online #remote-friendly A problem solving technique to define a problem, challenge or opportunity and to generate ideas.

The 5 Whys

Sometimes, a group needs to go further with their strategies and analyze the root cause at the heart of organizational issues. An RCA or root cause analysis is the process of identifying what is at the heart of business problems or recurring challenges.

The 5 Whys is a simple and effective method of helping a group go find the root cause of any problem or challenge and conduct analysis that will deliver results.

By beginning with the creation of a problem statement and going through five stages to refine it, The 5 Whys provides everything you need to truly discover the cause of an issue.

The 5 Whys #hyperisland #innovation This simple and powerful method is useful for getting to the core of a problem or challenge. As the title suggests, the group defines a problems, then asks the question “why” five times, often using the resulting explanation as a starting point for creative problem solving.

World Cafe is a simple but powerful facilitation technique to help bigger groups to focus their energy and attention on solving complex problems.

World Cafe enables this approach by creating a relaxed atmosphere where participants are able to self-organize and explore topics relevant and important to them which are themed around a central problem-solving purpose. Create the right atmosphere by modeling your space after a cafe and after guiding the group through the method, let them take the lead!

Making problem-solving a part of your organization’s culture in the long term can be a difficult undertaking. More approachable formats like World Cafe can be especially effective in bringing people unfamiliar with workshops into the fold.

World Cafe #hyperisland #innovation #issue analysis World Café is a simple yet powerful method, originated by Juanita Brown, for enabling meaningful conversations driven completely by participants and the topics that are relevant and important to them. Facilitators create a cafe-style space and provide simple guidelines. Participants then self-organize and explore a set of relevant topics or questions for conversation.

Discovery & Action Dialogue (DAD)

One of the best approaches is to create a safe space for a group to share and discover practices and behaviors that can help them find their own solutions.

With DAD, you can help a group choose which problems they wish to solve and which approaches they will take to do so. It’s great at helping remove resistance to change and can help get buy-in at every level too!

This process of enabling frontline ownership is great in ensuring follow-through and is one of the methods you will want in your toolbox as a facilitator.

Discovery & Action Dialogue (DAD) #idea generation #liberating structures #action #issue analysis #remote-friendly DADs make it easy for a group or community to discover practices and behaviors that enable some individuals (without access to special resources and facing the same constraints) to find better solutions than their peers to common problems. These are called positive deviant (PD) behaviors and practices. DADs make it possible for people in the group, unit, or community to discover by themselves these PD practices. DADs also create favorable conditions for stimulating participants’ creativity in spaces where they can feel safe to invent new and more effective practices. Resistance to change evaporates as participants are unleashed to choose freely which practices they will adopt or try and which problems they will tackle. DADs make it possible to achieve frontline ownership of solutions.

Design Sprint 2.0

Want to see how a team can solve big problems and move forward with prototyping and testing solutions in a few days? The Design Sprint 2.0 template from Jake Knapp, author of Sprint, is a complete agenda for a with proven results.

Developing the right agenda can involve difficult but necessary planning. Ensuring all the correct steps are followed can also be stressful or time-consuming depending on your level of experience.

Use this complete 4-day workshop template if you are finding there is no obvious solution to your challenge and want to focus your team around a specific problem that might require a shortcut to launching a minimum viable product or waiting for the organization-wide implementation of a solution.

Open space technology

Open space technology- developed by Harrison Owen – creates a space where large groups are invited to take ownership of their problem solving and lead individual sessions. Open space technology is a great format when you have a great deal of expertise and insight in the room and want to allow for different takes and approaches on a particular theme or problem you need to be solved.

Start by bringing your participants together to align around a central theme and focus their efforts. Explain the ground rules to help guide the problem-solving process and then invite members to identify any issue connecting to the central theme that they are interested in and are prepared to take responsibility for.

Once participants have decided on their approach to the core theme, they write their issue on a piece of paper, announce it to the group, pick a session time and place, and post the paper on the wall. As the wall fills up with sessions, the group is then invited to join the sessions that interest them the most and which they can contribute to, then you’re ready to begin!

Everyone joins the problem-solving group they’ve signed up to, record the discussion and if appropriate, findings can then be shared with the rest of the group afterward.

Open Space Technology #action plan #idea generation #problem solving #issue analysis #large group #online #remote-friendly Open Space is a methodology for large groups to create their agenda discerning important topics for discussion, suitable for conferences, community gatherings and whole system facilitation

Techniques to identify and analyze problems

Using a problem-solving method to help a team identify and analyze a problem can be a quick and effective addition to any workshop or meeting.

While further actions are always necessary, you can generate momentum and alignment easily, and these activities are a great place to get started.

We’ve put together this list of techniques to help you and your team with problem identification, analysis, and discussion that sets the foundation for developing effective solutions.

Let’s take a look!

Fishbone Analysis

Organizational or team challenges are rarely simple, and it’s important to remember that one problem can be an indication of something that goes deeper and may require further consideration to be solved.

Fishbone Analysis helps groups to dig deeper and understand the origins of a problem. It’s a great example of a root cause analysis method that is simple for everyone on a team to get their head around.

Participants in this activity are asked to annotate a diagram of a fish, first adding the problem or issue to be worked on at the head of a fish before then brainstorming the root causes of the problem and adding them as bones on the fish.

Using abstractions such as a diagram of a fish can really help a team break out of their regular thinking and develop a creative approach.

Fishbone Analysis #problem solving ##root cause analysis #decision making #online facilitation A process to help identify and understand the origins of problems, issues or observations.

Problem Tree

Encouraging visual thinking can be an essential part of many strategies. By simply reframing and clarifying problems, a group can move towards developing a problem solving model that works for them.

In Problem Tree, groups are asked to first brainstorm a list of problems – these can be design problems, team problems or larger business problems – and then organize them into a hierarchy. The hierarchy could be from most important to least important or abstract to practical, though the key thing with problem solving games that involve this aspect is that your group has some way of managing and sorting all the issues that are raised.

Once you have a list of problems that need to be solved and have organized them accordingly, you’re then well-positioned for the next problem solving steps.

Problem tree #define intentions #create #design #issue analysis A problem tree is a tool to clarify the hierarchy of problems addressed by the team within a design project; it represents high level problems or related sublevel problems.

SWOT Analysis

Chances are you’ve heard of the SWOT Analysis before. This problem-solving method focuses on identifying strengths, weaknesses, opportunities, and threats is a tried and tested method for both individuals and teams.

Start by creating a desired end state or outcome and bare this in mind – any process solving model is made more effective by knowing what you are moving towards. Create a quadrant made up of the four categories of a SWOT analysis and ask participants to generate ideas based on each of those quadrants.

Once you have those ideas assembled in their quadrants, cluster them together based on their affinity with other ideas. These clusters are then used to facilitate group conversations and move things forward.

SWOT analysis #gamestorming #problem solving #action #meeting facilitation The SWOT Analysis is a long-standing technique of looking at what we have, with respect to the desired end state, as well as what we could improve on. It gives us an opportunity to gauge approaching opportunities and dangers, and assess the seriousness of the conditions that affect our future. When we understand those conditions, we can influence what comes next.

Agreement-Certainty Matrix

Not every problem-solving approach is right for every challenge, and deciding on the right method for the challenge at hand is a key part of being an effective team.

The Agreement Certainty matrix helps teams align on the nature of the challenges facing them. By sorting problems from simple to chaotic, your team can understand what methods are suitable for each problem and what they can do to ensure effective results.

If you are already using Liberating Structures techniques as part of your problem-solving strategy, the Agreement-Certainty Matrix can be an invaluable addition to your process. We’ve found it particularly if you are having issues with recurring problems in your organization and want to go deeper in understanding the root cause.

Agreement-Certainty Matrix #issue analysis #liberating structures #problem solving You can help individuals or groups avoid the frequent mistake of trying to solve a problem with methods that are not adapted to the nature of their challenge. The combination of two questions makes it possible to easily sort challenges into four categories: simple, complicated, complex , and chaotic . A problem is simple when it can be solved reliably with practices that are easy to duplicate. It is complicated when experts are required to devise a sophisticated solution that will yield the desired results predictably. A problem is complex when there are several valid ways to proceed but outcomes are not predictable in detail. Chaotic is when the context is too turbulent to identify a path forward. A loose analogy may be used to describe these differences: simple is like following a recipe, complicated like sending a rocket to the moon, complex like raising a child, and chaotic is like the game “Pin the Tail on the Donkey.” The Liberating Structures Matching Matrix in Chapter 5 can be used as the first step to clarify the nature of a challenge and avoid the mismatches between problems and solutions that are frequently at the root of chronic, recurring problems.

Organizing and charting a team’s progress can be important in ensuring its success. SQUID (Sequential Question and Insight Diagram) is a great model that allows a team to effectively switch between giving questions and answers and develop the skills they need to stay on track throughout the process.

Begin with two different colored sticky notes – one for questions and one for answers – and with your central topic (the head of the squid) on the board. Ask the group to first come up with a series of questions connected to their best guess of how to approach the topic. Ask the group to come up with answers to those questions, fix them to the board and connect them with a line. After some discussion, go back to question mode by responding to the generated answers or other points on the board.

It’s rewarding to see a diagram grow throughout the exercise, and a completed SQUID can provide a visual resource for future effort and as an example for other teams.

SQUID #gamestorming #project planning #issue analysis #problem solving When exploring an information space, it’s important for a group to know where they are at any given time. By using SQUID, a group charts out the territory as they go and can navigate accordingly. SQUID stands for Sequential Question and Insight Diagram.

To continue with our nautical theme, Speed Boat is a short and sweet activity that can help a team quickly identify what employees, clients or service users might have a problem with and analyze what might be standing in the way of achieving a solution.

Methods that allow for a group to make observations, have insights and obtain those eureka moments quickly are invaluable when trying to solve complex problems.

In Speed Boat, the approach is to first consider what anchors and challenges might be holding an organization (or boat) back. Bonus points if you are able to identify any sharks in the water and develop ideas that can also deal with competitors!

Speed Boat #gamestorming #problem solving #action Speedboat is a short and sweet way to identify what your employees or clients don’t like about your product/service or what’s standing in the way of a desired goal.

The Journalistic Six

Some of the most effective ways of solving problems is by encouraging teams to be more inclusive and diverse in their thinking.

Based on the six key questions journalism students are taught to answer in articles and news stories, The Journalistic Six helps create teams to see the whole picture. By using who, what, when, where, why, and how to facilitate the conversation and encourage creative thinking, your team can make sure that the problem identification and problem analysis stages of the are covered exhaustively and thoughtfully. Reporter’s notebook and dictaphone optional.

The Journalistic Six – Who What When Where Why How #idea generation #issue analysis #problem solving #online #creative thinking #remote-friendly A questioning method for generating, explaining, investigating ideas.

Individual and group perspectives are incredibly important, but what happens if people are set in their minds and need a change of perspective in order to approach a problem more effectively?

Flip It is a method we love because it is both simple to understand and run, and allows groups to understand how their perspectives and biases are formed.

Participants in Flip It are first invited to consider concerns, issues, or problems from a perspective of fear and write them on a flip chart. Then, the group is asked to consider those same issues from a perspective of hope and flip their understanding.

No problem and solution is free from existing bias and by changing perspectives with Flip It, you can then develop a problem solving model quickly and effectively.

Flip It! #gamestorming #problem solving #action Often, a change in a problem or situation comes simply from a change in our perspectives. Flip It! is a quick game designed to show players that perspectives are made, not born.

LEGO Challenge

Now for an activity that is a little out of the (toy) box. LEGO Serious Play is a facilitation methodology that can be used to improve creative thinking and problem-solving skills.

The LEGO Challenge includes giving each member of the team an assignment that is hidden from the rest of the group while they create a structure without speaking.

What the LEGO challenge brings to the table is a fun working example of working with stakeholders who might not be on the same page to solve problems. Also, it’s LEGO! Who doesn’t love LEGO!

LEGO Challenge #hyperisland #team A team-building activity in which groups must work together to build a structure out of LEGO, but each individual has a secret “assignment” which makes the collaborative process more challenging. It emphasizes group communication, leadership dynamics, conflict, cooperation, patience and problem solving strategy.

What, So What, Now What?

If not carefully managed, the problem identification and problem analysis stages of the problem-solving process can actually create more problems and misunderstandings.

The What, So What, Now What? problem-solving activity is designed to help collect insights and move forward while also eliminating the possibility of disagreement when it comes to identifying, clarifying, and analyzing organizational or work problems.

Facilitation is all about bringing groups together so that might work on a shared goal and the best problem-solving strategies ensure that teams are aligned in purpose, if not initially in opinion or insight.

Throughout the three steps of this game, you give everyone on a team to reflect on a problem by asking what happened, why it is important, and what actions should then be taken.

This can be a great activity for bringing our individual perceptions about a problem or challenge and contextualizing it in a larger group setting. This is one of the most important problem-solving skills you can bring to your organization.

W³ – What, So What, Now What? #issue analysis #innovation #liberating structures You can help groups reflect on a shared experience in a way that builds understanding and spurs coordinated action while avoiding unproductive conflict. It is possible for every voice to be heard while simultaneously sifting for insights and shaping new direction. Progressing in stages makes this practical—from collecting facts about What Happened to making sense of these facts with So What and finally to what actions logically follow with Now What . The shared progression eliminates most of the misunderstandings that otherwise fuel disagreements about what to do. Voila!

Journalists

Problem analysis can be one of the most important and decisive stages of all problem-solving tools. Sometimes, a team can become bogged down in the details and are unable to move forward.

Journalists is an activity that can avoid a group from getting stuck in the problem identification or problem analysis stages of the process.

In Journalists, the group is invited to draft the front page of a fictional newspaper and figure out what stories deserve to be on the cover and what headlines those stories will have. By reframing how your problems and challenges are approached, you can help a team move productively through the process and be better prepared for the steps to follow.

Journalists #vision #big picture #issue analysis #remote-friendly This is an exercise to use when the group gets stuck in details and struggles to see the big picture. Also good for defining a vision.

Problem-solving techniques for brainstorming solutions

Now you have the context and background of the problem you are trying to solving, now comes the time to start ideating and thinking about how you’ll solve the issue.

Here, you’ll want to encourage creative, free thinking and speed. Get as many ideas out as possible and explore different perspectives so you have the raw material for the next step.

Looking at a problem from a new angle can be one of the most effective ways of creating an effective solution. TRIZ is a problem-solving tool that asks the group to consider what they must not do in order to solve a challenge.

By reversing the discussion, new topics and taboo subjects often emerge, allowing the group to think more deeply and create ideas that confront the status quo in a safe and meaningful way. If you’re working on a problem that you’ve tried to solve before, TRIZ is a great problem-solving method to help your team get unblocked.

Making Space with TRIZ #issue analysis #liberating structures #issue resolution You can clear space for innovation by helping a group let go of what it knows (but rarely admits) limits its success and by inviting creative destruction. TRIZ makes it possible to challenge sacred cows safely and encourages heretical thinking. The question “What must we stop doing to make progress on our deepest purpose?” induces seriously fun yet very courageous conversations. Since laughter often erupts, issues that are otherwise taboo get a chance to be aired and confronted. With creative destruction come opportunities for renewal as local action and innovation rush in to fill the vacuum. Whoosh!

Mindspin

Brainstorming is part of the bread and butter of the problem-solving process and all problem-solving strategies benefit from getting ideas out and challenging a team to generate solutions quickly.

With Mindspin, participants are encouraged not only to generate ideas but to do so under time constraints and by slamming down cards and passing them on. By doing multiple rounds, your team can begin with a free generation of possible solutions before moving on to developing those solutions and encouraging further ideation.

This is one of our favorite problem-solving activities and can be great for keeping the energy up throughout the workshop. Remember the importance of helping people become engaged in the process – energizing problem-solving techniques like Mindspin can help ensure your team stays engaged and happy, even when the problems they’re coming together to solve are complex.

