The 7 Problem Solving Steps Every Leader Should Know

Problems are part of life and leadership. Some are small, like running out of coffee before a meeting, and others are big, like project delays, budget cuts, or conflicting stakeholder priorities. What separates effective leaders from overwhelmed ones is a systematic approach to solving problems.

Here is a practical 7 step process that will help you move from confusion to clarity.

1. Identify the Issue

The first step is simple but essential: name the problem clearly. Many teams waste time treating symptoms instead of addressing the real issue. For example, if a project keeps missing deadlines, the problem is not late work. It might be unrealistic timelines or unclear priorities.

Leadership Lesson: If you cannot explain the problem in one sentence, you do not fully understand it yet.

Tools to Use:  Problem Statement Template, 5 Whys Analysis

2. Understand Everyone’s Interests

Behind every problem are people with different perspectives, needs, and priorities. Understanding these interests helps you design solutions that work for everyone involved.

Leadership Lesson: Listen carefully. Ask questions. The more you know about what people need, the better your solutions will be.

Tools to Use: Stakeholder Analysis Matrix, Empathy Map

3. List the Possible Solutions (Options)

Brainstorm as many options as possible without filtering too soon. Sometimes the most unconventional idea sparks the best outcome.

Leadership Lesson: Encourage creativity. Separate generating ideas from evaluating them.

Tools to Use: Brainstorming, Mind Mapping, SCAMPER Technique

4. Evaluate the Options

Once you have a list, weigh the pros and cons of each option. Consider feasibility, cost, timing, risks, and long term impact.

Leadership Lesson: Be thorough. A quick fix may not solve the deeper issue.

Tools to Use: SWOT Analysis, Decision Matrix, Cost Benefit Analysis

5. Select an Option (or Options)

Decision time. Pick the option or combination that best addresses the problem and aligns with your goals.

Leadership Lesson: Involve key stakeholders in the choice. Commitment to the solution increases when people are part of the decision.

Tools to Use: Multi Criteria Decision Analysis, Voting Techniques, Delphi Method

6. Document the Agreement

Clarity prevents confusion. Writing down the decision ensures everyone knows what was agreed on, who is responsible, and what the next steps are.

Leadership Lesson: If it is not documented, it did not happen. Documentation builds accountability and shared understanding.

Tools to Use: Action Plan Template, RACI Chart, Meeting Minutes

7. Agree on Contingencies, Monitoring, and Evaluation

No plan is perfect. Build in checkpoints, monitoring, and a process for making adjustments if things do not go as expected.

Leadership Lesson: Follow up is where many problem-solving efforts fail. Continuous review ensures solutions stick.

Tools to Use: KPI Dashboard, Risk Register, After Action Review

Bottom Line:

Problem solving is not about having all the answers. It is about having a clear process. By following these seven steps, you will move from reacting to challenges in frustration to responding with clarity and confidence.

Next time you face a tough problem, whether it is a stalled project, a difficult decision, or even just an empty coffee pot, remember that problems are opportunities to lead.

Happy Thursday,

-srt 

P.S. Before you panic because you don't know how to use the tools above, never fear.  I got your back.  Starting next week, I will introduce each so that you can execute like a pro.