We go to meetings to share information, to report on project status, to make decisions, to get the free lunch, and because we were invited. (Sorry that I digressed). This is only a partial list ? there are many other valid reasons for holding meetings.
Perhaps the most common and best reason for a meeting though is to solve a problem. A meeting is a great place to do this ? you get a variety of people with a variety of experiences, knowledge and perspectives together to ensure that the best possible solution is identified and that all of the important considerations have been taken into account.
The problem is, that while the venue and the people might be correct, often the process is flawed. It is flawed because one question hasn't clearly been asked and answered.
The Typical Situation
Have you ever been in a meeting where 20 minutes (or an hour or more) into the discussion of the problem, people start to realize that they aren't all working on exactly the same problem, or are already assuming certain solutions? Most people I have asked this question of over the years have nodded in the affirmative. It is that this moment that a meeting must stop - and clarification must begin.
It is also in these moments where frustration builds, rework begins, and meetings get a bad reputation.
The solution to this situation is to ask and answer the one question.
The Problem Solving Question
That question is: "What is the problem?"
It seems so simple. I mean, why would anyone ever start problem solving without truly knowing what the problem is? People don't do it on purpose, of course, they do it because:
- The problem is clear in their mind (or at least they think so).
- They assume everyone knows the problem exists.
- They assume everyone agrees that it is, in fact, a problem.
Unfortunately these reasons prevail too often.
So, what is the problem?
Getting a group agreement and understanding of the problem is one of best things you can do to improve the speed and effectiveness of group problem solving. But how do you do it?
The Problem Statement
You do it with a clear concise, well written problem statement.
A problem statement succinctly defines what the problem is. It is written to produce clarity of thought and to reduce the assumptions people make regarding the problem. At least as important as these reasons, a good problem statement keeps us from assuming a solution, before we even state the problem.
In academic circles, problem statements are often long (one or more pages), detailed (complete with lots of data and statistics) narratives. This is not what we need in a meeting. What we need is a short one or two sentence description of
- what the problem is
- who it affects
- when is it a problem
- where it is a problem
Your problem statement should not answer the "why?" question - as your problem solving process should lead you to a clear understanding of "why?" Remember the goal is to define the problem so that everyone agrees to the problem and its scope.
Some Examples
While the format may vary, here are a couple of example problem statements to help you get started:
- We (our team) don't have timely data to determine when to make the switch from "X' to "Y".
- Our turnaround time at the Madison facility is currently two weeks, which puts us at a competitive disadvantage compared to our competitors.
- Our enrollments for the summer program are 20% behind last year and 30% behind projections.
The final format of this statement matters less than making sure that it answers the questions above. Sometimes people state the new desired result in the problem statement as well (e.g. "currently the process takes four days and the desired time is two days"). This can be a valuable addition if this end goal is already known. Often at this stage we don't have enough information to know just how much improvement we can achieve.
A problem well stated is a problem half solved. By taking the time needed to gain agreement on a clear definition of your problem before starting the problem solving process, you truly have reduced the total time for your problem solving efforts drastically. This effort and discipline will improve your results noticeably, and immediately.
Kevin Eikenberry is a leadership expert and the Chief Potential Officer of The Kevin Eikenberry Group (http://KevinEikenberry.com), a learning consulting company. To receive a free Special Report on leadership that includes resources, ideas, and advice go to http://www.kevineikenberry.com/leadership.asp a> or call us at (317) 387-1424 or 888.LEARNER.
As the business world enters a period of hyper-competitiveness, every... Read More
In order to survive, you have to be happier than... Read More
Over the past few weeks I've been developing plans for... Read More
If you have the entrepreneurial spirit (which clearly you have!),... Read More
1. Trust no one. Not your superiors and not your... Read More
Positive radical movement is the holy grail of nearly every... Read More
Workers compensation secrets are hidden deep within piles and piles... Read More
PREPARING EMPLOYEES FOR THE PERFORMANCE APPRAISAL INTERVIEWS: Remind employees to... Read More
"Become the Squeaky Wheel", a new book just published, explains... Read More
Most people treat meetings as a free resource that can... Read More
In a previous life I was a Navy Pilot. Great... Read More
Measure the right things. It's not enough just to measure-you... Read More
You probably know this already, but there are generally held... Read More
I have been very fortunate to travel to several countries... Read More
As a business asset, they don't sit well on the... Read More
Have you ever worked for someone who was such a... Read More
Human Resource Employee Risk ProfileIs your business at risk? Do... Read More
There is a pervasive belief that time pressure stimulates creativity.... Read More
Second thought! Just in case. YOU or someone you personally... Read More
There is a new trend taking hold in business today... Read More
From the personal and professional experiences of other colleagues and... Read More
US Work Ethic Issues and Lack of serviceWell many... Read More
Creativity can be defined as problem identification and idea generation... Read More
FEAR! To what extent does fear rule your life? How... Read More
Hiring someone new to work in your business is one... Read More
"It is a terrible thing to look over your shoulder... Read More
Creativity can be defined as problem identification and idea generation... Read More
Writing a safety manual is a tough job and most... Read More
A core activity in many successful businesses, Succession Planning is... Read More
Creativity can be defined as problem identification and idea generation... Read More
In my book "You're In Charge?What Now?" I use a... Read More
It's amazing what you can accomplish if you don't care... Read More
Every organization is looking for the holy grail of performance... Read More
It's the middle of the night. You've woken up with... Read More
I recently gave a presentation to a group of business... Read More
When we want to hire people for a corporation or... Read More
1. Trust no one. Not your superiors and not your... Read More
Firing, sacking, letting go or terminating people is unpleasant. There... Read More
These factors where determined by interviews with and books from... Read More
What happens when a Project Manager asks one of his... Read More
When you have to deal with one of your team... Read More
GROUP DECISION MAKING -- IDENTIFY THE PROBLEM: Tell specifically what... Read More
There is a growing movement in the spiritual... Read More
Hiring employees is a huge responsibility. Before hiring anyone, be... Read More
People buy from you, offer help, and grant rewards based... Read More
Business owners and managers are busier than ever. As their... Read More
Creativity can be defined as problem identification and idea generation... Read More
Understanding where you can spend time most effectively requires concentration... Read More
Before Gertrude Ederle began her historic swim off of Cape... Read More
Creativity can be defined as problem identification and idea generation... Read More
I'm sure you've experienced those typical "headache" meetings! You know... Read More
Q: Why is a great business like a great marching... Read More
One Bad Apple I know what... Read More
Creativity can be defined as problem identification and idea generation... Read More
What value is there in leadership or team-building retreats? Just... Read More
Creativity can be defined as problem identification and idea generation... Read More
Creativity can be defined as problem identification and idea generation... Read More
Change is exhilarating. Change is terrifying. Change is badly needed... Read More
Creativity can be defined as problem identification and idea generation... Read More
As a manager our role is to:1. Establish the vision,... Read More
One of the biggest problems we encounter in our consulting... Read More
In part one of this article I told you about... Read More
How can you get more attention for your conference and... Read More
1. Let people know what you expect. If people know... Read More
Today there is great weight put on a person's attitude.... Read More
A few weeks ago I asked my readers what the... Read More
Business Management |