MindSpin #teampedia #idea generation #problem solving #action A fast and loud method to enhance brainstorming within a team. Since this activity has more than round ideas that are repetitive can be ruled out leaving more creative and innovative answers to the challenge.

The Creativity Dice

One of the most useful problem solving skills you can teach your team is of approaching challenges with creativity, flexibility, and openness. Games like The Creativity Dice allow teams to overcome the potential hurdle of too much linear thinking and approach the process with a sense of fun and speed.

In The Creativity Dice, participants are organized around a topic and roll a dice to determine what they will work on for a period of 3 minutes at a time. They might roll a 3 and work on investigating factual information on the chosen topic. They might roll a 1 and work on identifying the specific goals, standards, or criteria for the session.

Encouraging rapid work and iteration while asking participants to be flexible are great skills to cultivate. Having a stage for idea incubation in this game is also important. Moments of pause can help ensure the ideas that are put forward are the most suitable.

The Creativity Dice #creativity #problem solving #thiagi #issue analysis Too much linear thinking is hazardous to creative problem solving. To be creative, you should approach the problem (or the opportunity) from different points of view. You should leave a thought hanging in mid-air and move to another. This skipping around prevents premature closure and lets your brain incubate one line of thought while you consciously pursue another.

Idea and Concept Development

Brainstorming without structure can quickly become chaotic or frustrating. In a problem-solving context, having an ideation framework to follow can help ensure your team is both creative and disciplined.

In this method, you’ll find an idea generation process that encourages your group to brainstorm effectively before developing their ideas and begin clustering them together. By using concepts such as Yes and…, more is more and postponing judgement, you can create the ideal conditions for brainstorming with ease.

Idea & Concept Development #hyperisland #innovation #idea generation Ideation and Concept Development is a process for groups to work creatively and collaboratively to generate creative ideas. It’s a general approach that can be adapted and customized to suit many different scenarios. It includes basic principles for idea generation and several steps for groups to work with. It also includes steps for idea selection and development.

Problem-solving techniques for developing and refining solutions

The success of any problem-solving process can be measured by the solutions it produces. After you’ve defined the issue, explored existing ideas, and ideated, it’s time to develop and refine your ideas in order to bring them closer to a solution that actually solves the problem.

Use these problem-solving techniques when you want to help your team think through their ideas and refine them as part of your problem solving process.

Improved Solutions

After a team has successfully identified a problem and come up with a few solutions, it can be tempting to call the work of the problem-solving process complete. That said, the first solution is not necessarily the best, and by including a further review and reflection activity into your problem-solving model, you can ensure your group reaches the best possible result.

One of a number of problem-solving games from Thiagi Group, Improved Solutions helps you go the extra mile and develop suggested solutions with close consideration and peer review. By supporting the discussion of several problems at once and by shifting team roles throughout, this problem-solving technique is a dynamic way of finding the best solution.

Improved Solutions #creativity #thiagi #problem solving #action #team You can improve any solution by objectively reviewing its strengths and weaknesses and making suitable adjustments. In this creativity framegame, you improve the solutions to several problems. To maintain objective detachment, you deal with a different problem during each of six rounds and assume different roles (problem owner, consultant, basher, booster, enhancer, and evaluator) during each round. At the conclusion of the activity, each player ends up with two solutions to her problem.

Four Step Sketch

Creative thinking and visual ideation does not need to be confined to the opening stages of your problem-solving strategies. Exercises that include sketching and prototyping on paper can be effective at the solution finding and development stage of the process, and can be great for keeping a team engaged.

By going from simple notes to a crazy 8s round that involves rapidly sketching 8 variations on their ideas before then producing a final solution sketch, the group is able to iterate quickly and visually. Problem-solving techniques like Four-Step Sketch are great if you have a group of different thinkers and want to change things up from a more textual or discussion-based approach.

Four-Step Sketch #design sprint #innovation #idea generation #remote-friendly The four-step sketch is an exercise that helps people to create well-formed concepts through a structured process that includes: Review key information Start design work on paper, Consider multiple variations , Create a detailed solution . This exercise is preceded by a set of other activities allowing the group to clarify the challenge they want to solve. See how the Four Step Sketch exercise fits into a Design Sprint

Ensuring that everyone in a group is able to contribute to a discussion is vital during any problem solving process. Not only does this ensure all bases are covered, but its then easier to get buy-in and accountability when people have been able to contribute to the process.

1-2-4-All is a tried and tested facilitation technique where participants are asked to first brainstorm on a topic on their own. Next, they discuss and share ideas in a pair before moving into a small group. Those groups are then asked to present the best idea from their discussion to the rest of the team.

This method can be used in many different contexts effectively, though I find it particularly shines in the idea development stage of the process. Giving each participant time to concretize their ideas and develop them in progressively larger groups can create a great space for both innovation and psychological safety.

1-2-4-All #idea generation #liberating structures #issue analysis With this facilitation technique you can immediately include everyone regardless of how large the group is. You can generate better ideas and more of them faster than ever before. You can tap the know-how and imagination that is distributed widely in places not known in advance. Open, generative conversation unfolds. Ideas and solutions are sifted in rapid fashion. Most importantly, participants own the ideas, so follow-up and implementation is simplified. No buy-in strategies needed! Simple and elegant!

15% Solutions

Some problems are simpler than others and with the right problem-solving activities, you can empower people to take immediate actions that can help create organizational change.

Part of the liberating structures toolkit, 15% solutions is a problem-solving technique that focuses on finding and implementing solutions quickly. A process of iterating and making small changes quickly can help generate momentum and an appetite for solving complex problems.

Problem-solving strategies can live and die on whether people are onboard. Getting some quick wins is a great way of getting people behind the process.

It can be extremely empowering for a team to realize that problem-solving techniques can be deployed quickly and easily and delineate between things they can positively impact and those things they cannot change.

15% Solutions #action #liberating structures #remote-friendly You can reveal the actions, however small, that everyone can do immediately. At a minimum, these will create momentum, and that may make a BIG difference. 15% Solutions show that there is no reason to wait around, feel powerless, or fearful. They help people pick it up a level. They get individuals and the group to focus on what is within their discretion instead of what they cannot change. With a very simple question, you can flip the conversation to what can be done and find solutions to big problems that are often distributed widely in places not known in advance. Shifting a few grains of sand may trigger a landslide and change the whole landscape.

Problem-solving techniques for making decisions and planning

After your group is happy with the possible solutions you’ve developed, now comes the time to choose which to implement. There’s more than one way to make a decision and the best option is often dependant on the needs and set-up of your group.

Sometimes, it’s the case that you’ll want to vote as a group on what is likely to be the most impactful solution. Other times, it might be down to a decision maker or major stakeholder to make the final decision. Whatever your process, here’s some techniques you can use to help you make a decision during your problem solving process.

How-Now-Wow Matrix

The problem-solving process is often creative, as complex problems usually require a change of thinking and creative response in order to find the best solutions. While it’s common for the first stages to encourage creative thinking, groups can often gravitate to familiar solutions when it comes to the end of the process.

When selecting solutions, you don’t want to lose your creative energy! The How-Now-Wow Matrix from Gamestorming is a great problem-solving activity that enables a group to stay creative and think out of the box when it comes to selecting the right solution for a given problem.

Problem-solving techniques that encourage creative thinking and the ideation and selection of new solutions can be the most effective in organisational change. Give the How-Now-Wow Matrix a go, and not just for how pleasant it is to say out loud.

How-Now-Wow Matrix #gamestorming #idea generation #remote-friendly When people want to develop new ideas, they most often think out of the box in the brainstorming or divergent phase. However, when it comes to convergence, people often end up picking ideas that are most familiar to them. This is called a ‘creative paradox’ or a ‘creadox’. The How-Now-Wow matrix is an idea selection tool that breaks the creadox by forcing people to weigh each idea on 2 parameters.

Impact and Effort Matrix

All problem-solving techniques hope to not only find solutions to a given problem or challenge but to find the best solution. When it comes to finding a solution, groups are invited to put on their decision-making hats and really think about how a proposed idea would work in practice.

The Impact and Effort Matrix is one of the problem-solving techniques that fall into this camp, empowering participants to first generate ideas and then categorize them into a 2×2 matrix based on impact and effort.

Activities that invite critical thinking while remaining simple are invaluable. Use the Impact and Effort Matrix to move from ideation and towards evaluating potential solutions before then committing to them.

Impact and Effort Matrix #gamestorming #decision making #action #remote-friendly In this decision-making exercise, possible actions are mapped based on two factors: effort required to implement and potential impact. Categorizing ideas along these lines is a useful technique in decision making, as it obliges contributors to balance and evaluate suggested actions before committing to them.

If you’ve followed each of the problem-solving steps with your group successfully, you should move towards the end of your process with heaps of possible solutions developed with a specific problem in mind. But how do you help a group go from ideation to putting a solution into action?

Dotmocracy – or Dot Voting -is a tried and tested method of helping a team in the problem-solving process make decisions and put actions in place with a degree of oversight and consensus.

One of the problem-solving techniques that should be in every facilitator’s toolbox, Dot Voting is fast and effective and can help identify the most popular and best solutions and help bring a group to a decision effectively.

Dotmocracy #action #decision making #group prioritization #hyperisland #remote-friendly Dotmocracy is a simple method for group prioritization or decision-making. It is not an activity on its own, but a method to use in processes where prioritization or decision-making is the aim. The method supports a group to quickly see which options are most popular or relevant. The options or ideas are written on post-its and stuck up on a wall for the whole group to see. Each person votes for the options they think are the strongest, and that information is used to inform a decision.

Straddling the gap between decision making and planning, MoSCoW is a simple and effective method that allows a group team to easily prioritize a set of possible options.

Use this method in a problem solving process by collecting and summarizing all your possible solutions and then categorize them into 4 sections: “Must have”, “Should have”, “Could have”, or “Would like but won‘t get”.

This method is particularly useful when its less about choosing one possible solution and more about prioritorizing which to do first and which may not fit in the scope of your project. In my experience, complex challenges often require multiple small fixes, and this method can be a great way to move from a pile of things you’d all like to do to a structured plan.

MoSCoW #define intentions #create #design #action #remote-friendly MoSCoW is a method that allows the team to prioritize the different features that they will work on. Features are then categorized into “Must have”, “Should have”, “Could have”, or “Would like but won‘t get”. To be used at the beginning of a timeslot (for example during Sprint planning) and when planning is needed.

When it comes to managing the rollout of a solution, clarity and accountability are key factors in ensuring the success of the project. The RAACI chart is a simple but effective model for setting roles and responsibilities as part of a planning session.

Start by listing each person involved in the project and put them into the following groups in order to make it clear who is responsible for what during the rollout of your solution.

Responsibility (Which person and/or team will be taking action?)
Authority (At what “point” must the responsible person check in before going further?)
Accountability (Who must the responsible person check in with?)
Consultation (Who must be consulted by the responsible person before decisions are made?)
Information (Who must be informed of decisions, once made?)

Ensure this information is easily accessible and use it to inform who does what and who is looped into discussions and kept up to date.

RAACI #roles and responsibility #teamwork #project management Clarifying roles and responsibilities, levels of autonomy/latitude in decision making, and levels of engagement among diverse stakeholders.

Problem-solving warm-up activities

All facilitators know that warm-ups and icebreakers are useful for any workshop or group process. Problem-solving workshops are no different.

Use these problem-solving techniques to warm up a group and prepare them for the rest of the process. Activating your group by tapping into some of the top problem-solving skills can be one of the best ways to see great outcomes from your session.

Check-in / Check-out

Solid processes are planned from beginning to end, and the best facilitators know that setting the tone and establishing a safe, open environment can be integral to a successful problem-solving process. Check-in / Check-out is a great way to begin and/or bookend a problem-solving workshop. Checking in to a session emphasizes that everyone will be seen, heard, and expected to contribute.

If you are running a series of meetings, setting a consistent pattern of checking in and checking out can really help your team get into a groove. We recommend this opening-closing activity for small to medium-sized groups though it can work with large groups if they’re disciplined!

Check-in / Check-out #team #opening #closing #hyperisland #remote-friendly Either checking-in or checking-out is a simple way for a team to open or close a process, symbolically and in a collaborative way. Checking-in/out invites each member in a group to be present, seen and heard, and to express a reflection or a feeling. Checking-in emphasizes presence, focus and group commitment; checking-out emphasizes reflection and symbolic closure.

Doodling Together

Thinking creatively and not being afraid to make suggestions are important problem-solving skills for any group or team, and warming up by encouraging these behaviors is a great way to start.

Doodling Together is one of our favorite creative ice breaker games – it’s quick, effective, and fun and can make all following problem-solving steps easier by encouraging a group to collaborate visually. By passing cards and adding additional items as they go, the workshop group gets into a groove of co-creation and idea development that is crucial to finding solutions to problems.

Doodling Together #collaboration #creativity #teamwork #fun #team #visual methods #energiser #icebreaker #remote-friendly Create wild, weird and often funny postcards together & establish a group’s creative confidence.

Show and Tell

You might remember some version of Show and Tell from being a kid in school and it’s a great problem-solving activity to kick off a session.

Asking participants to prepare a little something before a workshop by bringing an object for show and tell can help them warm up before the session has even begun! Games that include a physical object can also help encourage early engagement before moving onto more big-picture thinking.

By asking your participants to tell stories about why they chose to bring a particular item to the group, you can help teams see things from new perspectives and see both differences and similarities in the way they approach a topic. Great groundwork for approaching a problem-solving process as a team!

Show and Tell #gamestorming #action #opening #meeting facilitation Show and Tell taps into the power of metaphors to reveal players’ underlying assumptions and associations around a topic The aim of the game is to get a deeper understanding of stakeholders’ perspectives on anything—a new project, an organizational restructuring, a shift in the company’s vision or team dynamic.

Constellations

Who doesn’t love stars? Constellations is a great warm-up activity for any workshop as it gets people up off their feet, energized, and ready to engage in new ways with established topics. It’s also great for showing existing beliefs, biases, and patterns that can come into play as part of your session.

Using warm-up games that help build trust and connection while also allowing for non-verbal responses can be great for easing people into the problem-solving process and encouraging engagement from everyone in the group. Constellations is great in large spaces that allow for movement and is definitely a practical exercise to allow the group to see patterns that are otherwise invisible.

Constellations #trust #connection #opening #coaching #patterns #system Individuals express their response to a statement or idea by standing closer or further from a central object. Used with teams to reveal system, hidden patterns, perspectives.

Draw a Tree

Problem-solving games that help raise group awareness through a central, unifying metaphor can be effective ways to warm-up a group in any problem-solving model.

Draw a Tree is a simple warm-up activity you can use in any group and which can provide a quick jolt of energy. Start by asking your participants to draw a tree in just 45 seconds – they can choose whether it will be abstract or realistic.

Once the timer is up, ask the group how many people included the roots of the tree and use this as a means to discuss how we can ignore important parts of any system simply because they are not visible.

All problem-solving strategies are made more effective by thinking of problems critically and by exposing things that may not normally come to light. Warm-up games like Draw a Tree are great in that they quickly demonstrate some key problem-solving skills in an accessible and effective way.

Draw a Tree #thiagi #opening #perspectives #remote-friendly With this game you can raise awarness about being more mindful, and aware of the environment we live in.

Closing activities for a problem-solving process

Each step of the problem-solving workshop benefits from an intelligent deployment of activities, games, and techniques. Bringing your session to an effective close helps ensure that solutions are followed through on and that you also celebrate what has been achieved.

Here are some problem-solving activities you can use to effectively close a workshop or meeting and ensure the great work you’ve done can continue afterward.

One Breath Feedback

Maintaining attention and focus during the closing stages of a problem-solving workshop can be tricky and so being concise when giving feedback can be important. It’s easy to incur “death by feedback” should some team members go on for too long sharing their perspectives in a quick feedback round.

