when problem solving which step involves creating a schedule and assigning tasks

The Art of Effective Problem Solving: A Step-by-Step Guide

Author: Daniel Croft

Daniel Croft is an experienced continuous improvement manager with a Lean Six Sigma Black Belt and a Bachelor's degree in Business Management. With more than ten years of experience applying his skills across various industries, Daniel specializes in optimizing processes and improving efficiency. His approach combines practical experience with a deep understanding of business fundamentals to drive meaningful change.

Whether we realise it or not, problem solving skills are an important part of our daily lives. From resolving a minor annoyance at home to tackling complex business challenges at work, our ability to solve problems has a significant impact on our success and happiness. However, not everyone is naturally gifted at problem-solving, and even those who are can always improve their skills. In this blog post, we will go over the art of effective problem-solving step by step.

You will learn how to define a problem, gather information, assess alternatives, and implement a solution, all while honing your critical thinking and creative problem-solving skills. Whether you’re a seasoned problem solver or just getting started, this guide will arm you with the knowledge and tools you need to face any challenge with confidence. So let’s get started!

Problem Solving Methodologies

Individuals and organisations can use a variety of problem-solving methodologies to address complex challenges. 8D and A3 problem solving techniques are two popular methodologies in the Lean Six Sigma framework.

Methodology of 8D (Eight Discipline) Problem Solving:

The 8D problem solving methodology is a systematic, team-based approach to problem solving. It is a method that guides a team through eight distinct steps to solve a problem in a systematic and comprehensive manner.

The 8D process consists of the following steps:

• Form a team: Assemble a group of people who have the necessary expertise to work on the problem.
• Define the issue: Clearly identify and define the problem, including the root cause and the customer impact.
• Create a temporary containment plan: Put in place a plan to lessen the impact of the problem until a permanent solution can be found.
• Identify the root cause: To identify the underlying causes of the problem, use root cause analysis techniques such as Fishbone diagrams and Pareto charts.
• Create and test long-term corrective actions: Create and test a long-term solution to eliminate the root cause of the problem.
• Implement and validate the permanent solution: Implement and validate the permanent solution’s effectiveness.
• Prevent recurrence: Put in place measures to keep the problem from recurring.
• Recognize and reward the team: Recognize and reward the team for its efforts.

Download the 8D Problem Solving Template

A3 Problem Solving Method:

The A3 problem solving technique is a visual, team-based problem-solving approach that is frequently used in Lean Six Sigma projects. The A3 report is a one-page document that clearly and concisely outlines the problem, root cause analysis, and proposed solution.

The A3 problem-solving procedure consists of the following steps:

• Determine the issue: Define the issue clearly, including its impact on the customer.
• Perform root cause analysis: Identify the underlying causes of the problem using root cause analysis techniques.
• Create and implement a solution: Create and implement a solution that addresses the problem’s root cause.
• Monitor and improve the solution: Keep an eye on the solution’s effectiveness and make any necessary changes.

Subsequently, in the Lean Six Sigma framework, the 8D and A3 problem solving methodologies are two popular approaches to problem solving. Both methodologies provide a structured, team-based problem-solving approach that guides individuals through a comprehensive and systematic process of identifying, analysing, and resolving problems in an effective and efficient manner.

Step 1 – Define the Problem

The definition of the problem is the first step in effective problem solving. This may appear to be a simple task, but it is actually quite difficult. This is because problems are frequently complex and multi-layered, making it easy to confuse symptoms with the underlying cause. To avoid this pitfall, it is critical to thoroughly understand the problem.

To begin, ask yourself some clarifying questions:

• What exactly is the issue?
• What are the problem’s symptoms or consequences?
• Who or what is impacted by the issue?
• When and where does the issue arise?

Answering these questions will assist you in determining the scope of the problem. However, simply describing the problem is not always sufficient; you must also identify the root cause. The root cause is the underlying cause of the problem and is usually the key to resolving it permanently.

Try asking “why” questions to find the root cause:

• What causes the problem?
• Why does it continue?
• Why does it have the effects that it does?

By repeatedly asking “ why ,” you’ll eventually get to the bottom of the problem. This is an important step in the problem-solving process because it ensures that you’re dealing with the root cause rather than just the symptoms.

Once you have a firm grasp on the issue, it is time to divide it into smaller, more manageable chunks. This makes tackling the problem easier and reduces the risk of becoming overwhelmed. For example, if you’re attempting to solve a complex business problem, you might divide it into smaller components like market research, product development, and sales strategies.

To summarise step 1, defining the problem is an important first step in effective problem-solving. You will be able to identify the root cause and break it down into manageable parts if you take the time to thoroughly understand the problem. This will prepare you for the next step in the problem-solving process, which is gathering information and brainstorming ideas.

Step 2 – Gather Information and Brainstorm Ideas

Gathering information and brainstorming ideas is the next step in effective problem solving. This entails researching the problem and relevant information, collaborating with others, and coming up with a variety of potential solutions. This increases your chances of finding the best solution to the problem.

Begin by researching the problem and relevant information. This could include reading articles, conducting surveys, or consulting with experts. The goal is to collect as much information as possible in order to better understand the problem and possible solutions.

Next, work with others to gather a variety of perspectives. Brainstorming with others can be an excellent way to come up with new and creative ideas. Encourage everyone to share their thoughts and ideas when working in a group, and make an effort to actively listen to what others have to say. Be open to new and unconventional ideas and resist the urge to dismiss them too quickly.

Finally, use brainstorming to generate a wide range of potential solutions. This is the place where you can let your imagination run wild. At this stage, don’t worry about the feasibility or practicality of the solutions; instead, focus on generating as many ideas as possible. Write down everything that comes to mind, no matter how ridiculous or unusual it may appear. This can be done individually or in groups.

Once you’ve compiled a list of potential solutions, it’s time to assess them and select the best one. This is the next step in the problem-solving process, which we’ll go over in greater detail in the following section.

Step 3 – Evaluate Options and Choose the Best Solution

Once you’ve compiled a list of potential solutions, it’s time to assess them and select the best one. This is the third step in effective problem solving, and it entails weighing the advantages and disadvantages of each solution, considering their feasibility and practicability, and selecting the solution that is most likely to solve the problem effectively.

To begin, weigh the advantages and disadvantages of each solution. This will assist you in determining the potential outcomes of each solution and deciding which is the best option. For example, a quick and easy solution may not be the most effective in the long run, whereas a more complex and time-consuming solution may be more effective in solving the problem in the long run.

Consider each solution’s feasibility and practicability. Consider the following:

• Can the solution be implemented within the available resources, time, and budget?
• What are the possible barriers to implementing the solution?
• Is the solution feasible in today’s political, economic, and social environment?

