08 Step Problem Solving

When we consider any kind of organization, there can be several problems on the floor may be relating to the process, quality related issues, human related issues, efficiency related issues, etc.

However, people work in the organization has greater responsibility to solve the problem as soon as possible which those occur. problem solving is very important factor to achieve the organizational strategic as well as operational objectives. mainly there are two type of problem solving like below.

01. Plaster solutions

02. Fix solutions

Someone can argue, we have to go only the fix solutions. However, to take fix solution relevant team has to spend some time and effort. it is costly. so, first organization want to think about the plaster solutions and solve the problem temporally and facilitate to run the operation continuously. But most of the members, forget to give fix solution after given the plaster solutions. they think, plaster solution will cork continuously. that is totally wrong. members in the organization need to work for the fix solution just after given the plaster solution.

08 step problem solving is best methodology, organization can conduct to find out the fix solutions for burning and respective issues. expectation of this article is to give some brief understanding about the 08 step problem solving methodology.

Step 01 - Clarify the problem

During the problem clarification part, organization want to understand the real issue and how much the available issue. that mean they have to convert the issue in to quantitative factor. below simple equation they can use to define the problem.

Problem = Ideal Situation - Actual situation

Ex - Expected Efficiency is 75%

Actual Efficiency is 50%, according to the above equation,

Problem is = 75% - 50% = 25%

That mean when consider the efficiency they have 25% problem.

Step 02 - Breakdown the problem

Some time it is not possible to give answer for total problem. as well as problem solver want to understand why this issue happened and what are the other contributed factors for this matter. because efficiency is dependent variable and there can be lot of independent variable. so, problem solver has to solve the independent variables and hence automatically dependent variable will improve.

Ex - 25% of efficiency lost issue.

If organization has 10 number of production lines, they can analysis what line contribute more for the above deviation.

Based on that organization narrow down the problem rather than going to find out solution by considering all production lines.

Then they can analysis what are the independent contributors for this issue. it may be like below reasons.

• Machine breakdown
• Quality issues
• Absenteeism , etc.

Based on that they can further define the problem and select the independent variables highly contributed for the problem and based on the capabilities, issues which they can find out the solutions.

Step 03 - Target Setting

According to the problem definition, problem is 25%. However, organization may not have capability to solve 25% amount of that problem. So, organization has to set the target by considering all above factors and their capabilities. as an example they can solve only 10%. then organization want to plan to reduce the 10%. however, target should be SMART.

S - Specific

M - Measurable

A - Achievable

R - Realistic

T - Time bound.

Step 04 - Root cause Analysis

After understand about the problem and target setting, to reach the target, organization has to solve the problem. so, organization want to find out the root causes for the problem. as an example they are going to solve independent variable of machine breakdown. then next step they have to categorize the causes for machine breakdown through "fish bone concept". there are mainly four axis of fish bone like, Man, Machine, Method and Material.

Then organization can find out the critical few issues from the "fish bone diagram" that can be done through brainstorming session.

by conducting "5 Why" methodology for all highlighted critical points, organization can find out the root causes.

Step 05 - Develop the countermeasures

Based on the root causes found, then organization has to develop action points which they can take to reduce or eliminate those root causes. those are called as countermeasures. organization can conduct self evaluation on countermeasures by considering feasibility, Effectiveness, Cost, Time, Impact, etc. organization can rate each points based on above factors, If overall rating good, organization can consider those countermeasures to implement.

Step 06 - See countermeasures through

After select the countermeasures, organization can make implementation plan. it has to be 3W plan. whatever the implementation steps need to address clearly. should allocate responsible person for each points. need to define the dead lines for each activities.

Step 07 - Monitoring and Review

When the implementation activities taken place and as well as implementation activities completed, organization should setup proper review mechanism on frequently based. then organization can understand weather implemented action points supported to achieve defined goals or not.

During the continues monitoring, if it shows deviations, organization has to re correct the action points as soon as possible and everyone need to put their effort to minimize the deviation. based on that organization can achieve the target step by step.

Step 08 - Standardized

Based on the created and implemented action plan, if organization can achieve the required targets, that mean organization has to continue the action points already implemented. for the long term sustainability they have to standardized all things. Standardization also can conduct through below points.

• Policies and Procedures
• Standard operating procedures (SOP)
• Job Descriptions (JDs)
• Standard work sheet (SWS)
• Floor Management Systems (FMS)

If organization can solve the issues through above explained 08 steps, we can clearly say, organization use 08 step problem solving methodology. This is 100% same with the PDCA concept introduced by Edward Demine. by observing below points you can realize that.

P - Plan (Clarify the problem / Breakdown the problem / Target setting / Root cause analysis / Develop counter measures)

D - Do (See counter measures through)

C - Check (Monitoring and Review)

A - Act (Change or standardization)

Based on the practical exposure which I have, I can recommended this methodology to any organization for their problem solving and objective achievement,

By Sumudu Rajaguru

26th of November, 2022