2. Problem Identification | Leadership Course I

Have you ever planned a birthday party, a school project, or even a fun movie night with friends, only to have things go a little sideways? Maybe the pizza delivery got lost, your teammates forgot their presentations, or the movie everyone wanted to watch wasn’t available.

These are all little hiccups, but in the world of projects (big or small!), identifying and solving problems quickly is crucial for success. Just like figuring out why the pizza isn’t arriving, project managers need to be detectives and find the root cause of any issues that pop up.

This article will introduce you to some basic problem identification techniques used in project management. These are like your detective tools to uncover the “why” behind any project trouble.

Why is Finding the Problem Important?

Imagine building a sandcastle on the beach. You spend ages collecting perfect shells, digging a moat, and sculpting amazing towers. But then, a rogue wave comes crashing in, washing it all away! Frustrating, right?

Finding the problem is like finding the reason the wave came. Maybe you built too close to the water’s edge, or perhaps there was a sudden tide change you didn’t notice. By understanding the “why,” you can rebuild your sandcastle stronger next time, maybe further back from the water or with deeper moats.

In projects, identifying problems helps us:

• Fix the issue quickly: The sooner you find the problem, the sooner you can fix it and get back on track.
• Prevent future problems: By understanding the cause, you can take steps to stop it from happening again.
• Make better decisions: Knowing “why” something went wrong helps you choose the best solution to move forward.

3 Simple Techniques to Find the Problem

So, how do we become project management detectives? Here are 3 simple techniques to help you identify the root cause of any problem:

1. The “Asking Why” Technique (The 5 Whys)

This is like playing a game of “because.” Start by stating the problem you’re facing. Then, ask yourself “why” this problem is happening. Keep asking “why” to each answer until you reach the root cause, the real reason behind the issue. This is often called the “5 Whys” technique because it usually takes about 5 rounds of “why” questions to get to the bottom of things.

Example:

• Problem: The website for your school fundraiser isn’t getting many visitors.
• Why? Because people don’t know it exists.
• Why? Because there hasn’t been much promotion.
• Why? Because the social media team hasn’t posted anything about it.
• Why? Because they weren’t sure what content to create.

Root Cause: Lack of clear instructions for the social media team.

2. The “Fishbone Diagram” (Ishikawa Diagram)

Imagine a fish skeleton with the head representing the problem. The bones branching out from the head are the different categories that could be causing the problem. Then, you brainstorm specific reasons within each category.

Example:

• Problem: The school play is running behind schedule.

Fishbone Categories:

• People: Not enough actors, poor communication between teams.
• Materials: Missing props, malfunctioning sound equipment.
• Process: Rehearsals too short, unclear script changes.
• Environment: Hot and stuffy rehearsal space, unexpected power outage.

By brainstorming within each category, you can identify potential causes and narrow down the root issue.

3. The “Checklist Technique”

This is a great way to identify problems when there are specific steps involved in a project. Create a checklist of all the things that need to be done for the project to be successful. Then, go through the checklist and see if any steps haven’t been completed, completed incorrectly, or are taking longer than expected.

Example:

• Project: Organizing a school bake sale.

Checklist:

• Book tables in the cafeteria. (Done)
• Order baking ingredients. (Not Done!)
• Create posters and flyers. (Done)
• Set up tables and arrange baked goods. (Incomplete)
• Collect money from sales. (Not Started)

This way, you can quickly see gaps in the process and identify potential problems before they cause bigger issues.

Remember, You’re a Detective!

These are just a few simple techniques to get you started. As you gain experience, you’ll discover even more ways to identify problems in your projects. Remember, the key is to be curious, ask questions, and dig deeper to find the root cause.

By becoming a problem-solving detective, you can ensure your projects run smoothly, avoid future headaches, and achieve amazing results – just like that perfectly rebuilt sandcastle that can withstand even the strongest waves!

Bonus Tip: Communication is Key!

Once you’ve identified the problem, don’t keep it a secret! Communicate the issue clearly to your team members or project stakeholders. This allows everyone to work together to find solutions and prevent similar problems from happening again.

Here are some tips for effective communication:

• Be specific: Clearly state the problem and its impact on the project.
• Focus on solutions: Don’t just dwell on the negative, propose potential fixes or ask for suggestions from others.
• Be transparent: Share all the information you have about the root cause.
• Listen actively: Be open to feedback and different perspectives.

By working together as a team, you can overcome any obstacle and ensure your project reaches its full potential.