You’ll be able to tell which solutions are likely to succeed and which aren’t by assessing their feasibility and practicability.

Finally, choose the solution that is most likely to effectively solve the problem. This solution should be based on the criteria you’ve established, such as the advantages and disadvantages of each solution, their feasibility and practicability, and your overall goals.

It is critical to remember that there is no one-size-fits-all solution to problems. What is effective for one person or situation may not be effective for another. This is why it is critical to consider a wide range of solutions and evaluate each one based on its ability to effectively solve the problem.

Step 4 – Implement and Monitor the Solution

When you’ve decided on the best solution, it’s time to put it into action. The fourth and final step in effective problem solving is to put the solution into action, monitor its progress, and make any necessary adjustments.

To begin, implement the solution. This may entail delegating tasks, developing a strategy, and allocating resources. Ascertain that everyone involved understands their role and responsibilities in the solution’s implementation.

Next, keep an eye on the solution’s progress. This may entail scheduling regular check-ins, tracking metrics, and soliciting feedback from others. You will be able to identify any potential roadblocks and make any necessary adjustments in a timely manner if you monitor the progress of the solution.

Finally, make any necessary modifications to the solution. This could entail changing the solution, altering the plan of action, or delegating different tasks. Be willing to make changes if they will improve the solution or help it solve the problem more effectively.

It’s important to remember that problem solving is an iterative process, and there may be times when you need to start from scratch. This is especially true if the initial solution does not effectively solve the problem. In these situations, it’s critical to be adaptable and flexible and to keep trying new solutions until you find the one that works best.

To summarise, effective problem solving is a critical skill that can assist individuals and organisations in overcoming challenges and achieving their objectives. Effective problem solving consists of four key steps: defining the problem, generating potential solutions, evaluating alternatives and selecting the best solution, and implementing the solution.

You can increase your chances of success in problem solving by following these steps and considering factors such as the pros and cons of each solution, their feasibility and practicability, and making any necessary adjustments. Furthermore, keep in mind that problem solving is an iterative process, and there may be times when you need to go back to the beginning and restart. Maintain your adaptability and try new solutions until you find the one that works best for you.

• Novick, L.R. and Bassok, M., 2005.  Problem Solving . Cambridge University Press.

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Daniel Croft

Hi im Daniel continuous improvement manager with a Black Belt in Lean Six Sigma and over 10 years of real-world experience across a range sectors, I have a passion for optimizing processes and creating a culture of efficiency. I wanted to create Learn Lean Siigma to be a platform dedicated to Lean Six Sigma and process improvement insights and provide all the guides, tools, techniques and templates I looked for in one place as someone new to the world of Lean Six Sigma and Continuous improvement.

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Introduction

The 7-Step Problem-Solving Process involves steps that guide you through the problem-solving process. The first step is to define the problem, followed by disaggregating the problem into smaller, more manageable parts. Next, you prioritize the features and create a work plan to address each. Then, you analyze each piece, synthesize the information, and communicate your findings to others.

In this article, we'll explore each step of the 7-Step Problem-Solving Process in detail so you can start mastering this valuable skill. At the end of the blog post, you can download the process's free PowerPoint and PDF templates .

Step 1: Define the Problem

One way to define the problem is to ask the right questions. Questions like "What is the problem?" and "What are the causes of the problem?" can help. Gathering data and information about the issue to assist in the definition process is also essential.

Step 2: Disaggregate

After defining the problem, the next step in the 7-step problem-solving process is to disaggregate the problem into smaller, more manageable parts. Disaggregation helps break down the problem into smaller pieces that can be analyzed individually. This step is crucial in understanding the root cause of the problem and identifying the most effective solutions.

Disaggregation helps in breaking down complex problems into smaller, more manageable parts. It helps understand the relationships between different factors contributing to the problem and identify the most critical factors that must be addressed. By disaggregating the problem, decision-makers can focus on the most vital areas, leading to more effective solutions.

Step 3: Prioritize

Once the issues have been prioritized, developing a plan of action to address them is essential. This involves identifying the resources required, setting timelines, and assigning responsibilities.

Step 4: Workplan

The work plan should include a list of tasks, deadlines, and responsibilities for each team member involved in the problem-solving process. Assigning tasks based on each team member's strengths and expertise ensures the work is completed efficiently and effectively.

Developing a work plan is a critical step in the problem-solving process. It provides a clear roadmap for solving the problem and ensures everyone involved is aligned and working towards the same goal.

Step 5: Analysis

Pareto analysis is another method that can be used during the analysis phase. This method involves identifying the 20% of causes responsible for 80% of the problems. By focusing on these critical causes, organizations can make significant improvements.

Step 6: Synthesize

Once the analysis phase is complete, it is time to synthesize the information gathered to arrive at a solution. During this step, the focus is on identifying the most viable solution that addresses the problem. This involves examining and combining the analysis results for a clear and concise conclusion.

During the synthesis phase, it is vital to remain open-minded and consider all potential solutions. Involving all stakeholders in the decision-making process is essential to ensure everyone's perspectives are considered.

Step 7: Communicate

In addition to the report, a presentation explaining the findings is essential. The presentation should be tailored to the audience and highlight the report's key points. Visual aids such as tables, graphs, and charts can make the presentation more engaging.

The 7-step problem-solving process is a powerful tool for helping individuals and organizations make better decisions. By following these steps, individuals can identify the root cause of a problem, prioritize potential solutions, and develop a clear plan of action. This process can be applied to various scenarios, from personal challenges to complex business problems.

By mastering the 7-step problem-solving process, individuals can become more effective decision-makers and problem-solvers. This process can help individuals and organizations save time and resources while improving outcomes. With practice, individuals can develop the skills to apply this process to a wide range of scenarios and make better decisions in all areas of life.

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What Is Problem Solving in Project Management? Here’s Everything You Need to Know

• Written by Contributing Writer
• Updated on August 26, 2024

In project management , problem-solving is a crucial and necessary skill. Whether you have failed to consider every possible factor impacting a project, a problem arises through no fault of your own, or conditions change that create issues, problems must be addressed promptly to keep projects on track.

In this article, we will define problem-solving and how it impacts projects, provide real-world examples of problem-solving, and give you a structured, step-by-step process to solve problems. We’ll also show you how earning a project management certification can help you gain practical experience in problem-solving methods.

What Is Problem-Solving?

Problem-solving is a process to identify roadblocks or defects that arise during a project. A structured system to define problems, identify root causes, brainstorm and test solutions, and monitor results can affect change to improve performance and overcome challenges.