One Breath Feedback is a great closing activity for workshops. You give everyone an opportunity to provide feedback on what they’ve done but only in the space of a single breath. This keeps feedback short and to the point and means that everyone is encouraged to provide the most important piece of feedback to them.

One breath feedback #closing #feedback #action This is a feedback round in just one breath that excels in maintaining attention: each participants is able to speak during just one breath … for most people that’s around 20 to 25 seconds … unless of course you’ve been a deep sea diver in which case you’ll be able to do it for longer.

Who What When Matrix

Matrices feature as part of many effective problem-solving strategies and with good reason. They are easily recognizable, simple to use, and generate results.

The Who What When Matrix is a great tool to use when closing your problem-solving session by attributing a who, what and when to the actions and solutions you have decided upon. The resulting matrix is a simple, easy-to-follow way of ensuring your team can move forward.

Great solutions can’t be enacted without action and ownership. Your problem-solving process should include a stage for allocating tasks to individuals or teams and creating a realistic timeframe for those solutions to be implemented or checked out. Use this method to keep the solution implementation process clear and simple for all involved.

Who/What/When Matrix #gamestorming #action #project planning With Who/What/When matrix, you can connect people with clear actions they have defined and have committed to.

Response cards

Group discussion can comprise the bulk of most problem-solving activities and by the end of the process, you might find that your team is talked out!

Providing a means for your team to give feedback with short written notes can ensure everyone is head and can contribute without the need to stand up and talk. Depending on the needs of the group, giving an alternative can help ensure everyone can contribute to your problem-solving model in the way that makes the most sense for them.

Response Cards is a great way to close a workshop if you are looking for a gentle warm-down and want to get some swift discussion around some of the feedback that is raised.

Response Cards #debriefing #closing #structured sharing #questions and answers #thiagi #action It can be hard to involve everyone during a closing of a session. Some might stay in the background or get unheard because of louder participants. However, with the use of Response Cards, everyone will be involved in providing feedback or clarify questions at the end of a session.

Tips for effective problem solving

Problem-solving activities are only one part of the puzzle. While a great method can help unlock your team’s ability to solve problems, without a thoughtful approach and strong facilitation the solutions may not be fit for purpose.

Let’s take a look at some problem-solving tips you can apply to any process to help it be a success!

Clearly define the problem

Jumping straight to solutions can be tempting, though without first clearly articulating a problem, the solution might not be the right one. Many of the problem-solving activities below include sections where the problem is explored and clearly defined before moving on.

This is a vital part of the problem-solving process and taking the time to fully define an issue can save time and effort later. A clear definition helps identify irrelevant information and it also ensures that your team sets off on the right track.

Don’t jump to conclusions

It’s easy for groups to exhibit cognitive bias or have preconceived ideas about both problems and potential solutions. Be sure to back up any problem statements or potential solutions with facts, research, and adequate forethought.

The best techniques ask participants to be methodical and challenge preconceived notions. Make sure you give the group enough time and space to collect relevant information and consider the problem in a new way. By approaching the process with a clear, rational mindset, you’ll often find that better solutions are more forthcoming.

Try different approaches

Problems come in all shapes and sizes and so too should the methods you use to solve them. If you find that one approach isn’t yielding results and your team isn’t finding different solutions, try mixing it up. You’ll be surprised at how using a new creative activity can unblock your team and generate great solutions.

Don’t take it personally

Depending on the nature of your team or organizational problems, it’s easy for conversations to get heated. While it’s good for participants to be engaged in the discussions, ensure that emotions don’t run too high and that blame isn’t thrown around while finding solutions.

You’re all in it together, and even if your team or area is seeing problems, that isn’t necessarily a disparagement of you personally. Using facilitation skills to manage group dynamics is one effective method of helping conversations be more constructive.

Get the right people in the room

Your problem-solving method is often only as effective as the group using it. Getting the right people on the job and managing the number of people present is important too!

If the group is too small, you may not get enough different perspectives to effectively solve a problem. If the group is too large, you can go round and round during the ideation stages.

Creating the right group makeup is also important in ensuring you have the necessary expertise and skillset to both identify and follow up on potential solutions. Carefully consider who to include at each stage to help ensure your problem-solving method is followed and positioned for success.

Create psychologically safe spaces for discussion

Identifying a problem accurately also requires that all members of a group are able to contribute their views in an open and safe manner.

It can be tough for people to stand up and contribute if the problems or challenges are emotive or personal in nature. Try and create a psychologically safe space for these kinds of discussions and where possible, create regular opportunities for challenges to be brought up organically.

Document everything

The best solutions can take refinement, iteration, and reflection to come out. Get into a habit of documenting your process in order to keep all the learnings from the session and to allow ideas to mature and develop. Many of the methods below involve the creation of documents or shared resources. Be sure to keep and share these so everyone can benefit from the work done!

Bring a facilitator

Facilitation is all about making group processes easier. With a subject as potentially emotive and important as problem-solving, having an impartial third party in the form of a facilitator can make all the difference in finding great solutions and keeping the process moving. Consider bringing a facilitator to your problem-solving session to get better results and generate meaningful solutions!

Develop your problem-solving skills

It takes time and practice to be an effective problem solver. While some roles or participants might more naturally gravitate towards problem-solving, it can take development and planning to help everyone create better solutions.

You might develop a training program, run a problem-solving workshop or simply ask your team to practice using the techniques below. Check out our post on problem-solving skills to see how you and your group can develop the right mental process and be more resilient to issues too!

Design a great agenda

Workshops are a great format for solving problems. With the right approach, you can focus a group and help them find the solutions to their own problems. But designing a process can be time-consuming and finding the right activities can be difficult.

Check out our workshop planning guide to level-up your agenda design and start running more effective workshops. Need inspiration? Check out templates designed by expert facilitators to help you kickstart your process!

Save time and effort creating an effective problem solving process

A structured problem solving process is a surefire way of solving tough problems, discovering creative solutions and driving organizational change. But how can you design for successful outcomes?

With SessionLab, it’s easy to design engaging workshops that deliver results. Drag, drop and reorder blocks to build your agenda. When you make changes or update your agenda, your session timing adjusts automatically , saving you time on manual adjustments.

Collaborating with stakeholders or clients? Share your agenda with a single click and collaborate in real-time. No more sending documents back and forth over email.

Explore how to use SessionLab to design effective problem solving workshops or watch this five minute video to see the planner in action!

Over to you

The problem-solving process can often be as complicated and multifaceted as the problems they are set-up to solve. With the right problem-solving techniques and a mix of exercises designed to guide discussion and generate purposeful ideas, we hope we’ve given you the tools to find the best solutions as simply and easily as possible.

Is there a problem-solving technique that you are missing here? Do you have a favorite activity or method you use when facilitating? Let us know in the comments below, we’d love to hear from you!

James Smart is Head of Content at SessionLab. He’s also a creative facilitator who has run workshops and designed courses for establishments like the National Centre for Writing, UK. He especially enjoys working with young people and empowering others in their creative practice.

thank you very much for these excellent techniques

Certainly wonderful article, very detailed. Shared!

Your list of techniques for problem solving can be helpfully extended by adding TRIZ to the list of techniques. TRIZ has 40 problem solving techniques derived from methods inventros and patent holders used to get new patents. About 10-12 are general approaches. many organization sponsor classes in TRIZ that are used to solve business problems or general organiztational problems. You can take a look at TRIZ and dwonload a free internet booklet to see if you feel it shound be included per your selection process.

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Free Problem Statement Templates: All Formats

By Kate Eby | March 4, 2024

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We've collected the top problem statement templates to help you identify and articulate challenges clearly and concisely in any business context. Download any of these free templates that align with your needs, and customize it for your organization.

On this page, you’ll find a customer problem statement template , a problem and solution slide template , a problem statement document template , and more. You’ll also find information on different types of problem statement templates and related problem-solving tools .

5 Ws Problem Statement Template

Download a 5 Ws Problem Statement Template for

Microsoft Word | Adobe PDF | PowerPoint | Google Slides

When to Use This Template: Use this 5 Ws problem statement template to create a methodical breakdown of issues at team meetings or brainstorming sessions. Ensure that nothing is overlooked by answering who, what, when, where, and why questions about a problem. By doing so, you can create a clear and concise problem statement.

Notable Template Features: Using five key questions to explore a problem fosters a comprehensive understanding of the issue while helping to narrow the focus of your final problem statement. Each segment of the template is color-coded and provides bullet points to delve into specifics, such as who is affected and the problem's scope and significance.

Customer Problem Statement Template

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When to Use This Template: This template provides a structured approach to translating client issues into an effective problem statement. It is especially useful for customer experience teams, marketing personnel, and product developers who are tasked with turning customer feedback into actionable insights.

Notable Template Features: This template takes you through the steps of clarifying customer issues and perspectives to help teams find customer-focused solutions. Download the template in PowerPoint or Google Slides for presentations, or try the Microsoft Word or Adobe PDF versions to create a printable worksheet.

Three-Part Problem Statement Slide Template

Download a Three-Part Problem Statement Slide Template for

PowerPoint | Google Slides

When to Use This Template: Use this slide template to present key points to stakeholders in project reviews or strategic planning sessions. Teams can also use this template to facilitate problem-solving meetings.

Notable Template Features: This template guides the audience from problem to solution to result, promoting a thorough understanding of the problem’s context. Each section includes bullet points to organize and present complex details in a simple yet engaging format.

Single-Problem Statement and Solution Slide Template

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When to Use This Template: This problem statement slide template allows you to clearly outline a problem and propose a viable solution in one visually dynamic slide, making it a perfect addition to business proposals, project pitches, and strategy meetings.

Notable Template Features: This slide template separates the problem on the left from the solution on the right, using a clear layout and colorful symbols to grab the viewer's attention. This simple design ensures that the audience grasps the core issue quickly, facilitating a focused and efficient discussion.

For more slide template resources like this one, see this collection of free PowerPoint problem statement templates .

Project Problem Statement Document Template

Download a Project Problem Statement Document Template for

Microsoft Word | Adobe PDF

When to Use This Template: Use this document template to draft a comprehensive problem statement report. The template is best for individuals or teams tasked with in-depth analysis and documentation of business issues, ensuring that they cover all relevant aspects of the problem.

Notable Template Features: This template features a structured outline with labeled sections for documenting the problem statement, background information, impact, and potential solutions. The outline takes readers through a logical progression — from identifying the problem to proposing solutions — for a clear and persuasive presentation.

Problem Statement Worksheet Template

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Excel | Microsoft Word | Adobe PDF

When to Use This Template: Use this worksheet to create an effective problem statement when starting a new project. The template is particularly useful for project teams that need to align on the specifics of a problem, set measurable goals, and identify obstacles and solutions.

Notable Template Features: This problem statement worksheet guides you through a step-by-step process to craft a concise and impactful problem statement. The template includes clear sections where you can provide details about the problem, the gap between the current state and the goal, and the people or processes affected. It includes space for setting SMART goals related to the problem, identifying barriers, and formulating a plan to overcome these challenges.

Problem Statement Matrix Template

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When to Use This Template: This template helps teams and managers prioritize multiple problems. Teams can assess and sort problems based on urgency and potential impact to effectively guide strategic action plans.

Notable Template Features: This template organizes essential aspects of each problem into a simple matrix, including a problem statement, priority, visibility, impact, response timeframe, and proposed solutions. The matrix format is useful when you want an overview of problems with key details highlighted.

Types of Problem Statement Templates

Problem statements are used in business settings and academic research to clearly define a problem that needs to be solved. A well-written statement is concise, narrow in focus, and based on evidence. While all problem statements include similar elements, they will vary depending on the context and type of issue. There are many tools that can aid in this process.

Here’s a closer look at the different types of problem statement templates for project and product management:

Customer Problem Statement Templates

Customer problem statement templates guide you through the process of viewing issues from the customer’s perspective. They provide a structured approach to mapping out the customer journey, pinpointing the underlying cause of problems, and understanding their emotional impacts on customers.

Customer problem statement templates typically organize information into five key elements:

I Am: Who is the customer? This could be as broad as a demographic group or as specific as a user persona. Clearly defining your customer sets the foundation for a more targeted analysis.
I Am Trying To: What is the customer trying to achieve? Articulate the customer's goal or what they hope to accomplish with your product or service. This helps in aligning your solutions with customer needs.
But: What is getting in their way? Identify the challenges that prevent the customer from achieving their goals. These could be related to product features, service limitations, or external factors.
Because: What is the root of the issue? Analyze the internal and external factors that contribute to the problem to uncover the underlying causes.
Which Makes Me Feel: What is the customer's emotional response to this issue? Emotions can affect how customers perceive your product or service. If they're feeling frustration, disappointment, or confusion, they might be less likely to engage positively with your brand or recommend your services to others. Knowing this helps convey the urgency of addressing the problem.

Using a customer problem statement template shifts the focus from internal perceptions of what the problem might be to a clearer understanding of the customer's experience. The process involves gathering and analyzing customer feedback, conducting market research, and possibly engaging directly with customers through interviews or surveys.

Product Problem Statement Templates

Since having a customer-centric perspective is vital for developing successful products, there is overlap between product and customer problem statement templates. However, understanding customer issues is just one step in the development process. Product teams must consider whether the solutions they come up with will truly benefit the customer, what value a product will bring to the company, what steps are needed to solve the problem, and how to measure success.

One common structure for product problem statement templates is the 5 Ws framework, which involves answering the following questions:

Who: Who is the problem affecting?
What: What is the unmet need?
When: When is the problem happening?
Where: Where is the problem occurring?
Why: Why is this worth solving?

Some templates might include a sixth question: How are you going to solve the problem?

These templates can help teams identify initial product opportunities, refine product concepts, and diagnose issues in existing products. They help in prioritizing features, making strategic adjustments, and communicating the product vision and challenges internally.

Project Problem Statement Templates

Similar to customer and product templates, project problem statement templates help teams articulate the core issue they aim to address with their project. They are often used at early planning stages to gain clarity and consensus among stakeholders on the project's direction.

A project problem statement template typically includes the following elements:

Problem: Clearly define the issue at hand with a precise description of the gap between the current state and the desired state.
Background: Provide context for the problem by offering insights into its origins and scope. This helps stakeholders understand the complexity and nuances of the issue.
Relevance: Highlight the significance of the problem, its potential impacts, and why addressing it matters to the organization or stakeholders.
Objectives: Outline the objectives of the project with SMART goals that guide the project's direction and help in measuring its success.

Some templates, such as a problem statement worksheet, are designed to help you craft an effective statement, while others are suitable for presentations or reports to stakeholders. For some helpful options, see this collection of free problem statement slide templates .

Fishbone Diagram Template

A fishbone diagram template organizes the causes of a problem into categories, enabling teams to identify, analyze, and address root causes by branching out possible contributing factors from a central problem statement.

8D Report Template

An 8D report template guides teams through a structured eight-step process to identify, correct, and eliminate recurring problems. This problem-solving approach emphasizes root cause analysis and long-term solutions.

A3 Template

An A3 template offers a concise framework for problem solving, encouraging teams to identify issues, find root causes, and develop solutions on a single A3-sized sheet of paper for clarity and efficiency.

Simple Root Cause Analysis Template

Use our simple root cause analysis template to map out symptoms, effects, causes, and suggested solutions in a color-coded spreadsheet. Each section includes important details, such as urgency, risks, and success criteria for a systematic approach to analyzing problems.

DMAIC Root Cause Analysis Template

A DMAIC analysis template outlines a structured, five-phase approach to problem solving

— define, measure, analyze, improve, control — guiding teams through a detailed process to identify problems, analyze causes, and improve processes.

For more problem-solving templates, see this collection of free root cause analysis templates and Lean Six Sigma templates .

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Problem Solving Tools Templates

Solve problems effectively with visual thinking tools, visual problem solving templates to help analyze problems from different perspectives and find optimal solutions..

