According to this KPMG survey, 70% of companies have experienced a setback that led to a project failure in the past 12 months. 50% of project managers say their projects failed to meet their goals.
One thing becomes clear when you look at these numbers: Of the many hats a project manager is expected to wear, the ability to solve problems is one of the most important to project success.
But taking projects from ideation all the way to completion is no easy task. Project managers must have the right problem-solving skills to anticipate obstacles and deal with them so they can successfully complete their projects.
In this blog post, you’ll learn more about this.
What is problem-solving?
Simply put, problem-solving involves identifying which parts of a project need improvement and implementing those improvements.
It requires thinking both logically and creatively to explore possible solutions, evaluate their feasibility and effectiveness, and make informed decisions that help you tackle the problem at hand.
The different types of problems that can arise are many: miscommunication, ambition drift, poor collaboration, changing project goals, or something as simple as difficulty finding the right software. All of these challenges risk jeopardizing the success of the project.
But it all depends on how you choose to look at things. Obstacles and challenges don’t just have to be worrisome potholes.
If you handle them correctly, they can also form the basis of new opportunities, which you can tackle based on a strategy that has been tested in practice and has proven to be foolproof.
Ultimately, problem solving is essential for project managers who want to handle complex project challenges, tackle setbacks, make effective decisions, manage risks, and implement successful projects.
Effective problem solving allows project managers to lead their teams, engage stakeholders and gain their buy-in, and adapt to change, all while keeping projects on schedule and on scope.
1. Define the problem
The first step in problem solving is to be familiar with the problem you are working on; you need to understand what it is based on and how it affects your project.
This holistic approach helps you to be clear about the specific goal that needs to be achieved.
2. Determine the causes
Imagine that you are two steps away from where you want to be. Your problem in this case is the obstacle that is preventing you from taking the last two steps.
Organizations typically use tools such as brainstorming, SWOT analysis, Pareto analysis, or a fishbone (Ishikawa) diagram to determine the root cause of a problem.
Identifying the cause is very important, as it helps you focus on the right thing and get to the root of the problem rather than treating the symptoms.
3. Generate ideas
After describing the problem and identifying its root causes, the next step is to come up with potential solutions.
You can brainstorm solutions with your team and stakeholders, while ensuring that you are familiar with best practices for the purpose.
Mind mapping and data analysis can also be helpful when tackling problems. The best method is the one that helps you achieve the desired outcome with the fewest negative consequences.
You can weigh different action options against each other and compare them to find the best solution for your situation.
4. Choose the best solution
A problem-solving tool can help you find the best solution.
For example, if the problem is a customer complaint due to a delay, you can get more context and a better overview of the situation using a Customer Relationship Management (CRM) tool to quickly arrive at a solution.
A CRM can be a reliable weapon for project managers when they need insights about their own company, different projects or customers to address specific challenges and eliminate bottlenecks.
We will tell you about more problem-solving tools later in this text.
5. Take Action
After you have decided on the solution to use, it is time to take action. It is a good idea to make a strategic plan and treat the problem solution as a mini-project, especially if the solution requires several different steps or the participation of several people.
Manage the problem proactively and solve it quickly by making informed decisions and going through all the necessary steps.
Don’t forget to also monitor the results of the actions taken continuously. Adjust as needed and communicate openly with all stakeholders, so that the progress is consistent with the desired end result.
What tools can project managers use for effective problem solving?
Without the right equipment and software, overseeing important projects becomes both more tiring and risky.
The most effective tools to simplify this, according to a Capterra market research report, are project management tools, as they help companies estimate project timelines with greater accuracy.
The direct result of this is a reduction in expenses. But that’s not all: The very best tools also make it easier to collaborate, manage time, create graphs, take notes, and solve problems. We’ve already touched on some popular options:
Project management software like efficy, Asana, Trello, and Jira can be used to organize tasks, monitor progress, and collaborate within teams.
Communication and collaboration tools like Slack, Microsoft Teams, and Google Workspace facilitate real-time communication and collaboration between team members.
Analytics and visualization tools like Microsoft Excel, Google Sheets, and Tableau can help you analyze project data and identify patterns or trends, allowing you to make data-driven decisions as you work on problem solving.
Documentation and knowledge management tools like Confluence, SharePoint, and Google Drive provide a centralized place to store and access project documentation, reports, and knowledge assets.
Automation tools like Zapier and IFTTT can be used to automate repetitive tasks, send notifications, or transfer data between different apps.
CRM
CRM systems can be considered the multi-functional pocket knife in a problem-solving project manager’s arsenal.
Why? Because CRM software brings together all the tools and data you need to successfully manage customer relationships and streamline project workflows, allowing your business to grow faster.
It’s an all-in-one solution for your project management needs, and thus a must-have for your operational operations.
With a CRM, project managers can:
Automate repetitive tasks to free up time and ensure a consistent approach to problem solving.
Get a centralized repository for project-related information and reliable document and knowledge management. Manage customer data, communication history, and project documentation in one place.
Promote collaboration with seamless integration of your favorite communication tools and give users a single source of information. Update, link, and send notifications effortlessly.
Streamline activities and task management with the ability to create, assign, and monitor tasks. This ensures that all steps are taken in the right order, while meeting deadlines and monitoring progress in the problem-solving process.
Get the most out of your resources – efficy CRM can help you identify which team members are available for a specific task. If you have a smaller staff, this will help you monitor your budget, allocate tasks more efficiently, and close campaigns that are expensive and/or underperforming when necessary.
Gain critical insights through revolutionary CRM analytics features like drag-and-drop dashboards, charts, and reports. Project managers can more easily achieve good project results, identify bottlenecks, monitor problem-solving processes, and make informed decisions.
Go from planless to effective with efficy
Being prepared is the motto of every project manager. You must constantly be ready to solve new and recurring problems.
To avoid the most common pitfalls in project management, you must embrace planning, acquire problem-solving skills, and find the right project management tools.
But most importantly: You must be prepared to base your decisions on concrete data instead of guessing.
Project management CRM software, such as efficy, helps you identify problems right when they arise, so that you always move purposefully towards project success and customer satisfaction.
Want to know how this works in practice? Visit us at efficy to see how our solution fits your project requirements.