Effective problem-solving enables teams to deal with uncertainties or gaps in planning to minimize the impact on outcomes.

The Importance of Problem-Solving in Project Management

During a project and operation, problems can arise at any time. You may find that your planning before launching a product, for example, did not consider all the factors that impact results. You may find that you were too optimistic about project timelines, performance, or workforce. Or, as many of us discovered over the past few years, supply chain disruption may make even the best project plans obsolete.

Regardless, your job is identifying, solving, and overcoming these problems. Project managers must be skilled in leading team members through a structured approach to resolving problems.

Proactive problem-solving requires careful consideration of all the variables in a project, including preparation to:

• Achieve project objectives
• Address obstacles before they arise
• Manage project risks and contingency plans
• Manage communication and collaboration
• Provide a framework for time and cost management
• Provide a pathway for continuous improvement

Also Read: 10 Tips on How to Increase Productivity in the Workplace

Problem-Solving Steps in Project Management

While the process you choose to solve problems may vary, here is a seven-step framework many project managers use. This problem-solving method combines primary and secondary problem-solving steps.

#1. Define the Problem

• Gather data and information from key stakeholders, team members, and project documentation. Include any relevant reporting or data analysis
• Itemized key details, such as a description of the problem, timelines, outcomes, and impact
• Frame the issue as a problem statement

A good example of a problem statement might be: An unexpected demand spike has exceeded our current production capacity. How can we still meet customer deadlines for delivery?

#2. Analyze Root Causes

• Break down issues into smaller components to diagnose bottlenecks or problems
• Identify the organizational, mechanical, environmental, or operational factors that contribute
• Distinguish between one-time issues vs. systematic, ongoing areas that need improvement

When analyzing root causes, it’s common to find multiple factors contributing to a problem. As such, it is essential to prioritize issues that have the most significant impact on outcomes.

#3. Brainstorm Potential Solutions

• Holding specific sessions focused on brainstorming ideas to resolve root causes
• Build on ideas or suggest combinations or iterations
• Categorize solutions by types, such as process or input changes, adding additional resources, outsourcing, etc.)

In brainstorming, you should refrain from immediately analyzing suggestions to keep ideas coming.

#4. Evaluate Potential Solutions

• Reframe the problem and concern for team members, providing a framework for evaluation such as cost, timing, and feasibility
• With ideas in hand, it is time to evaluate potential solutions. Project managers often employ strategies such as weighted scoring models to rank ideas.
• Consider the pros and cons in relation to project objectives

As you narrow the list, getting additional insight from subject matter experts to evaluate real-world viability is helpful. For example, if you are proposing a process change in operating a machine, get feedback from skilled operators before implementing changes.

#5. Decide on a Plan of Action

• Make a decision on which course of action you want to pursue and make sure the solution aligns with your organizational goals
• Create an action plan to implement the changes, including key milestones
• Assign project ownership, deadlines, resources, and budgets

Defining what outcomes you need to achieve to declare success is also essential. Are you looking for incremental change or significant improvements, and what timeline are you establishing for measurement?

#6. Implement the Action Plan

• Communicate the plan with key stakeholders
• Provide any training associated with the changes
• Allocate resources necessary for implementation

As part of the action plan, you will also want to detail the measures and monitoring you will put in place to assess process outcomes.

#7. Monitor and Track Results

• Track solution performance against the action plan and key milestones
• Solicit feedback from the project team on problem-solving effectiveness
• Ensure the solution resolves the root cause, creating the desired results without negatively impacting other areas of the operation

You should refine results or start the process over again to increase performance. For example, you may address the root cause but find a need for secondary problem-solving in project management, focusing on other factors.

These problem-solving steps are used repeatedly in lean management and Six Sigma strategies for continuous improvement.

Also Read: 5 Project Management Steps You Need to Know

How Can Project Management Tools Help You Solve Problems?

Project management software can guide teams through problem-solving, acting as a central repository to provide visibility into the stages of a project.

The best project management software will include the following:

• Issue tracking to capture problems as they arise
• Chat and real-time collaboration for discussion and brainstorming
• Templates for analysis, such as fishbone diagrams
• Action plans, assigning tasks, ownership, and accountability
• Dashboards for updates to monitor solutions
• Reporting on open issues, mitigation, and resolution

Examples of Problem-Solving

Here are some examples of the problem-solving process demonstrating how team members can work through the process to achieve results.

Sign-ups for a New Software Solution Were Well Below First-Month Targets

After analyzing the data, a project team identifies the root cause as inefficient onboarding and account configurations. They then brainstorm solutions. Ideas include re-architecting the software, simplifying onboarding steps, improving the initial training and onboarding process, or applying additional resources to guide customers through the configuration process.

After weighing alternatives, the company invests in streamlining onboarding and developing software to automate configuration.

A Project Was at Risk of Missing a Hard Deadline Due to Supplier Delays

In this case, you already know the root cause: Your supplier cannot deliver the necessary components to complete the project on time. Brainstorming solutions include finding alternative sources for components, considering project redesigns to use different (available) components, negotiating price reductions with customers due to late delivery, or adjusting the scope to complete projects without this component.

After evaluating potential solutions, the project manager might negotiate rush delivery with the original vendor. While this might be more expensive, it enables the business to meet customer deadlines. At the same time, project schedules might be adjusted to account for later-than-expected part delivery.

A Construction Project Is Falling Behind Due to Inclement Weather

Despite months of planning, a major construction project has fallen behind schedule due to bad weather, preventing concrete and masonry work. The problem-solving team brainstorms the problem and evaluates solutions, such as constructing temporary protection from the elements, heating concrete to accelerate curing, and bringing on additional crews once the weather clears.

The project team might decide to focus on tasks not impacted by weather earlier in the process than expected to postpone exterior work until the weather clears.

Also Read: Understanding KPIs in Project Management

Improve Your Problem-Solving and Project Management Skills

This project management course delivered by Simpliearn, in collaboration wiht the University of Massachusetts, can boost your career journey as a project manager. This 24-week online bootcamp aligns with Project Management Institute (PMI) practices, the Project Management Professional (PMP®) certification, and IASSC-Lean Six Sigma.

This program teaches skills such as:

• Agile management
• Customer experience design
• Design thinking
• Digital transformation
• Lean Six Sigma Green Belt

You might also like to read:

5 Essential Project Management Steps You Need to Know

Project Management Frameworks and Methodologies Explained

13 Key Project Management Principles and How to Use Them

Project Management Phases: A Full Breakdown

How To Develop a Great Project Management Plan in 2023

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Introduction to Problem Solving in Project Management

Definition and importance of problem solving.