Powerful visualization capabilities break complex challenges into simple components
Collaborate with your team to analyze root causes and find solutions
Evaluate alternative solutions and identify the optimal one to implement

Unlock Creativity and Out of the Box Thinking

Infinite canvas that scales up to 1000s of items in a single view to enable visual problem-solving.

Multiple problem solving templates such as the 5 whys analysis, cause and effect diagram, mind maps and fishbone diagrams to conduct in-depth analysis of problems and determine effective solutions.

Powerful documentation capabilities to maintain comprehensive documentations of solutions.

Go From Idea to Execution

Collaborate with team members and other stakeholders by sharing workspaces with an email invite or a link to brainstorm ideas together.

Always in sync. Get updated about all changes made to a workspace even if you go offline.

10,000+ professional shape libraries can be used to identify the most effective template to identify the solution.

Visually arrange data shapes in grids, Kanban boards, timelines, action plans and more to manage workflows when implementing solutions.

Export as PDF, SVG and PNG, JPEG of the solutions you identified for the existing problem.

Connect Processes, Workflows and Teams

Transfer content ownership when offboarding users to refer and come up with suggestions where necessary, if solutions need to be changed.

Search for images from the web and easily add them to the canvas to create comprehensive visualizations and conduct detailed analyses.

Version history to keep track of all the changes made to a workspace and divert to an earlier version when necessary.

Use frames inside the infinite canvas to generate pages like layouts, group content or build a presentation flow based on your problem and solutions.

What Is Problem Solving?

Problem-solving is the process of defining a problem, identifying its root causes, finding an optimal solution and deciding the corrective actions that need to be taken.

How to Conduct Visual Problem Solving?

Identify what the issue is and define it. Correctly defining the problem is necessary to come up with the right and relevant solutions.
Understand and consider the interests of your stakeholders. Any solution you choose should satisfy the interests of all parties involved.
Dig deeper and determine what is causing the defined problem. You can use the 5 whys analysis or the cause and effect analysis to identify the root causes.
If your team involves remote employees, invite them to collaborate on your diagram and help find causes with a secure link to share your workspace.
Brainstorm to find possible solutions. You can use a mind map for this exercise.
Evaluate the solutions you ideated by considering the pros and cons. Accordingly, determine the best solutions.
Once the solution is selected, create an action plan defining the actions steps you need to take and the timeline. After you deploy the action plan, monitor the results and do modifications.
You can share the diagrams you have created in company wikis, websites or blogs using the Creately Viewer. You can also quickly download them as images, SVGs or PDFs for presentations and other documents.

Problem Tree Template

Use the Problem Tree Template to promote holistic insights, enabling users to strategize more informed and impactful solutions. This method ensures that efforts are addressing symptoms and targeting the heart of the problem.

Trusted by 65M+ users and leading companies

About the Problem Tree Template

Dive into the complexities of any issue with the Problem Tree Template. This valuable resource provides a structured approach to problem-solving, helping users identify a problem's root causes and understand its ripple effects. Suitable for challenges in business, community, or personal initiatives, the template offers clarity and a broad perspective on complex issues.

What's a Problem Tree Template?

A Problem Tree Template is a structured visual tool designed to break down a central problem into its main effects and the underlying causes. Envision a tree:

The trunk represents the core problem.

The branches depict its direct effects.

The roots symbolize the deep-seated reasons behind it.

By mapping out the issue in such a detailed way, people and teams can gain a comprehensive view of their challenges. One significant benefit of using this template is that it fosters a holistic understanding of the problem, enabling more strategic and effective solutions. This method helps pinpoint where interventions might be most effective and encourages a more collaborative and inclusive approach to problem-solving.

How to use a Problem Tree Template in Miro

Using the Problem Tree Template in Miro is an interactive experience that brings your problem-solving sessions to life. With the help of sticky notes, emojis, and stickers, you can dynamically populate your tree diagram . Here's how you can do it in four steps:

Identify the central problem: Start by placing a sticky note in the center of your board detailing the main problem you want to tackle. This serves as the trunk of your problem tree.

Map out the effects: Above the central problem, use sticky notes to detail the direct effects or consequences of the problem. Think of these as the branches of your tree. Feel free to use emojis or stickers to add emphasis or to categorize.

Unearth the root causes: Below the central problem, dive deep to uncover the underlying causes of the problem. Use sticky notes for each identified cause, and think of them as the roots of your tree. Emojis and stickers can once again be used to visualize the intensity or type of each cause.

Connect and organize: Finally, draw lines or connectors between related effects and causes, helping to visualize the relationships and flow between different parts of your problem tree.

Learn more about Miro's tree diagram maker and find out other solutions for your decision-making process.

Can I customize the Problem Tree Template?

Yes, Miro allows you to customize any template. Feel free to add more sections and colors or even integrate other templates as needed to tailor the template to your specific needs.

Is this template suitable for group workshops?

Yes, the Problem Tree Template is ideal for group sessions. Multiple users can collaborate in real time, adding their insights and helping to map out a comprehensive view of the problem.

What if my problem has more than one main effect or root cause?

The beauty of the template is its flexibility. You can add as many effects and root causes as necessary to accurately represent your problem. Miro's visual workspace can be expanded indefinitely, so space won't be an issue.

Can I share my completed problem tree with others?

Of course! Miro allows you to easily share your boards with team members, stakeholders, or anyone else. They can then view or collaborate on your problem tree, depending on the permissions you grant.

Get started with this template right now.

Venn Diagram Practical Applications

Works best for:.

Venn Diagram

The Venn Diagram for Practical Applications template helps you apply Venn diagrams to real-world scenarios. Use this template to solve problems, identify relationships, and make decisions based on clear visual analysis. It's perfect for practical tasks such as project planning, resource allocation, and strategic decision-making. This tool is ideal for business professionals, educators, and anyone looking to apply theoretical concepts to practical situations.

Fishbone Diagram for Manufacturing

Fishbone diagram

In manufacturing, pinpointing the root causes of defects and inefficiencies is crucial. The Fishbone Diagram for Manufacturing template helps you systematically investigate issues related to production. Categorize potential causes into areas such as machinery, methods, materials, and manpower. This structured approach enables your team to collaboratively identify and address underlying problems, improving processes and enhancing manufacturing quality.

Brand Guidelines Template

Design, Marketing, Documentation

What makes a strong brand? It’s having a well-defined personality, expressed with consistency at every touchpoint, and brand guidelines can help you do it. Brand guidelines are a clear list of rules—all the dos and don’ts—that cover details like colors, fonts, logo usage, photography, and brand voice. They help ensure that employees across a whole company or organization know how to display or speak about the brand. Miro’s whiteboard tool is the perfect canvas for creating brand guidelines, sharing them, and updating them.

8 Different Ways to Organize Your Backlog

Explore 8 different techniques for managing and prioritizing work effectively with this template. From prioritization matrices to story mapping, it offers a comprehensive overview of backlog management strategies. By understanding the strengths and limitations of each approach, teams can tailor their backlog organization to optimize workflow, empowering teams to stay organized and focused on delivering value.

BCG Matrix Template

Strategic Planning

Use the BCG matrix template to make informed and strategic decisions about growth opportunities for your business. Assign your portfolio of products to different areas within the matrix (cash cows, dogs, question marks, stars) to prioritize where you should invest your time and money to see the best results.

20/80 Process Diagram - EOS Compatible

Diagramming

The 20/80 Process Diagram - EOS® Compatible template is a visual tool for mapping out processes and workflows aligned with the Entrepreneurial Operating System (EOS®) methodology. It provides a structured framework for identifying core processes and key activities that drive business outcomes. This template enables organizations to streamline operations, clarify roles and responsibilities, and enhance accountability. By promoting alignment with EOS® principles, the 20/80 Process Diagram empowers teams to achieve organizational excellence and drive sustainable growth.

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Nine essential problem solving tools: The ultimate guide to finding a solution

October 26, 2023 by MindManager Blog

Problem solving may unfold differently depending on the industry, or even the department you work in. However, most agree that before you can fix any issue, you need to be clear on what it is, why it’s happening, and what your ideal long-term solution will achieve.

Understanding both the nature and the cause of a problem is the only way to figure out which actions will help you resolve it.

Given that most problem-solving processes are part inspiration and part perspiration, you’ll be more successful if you can reach for a problem solving tool that facilitates collaboration, encourages creative thinking, and makes it easier to implement the fix you devise.

The problem solving tools include three unique categories: problem solving diagrams, problem solving mind maps, and problem solving software solutions.

They include:

Fishbone diagrams
Strategy maps
Mental maps
Concept maps
Layered process audit software
Charting software
MindManager

In this article, we’ve put together a roundup of versatile problem solving tools and software to help you and your team map out and repair workplace issues as efficiently as possible.

Let’s get started!

Problem solving diagrams

Mapping your way out of a problem is the simplest way to see where you are, and where you need to end up.

Not only do visual problem maps let you plot the most efficient route from Point A (dysfunctional situation) to Point B (flawless process), problem mapping diagrams make it easier to see:

The root cause of a dilemma.
The steps, resources, and personnel associated with each possible solution.
The least time-consuming, most cost-effective options.

A visual problem solving process help to solidify understanding. Furthermore, it’s a great way for you and your team to transform abstract ideas into a practical, reconstructive plan.

Here are three examples of common problem mapping diagrams you can try with your team:

1. Fishbone diagrams

Fishbone diagrams are a common problem solving tool so-named because, once complete, they resemble the skeleton of a fish.

With the possible root causes of an issue (the ribs) branching off from either side of a spine line attached to the head (the problem), dynamic fishbone diagrams let you:

Lay out a related set of possible reasons for an existing problem
Investigate each possibility by breaking it out into sub-causes
See how contributing factors relate to one another

Fishbone diagrams are also known as cause and effect or Ishikawa diagrams.

2. Flowcharts

A flowchart is an easy-to-understand diagram with a variety of applications. But you can use it to outline and examine how the steps of a flawed process connect.

Made up of a few simple symbols linked with arrows indicating workflow direction, flowcharts clearly illustrate what happens at each stage of a process – and how each event impacts other events and decisions.

3. Strategy maps

Frequently used as a strategic planning tool, strategy maps also work well as problem mapping diagrams. Based on a hierarchal system, thoughts and ideas can be arranged on a single page to flesh out a potential resolution.

Once you’ve got a few tactics you feel are worth exploring as possible ways to overcome a challenge, a strategy map will help you establish the best route to your problem-solving goal.

Problem solving mind maps

Problem solving mind maps are especially valuable in visualization. Because they facilitate the brainstorming process that plays a key role in both root cause analysis and the identification of potential solutions, they help make problems more solvable.

Mind maps are diagrams that represent your thinking. Since many people struggle taking or working with hand-written or typed notes, mind maps were designed to let you lay out and structure your thoughts visually so you can play with ideas, concepts, and solutions the same way your brain does.

By starting with a single notion that branches out into greater detail, problem solving mind maps make it easy to:

Explain unfamiliar problems or processes in less time
Share and elaborate on novel ideas
Achieve better group comprehension that can lead to more effective solutions

Mind maps are a valuable problem solving tool because they’re geared toward bringing out the flexible thinking that creative solutions require. Here are three types of problem solving mind maps you can use to facilitate the brainstorming process.

4. Mental maps

A mental map helps you get your thoughts about what might be causing a workplace issue out of your head and onto a shared digital space.

Because mental maps mirror the way our brains take in and analyze new information, using them to describe your theories visually will help you and your team work through and test those thought models.

5. Idea maps

Idea maps let you take advantage of a wide assortment of colors and images to lay down and organize your scattered thought process. Idea maps are ideal brainstorming tools because they allow you to present and explore ideas about the best way to solve a problem collaboratively, and with a shared sense of enthusiasm for outside-the-box thinking.

6. Concept maps

Concept maps are one of the best ways to shape your thoughts around a potential solution because they let you create interlinked, visual representations of intricate concepts.

By laying out your suggested problem-solving process digitally – and using lines to form and define relationship connections – your group will be able to see how each piece of the solution puzzle connects with another.

Problem solving software solutions

Problem solving software is the best way to take advantage of multiple problem solving tools in one platform. While some software programs are geared toward specific industries or processes – like manufacturing or customer relationship management, for example – others, like MindManager , are purpose-built to work across multiple trades, departments, and teams.

Here are three problem-solving software examples.

7. Layered process audit software

Layered process audits (LPAs) help companies oversee production processes and keep an eye on the cost and quality of the goods they create. Dedicated LPA software makes problem solving easier for manufacturers because it helps them see where costly leaks are occurring and allows all levels of management to get involved in repairing those leaks.

8. Charting software

Charting software comes in all shapes and sizes to fit a variety of business sectors. Pareto charts, for example, combine bar charts with line graphs so companies can compare different problems or contributing factors to determine their frequency, cost, and significance. Charting software is often used in marketing, where a variety of bar charts and X-Y axis diagrams make it possible to display and examine competitor profiles, customer segmentation, and sales trends.

9. MindManager

No matter where you work, or what your problem-solving role looks like, MindManager is a problem solving software that will make your team more productive in figuring out why a process, plan, or project isn’t working the way it should.

Once you know why an obstruction, shortfall, or difficulty exists, you can use MindManager’s wide range of brainstorming and problem mapping diagrams to:

Find the most promising way to correct the situation
Activate your chosen solution, and
Conduct regular checks to make sure your repair work is sustainable

MindManager is the ultimate problem solving software.

Not only is it versatile enough to use as your go-to system for puzzling out all types of workplace problems, MindManager’s built-in forecasting tools, timeline charts, and warning indicators let you plan, implement, and monitor your solutions.

By allowing your group to work together more effectively to break down problems, uncover solutions, and rebuild processes and workflows, MindManager’s versatile collection of problem solving tools will help make everyone on your team a more efficient problem solver.

Download a free trial today to get started!

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Why choose MindManager?

MindManager® helps individuals, teams, and enterprises bring greater clarity and structure to plans, projects, and processes. It provides visual productivity tools and mind mapping software to help take you and your organization to where you want to be.

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A Step-by-Step Guide to A3 Problem Solving Methodology

Author: Daniel Croft

Daniel Croft is an experienced continuous improvement manager with a Lean Six Sigma Black Belt and a Bachelor's degree in Business Management. With more than ten years of experience applying his skills across various industries, Daniel specializes in optimizing processes and improving efficiency. His approach combines practical experience with a deep understanding of business fundamentals to drive meaningful change.

Problem-solving is an important component of any business or organization. It entails identifying, analyzing, and resolving problems in order to improve processes, drive results, and foster a culture of continuous improvement. A3 Problem solving is one of the most effective problem-solving methodologies.

A3 Problem solving is a structured and systematic approach to problem-solving that originated with the lean manufacturing methodology. It visualizes the problem-solving process using a one-page document known as an A3 report. The A3 report provides an overview of the problem, data analysis, root causes, solutions, and results in a clear and concise manner.

A3 Problem Solving has numerous advantages, including improved communication, better decision-making, increased efficiency, and reduced waste. It is a powerful tool for businesses of all sizes and industries, and it is especially useful for solving complex and multi-faceted problems.

In this blog post, we will walk you through the A3 Problem Solving methodology step by step. Whether you are new to A3 Problem Solving or simply want to improve your skills, this guide will help you understand and apply the process in your workplace.

What is A3 Problem Solving?

A3 Problem Solving is a structured and systematic approach to problem-solving that makes use of a one-page document called an A3 report to visually represent the process. The A3 report provides an overview of the problem, data analysis, root causes, solutions, and results in a clear and concise manner. The method was created within the framework of the Lean manufacturing methodology and is based on the principles of continuous improvement and visual management.

