This is Part I of a 3 part article on best practice to prepare for, lead and follow up to problem solving sessions. In Part I we will focus on preparing for the problem solving session.
Problem solving sessions can be pretty intense. Often emotions are running high. Sometimes peole are so worried they just wannt to push ahead with a solution that may not be the best. If you effectively plan for an upcoming problem solving session, you are more likely to achieve success and accomplish what needs to be accomplished – maintly solving the issue.
Consider these best practice steps to prepare for a problem solving session with your team:
- Who should participate in the session? Consider who should participate in the session. You want to include those impacted by the problem or who are vested in solving the problem. Ideally the participants will be comprised of individuals from a variety of backgrounds – cross-functional, various roles and responsibilities throughout the organization, etc. – to enable for diversity in ideas/solutions to resolving the problem.
- Find a location that enables for fewer distractions. The ideal location for the session will be one where there are few distractions for participants – ideally out of the office. If it must be held in the office, be sure to have ground rules in effect about participating during the session and only using breaks to respond to emails and take phone calls.
- Set aside sufficient time to accomplish the goal. These sessions cannot be accomplished in just a few hours. Set aside enough time to present the problem, discuss the problem as a group and brainstorm potential solutions along with developing an action plan to move forward with a solution to resolve the problem. For particularly thorny (complex) problems I may set aside a day or two for the session. Find a date that works for everyone that needs to attend is not always easy! But remember it is important to get as many (if not all) of the people there who can help contribute to solving the problem.
- Develop a problem statement. Be sure that the problem is clearly stated. You might ask a few individuals who are participating in the problem solving session to help you develop the problem statement and/or validate what you have developed. Even with this feedback in the planning stage, during the “lead the problem solving session” phase, you will spend time validating and getting agreement on the statement.
- Be prepared to bring in lessons learned and/or stories/examples from past such sessions. Gather from your own files/documentation and past experiences and those of others lessons learned, stories, examples or experiences to share during the session. Sharing relevant stories and other information enables those who are participating to get ideas and, even more importantly, feel confident that the goal can be accomplished.
- Build your agenda. Begin to build your agenda for the session. Include time for team building activities (to get people warmed up and increase the comfort level in working together), sufficient time for breaks and lunch and time to discuss the problem to be solved, enabling for sufficient opportunities for brainstorming and developing protential solutions.
Part II will discuss how to lead the problem solving session.