Problem solving is the process of identifying and resolving issues or obstacles that arise during a project. It is a critical skill for project managers as it allows them to overcome challenges and ensure the successful completion of a project. Effective problem solving enables project managers to make informed decisions, mitigate risks, and maintain project timelines and budgets.

Role of Problem Solving in Project Management

Problem solving plays a central role in project management. It helps project managers identify and address issues that may hinder project progress. By actively solving problems, project managers can minimize the impact of obstacles on project outcomes and ensure that the project stays on track.

Benefits of Effective Problem Solving

Effective problem solving in project management offers several benefits. It improves project efficiency by eliminating roadblocks and streamlining processes. It enhances team collaboration and communication as team members work together to find solutions. It also boosts stakeholder satisfaction by addressing their concerns and delivering successful project outcomes.

Understanding the Problem

Identifying and defining the problem.

In order to solve a problem, project managers must first identify and define it clearly. This involves gathering relevant information and data related to the problem. By understanding the problem statement, project managers can analyze its root causes and develop appropriate solutions.

1. Gathering Information and Data

Project managers should gather all available information and data related to the problem. This may include project documentation, stakeholder feedback, and historical data. By collecting comprehensive information, project managers can gain a holistic view of the problem and make informed decisions.

2. Analyzing the Problem Statement

Once the problem is identified, project managers need to analyze its statement. This involves breaking down the problem into its components and understanding its impact on the project. By analyzing the problem statement, project managers can prioritize their efforts and focus on the most critical aspects.

Determining the Root Cause of the Problem

Identifying the root cause of a problem is essential for effective problem solving. It allows project managers to address the underlying issues rather than just treating the symptoms. Various techniques can be used for root cause analysis, such as the fishbone diagram and the 5 Whys technique.

1. Techniques for Root Cause Analysis

The fishbone diagram, also known as the Ishikawa diagram, is a visual tool that helps identify the root causes of a problem. It categorizes potential causes into different branches, such as people, process, equipment, and environment. By analyzing these branches, project managers can pinpoint the root cause.

2. Importance of Identifying the Root Cause

Identifying the root cause is crucial because it allows project managers to implement targeted solutions. By addressing the underlying issue, project managers can prevent the problem from recurring in the future and ensure long-term project success.

Developing Problem Solving Strategies

Brainstorming techniques.

Brainstorming is a creative problem-solving technique that encourages the generation of ideas and solutions. There are various brainstorming techniques, including traditional brainstorming and mind mapping.

1. Traditional Brainstorming

Traditional brainstorming involves a group of individuals coming together to generate ideas. Participants freely share their thoughts and suggestions without any judgment or criticism. This technique encourages the exploration of diverse perspectives and fosters creativity.

2. Mind Mapping

Mind mapping is a visual brainstorming technique that helps organize ideas and connections. It involves creating a central idea or problem statement and branching out with related ideas. Mind mapping allows project managers to visualize the problem and its potential solutions.

Analytical Problem Solving Methods

Analytical problem-solving methods involve structured approaches to problem solving. Two commonly used methods are the fishbone diagram and the 5 Whys technique.

1. Fishbone Diagram

The fishbone diagram, as mentioned earlier, helps identify the root causes of a problem. By analyzing different branches, project managers can uncover the underlying factors contributing to the problem and develop appropriate solutions.

2. 5 Whys Technique

The 5 Whys technique involves asking “why” multiple times to uncover the root cause of a problem. By repeatedly asking why a problem occurred, project managers can dig deeper into the underlying causes and address them directly.

Decision-Making Approaches

Effective problem solving requires sound decision-making. Two decision-making approaches commonly used in project management are cost-benefit analysis and multi-criteria decision analysis.

1. Cost-Benefit Analysis

Cost-benefit analysis involves evaluating the costs and benefits associated with different solutions. Project managers weigh the potential advantages and disadvantages of each option to make an informed decision. This approach helps prioritize solutions based on their potential impact.

2. Multi-Criteria Decision Analysis

Multi-criteria decision analysis considers multiple factors or criteria when making a decision. Project managers assign weights to each criterion based on its importance and evaluate potential solutions accordingly. This approach ensures a comprehensive evaluation of available options.

Implementing the Solution

Creating an action plan.

Once a solution is determined, project managers need to create an action plan to implement it successfully. This involves setting clear objectives and goals and assigning tasks and responsibilities to team members.

1. Setting Clear Objectives and Goals

Clear objectives and goals provide a roadmap for implementing the solution. Project managers should define specific, measurable, achievable, relevant, and time-bound (SMART) objectives to ensure clarity and focus.

2. Assigning Tasks and Responsibilities

Assigning tasks and responsibilities ensures that each team member knows their role in implementing the solution. Project managers should clearly communicate expectations and deadlines to facilitate smooth execution.

Executing the Action Plan

During the implementation phase, project managers need to monitor progress and make necessary adjustments. Effective communication and collaboration among team members are crucial for successful execution.

1. Monitoring Progress and Making Adjustments

Project managers should regularly monitor the progress of the action plan and identify any deviations or roadblocks. By making timely adjustments, project managers can ensure that the solution stays on track and achieves the desired results.

2. Communication and Collaboration During Implementation

Open and transparent communication is essential during the implementation phase. Project managers should encourage team members to share updates, challenges, and suggestions. Collaboration fosters a supportive environment and enhances problem-solving capabilities.

Evaluating the Solution

Assessing the effectiveness of the solution.

After implementing the solution, project managers need to assess its effectiveness. This involves measuring outcomes and results and collecting feedback from stakeholders.

1. Measuring Outcomes and Results

Project managers should measure the outcomes and results achieved through the implemented solution. This may include evaluating key performance indicators (KPIs) and comparing them to the initial problem statement. Measuring outcomes provides insights into the solution’s effectiveness.

2. Collecting Feedback from Stakeholders

Feedback from stakeholders is invaluable for evaluating the solution. Project managers should actively seek feedback from team members, clients, and other relevant stakeholders. Their perspectives can highlight areas of improvement and inform future problem-solving strategies.

Identifying Lessons Learned

Documenting successes and failures is crucial for continuous improvement. Project managers should identify and document lessons learned from the problem-solving process.

1. Documenting Successes and Failures

Project managers should record both successful and unsuccessful problem-solving experiences. Documenting successes helps replicate effective strategies in future projects, while documenting failures allows project managers to learn from mistakes and avoid similar pitfalls.

2. Incorporating Lessons into Future Projects

Lessons learned should be incorporated into future projects to enhance problem-solving capabilities. Project managers can create knowledge repositories or conduct training sessions to share best practices and ensure continuous improvement.

Continuous Improvement

Encouraging a culture of continuous improvement.