Looking for a A3 Problem solving template? Click here

Origin and History of A3 Problem Solving

A3 Problem Solving was developed by Toyota Motor Corporation and was first used in the manufacture of automobiles. The term “A3” refers to the size of the paper used to create the report, which is an ISO standard known as “A3”. The goal of the A3 report is to provide a visual representation of the problem-solving process that all members of the organisation can easily understand and share. A3 Problem Solving has been adopted by organisations in a variety of industries over the years, and it has become a widely used and recognised method for problem-solving.

Key Principles of A3 Problem Solving

The following are the key principles of A3 Problem Solving:

Define the problem clearly and concisely
Gather and analyze data to gain a deep understanding of the problem
Identify the root causes of the problem
Develop and implement effective solutions
Evaluate results and continuously improve

These principles serve as the foundation of the A3 Problem Solving methodology and are intended to assist organisations in continuously improving and achieving their objectives. Organizations can effectively solve problems, identify areas for improvement, and drive results by adhering to these principles.

Step 1: Define the Problem

Importance of clearly defining the problem.

The first step in the A3 Problem Solving process is critical because it lays the groundwork for the remaining steps. To define the problem clearly and accurately, you must first understand the problem and identify the underlying root cause. This step is critical because if the problem is not correctly defined, the rest of the process will be based on incorrect information, and the solution developed may not address the issue effectively.

The significance of defining the problem clearly cannot be overstated. It aids in the collection and analysis of relevant data, which is critical for developing effective solutions. When the problem is clearly defined, the data gathered is more relevant and targeted, resulting in a more comprehensive understanding of the issue. This will enable the development of solutions that are more likely to be effective because they are founded on a thorough and accurate understanding of the problem.

However, if the problem is not clearly defined, the data gathered may be irrelevant or incorrect, resulting in incorrect conclusions and ineffective solutions. Furthermore, the process of collecting and analysing data can become time-consuming and inefficient, resulting in resource waste. Furthermore, if the problem is not accurately defined, the solutions developed may fail to address the root cause of the problem, resulting in ongoing issues and a lack of improvement.

Techniques for Defining the Problem

The first step in the A3 Problem Solving process is to clearly and accurately define the problem. This is an important step because a clearly defined problem will help to ensure that the appropriate data is collected and solutions are developed. If the problem is not clearly defined, incorrect data may be collected, solutions that do not address the root cause of the problem, and time and resources may be wasted.

A problem can be defined using a variety of techniques, including brainstorming , root cause analysis , process mapping , and Ishikawa diagrams . Each of these techniques has its own advantages and disadvantages and can be used in a variety of situations depending on the nature of the problem.

Best Practice for Defining the Problem

In addition to brainstorming, root cause analysis, process mapping, and Ishikawa diagram s, best practices should be followed when defining a problem in A3 Problem Solving. Among these best practices are:

Define the issue in a specific and quantifiable way: It is critical to be specific and concise when defining the problem, as well as to quantify the problem in terms of its impact. This will help to ensure that all stakeholders understand the problem and that data collection is focused on the right areas.
Focus on the problem’s root cause: The A3 Problem Solving methodology is intended to assist organisations in identifying and addressing the root cause of a problem, rather than just the symptoms. Organizations can ensure that their solutions are effective and long-lasting by focusing on the root cause of the problem.
Ascertain that all stakeholders agree on the problem’s definition: All stakeholders must agree on the definition of the problem for the A3 Problem Solving process to be effective. This ensures that everyone is working towards the same goal and that the solutions developed are relevant and appropriate.
Consider the problem’s impact on the organisation and its stakeholders: It is critical to consider the impact of the problem on the organisation and its stakeholders when defining it. This will assist in ensuring that the appropriate data is gathered and that the solutions developed are relevant and appropriate.

Organizations can ensure that their problem is defined in a way that allows for effective data collection, analysis, and solution development by following these best practices. This will aid in the development of appropriate solutions and the effective resolution of the problem, resulting in improvements in the organization’s processes and outcomes.

Step 2: Gather Data

Gathering data in a3 problem solving.

Data collection is an important step in the A3 Problem Solving process because it allows organisations to gain a thorough understanding of the problem they are attempting to solve. This step entails gathering pertinent information about the problem, such as data on its origin, impact, and any related factors. This information is then used to help identify root causes and develop effective solutions.

One of the most important advantages of data collection in A3 Problem Solving is that it allows organisations to identify patterns and trends in data, which can be useful in determining the root cause of the problem. This information can then be used to create effective solutions that address the problem’s root cause rather than just its symptoms.

In A3 Problem Solving, data collection is a collaborative effort involving all stakeholders, including those directly impacted by the problem and those with relevant expertise or experience. Stakeholders can ensure that all relevant information is collected and that the data is accurate and complete by working together.

Overall, data collection is an important step in the A3 Problem Solving process because it serves as the foundation for effective problem-solving. Organizations can gain a deep understanding of the problem they are attempting to solve and develop effective solutions that address its root cause by collecting and analysing relevant data.

Data Collection Methods

In A3 Problem Solving, several data collection methods are available, including:

Observations
Process diagrams

The best data collection method will be determined by the problem being solved and the type of data required. To gain a complete understanding of the problem, it is critical to use multiple data collection methods.

Tools for Data Analysis and Visualization

Once the data has been collected, it must be analysed and visualised in order to gain insights into the problem. This process can be aided by the following tools:

Excel Spreadsheets
Flow diagrams
Pareto diagrams
Scatter Plots
Control diagrams

These tools can assist in organising data and making it easier to understand. They can also be used to generate visual representations of data, such as graphs and charts, to communicate the findings to others.

Finally, the data collection and analysis step is an important part of the A3 Problem Solving process. Organizations can gain a better understanding of the problem and develop effective solutions by collecting and analysing relevant data.

Step 3: Identify Root Causes

Identifying the root causes of the problem is the third step in the A3 Problem Solving process. This step is critical because it assists organisations in understanding the root causes of a problem rather than just its symptoms. Once the underlying cause of the problem is identified, it can be addressed more effectively, leading to more long-term solutions.

Overview of the Root Cause Analysis Process

The process of determining the underlying causes of a problem is known as root cause analysis. This process can assist organisations in determining why a problem is occurring and what can be done to prevent it from recurring in the future. The goal of root cause analysis is to identify the underlying cause of a problem rather than just its symptoms, allowing it to be addressed more effectively.

To understand Root cause analysis in more detail check out RCA in our Lean Six Sigma Yellow Belt Course Root Cause Analysis section

Techniques for Identifying Root Causes

There are several techniques for determining the root causes of a problem, including:

Brainstorming
Ishikawa diagrams (also known as fishbone diagrams)
Root Cause Tree Analysis

These methods can be used to investigate the issue in-depth and identify potential root causes. Organizations can gain a deeper understanding of the problem and identify the underlying causes that must be addressed by using these techniques.

Best Practices for Conducting Root Cause Analysis

It is critical to follow these best practices when conducting root cause analysis in A3 Problem Solving:

Make certain that all stakeholders participate in the root cause analysis process.
Concentrate on determining the root cause of the problem rather than just its symptoms.
Take into account all potential root causes, not just the most obvious ones.
To identify root causes, use a systematic approach, such as the 5 Whys or root cause tree analysis.

Organizations can ensure that root cause analysis is carried out effectively and that the root cause of the problem is identified by adhering to these best practises. This will aid in the development of appropriate solutions and the effective resolution of the problem.

Step 4: Develop Solutions

Developing solutions is the fourth step in the A3 Problem Solving process. This entails generating ideas and options for dealing with the problem, followed by selecting the best solution. The goal is to develop a solution that addresses the root cause of the problem and prevents it from recurring.

Solution Development in A3 Problem Solving

A3 solution development Problem solving is an iterative process in which options are generated and evaluated. The data gathered in the previous steps, as well as the insights and understanding gained from the root cause analysis, guide this process. The solution should be based on a thorough understanding of the problem and address the underlying cause.

Techniques for Developing Solutions

There are several techniques that can be used to develop solutions in A3 Problem Solving, including:

Brainwriting
Solution matrix
Multi voting
Force field analysis

These techniques can help to generate a range of options and to select the best solution.

Best Practice for Developing Solutions

It is critical to follow the following best practices when developing solutions in A3 Problem Solving:

Participate in the solution development process with all stakeholders.
Make certain that the solution addresses the underlying cause of the problem.
Make certain that the solution is feasible and achievable.
Consider the solution’s impact on the organisation and its stakeholders.

Organizations can ensure that the solutions they develop are effective and sustainable by adhering to these best practises. This will help to ensure that the problem is addressed effectively and that it does not reoccur.

Step 5: Implement Solutions

The final and most important step in the A3 Problem Solving methodology is solution implementation. This is the stage at which the identified and developed solutions are put into action to address the problem. This step’s goal is to ensure that the solutions are effective, efficient, and long-lasting.

The implementation Process

The implementation process entails putting the solutions developed in the previous step into action. This could include changes to processes, procedures, and systems, as well as employee training and education. To ensure that the solutions are effective, the implementation process should be well-planned and meticulously executed.

Techniques for Implementing Solutions

A3 Problem Solving solutions can be implemented using a variety of techniques, including:

Piloting the solution on a small scale before broadening its application
Participating in the implementation process with all relevant stakeholders
ensuring that the solution is in line with the goals and objectives of the organisation
Monitoring the solution to determine its effectiveness and make any necessary changes

Best Practice for Implementing Solutions

It is critical to follow these best practices when implementing solutions in A3 Problem Solving:

Make certain that all relevant stakeholders are involved and supportive of the solution. Have a clear implementation plan that outlines the steps, timeline, and resources required. Continuously monitor and evaluate the solution to determine its efficacy and make any necessary changes. Encourage all stakeholders to communicate and collaborate openly. Organizations can ensure that solutions are effectively implemented and problems are effectively addressed by adhering to these best practices. The ultimate goal is to find a long-term solution to the problem and improve the organization’s overall performance.

In conclusion, A3 Problem Solving is a comprehensive and structured methodology for problem-solving that can be applied in various industries and organisations. The A3 Problem Solving process’s five steps – Define the Problem, Gather Data, Identify Root Causes, Develop Solutions, and Implement Solutions – provide a road map for effectively addressing problems and making long-term improvements.

Organizations can improve their problem-solving skills and achieve better results by following the key principles, techniques, and best practices outlined in this guide. As a result, both the organisation and its stakeholders will benefit from increased efficiency, effectiveness, and satisfaction. So, whether you’re an experienced problem solver or just getting started, consider incorporating the A3 Problem Solving methodology into your work and start reaping the benefits right away.

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Daniel Croft

Daniel Croft is a seasoned continuous improvement manager with a Black Belt in Lean Six Sigma. With over 10 years of real-world application experience across diverse sectors, Daniel has a passion for optimizing processes and fostering a culture of efficiency. He's not just a practitioner but also an avid learner, constantly seeking to expand his knowledge. Outside of his professional life, Daniel has a keen Investing, statistics and knowledge-sharing, which led him to create the website www.learnleansigma.com, a platform dedicated to Lean Six Sigma and process improvement insights.

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Problem-Solving Templates

If you're tired of struggling to find solutions to the challenges your business faces, explore these Problem-Solving Templates. Don't let obstacles hold your business back – try our templates today and take your business to the next level.

Let’s begin.

Template 1: Organizational Problem-Solving Tool PowerPoint Presentation

For an organization, problem-solving is required in all its operational aspects-right, from planning, controlling, marketing, and manufacturing to managing financial aspects, products as well as customers. This PPT template presents slides that enable an organization to analyze information across all its operations and departments and identify problems and then solve these problems. This editable PPT Template enables an organization to plan its progress path by allocating the right people and resources to solve problems.

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Template 2: Problem Solving Approach Business Organizational Analysis Assessment Systems

This editable PPT Template with its attractive graphics and design, enables any business to adopt the right approach to problem-solving. The template enables any organization to analyze different approaches like three-phase approach, collaborative approach, strategy-based approach, etc.

Template 3: Sample A3 Problem Solving Report Collection of Quality Control Templates PPT Diagrams

This easy-to-use PPT template helps organizations solve problems related to quality control. Using this template, an organization can identify the root cause of the problem and the background of the problem and formulate a plan of action to solve the problem. It includes sections for the current situation, checking, acting, and rectifying the errors.

Template 4: Sample A3 Problem Solving Report

This customizable and readily downloadable PPT template enables an organization to solve problems that are reflected in quality assurance reports. Any business can identify a quality-related problem, its background, its cause, as well as other aspects of the problem and then find the best solution to the problem using this template.

Template 5: Optimizing Transformation Strawman Proposal

For any organization, it is important to achieve operational efficiency. However, several issues are often faced when it comes to the operational aspects of a business, and identifying these is mandatory for an organization. Using this PPT Template, an organization can analyze its operational problems and discuss in detail how technology can be used to solve the problem and bring about a transformation that can help to enhance operational efficiency.

Optimizing Operational Efficiency through Transformation

Template 6: Collaborative Problem Solving and Assessment Approach

This PPT template, available for instant download, helps an organization to use a collaborative problem-solving and assessment approach to analyze problems related to new products, technologies, ideas, etc., and adopt the best practices to solve the problem.

Template 7: Situation Complication Resolution Framework for Problem Solving

This attractive PPT Template, with its colorful graphics, enables an organization to adopt the framework model to solve a problem. This model enables any business to analyze the current situation, identify the complications associated with the situation, and then find the solution or the best way to resolve the problem.

Template 8: Five-circle Arrow Process for Problem Solving

This adaptable PPT template, with its attractive design, provides a five-circle arrow process for solving problems related to any aspect of the organization. Using this PPT template, an organization can define a problem, generate new ideas to solve the problem, evaluate and select solutions and implement and evaluate the solutions to ensure that the problem gets solved in the most optimal manner.

Template 9: 3-Step Process of Problem-solving Analysis

The process of problem-solving is not always easy because, most of the time, a business fails to identify the problem. Using this customizable PPT Template, a business can adopt a 3-step approach to problem-solving. With the help of this template, an organization can implement the stages of problem identification, problem analysis, and solution development to solve the problem in the most effective manner.

Template 10: 6 segments of problem-solving model

This PPT template presents 6 steps to solve a problem that an organization may face in any of its operational aspects. This PPT template is easy to edit and enables any business to adopt the stages of defining a problem, determining the root cause of the problem, evaluating the outcome, selecting a solution, implementing the solution, and developing alternative solutions. This model, when adopted by an organization, enables it to find the most optimal solution to the problem.

The Final Word

Every problem is a gift - without problems, we would not grow." - Tony Robbins. This quote highlights the importance of embracing challenges as opportunities for growth and development. When businesses approach problem-solving with a positive mindset and a willingness to learn, they can turn even the most challenging situations into valuable learning experiences.

Now that you know how using problem-solving templates can assist you in streamlining the entire process, it’s time to download these templates and get started.

FAQs on Problem-Solving

What are the 7 steps to problem-solving.

A business, during its operations, may face several problems that need to be solved so that the problem does not impact the organization in an adverse manner. However, to solve a problem in the most efficient manner, a business must adopt a seven-step approach to problem-solving. These steps include:

Identifying the problem.
Analyzing the problem.
Describing the problem and all its parameters.
Identifying the root cause of the problem.
Developing solutions to solve the problem.
Implementing the solution that seems to be the most effective.
Measuring the results.

Why is problem-solving important?

Problem-solving enables an organization to handle unexpected situations or face challenges that it may face during its operations. For every organization, problem-solving is important as it enables the organization to:

Identify activities, processes, and people that are not working in an efficient manner.
Identify risks and address these risks.
Implement changes when required.
Enhance performance and productivity.
Innovate and execute new ideas.
Make effective decisions.

What are the five problem-solving skills?

Problem-solving is not an easy task, and any consultant in the organization who works to solve problems needs to exhibit some specific skills. These skills include but are not limited to:

Creativity that enables the consultant to assess and analyze the problem from various perspectives to come up with the best idea.
Communication to ensure that the problem and its solutions are easily communicated with others in the organization.
Teamwork so that everyone in the team can work to solve the problem.
Critical analysis to think analytically about a problem and solve it in the best manner possible.
Information processing to process and analyze all information that is associated with the problem.