To foster continuous improvement, project managers should encourage a culture that values learning and innovation. Team members should feel empowered to suggest improvements and experiment with new problem-solving techniques.

Implementing Feedback Loops and Learning Mechanisms

Feedback loops and learning mechanisms facilitate continuous improvement. Project managers should establish regular feedback sessions, retrospectives, or post-project reviews to gather insights and identify areas for growth.

Leveraging Problem-Solving Skills for Future Projects

Problem-solving skills developed during a project can be leveraged for future projects. Project managers should encourage team members to apply their problem-solving expertise and share their insights with colleagues.

Recap of Key Points Discussed

In this article, we explored the importance of problem solving in project management. We discussed the definition and benefits of effective problem solving, as well as the role it plays in project success. We also delved into understanding the problem, developing problem-solving strategies, implementing the solution, evaluating its effectiveness, and embracing continuous improvement.

Importance of Ongoing Problem-Solving Skills in Project Management

Ongoing problem-solving skills are essential for project managers to navigate challenges and ensure project success. By continuously improving their problem-solving capabilities, project managers can adapt to changing circumstances, mitigate risks, and deliver exceptional results.

Final Thoughts and Recommendations

To excel in problem solving, project managers should stay updated with industry best practices and leverage available tools and techniques. They should foster a collaborative and innovative environment that encourages creativity and critical thinking. By prioritizing problem solving, project managers can overcome obstacles and drive project success.

Related Terms

What is Problem Solving? (Steps, Techniques, Examples)

By Status.net Editorial Team on May 7, 2023 — 5 minutes to read

What Is Problem Solving?

Definition and importance.

Problem solving is the process of finding solutions to obstacles or challenges you encounter in your life or work. It is a crucial skill that allows you to tackle complex situations, adapt to changes, and overcome difficulties with ease. Mastering this ability will contribute to both your personal and professional growth, leading to more successful outcomes and better decision-making.

Problem-Solving Steps

The problem-solving process typically includes the following steps:

• Identify the issue : Recognize the problem that needs to be solved.
• Analyze the situation : Examine the issue in depth, gather all relevant information, and consider any limitations or constraints that may be present.
• Generate potential solutions : Brainstorm a list of possible solutions to the issue, without immediately judging or evaluating them.
• Evaluate options : Weigh the pros and cons of each potential solution, considering factors such as feasibility, effectiveness, and potential risks.
• Select the best solution : Choose the option that best addresses the problem and aligns with your objectives.
• Implement the solution : Put the selected solution into action and monitor the results to ensure it resolves the issue.
• Review and learn : Reflect on the problem-solving process, identify any improvements or adjustments that can be made, and apply these learnings to future situations.

Defining the Problem

To start tackling a problem, first, identify and understand it. Analyzing the issue thoroughly helps to clarify its scope and nature. Ask questions to gather information and consider the problem from various angles. Some strategies to define the problem include:

• Brainstorming with others
• Asking the 5 Ws and 1 H (Who, What, When, Where, Why, and How)
• Analyzing cause and effect
• Creating a problem statement

Generating Solutions

Once the problem is clearly understood, brainstorm possible solutions. Think creatively and keep an open mind, as well as considering lessons from past experiences. Consider:

• Creating a list of potential ideas to solve the problem
• Grouping and categorizing similar solutions
• Prioritizing potential solutions based on feasibility, cost, and resources required
• Involving others to share diverse opinions and inputs

Evaluating and Selecting Solutions

Evaluate each potential solution, weighing its pros and cons. To facilitate decision-making, use techniques such as:

• SWOT analysis (Strengths, Weaknesses, Opportunities, Threats)
• Decision-making matrices
• Pros and cons lists
• Risk assessments

After evaluating, choose the most suitable solution based on effectiveness, cost, and time constraints.

Implementing and Monitoring the Solution

Implement the chosen solution and monitor its progress. Key actions include:

• Communicating the solution to relevant parties
• Setting timelines and milestones
• Assigning tasks and responsibilities
• Monitoring the solution and making adjustments as necessary
• Evaluating the effectiveness of the solution after implementation

Utilize feedback from stakeholders and consider potential improvements. Remember that problem-solving is an ongoing process that can always be refined and enhanced.

Problem-Solving Techniques

During each step, you may find it helpful to utilize various problem-solving techniques, such as:

• Brainstorming : A free-flowing, open-minded session where ideas are generated and listed without judgment, to encourage creativity and innovative thinking.
• Root cause analysis : A method that explores the underlying causes of a problem to find the most effective solution rather than addressing superficial symptoms.
• SWOT analysis : A tool used to evaluate the strengths, weaknesses, opportunities, and threats related to a problem or decision, providing a comprehensive view of the situation.
• Mind mapping : A visual technique that uses diagrams to organize and connect ideas, helping to identify patterns, relationships, and possible solutions.

Brainstorming

When facing a problem, start by conducting a brainstorming session. Gather your team and encourage an open discussion where everyone contributes ideas, no matter how outlandish they may seem. This helps you:

• Generate a diverse range of solutions
• Encourage all team members to participate
• Foster creative thinking

When brainstorming, remember to:

• Reserve judgment until the session is over
• Encourage wild ideas
• Combine and improve upon ideas

Root Cause Analysis

For effective problem-solving, identifying the root cause of the issue at hand is crucial. Try these methods:

• 5 Whys : Ask “why” five times to get to the underlying cause.
• Fishbone Diagram : Create a diagram representing the problem and break it down into categories of potential causes.
• Pareto Analysis : Determine the few most significant causes underlying the majority of problems.

SWOT Analysis

SWOT analysis helps you examine the Strengths, Weaknesses, Opportunities, and Threats related to your problem. To perform a SWOT analysis:

• List your problem’s strengths, such as relevant resources or strong partnerships.
• Identify its weaknesses, such as knowledge gaps or limited resources.
• Explore opportunities, like trends or new technologies, that could help solve the problem.
• Recognize potential threats, like competition or regulatory barriers.

SWOT analysis aids in understanding the internal and external factors affecting the problem, which can help guide your solution.

Mind Mapping

A mind map is a visual representation of your problem and potential solutions. It enables you to organize information in a structured and intuitive manner. To create a mind map:

• Write the problem in the center of a blank page.
• Draw branches from the central problem to related sub-problems or contributing factors.
• Add more branches to represent potential solutions or further ideas.

Mind mapping allows you to visually see connections between ideas and promotes creativity in problem-solving.

Examples of Problem Solving in Various Contexts

In the business world, you might encounter problems related to finances, operations, or communication. Applying problem-solving skills in these situations could look like:

• Identifying areas of improvement in your company’s financial performance and implementing cost-saving measures
• Resolving internal conflicts among team members by listening and understanding different perspectives, then proposing and negotiating solutions
• Streamlining a process for better productivity by removing redundancies, automating tasks, or re-allocating resources

In educational contexts, problem-solving can be seen in various aspects, such as:

• Addressing a gap in students’ understanding by employing diverse teaching methods to cater to different learning styles
• Developing a strategy for successful time management to balance academic responsibilities and extracurricular activities
• Seeking resources and support to provide equal opportunities for learners with special needs or disabilities

Everyday life is full of challenges that require problem-solving skills. Some examples include:

• Overcoming a personal obstacle, such as improving your fitness level, by establishing achievable goals, measuring progress, and adjusting your approach accordingly
• Navigating a new environment or city by researching your surroundings, asking for directions, or using technology like GPS to guide you
• Dealing with a sudden change, like a change in your work schedule, by assessing the situation, identifying potential impacts, and adapting your plans to accommodate the change.
• 8 Examples: Top Problem Solving Skills
• Problem Solving Skills: 25 Performance Review Phrases Examples
• How to Resolve Employee Conflict at Work [Steps, Tips, Examples]
• 30 Examples: Self Evaluation Comments for Problem Solving
• Effective Decision Making Process: 7 Steps with Examples
• 174 Performance Feedback Examples (Reliability, Integrity, Problem Solving)

How to master the seven-step problem-solving process

In this episode of the McKinsey Podcast , Simon London speaks with Charles Conn, CEO of venture-capital firm Oxford Sciences Innovation, and McKinsey senior partner Hugo Sarrazin about the complexities of different problem-solving strategies.

Podcast transcript

Simon London: Hello, and welcome to this episode of the McKinsey Podcast , with me, Simon London. What’s the number-one skill you need to succeed professionally? Salesmanship, perhaps? Or a facility with statistics? Or maybe the ability to communicate crisply and clearly? Many would argue that at the very top of the list comes problem solving: that is, the ability to think through and come up with an optimal course of action to address any complex challenge—in business, in public policy, or indeed in life.

Looked at this way, it’s no surprise that McKinsey takes problem solving very seriously, testing for it during the recruiting process and then honing it, in McKinsey consultants, through immersion in a structured seven-step method. To discuss the art of problem solving, I sat down in California with McKinsey senior partner Hugo Sarrazin and also with Charles Conn. Charles is a former McKinsey partner, entrepreneur, executive, and coauthor of the book Bulletproof Problem Solving: The One Skill That Changes Everything [John Wiley & Sons, 2018].

Charles and Hugo, welcome to the podcast. Thank you for being here.

Hugo Sarrazin: Our pleasure.

Charles Conn: It’s terrific to be here.

Simon London: Problem solving is a really interesting piece of terminology. It could mean so many different things. I have a son who’s a teenage climber. They talk about solving problems. Climbing is problem solving. Charles, when you talk about problem solving, what are you talking about?

Charles Conn: For me, problem solving is the answer to the question “What should I do?” It’s interesting when there’s uncertainty and complexity, and when it’s meaningful because there are consequences. Your son’s climbing is a perfect example. There are consequences, and it’s complicated, and there’s uncertainty—can he make that grab? I think we can apply that same frame almost at any level. You can think about questions like “What town would I like to live in?” or “Should I put solar panels on my roof?”

You might think that’s a funny thing to apply problem solving to, but in my mind it’s not fundamentally different from business problem solving, which answers the question “What should my strategy be?” Or problem solving at the policy level: “How do we combat climate change?” “Should I support the local school bond?” I think these are all part and parcel of the same type of question, “What should I do?”

I’m a big fan of structured problem solving. By following steps, we can more clearly understand what problem it is we’re solving, what are the components of the problem that we’re solving, which components are the most important ones for us to pay attention to, which analytic techniques we should apply to those, and how we can synthesize what we’ve learned back into a compelling story. That’s all it is, at its heart.

I think sometimes when people think about seven steps, they assume that there’s a rigidity to this. That’s not it at all. It’s actually to give you the scope for creativity, which often doesn’t exist when your problem solving is muddled.

Simon London: You were just talking about the seven-step process. That’s what’s written down in the book, but it’s a very McKinsey process as well. Without getting too deep into the weeds, let’s go through the steps, one by one. You were just talking about problem definition as being a particularly important thing to get right first. That’s the first step. Hugo, tell us about that.

Hugo Sarrazin: It is surprising how often people jump past this step and make a bunch of assumptions. The most powerful thing is to step back and ask the basic questions—“What are we trying to solve? What are the constraints that exist? What are the dependencies?” Let’s make those explicit and really push the thinking and defining. At McKinsey, we spend an enormous amount of time in writing that little statement, and the statement, if you’re a logic purist, is great. You debate. “Is it an ‘or’? Is it an ‘and’? What’s the action verb?” Because all these specific words help you get to the heart of what matters.

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Simon London: So this is a concise problem statement.

Hugo Sarrazin: Yeah. It’s not like “Can we grow in Japan?” That’s interesting, but it is “What, specifically, are we trying to uncover in the growth of a product in Japan? Or a segment in Japan? Or a channel in Japan?” When you spend an enormous amount of time, in the first meeting of the different stakeholders, debating this and having different people put forward what they think the problem definition is, you realize that people have completely different views of why they’re here. That, to me, is the most important step.

Charles Conn: I would agree with that. For me, the problem context is critical. When we understand “What are the forces acting upon your decision maker? How quickly is the answer needed? With what precision is the answer needed? Are there areas that are off limits or areas where we would particularly like to find our solution? Is the decision maker open to exploring other areas?” then you not only become more efficient, and move toward what we call the critical path in problem solving, but you also make it so much more likely that you’re not going to waste your time or your decision maker’s time.

How often do especially bright young people run off with half of the idea about what the problem is and start collecting data and start building models—only to discover that they’ve really gone off half-cocked.

Hugo Sarrazin: Yeah.

Charles Conn: And in the wrong direction.

Simon London: OK. So step one—and there is a real art and a structure to it—is define the problem. Step two, Charles?

Charles Conn: My favorite step is step two, which is to use logic trees to disaggregate the problem. Every problem we’re solving has some complexity and some uncertainty in it. The only way that we can really get our team working on the problem is to take the problem apart into logical pieces.

What we find, of course, is that the way to disaggregate the problem often gives you an insight into the answer to the problem quite quickly. I love to do two or three different cuts at it, each one giving a bit of a different insight into what might be going wrong. By doing sensible disaggregations, using logic trees, we can figure out which parts of the problem we should be looking at, and we can assign those different parts to team members.

Simon London: What’s a good example of a logic tree on a sort of ratable problem?