What are the 4 steps of problem-solving?

Problem-solving needs to be carried out using a series of steps that include:

Identifying and analyzing the problem so that its cause is known.
Planning and determining how to solve the problem by finding various solutions.
Implementing the chosen solution to solve the problem.
Evaluating solutions to know whether the problem has been resolved or not.

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A Deep Dive into the A3 Problem-Solving Approach

11 mins to read
June 20, 2023
By Reagan Pannell

In today’s fast-paced and fiercely competitive business world, organisations must find ways to continuously adapt, evolve, and excel. Amidst the myriad methods and techniques for achieving improvements and driving continuous improvement , few have proven as profound and transformative as Toyota’s A3 problem-solving approach.

A significant driving force behind the company’s rise to global prominence, the A3 process fosters a culture where problems are embraced as opportunities for growth and learning. In this article, we’ll explore the origins and underlying principles of the A3 approach and uncover the secrets to its success in unlocking the power of improvements.

Understanding the A3 Approach

The A3 methodology is an integral part of the Toyota Production System (TPS), a set of principles and practices that have shaped the company’s approach to manufacturing, management, and continuous improvement over the years. Named after the A3 sheet of paper that was historically used to capture the plan, analysis, and follow-up on a single sheet of paper, typically an A3-sized sheet, the A3 process represents a simple, yet powerful, tool for addressing complex challenges and discovering lasting solutions.

At its core, the A3 approach is rooted in three key elements:

Thorough problem analysis : The foundation of the A3 process lies in digging deep to diagnose the true nature and root cause of an issue, rather than jumping to hastily devised fixes that merely address symptoms.

Structured documentation: The A3 report serves as both a communication tool and an iterative planning device, with each section building on the previous ones to guide problem solvers through a comprehensive analysis, solution development, and execution process. It’s the foundation of good continuous improvement.

Cyclical learning and improvement: Leadership and employees alike are encouraged to commit to hypothesis-driven inquiry, observation, experimentation, and reflection, leading to a culture that actively seeks and leverages opportunities for growth by solving problems.

How to Implement the A3 Process in Your Organisation

The Lean Thinking A3 approach can be distilled into seven essential steps:

1. Identify the problem:

Clearly articulate and define the issue at hand, avoiding the temptation to jump to solutions or assume important facts to be self-evident..

When identifying the problem, it is important to ensure that all relevant stakeholders in the organisation are consulted. This helps to ensure that the issue is accurately described and understood from multiple perspectives. A thorough problem analysis should also include conducting research into possible causes or root issues, and clearly documenting any observed symptoms of the problem. Additionally, it is essential to identify any major risks associated with not finding a solution and recognise any constraints (both external and internal) that may exist which could limit potential solutions. Lastly, it is important to consider any potential opportunities which may arise from addressing the issue that may have been overlooked at first glance. This is the problem statement part which is a critical component that identifies the difference between the current condition and the target condition.

At this stage, we are not looking at how to solve problems being faced or at the potential solution to solving problems. It’s about developing a good understanding of how the actual results differ from the expected results and providing an in-depth systematic approach to process improvement and developing problem-solving skills.

2. Establish the context and background:

Provide a high-level overview of the problem, describing the stakeholders involved, relevant data, and the broader organisational context in which the challenge has arisen..

It is important to ensure that all stakeholders are properly considered when identifying any potential solutions as their perspectives can play a vital role in determining an effective solution. All related data should be thoroughly analysed to understand the full scope of potential solutions. This includes resources, costs, timelines, and any legal or regulatory issues that may need to be considered. Additionally, it is important to consider how well-proposed solutions fit within existing organisational policies and procedures as this could impact implementation success. Finally, understanding how proposed solutions would interact with other initiatives or processes currently taking place in the organisation can help inform decisions about whether or not they are viable options. It may include conducting some value stream mapping to dig deeper into the current state.

It is important to fully explore any underlying factors that may be contributing to the issue at hand and ensure in-depth problem analysis. This includes looking deeper into existing systems, structures, and processes related to the problem in order to identify potential areas of improvement or optimisation. Additionally, it is essential to consider any relevant industry trends or external influences that could impact how the problem manifests within the organisation.

When analysing a problem, collecting data from various sources is important to get a more comprehensive understanding of how a particular issue can be addressed. This includes mapping the current process using the VSM, SIPOC , Process Mapping or Flowcharting techniques. Additionally, interviews and surveys can be conducted with stakeholders to gain insights into how they perceive the issue and their perspectives on potential solutions. Lastly, it is important to observe any real-world activities related to the problem to uncover key areas where time, effort, resources, money etc is being wasted. This is the time improvement that may not have been identified otherwise.

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Get 3-days free access to our green belt course, accelerate your career, 3. set a goal:, now that you have identified the problem and outlined the relevant context, it is time to set a project goal or outcome..

This involves clearly articulating the desired state of affairs and any key deliverables of the proposed solution. Whether it is reducing operational costs, increasing efficiency, improving customer experience, or something else entirely – defining specific objectives with measurable metrics can help ensure that project teams stay focused and remain aligned on their ultimate destination.

At this stage, it is also important to consider how long it will take to reach the desired outcome. Establishing an implementation timeline will help safeguard progress and provide a framework for tracking results along the way. Setting milestones for achieving particular goals at certain points in time can be especially helpful in keeping teams accountable throughout the process. Additionally, having a plan for evaluating success after reaching the end target will allow stakeholders to gain further insights into how effective their approach has been in addressing underlying problems, as well as how well-proposed solutions have fared once implemented.

4. Investigate root causes:

Use a variety of techniques (e.g., the 5 whys, fishbone diagrams, pareto charts) to probe the problem’s underlying causes and avoid settling on proximate reasons..

The process of identifying root causes is essential when using data-driven tools. We always want to find the simplest root cause approach.

One of the most widely used methods for root cause analysis is the ‘5 Whys’ technique. This method involves asking a series of ‘why’ questions to determine the underlying cause of a particular symptom or issue. The goal is to keep asking “Why?” until you reach an answer that can provide insight into how to address the problem and prevent it from occurring in the future.

Another commonly used tool for root cause analysis is the fishbone diagram (also known as Ishikawa diagrams). This approach involves visualising all potential causes which could be causing a symptom or issue in a logical format, allowing users to identify patterns and uncover links between root causes and their respective effects. This technique can be helpful in identifying and focusing on key areas for improvement, as well as helping to identify interdependencies between components within an organisation’s systems.

Finally, Pareto Charts are useful for analysing data collected from surveys, interviews, observations, etc., concerning the severity or frequency of occurrence. This type of chart helps users quickly identify which factors are contributing most significantly towards an issue, allowing them to focus resources towards addressing those areas first and foremost. Additionally, Pareto charts can also be used to prioritise different solutions based on their estimated effectiveness in addressing an issue.

In conclusion, understanding the root cause of an issue through rigorous techniques such as 5 Whys, fishbone diagrams, and Pareto charts provides invaluable insight into how best to address it effectively while preventing it from reoccurring in the future. By leveraging these tools along with other data-led approaches such as process mapping and flowcharting, organisations can ensure that any proposed solutions are well-informed by both qualitative and quantitative data sources as well as ensure they are building consensus across the entire organisation.

5. Countermeasures:

Identify the right countermeasures (corrective actions) to implement that will directly impact the root causes identified..

Brainstorming is a useful tool for identifying potential improvements. It involves coming up with ideas and solutions in an open and collaborative manner, without judgement or criticism. By allowing team members to share their thoughts freely, brainstorming can help uncover innovative solutions that may have otherwise gone unnoticed. Additionally, looking at how waste reduction, flow and pull can be used to improve processes can also provide valuable insights into where improvement opportunities lie.

Brainstorm potential solutions that directly target the root causes and create detailed action plans for implementation, complete with assigned roles, responsibilities, and timelines.

Once the countermeasures are identified, it is important to design an implementation plan and assign roles & responsibilities. This will help ensure that all stakeholders understand their part in the implementation and can work together to achieve the desired outcome. Additionally, it is important to track progress along the way – setting measurable milestones that can be tracked against goals established during the initial problem-solving phase will help keep teams accountable and allow for course corrections if needed.

By utilising A3 Problem Solving Tools such as a template, organisations can easily document and share their analyses with relevant stakeholders throughout each stage of the project. Having detailed record-keeping like this also helps teams stay on target over time while providing insights into how proposed solutions may need to be re-evaluated down the line. This implementation plan provides the entire organisation with a clear project status on a one-page report.

6. Evaluate the results:

Measure the impact of your countermeasures against the problem, using well-defined success criteria, key performance indicators, or other relevant metrics..

Once the countermeasures have been implemented, it is essential to measure and evaluate their success. This can be done by tracking performance against the initial objectives established during the goal phase, as well as establishing key performance indicators to gauge how well the proposed solutions have fared.

Additionally, stakeholders should also consider conducting a post-implementation evaluation in order to assess how successful their approach has been in addressing underlying issues and determining what lessons can be learned from the experience. This will enable teams to identify strengths and weaknesses within their existing processes and make any necessary adjustments going forward. By understanding the outcomes of their improvements, organisations are able to gain valuable insights into how well they’ve succeeded in achieving their goals and ensure continued success moving forward.

Once the countermeasures have been implemented and their success measured, it is important to compare the results against the initial objective. This can be done in a variety of ways, including graphical analysis such as charts, process maps or flow diagrams. Graphical analysis helps to visualise the differences between results achieved before and after the implementation of new measures in a meaningful way. It also provides an increased level of clarity when assessing whether the desired outcomes have been achieved or not.

Process maps can be useful in understanding how changes made during the improvement phase have impacted processes within an organisation. By mapping out existing processes and then comparing them against those following implementation of countermeasures, teams can easily pinpoint where improvements were made and analyse how they led to improved performance overall.

Charts, on the other hand, enable users to quickly identify trends that may have emerged from data collected during the project. For example, if performance metrics are tracked before and after countermeasures are implemented, users can use charts and graphs to more clearly observe any patterns that may indicate an improvement or regression in performance over time – providing further insights into which areas need further attention or adjustment moving forward.

Finally, dashboard views provide an effective means of displaying results at a glance while highlighting any anomalies that might warrant further investigation. Dashboards allow stakeholders to gain access to important information quickly and easily while also helping them keep track of progress towards goals set out during initial problem-solving phases. Additionally, because dashboards support data visualisation capabilities they offer a highly interactive user experience which can help teams understand underlying trends with greater clarity and precision.

7. Standardise and share:

If a countermeasure proves successful, integrate it into the organisation’s standard operating procedures and share it with other teams as a best practice..

Once the countermeasures have been successfully implemented and measured against the initial objectives, these changes need to be integrated into the organisation’s standard operating procedures (SOPs) and shared with other teams as best practices. This will ensure that any improvements made during the problem-solving phase are consistently applied across all teams within the organisation.

In order to ensure that these improvements become part of the organisation’s long-term strategy, process maps should be updated to reflect the new improved way of working. Process maps provide a visual representation of how workflows are structured within an organisation, and by updating them in line with newly-implemented countermeasures, organisations can ensure that their processes continue to remain up-to-date and efficient moving forward. It may also be necessary to build a follow-up plan if not all tasks are fully completed as well as develop a Lean-focused PDCA cycle to ensure long-term effective collaboration on the solutions that were implemented.

Process documentation should also be updated in order to keep track of changes made during problem-solving. By documenting not just the solutions that were proposed but also why they were proposed, teams can gain valuable insights into their decision-making process which they can leverage for similar future problems.

Furthermore, it is important to update key performance indicators (KPIs) to accurately reflect any progress made during problem-solving. By tracking performance against objectives established before and after countermeasures were implemented, organisations will be able to identify any areas that may still need improvement or require further adjustment going forward. Additionally, tracking KPIs over time will help teams understand whether or not their current strategies are leading them towards meeting their goals in a timely manner or if additional measures may need to be taken in order to achieve desired results more quickly.

Finally, organisations should share successful solutions with other teams in order to promote collaboration and knowledge sharing amongst stakeholders throughout different parts of the business. This will allow for ideas generated through one team’s problem-solving efforts to benefit multiple departments – helping foster creativity and innovation while ensuring that everyone is on board with necessary changes being made throughout the organisation. The last step is key to Toyota’s PDCA management system designed for the entire organisation.

By breaking down the problem-solving process into these seven discrete stages, the A3 method offers practitioners a comprehensive, end-to-end framework for tackling complex challenges and driving improvements in any organisation.

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Training the team on A3

To get A3 started, everyone in the entire organisation needs to learn how to use this single-sheet or single-page document. This means training people across all parts of the company so that everyone knows how to use the A3 Problem Solving Tool and A3 template. Training will help make sure that everyone follows a structured approach when using an A3 problem solving method, which is derived from Lean management and Six Sigma methodologies.

Getting the organisation fully onboard with A3 Problem Solving is not an easy task and will require a dedicated effort to ensure its successful implementation. To this end, it is important to start with specific areas of the business – whether it be operations, finance or marketing – by setting up targeted training sessions for both operational teams and senior managers. This will help everyone understand how and why A3 is used, as well as the potential benefits it can bring to their business.

Once everyone has mastered the basics of working with an A3 template, companies should look to regularly review and evaluate its effectiveness. This could include setting up quarterly reviews or running workshops where teams discuss successes and areas for improvement when using the A3 tool. Doing this will ensure that any issues are identified early on, allowing the team to quickly adjust accordingly.

At Leanscape, we understand that transitioning to A3 Problem Solving can be a daunting task. With our team of specialists, we can provide your teams with the necessary training and coaching to ensure that they are able to adapt quickly and efficiently. Our comprehensive approach to A3 will equip your team with the knowledge and skills needed to successfully use this powerful tool for improving performance in all areas of your business.

We are committed to helping you develop a culture of continuous improvement within your organisation by teaching best practices and providing guidance through every step of the problem-solving process. Through our specialised training programs, we will help your teams learn how to use the A3 template more effectively, as well as how to interpret data visualisations quickly and accurately – enabling them to take action swiftly when required. Our experienced coaches will also share insights from industry experts on how best to integrate countermeasures into standard operating procedures (SOPs) and process maps, keeping up-to-date with industry trends in order to stay ahead of the competition.

By leveraging Leanscape’s expertise in A3 Problem Solving, you can rest assured knowing that your team is in good hands. Our team is dedicated to providing you with the support needed for successful implementation so that you can achieve sustained performance improvements over time.

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The implementation of A3 Problem Solving provides a comprehensive framework for organisations looking to successfully address complex problems in an efficient and cost-effective manner. By breaking down the problem-solving process into seven distinct stages, users can structure their approach and track the progress of their countermeasures over time.

In order to ensure successful implementation, organisations should dedicate time towards training their teams on how to use the A3 Problem Solving Tool and A3 template. This will give everyone a solid foundation for carrying out future problem-solving activities more effectively, as well as provide insights into the effectiveness of certain countermeasures over time.

Through Leanscape’s specialised training programs, you can ensure that your team is fully equipped with the necessary skills to successfully adopt and incorporate A3 problem-solving into all areas of your business. Our experienced coaches are committed to helping you develop a culture of continuous improvement within your organisation – providing guidance through every step of the process.

Final Thoughts

The A3 approach is an invaluable tool for unlocking the power of improvements within any organisation. By leveraging its structured framework and cyclical learning approach, businesses can remain agile and responsive to ever-changing conditions, allowing them to navigate change more successfully and emerge stronger than ever before. Ultimately, this makes Toyota’s A3 problem-solving process one of the most effective ways to ensure long-term success in today’s fast-paced and competitive market.

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Problem Solving Kit

Mona | ManagerHacks

23 templates

Solve complex problems with the kit of structured techniques from management consulting and innovation. Get to the core of the problem and solve in clear steps. All within Notion.