Charles Conn: Maybe the easiest one is the classic profit tree. Almost in every business that I would take a look at, I would start with a profit or return-on-assets tree. In its simplest form, you have the components of revenue, which are price and quantity, and the components of cost, which are cost and quantity. Each of those can be broken out. Cost can be broken into variable cost and fixed cost. The components of price can be broken into what your pricing scheme is. That simple tree often provides insight into what’s going on in a business or what the difference is between that business and the competitors.

If we add the leg, which is “What’s the asset base or investment element?”—so profit divided by assets—then we can ask the question “Is the business using its investments sensibly?” whether that’s in stores or in manufacturing or in transportation assets. I hope we can see just how simple this is, even though we’re describing it in words.

When I went to work with Gordon Moore at the Moore Foundation, the problem that he asked us to look at was “How can we save Pacific salmon?” Now, that sounds like an impossible question, but it was amenable to precisely the same type of disaggregation and allowed us to organize what became a 15-year effort to improve the likelihood of good outcomes for Pacific salmon.

Simon London: Now, is there a danger that your logic tree can be impossibly large? This, I think, brings us onto the third step in the process, which is that you have to prioritize.

Charles Conn: Absolutely. The third step, which we also emphasize, along with good problem definition, is rigorous prioritization—we ask the questions “How important is this lever or this branch of the tree in the overall outcome that we seek to achieve? How much can I move that lever?” Obviously, we try and focus our efforts on ones that have a big impact on the problem and the ones that we have the ability to change. With salmon, ocean conditions turned out to be a big lever, but not one that we could adjust. We focused our attention on fish habitats and fish-harvesting practices, which were big levers that we could affect.

People spend a lot of time arguing about branches that are either not important or that none of us can change. We see it in the public square. When we deal with questions at the policy level—“Should you support the death penalty?” “How do we affect climate change?” “How can we uncover the causes and address homelessness?”—it’s even more important that we’re focusing on levers that are big and movable.

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Simon London: Let’s move swiftly on to step four. You’ve defined your problem, you disaggregate it, you prioritize where you want to analyze—what you want to really look at hard. Then you got to the work plan. Now, what does that mean in practice?

Hugo Sarrazin: Depending on what you’ve prioritized, there are many things you could do. It could be breaking the work among the team members so that people have a clear piece of the work to do. It could be defining the specific analyses that need to get done and executed, and being clear on time lines. There’s always a level-one answer, there’s a level-two answer, there’s a level-three answer. Without being too flippant, I can solve any problem during a good dinner with wine. It won’t have a whole lot of backing.

Simon London: Not going to have a lot of depth to it.

Hugo Sarrazin: No, but it may be useful as a starting point. If the stakes are not that high, that could be OK. If it’s really high stakes, you may need level three and have the whole model validated in three different ways. You need to find a work plan that reflects the level of precision, the time frame you have, and the stakeholders you need to bring along in the exercise.

Charles Conn: I love the way you’ve described that, because, again, some people think of problem solving as a linear thing, but of course what’s critical is that it’s iterative. As you say, you can solve the problem in one day or even one hour.

Charles Conn: We encourage our teams everywhere to do that. We call it the one-day answer or the one-hour answer. In work planning, we’re always iterating. Every time you see a 50-page work plan that stretches out to three months, you know it’s wrong. It will be outmoded very quickly by that learning process that you described. Iterative problem solving is a critical part of this. Sometimes, people think work planning sounds dull, but it isn’t. It’s how we know what’s expected of us and when we need to deliver it and how we’re progressing toward the answer. It’s also the place where we can deal with biases. Bias is a feature of every human decision-making process. If we design our team interactions intelligently, we can avoid the worst sort of biases.

Simon London: Here we’re talking about cognitive biases primarily, right? It’s not that I’m biased against you because of your accent or something. These are the cognitive biases that behavioral sciences have shown we all carry around, things like anchoring, overoptimism—these kinds of things.

Both: Yeah.

Charles Conn: Availability bias is the one that I’m always alert to. You think you’ve seen the problem before, and therefore what’s available is your previous conception of it—and we have to be most careful about that. In any human setting, we also have to be careful about biases that are based on hierarchies, sometimes called sunflower bias. I’m sure, Hugo, with your teams, you make sure that the youngest team members speak first. Not the oldest team members, because it’s easy for people to look at who’s senior and alter their own creative approaches.

Hugo Sarrazin: It’s helpful, at that moment—if someone is asserting a point of view—to ask the question “This was true in what context?” You’re trying to apply something that worked in one context to a different one. That can be deadly if the context has changed, and that’s why organizations struggle to change. You promote all these people because they did something that worked well in the past, and then there’s a disruption in the industry, and they keep doing what got them promoted even though the context has changed.

Simon London: Right. Right.

Hugo Sarrazin: So it’s the same thing in problem solving.

Charles Conn: And it’s why diversity in our teams is so important. It’s one of the best things about the world that we’re in now. We’re likely to have people from different socioeconomic, ethnic, and national backgrounds, each of whom sees problems from a slightly different perspective. It is therefore much more likely that the team will uncover a truly creative and clever approach to problem solving.

Simon London: Let’s move on to step five. You’ve done your work plan. Now you’ve actually got to do the analysis. The thing that strikes me here is that the range of tools that we have at our disposal now, of course, is just huge, particularly with advances in computation, advanced analytics. There’s so many things that you can apply here. Just talk about the analysis stage. How do you pick the right tools?

Charles Conn: For me, the most important thing is that we start with simple heuristics and explanatory statistics before we go off and use the big-gun tools. We need to understand the shape and scope of our problem before we start applying these massive and complex analytical approaches.

Simon London: Would you agree with that?

Hugo Sarrazin: I agree. I think there are so many wonderful heuristics. You need to start there before you go deep into the modeling exercise. There’s an interesting dynamic that’s happening, though. In some cases, for some types of problems, it is even better to set yourself up to maximize your learning. Your problem-solving methodology is test and learn, test and learn, test and learn, and iterate. That is a heuristic in itself, the A/B testing that is used in many parts of the world. So that’s a problem-solving methodology. It’s nothing different. It just uses technology and feedback loops in a fast way. The other one is exploratory data analysis. When you’re dealing with a large-scale problem, and there’s so much data, I can get to the heuristics that Charles was talking about through very clever visualization of data.

You test with your data. You need to set up an environment to do so, but don’t get caught up in neural-network modeling immediately. You’re testing, you’re checking—“Is the data right? Is it sound? Does it make sense?”—before you launch too far.