About this template

Are you faced with complex problems? The Notion Problem-Solving Toolkit can solve this. A collection of structured techniques from the field of management consulting and innovation, aiming to offer a more methodical approach to problem-solving. All within Notion. Inside, you'll find a range of templates that use well-established techniques like root cause analysis, SWOT, Pareto analysis, Plan-Do-Check-Act, and more. Each template is designed to be adaptable, useful for individual problem-solving or for those leading a team through these processes. It's particularly suited to business owners, managers, consultants, or any professional in need of a streamlined approach to addressing business challenges.

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The A3 Problem-Solving Template: A Structured Approach for Lean Organizations

Last updated: November 1, 2023

By Alexander Connor

Discover how the A3 problem-solving template can help lean organizations effectively solve problems and improve processes, enabling them to make informed decisions and drive continuous improvement in a world that constantly demands increased quality and reduced costs.

The A3 problem-solving template is a widely adopted tool in lean organizations. This structured approach allows businesses to effectively address various problems and drive continuous improvement.

By following a logical and structured approach within the four-stage model based on the PDCA (Plan – Do – Check – Adjust) management philosophy. A3 report templates enables the visibility of problem-solving progress and shared learning among teams, improving the decision-making processes used in the organization.

In a time when efficient problem-solving is crucial, it’s important for leaders, coaches, and project teams to have the ability to think critically and make informed decisions that can be reviewed and understood by all parties involved.

The implementation of A3 management process can notably enhance the quality of decision-making processes, increasing the capability of teams to confront the root causes of diverse difficulties.

Providing a consistent structure to the problem-solving process, the functionality of the A3 report templates has expanded well beyond its original purpose. Industries worldwide, from manufacturing to retail to healthcare, have begun to embrace this tool in their problem-solving initiatives.

What is the A3 Problem-Solving Template?

The A3 problem-solving template is a one-page report format originally developed by Toyota , a company well-known for its lean thinking. The design of the ledger size paper encourages concise communication and collaboration among team members, as it requires the problem definition, root cause analysis, countermeasures, and follow-up plan to fit on a single page.

Here’s a quick rundown of the components of an A3 problem-solving template:

Background : A brief explanation regarding the importance of the issue, spanning no more than three to four sentences.
Current State : Describes the current situation, detailing the problematic area that needs to be addressed.
Future State / Goal : Highlights the objective or desired state that your organization wants to achieve after resolving the issue.
Analysis : Incorporates root cause identification and root cause analysis, using tools like fishbone diagrams , Pareto charts, or 5 Whys, to identify the underlying concern.
Recommendations : Suggests countermeasures to tackle the issues identified during the analysis phase. The proposed solution should aim to remove the root cause of the problem.
Follow-Up : Stresses an action plan for the implementation plan of the recommended solution, allocating responsibilities to team members, and designating a timeline for completion.

Lean organizations leverage the A3 problem-solving template as a tool to improve their problem-solving initiatives. This is done by encouraging rationalization among team members to ensure a systematic and holistic problem-solving process.

This form of communication and collaboration brings out the best skills in team members and can be applied across various areas within a business, ranging from manufacturing and supply chain to customer service and process improvement.

Benefits and Applications

The A3 problem-solving template offers an array of benefits to lean organizations. It essentially simplifies the complexity of problem-solving and injects an organized approach to an otherwise daunting task. Here are some key benefits that come with the application of the A3 template:

Promotes clear and concise communication : The A3 template condenses complex problem-solving steps into a single page. This requires teams to communicate the essential elements of the problem, the analysis, their recommendation, and action plan in a clear, simplified manner. This clarity of communication ensures that every team member, regardless of their expertise, is on the same page.
Encourages root cause analysis : The template frames problem-solving in the context of root cause analysis. It forces teams to not just focus on symptoms or immediate fixes, but encourages them to dive deeper to identify underlying root causes.
Facilitates data-driven decision-making : Through requiring an analysis of the current state and concern, the A3 template promotes fact-based, data-driven decisions. This results in more effective and sustainable solutions, as decisions are made based on analysed data and not guesses or assumptions.
Enhances collaboration and feedback : As the template necessitates input at multiple stages, it forges cohesive relationships among team members. It also promotes feedback at each stage of the problem-solving process, ensuring a more refined and effective solution.

The A3 problem-solving template is a universal tool that can be applied across various departments and diverse industries such as manufacturing, healthcare, retail, construction, etc.

A3 Report Templates and Resources

Several A3 templates and resources are available to assist organizations in implementing the A3 problem-solving structure. These templates equip teams with a standardized structure that guides them through the process of problem definition, root cause analysis, countermeasures, and action planning.

In addition to templates, the market offers a myriad of books and training resources on lean and agile methodologies to enhance the understanding and application of the A3 problem-solving structure.

There are resources available specially designed for all lean organizations, whether they are just starting their lean journey or are well-established lean practitioners, to ensure a smooth transition to adopting the A3 reporting system.

Several online platforms and software providers also offer A3 report templates tailored to business requirements, making it simpler for organizations to adopt this problem-solving tool and providing them with opportunities for continuous improvement and learning.

A3 Problem-Solving

The A3 problem-solving template is an invaluable tool for lean organizations aspiring to boost their capability in problem-solving and stimulating continuous process improvement.

By utilizing this structured approach, teams can effectively handle diverse challenges, promote collaboration, make data-driven decisions, and effectively bring continuous improvement into their daily operations with the help of A3 report templates and resources.

In a nutshell, the A3 problem-solving template ingrains a problem-solving culture into organizations, empowering teams to excel in their problem-solving skill sets and consistently deliver improved operations. It’s more than a mere problem-solving tool; it’s a mindset shift towards heightened efficiency and efficacy.

Embrace it today, and witness the transformative power of A3 structured problem-solving for your organization. Unlock the potential to navigate challenges and drive continual improvement proactively, helping your organization adapt and thrive in the ever-evolving business environment.

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Root cause analysis: Digging to find effective solutions (with examples)

Root cause analysis (RCA) finds the root causes of a problem and helps you identify and implement solutions. Instead of treating surface-level symptoms of a problem, RCA digs deeper and finds the underlying issues. By taking the time to analyze the real reason why a problem is occurring, you can solve the problem for good instead of opting for a quick fix. In this piece, you’ll learn how RCA can be the key to corrective action.

“Let’s get to the root of the problem” is an idiom people commonly use when looking for solutions. This idiom can be visualized in the form of tree roots below the surface. Tree roots aren’t visible, but their growth is obvious above ground. Sometimes this growth is positive and results in a beautiful tree, and sometimes it’s negative—damaging sidewalks and foundations.

What is root cause analysis?

A root cause analysis (RCA) involves finding the root causes of a problem in order to identify and implement solutions. RCA treats the underlying causes of a problem instead of the surface-level symptoms of the problem itself.

For example, if your company is suffering from a low retention rate, hiring more team members is a quick solution. But with RCA, you can instead discover why team members aren’t staying with the company so you can increase retention long term. Root causes of low retention rate could include:

Lack of professional development opportunities

Poor team member benefits

Low pay compared to market range

Low team morale

After considering possible root causes, you can use research to determine one or multiple root causes. Once you understand those root causes, it’s easy to implement a solution. RCA addresses problems systematically instead of placing a bandaid over problems and taking the risk that the problem will occur again.

Key principles of RCA

Root cause analysis can resolve recurring project issues or larger bottlenecks within business processes. If you want to reap the unique benefits of this method, keep these key principles of RCA in mind:

Instead of correcting the symptoms of a problem, focus on its root causes.

Focus less on who caused the problem and more on how and why the problem occurred.

Find cause-and-effect evidence to support the root causes you’ve identified.

Develop an informative action plan to support your solutions.

Consider how you can prevent root causes from reoccurring in the future.

Remember that you can have multiple root causes for a problem, and it’s not out of the ordinary for this to happen. End with the root causes you feel are most accurate and be prepared to tackle them with strong solutions.

How to perform a root cause analysis

There are various strategies you can use to identify root causes in RCA. Use the steps below to guide your team through the RCA process.

[inline illustration] Root cause analysis (RCA) step by step (infographic)

1. Define the problem

You’ll need a clearly defined problem to perform a root cause analysis. If you have multiple problems you want to solve, it’s best to start with one and perform multiple RCAs to find solutions for each. By tackling one problem at a time, you’ll have a better chance of finding the cause of each issue and addressing it quickly.

Defining your problem also involves getting everyone on the same page. For example, you may want to perform RCA because you think your team is suffering from low productivity. But if your team doesn’t feel like their productivity is low, then you can’t move forward. Because productivity is subjective, you may need to define your problem in a more measurable way and move on to step two where you’ll use evidence to learn more about the problem.

2. Collect data

You’ll now need to collect evidence to support the idea that the problem exists. You can also use company research to better understand the symptoms of the problem. Questions you should ask during this step include:

How long has the problem existed?

Who is suffering because of this problem?

What is the short-term and long-term impact of this problem?

What are the key symptoms of this problem?

What evidence do we have to support the idea that there’s a problem?

Once you know more about how this issue impacts your company and team members, you can brainstorm potential causes of the problem.

3. Identify possible root causes

Identifying possible root causes is the most important part of the root cause analysis process. The causes you find in this step will eventually lead you toward a solution and action plan. Common problem-solving strategies include:

Cause-and-effect flow chart: The free root cause analysis template provided below features a cause-and-effect flowchart. This flowchart breaks down the problem into symptoms, possible causes, and actual causes in order to find a logical solution.

5 whys approach : You can also use the 5 whys approach to get to the root cause of a problem. Instead of taking the problem at face-value, ask "why" until you uncover a process or system that isn't working the way it's supposed to. When you don’t settle for the first answer you land on, you can discover layers of issues that weren’t noticeable right away.

[inline illustration] 5 whys analysis (example)

4. Determine the root cause

To determine the root cause of your problem, you’ll go through as many possible root causes as you can. Once you’ve exhausted every possibility, ask the following questions:

Are there any similarities between the root causes I’ve identified?

Are there reasons to eliminate any of these possible root causes?

Which root cause seems most problematic?

Similar to the strategies you used when looking for possible root causes, there are strategies you can use to get to the actual root cause. These strategies include:

Failure Mode and Effects Analysis (FMEA): FMEA is a tool similar to risk analysis where you’ll look at the possible root causes you’ve identified and eliminate the ones that are most likely to result in failure later on.

Impact analysis: Use an impact analysis to assess the positive and negative impacts of each possible root cause you’ve identified. When you make this hypothetical pro and cons list for each cause, you can feel more confident narrowing down your list.

You may struggle to identify a singular root cause of your problem, and that’s okay. If you think your problem has multiple contributing factors, don’t feel pressured to choose just one to solve. It’s nice to streamline your action plan, but sometimes you’ll need to create multiple plans to address an issue.

5. Implement solutions

Once you’re confident in the root causes you’ve identified, it’s time to find solutions for these causes and take action. The solutions you come up with should address the root cause, but as a result, these solutions will work their way back up the chain and address your initial problem.

Ask yourself these questions when developing solutions:

How will we implement this solution if we choose it?

What roadblocks will we face when implementing this solution?

How long will it take to implement this solution?

Who will implement this solution?

Could implementing this solution lead to other problems?

Once you’re ready to create your implementation plan , make sure it’s shared in a tool that all stakeholders can view. Project management software makes it easy for your team to collaborate and coordinate deliverables as needed. It may take several weeks to implement your plan, which means some of your objectives may become dependent on other milestones. Use Gantt charts to view project dependencies and collaborate in real-time.

Root cause analysis template and example

An RCA template makes performing root cause analysis simpler because you can visualize your problem and its underlying causes in flowchart form. Just like the roots of a tree, this cause-and-effect flow chart expands in different directions from the initial problem.

If you follow the root cause analysis example below, you’ll see how the template begins with one problem and then breaks down into the symptoms the problem displays. From the symptoms, the root cause analysis template helps you determine possible root causes before settling on actual root causes and finding solutions.

In this example, the company is suffering from a loss of website views. The root cause analysis flows as follows:

Website views are down

Reduction in brand visibility

Lack of online purchases

Low domain authority

Possible root causes:

Technical issues with our website

Competitor ranking higher in SERPs

Customers don’t like our product

Customers can’t find our website to make purchases

Poor quality content

Irrelevant backlinks

Actual root causes:

Lack of SEO content

Website isn’t ranking in the SERPs

Lack of relevant keywords

Revamp content

[inline illustration] root cause analysis (example)

You can download a free root cause analysis template below and use it to identify possible causes and solutions for problems you’re experiencing at work. An RCA template can help you address underlying issues that may not have been obvious at first.

Root-cause analysis tools and methods

Root cause analysis stands as a cornerstone in continuous improvement and risk management efforts. It offers a systematic process to unearth the real root causes of problems or incidents.

By going beyond symptoms, root cause analysis tools empower RCA teams to delve into the deeper, underlying causes of issues. This deep dive doesn't just lead to temporary fixes; it leads to more effective, long-term resolutions—transforming challenges into opportunities for lasting improvement.

Pareto charts

Pareto analysis, based on the Pareto Principle (also known as the 80-20 rule ), is a decision-making technique that helps in identifying the tasks or problem areas with the biggest payoffs. Pareto analysis is particularly effective when there are multiple causes leading to a single effect. This method is widely applied in various business and organizational sectors, helping to prioritize actions that have the greatest impact.

The 5 Whys method is an iterative interrogative method used to analyze the cause-and-effect relationships underlying a specific problem. It involves repeatedly asking the question "Why?" to peel away layers of symptoms, leading to the real root cause of a problem. The Five Whys technique is widely used in lean methodologies to solve problems, reduce costs, and improve quality.

Ishikawa fishbone diagram

The fishbone diagram, also known as the Ishikawa diagram, is a visual way to look at cause and effect. It helps in brainstorming to detect potential root causes of a problem and is used for product design and quality management. The Ishikawa diagram displays the effect or problem at the mouth of the fish, with potential causes added to the smaller "bones."

Fault tree analysis

Fault tree analysis is a graphical tool that uses Boolean logic—in which the answers to every question are "yes" or “no"—to determine the cause of system-level failures. It's suitable for risk assessment in industries like pharmaceuticals, aerospace, and software engineering. The tool arranges events in sequences and uses logic symbols to show dependencies among events.

Failure Mode and Effective Analysis (FMEA)

FMEA involves reviewing components, subsystems, and assemblies to find weak links in a system and their causes and effects. Developed in the late 1950s, it is both a quantitative and qualitative analysis method used in designing products, processes, or services and for creating control plans for new or modified processes.

Scatter diagram

The scatter diagram is a graphical tool that plots pairs of numerical data, with one variable on each axis, to examine the relationship between them. When variables are correlated, the points will align along a line or curve. How closely the points cluster around the line indicates the strength of the correlation. This root cause analysis tool is regarded as one of the seven basic quality tools and is essential in determining the relationships between different variables in root cause analysis.

DMAIC template

DMAIC, standing for Define, Measure, Analyze, Improve, and Control, is a structured approach used in Six Sigma to optimize processes. It provides quantifiable evidence of improvements and is a repeatable and easy-to-understand method for detecting issues and developing solutions. This template is excellent for project managers and RCA teams.

8D report template checklist

The 8D report template is used for detailed root-cause analysis based on eight disciplines of problem-solving. It's widely used in industries influenced by customer feedback, such as automotive and healthcare. The template helps in identifying and eradicating the problem, focusing on the "escape point," which represents the point when the issue first went undetected.

Events and causal factor analysis

Events and causal factor analysis identifies the sequence of events and the causal factors that led to an issue or problem. This analysis focuses on understanding the chronological order of events and the specific conditions or actions that contributed to the problem. A cause-and-effect diagram is particularly useful in complex situations where multiple factors interact to cause an issue.

Change analysis

Change analysis is a key component of effective root cause analysis, particularly in quality management and continuous improvement efforts. This method involves examining and comparing the situation or system before and after the occurrence of a problem.

By identifying what changed, you can isolate causal factors more accurately. Change analysis is valuable in scenarios where the issue emerged following alterations in processes, materials, personnel, or equipment, helping to pinpoint the real root cause of the problem swiftly.

Barrier analysis

Barrier analysis is a problem-solving process that examines the controls and barriers that were in place to prevent an incident and why those safety checks failed. By analyzing the breakdown or absence of these barriers, root cause analysis teams can identify human error, system flaws, and other potential root causes. Barrier analysis contributes to the development of more robust systems and processes, preventing future occurrences of similar issues.

Tips for conducting an effective root cause analysis

Have you ever wondered how to not only solve problems but also prevent them from recurring? Root cause analysis methods are the key. These methods go into the heart of issues, address their underlying causes, and pave the way for lasting improvements.

This approach doesn't just offer a temporary fix; it ensures the same problems don’t resurface, fostering continuous improvements in processes and outcomes.

Encourage team collaboration

Promoting team collaboration can significantly enhance the effectiveness of root cause analysis. Diverse perspectives and expertise contribute to a more comprehensive understanding of the issue and the development of effective solutions.

Example: Consider a manufacturing company facing frequent equipment breakdowns. By forming a cross-functional RCA team with members from engineering, maintenance, and operations, they can pool their insights to identify the root cause.

An engineer may pinpoint a design flaw, while a maintenance worker could identify wear and tear issues, and an operator might highlight operational errors. This collaborative approach leads to a comprehensive problem statement that results in a multifaceted and effective solution.

Ask open-ended questions

Open-ended questions are key in root-cause analysis. Asking questions encourages a detailed exploration of the issue, allowing team members to consider various possibilities and delve deeper into the underlying causes.

Example: In a healthcare setting, if there's a rise in patient readmissions, asking open-ended questions like "What are the common factors among these readmissions?" or "How do our discharge processes vary for patients who are readmitted?" can reveal deeper issues.

These questions could uncover that certain discharge procedures aren't being followed consistently, leading to the root cause of inadequate patient education at discharge.

Avoid blame

An essential aspect of successful root cause analysis is focusing on the process and not on individual blame. Concentrating on the "why" and "how" of the problem rather than "who" was responsible creates an environment conducive to genuine problem-solving and improvement.

Example: In a software development team experiencing frequent project delays, focusing on the process rather than blaming individuals can be more productive. By analyzing the “why” and “how,” such as asking, "Why are these delays happening?" or "How can we optimize our project management strategies?" they might discover that the root cause is not individual incompetence but an unrealistic timeline or unclear communication channels.

This shift from blame to process-oriented thinking helps create a more effective and harmonious problem-solving environment.

Turn solutions into action with workflows

RCA doesn’t come with instant results, but getting to the root cause of a problem solves it for good. After coming up with an effective solution, you’ll need to put a plan into action. Asana workflows provide a single source of truth to set goals, monitor progress, and watch your problems fade in real-time.

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Problem tree analysis template

A way of exploring the causes and effects of a particular issue

Use this template to map causes and effects of a central issue in order to better understand the chain of connected circumstances that led to the current situation. The problem tree analysis provides a structured way for a team to reveal concerns, discern causes from symptoms, and potentially frame problem statements in a new, better way.

A problem tree analysis — also called a situational analysis — provides a structured way for a team to reveal concerns, discern causes from symptoms, and potentially frame problem statements in a new, better way. Commonly used for understanding the problem in design thinking, problem trees are used for finding solutions by outlining the root causes and effects of a problem.

The problem tree analysis template helps with:

Understanding complex problems
Identifying cause and effect relationships
Aligning with other stakeholders
Providing a direction for problem solving and decision-making

How to use the problem tree analysis template

Identify a problem statement.

Start off this exercise by brainstorming over what the overarching problem the team is facing.

Assemble your stakeholders

Depending on the problem statement, your stakeholders might be your immediate team, end users of a service or product, customers with buying power, or somebody else entirely.

Document the causes of the problem

What are the root causes of the problem? Start by discussing each cause, one-by-one, adding them below the line in the roots section as you go.

Cluster the outputs together

When similar causes are mentioned, cluster them together and label the clusters with a theme. Altogether, documenting and clustering the causes should take about 20 minutes.

Repeat the process for branching effects

Repeat the process you just completed with the causes, just with effects. What are the effects and consequences of the problem? Document the effects, cluster them together, and label them with a theme.

Prioritize and establish next steps

Discuss and prioritize which causes and effects to focus on, then create a plan of action to address the root cause.

Tips for running a problem tree analysis exercise:

While the problem tree method mostly focuses on direct causes and effects, what are some indirect causes the team can come up with?
Some effects the team ideates will be routine, and some may be rare. Try adding tags to the sticky notes to indicate what type they are.
Try holding a vote to help decide which root causes get prioritized.

How to create a Problem tree analysis template

Create better problem tree diagrams with the features you need.

Sticky notes & text

Add ideas, action items, and more as a sticky note or text box — then change the colors and cluster to identify patterns and new solutions.

Anonymous voting

Gain consensus and reach alignment quickly, either in real time or asynchronously.

Tags on sticky notes

Customizable labels make it easy to find, organize, and categorize your work in a mural.

Keep collaboration moving forward with a timer to structure and time-box activities.

Summon collaborators

Easily direct everyone’s attention to a specific part of the mural — no screen sharing required.

Video meeting integrations

Seamlessly add visual collaboration to meetings with Microsoft Teams, Webex, and Zoom integrations.

Problem tree analysis template frequently asked questions

What is a problem tree analysis, how do you make a problem tree, how are problem trees used in design thinking.

Template by LUMA Institute

LUMA offers acclaimed in-person training, custom innovation programs, and a unique digital platform (LUMA Workplace), used by innovators in over 70 countries. Leading organizations around the globe rely on the LUMA System of Innovation — a practical, flexible, and scalable approach to Human-Centered Design.

Mural is the only platform that offers both a shared workspace and training on the LUMA System™, a practical way to collaborate that anyone can learn and apply.

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A3 Templates for Strategic & Project Planning

Discover comprehensive A3 templates tailored for effective strategic and project planning. Our A3 format template guides you through the A3 methodology to enhance problem-solving and analysis for successful project execution.

Enhance Organizational Efficiency With Precision A3 Templates

Clarify complex problems with visual aids.

Utilize our A3 templates to visually break down and clarify complex problems. The A3 format template provides a clear structure for A3 analysis, aiding in identifying root causes and formulating effective solutions. Enhance decision-making and streamline processes with our visual A3 methodology template.

Set Precise Targets and Measure Success

Our A3 templates enable you to set clear, precise targets and measure success. The A3 project template ensures consistent tracking and evaluation of goals, helping you achieve measurable results and continuous improvement. Use our A3 form to document progress and visualize achievements.

Act on Your Strategic Vision

Leverage our A3 templates to transform your strategic vision into actionable plans. The A3 process template helps you outline steps, assign responsibilities, and monitor progress. With lean A3 templates, turn your strategies into tangible outcomes and align your efforts with organizational goals.

Easily Find the Root Causes of the Problems

Utilize our A3 templates to uncover the root causes of problems. The A3 analysis template guides you through each step to thoroughly examine issues. With the A3 methodology template, you can identify and address the underlying factors, leading to sustainable solutions.

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Streamline problem-solving with a3 templates.

Our A3 templates are designed to simplify and enhance your problem-solving processes. By using the A3 project template, you can systematically approach issues, identify root causes, and implement effective solutions. The A3 lean template provides a structured format that ensures consistency and clarity throughout your problem-solving efforts.

Whether you are addressing operational inefficiencies or strategic challenges, our A3 document template offers a clear, concise, and comprehensive analysis. With visual aids like the A3 chart and form, you can easily communicate findings and action plans to drive continuous improvement and achieve measurable results in your organization.

What is an A3 Template?

An A3 template is a structured document used in the A3 problem-solving approach, which originates from Lean manufacturing practices. Named after the A3 paper size, the template provides a concise and visual way to analyze problems, identify root causes, and develop solutions.

At KPI Fire, we offer A3 templates that help teams document their problem-solving process in a standardized format. The A3 format template promotes clarity through a systematic approach to tackling issues, which makes it an invaluable tool for continuous improvement initiatives.

How Does the A3 Template Work?

The A3 template works by guiding users through a series of steps designed to address and resolve problems. Typically, it includes sections for defining the problem, analyzing the current situation, identifying root causes, proposing countermeasures, and tracking the implementation of solutions. By using an A3 template from KPI Fire, teams can visually organize their thoughts and data, making it easier to communicate complex information.

This structured approach not only aids in problem-solving but also helps document the process and results. Moreover, the knowledge gained can be preserved and referenced for future improvements.

How Do I Use an A3 Template?

Using an A3 template involves filling out each section with relevant information related to the problem you are addressing. Start by clearly defining the problem and its context. Then, analyze the current situation, gather data, and identify the root causes of the issue. After that, propose countermeasures and develop an action plan. As a final step, implement the solutions and monitor their effectiveness.

KPI Fire’s A3 templates are designed to guide you through each step with a clear and organized format for your analysis and solutions. By documenting the entire process in an A3 template, you create a valuable reference for continuous improvement and knowledge sharing.

What are the Benefits of A3 Thinking?

A3 thinking offers several benefits, including improved problem-solving skills, better communication, and collaboration. By using an A3 thinking template, teams can analyze issues, identify root causes, and develop effective solutions to tackle them. This approach encourages a thorough understanding of problems and promotes data-driven decision-making.

KPI Fire’s A3 templates help standardize the problem-solving process, so that your teams can replicate successful outcomes across different projects and teams. The visual nature of A3 documents enables clearer communication and helps stakeholders understand complex information, all while contributing to more informed and aligned decision-making.

Who Should Use the A3 Template?

The A3 template is suitable for anyone involved in problem-solving and continuous improvement efforts, from frontline workers to managers and executives. It is particularly useful for teams engaged in Lean manufacturing, Six Sigma, and other process improvement methodologies.

At KPI Fire, we recommend A3 templates for organizations looking to standardize their problem-solving approach and enhance collaboration across departments. Whether you are tackling operational inefficiencies, quality issues, or strategic challenges, the A3 template provides a structured and effective way to document and communicate your efforts.

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A3 Lean: Template, Process and Examples

A3 Lean: this article explains the use of the A3 Lean template in a practical way. It covers its advantage and the process in steps, along with examples. It also contains a downloadable and editable A3 format lean single page template . After reading this article you will understand the basics of this powerful problem solving tool.

What is the A3 Lean template?

Most organizations are perfectly capable of solving problems. However, realizing a structured problem solving approach is often much more difficult.

Car giant Toyota has included the ability to continuously carry out improvements in operational performance in a structured process. This is called the A3 Lean Thinking Process .

Toyota describes problem identifications in a 10 step plan in which cooperation and personal development of employees is promoted. Both the results of the problem identification and the planning are represented in a concise A3 report . The name of the A3 Thinking Process is derived from this paper format.

Advantage of the A3 Lean template

Problems within an organization are often addressed superficially. The deeper, underlying causes of the problem are not always considered, allowing repetition to lie in wait. The same problems will resurface with the result that operational performance does not improve. The A3 Thinking process helps to arrive at a joint and detailed problem resolution. Underlying causes are thus eliminated.

Figure 1 – A3 Lean Thinking Process

A3 Lean template: steps and example

The A3 Lean template can be applied in almost any problem situation provided the ten steps are followed in the process:

Step 0. Identify a problem or need

The problem is recognized, acknowledged and identified by the team members of the A3 Lean template. This is also known as a problem statement.

Example : Structural late deliveries to customers.

Step 1. Understand current position

The problem can only be addressed by understanding the current situation. Toyota indicates that it is important to determine the extent of the problem.

Example : What percentage of the deliveries are late?

Step 2. Target

By drawing up countermeasures a new target will be formulated. The A3 Thinking team will specifically describe the expected improvements.

Example : Because of the new form of communication, the status of the delivery will be clear to the customer and the company.

Step 3. Root Cause Analysis

By finding out the causes of the problems, measures can be taken. The main causes are identified by the so-called ‘ why ’ questions via a Root Cause Analysis .

Example : Why are deliveries late? Why this percentage? Why are customers not informed?

Another good LEAN Manufacturing tool to analyse data is the Pareto Analysis

Step 4. Countermeasures

The underlying causes can be properly addressed by using countermeasures. As a result of this, structural changes are made in the work processes and the work will become more efficient once more. The A3 Thinking process team can work purposefully by pointing out the contents and the details of the countermeasures.

Example: the analysis in Step 2 has appointed ‘ Poor communication to customers ’ as the main cause.

A countermeasure could be that Stock Control maintains contacts with both the suppliers and the customers on a daily basis.

Step 5. Implementation plan

To achieve the goal, a carefully thought-out and workable implementation or action plan will be drawn up. This execution plan consists of an action list, responsible participants and has a time limit. Expenses and resources can also be included.

Example : The number of complaints must be decreased by 70% within three months.

Step 6. Follow-up plan

The follow-up plan checks whether the changes and adjustments will actually yield the best results. The follow up plan enables the correct and proper execution of the implementation plan.

Example : by carrying out spot checks, it will become clear whether the deliveries have improved.

Step 7. Involve affected parties

It is of vital importance to discuss the plans with all the affected parties. Without a consensus, the plan is doomed to fail. By discussing the advantages and disadvantages of the plan with several parties, the plans can still be refined.

Step 8. Approval

The A3 Lean template process team must obtain approval from an authority within the organization. This could also be the team leader.

Step 9. Implementation

Without a final implementation there can be no (radical) change. Through regular meetings, the A3 Lean template team can map out the steps of the execution, tasks, actions and deadlines.

Step 10. Evaluation

Only by means of evaluation it is impossible to determine whether the final results have been achieved. When there are deviating results, it is important to find out what could have caused these deviations. Subsequently, changes and/or adaptations will have to take place in the process, so that the goal will still be achieved.

A3 Lean: the Cycle

Based on the evaluation, another problem can be identified, as a result of which the whole cycle of the A3 Thinking Process begins again. Steps 0 up to 6 will be included in the A3 report. By documenting this part of the A3 Thinking Process, the people involved will have a better understanding of the working method and the problem analysis and problem resolution will have more structure. Thus, repetition is reduced.

A3 Lean template format

Do you want to bring the A3 methodology into practice? Start solving problems with this ready to use A3 paper template.

Download the A3 format Lean template

Now It’s Your Turn

What do you think? Is A3 problem solving / A3 template applicable in today’s modern businesses and organizations? What is your experience using the A3 Thinking process? What are your success criteria for a good A3 Thinking process?

Share your experience and knowledge in the comments box below.

More information

Liker, J., & Convis, G. L. (2011). The Toyota Way to Lean Leadership: Achieving and Sustaining Excellence through Leadership Development . McGraw-Hill .
Shook, J., & Womack, J. (2008). Managing to Learn: Using the A3 Management Process to Solve Problems, Gain Agreement, Mentor and Lead . Lean Enterprises Inst Inc.
Sobek II, D. K., & Smalley, A. (2008). Understanding A3 Thinking: A Critical Component of Toyota’s PDCA Management System . Productivity Press.

How to cite this article: Mulder, P. (2012). A3 Lean: Template, Process and Examples . Retrieved [insert date] from Toolshero: https://www.toolshero.com/problem-solving/a3-lean-template/

Published on: 16/10/2012 | Last update: 12/13/2022

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Patty Mulder

Patty Mulder is an Dutch expert on Management Skills, Personal Effectiveness and Business Communication. She is also a Content writer, Business Coach and Company Trainer and lives in the Netherlands (Europe). Note: all her articles are written in Dutch and we translated her articles to English!

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