Simon London: You do hear these ideas—that if you have a big enough data set and enough algorithms, they’re going to find things that you just wouldn’t have spotted, find solutions that maybe you wouldn’t have thought of. Does machine learning sort of revolutionize the problem-solving process? Or are these actually just other tools in the toolbox for structured problem solving?

Charles Conn: It can be revolutionary. There are some areas in which the pattern recognition of large data sets and good algorithms can help us see things that we otherwise couldn’t see. But I do think it’s terribly important we don’t think that this particular technique is a substitute for superb problem solving, starting with good problem definition. Many people use machine learning without understanding algorithms that themselves can have biases built into them. Just as 20 years ago, when we were doing statistical analysis, we knew that we needed good model definition, we still need a good understanding of our algorithms and really good problem definition before we launch off into big data sets and unknown algorithms.

Simon London: Step six. You’ve done your analysis.

Charles Conn: I take six and seven together, and this is the place where young problem solvers often make a mistake. They’ve got their analysis, and they assume that’s the answer, and of course it isn’t the answer. The ability to synthesize the pieces that came out of the analysis and begin to weave those into a story that helps people answer the question “What should I do?” This is back to where we started. If we can’t synthesize, and we can’t tell a story, then our decision maker can’t find the answer to “What should I do?”

Simon London: But, again, these final steps are about motivating people to action, right?

Charles Conn: Yeah.

Simon London: I am slightly torn about the nomenclature of problem solving because it’s on paper, right? Until you motivate people to action, you actually haven’t solved anything.

Charles Conn: I love this question because I think decision-making theory, without a bias to action, is a waste of time. Everything in how I approach this is to help people take action that makes the world better.

Simon London: Hence, these are absolutely critical steps. If you don’t do this well, you’ve just got a bunch of analysis.

Charles Conn: We end up in exactly the same place where we started, which is people speaking across each other, past each other in the public square, rather than actually working together, shoulder to shoulder, to crack these important problems.

Simon London: In the real world, we have a lot of uncertainty—arguably, increasing uncertainty. How do good problem solvers deal with that?

Hugo Sarrazin: At every step of the process. In the problem definition, when you’re defining the context, you need to understand those sources of uncertainty and whether they’re important or not important. It becomes important in the definition of the tree.

You need to think carefully about the branches of the tree that are more certain and less certain as you define them. They don’t have equal weight just because they’ve got equal space on the page. Then, when you’re prioritizing, your prioritization approach may put more emphasis on things that have low probability but huge impact—or, vice versa, may put a lot of priority on things that are very likely and, hopefully, have a reasonable impact. You can introduce that along the way. When you come back to the synthesis, you just need to be nuanced about what you’re understanding, the likelihood.

Often, people lack humility in the way they make their recommendations: “This is the answer.” They’re very precise, and I think we would all be well-served to say, “This is a likely answer under the following sets of conditions” and then make the level of uncertainty clearer, if that is appropriate. It doesn’t mean you’re always in the gray zone; it doesn’t mean you don’t have a point of view. It just means that you can be explicit about the certainty of your answer when you make that recommendation.

Simon London: So it sounds like there is an underlying principle: “Acknowledge and embrace the uncertainty. Don’t pretend that it isn’t there. Be very clear about what the uncertainties are up front, and then build that into every step of the process.”

Hugo Sarrazin: Every step of the process.

Simon London: Yeah. We have just walked through a particular structured methodology for problem solving. But, of course, this is not the only structured methodology for problem solving. One that is also very well-known is design thinking, which comes at things very differently. So, Hugo, I know you have worked with a lot of designers. Just give us a very quick summary. Design thinking—what is it, and how does it relate?

Hugo Sarrazin: It starts with an incredible amount of empathy for the user and uses that to define the problem. It does pause and go out in the wild and spend an enormous amount of time seeing how people interact with objects, seeing the experience they’re getting, seeing the pain points or joy—and uses that to infer and define the problem.

Simon London: Problem definition, but out in the world.

Hugo Sarrazin: With an enormous amount of empathy. There’s a huge emphasis on empathy. Traditional, more classic problem solving is you define the problem based on an understanding of the situation. This one almost presupposes that we don’t know the problem until we go see it. The second thing is you need to come up with multiple scenarios or answers or ideas or concepts, and there’s a lot of divergent thinking initially. That’s slightly different, versus the prioritization, but not for long. Eventually, you need to kind of say, “OK, I’m going to converge again.” Then you go and you bring things back to the customer and get feedback and iterate. Then you rinse and repeat, rinse and repeat. There’s a lot of tactile building, along the way, of prototypes and things like that. It’s very iterative.

Simon London: So, Charles, are these complements or are these alternatives?

Charles Conn: I think they’re entirely complementary, and I think Hugo’s description is perfect. When we do problem definition well in classic problem solving, we are demonstrating the kind of empathy, at the very beginning of our problem, that design thinking asks us to approach. When we ideate—and that’s very similar to the disaggregation, prioritization, and work-planning steps—we do precisely the same thing, and often we use contrasting teams, so that we do have divergent thinking. The best teams allow divergent thinking to bump them off whatever their initial biases in problem solving are. For me, design thinking gives us a constant reminder of creativity, empathy, and the tactile nature of problem solving, but it’s absolutely complementary, not alternative.

Simon London: I think, in a world of cross-functional teams, an interesting question is do people with design-thinking backgrounds really work well together with classical problem solvers? How do you make that chemistry happen?

Hugo Sarrazin: Yeah, it is not easy when people have spent an enormous amount of time seeped in design thinking or user-centric design, whichever word you want to use. If the person who’s applying classic problem-solving methodology is very rigid and mechanical in the way they’re doing it, there could be an enormous amount of tension. If there’s not clarity in the role and not clarity in the process, I think having the two together can be, sometimes, problematic.

The second thing that happens often is that the artifacts the two methodologies try to gravitate toward can be different. Classic problem solving often gravitates toward a model; design thinking migrates toward a prototype. Rather than writing a big deck with all my supporting evidence, they’ll bring an example, a thing, and that feels different. Then you spend your time differently to achieve those two end products, so that’s another source of friction.

Now, I still think it can be an incredibly powerful thing to have the two—if there are the right people with the right mind-set, if there is a team that is explicit about the roles, if we’re clear about the kind of outcomes we are attempting to bring forward. There’s an enormous amount of collaborativeness and respect.

Simon London: But they have to respect each other’s methodology and be prepared to flex, maybe, a little bit, in how this process is going to work.

Hugo Sarrazin: Absolutely.

Simon London: The other area where, it strikes me, there could be a little bit of a different sort of friction is this whole concept of the day-one answer, which is what we were just talking about in classical problem solving. Now, you know that this is probably not going to be your final answer, but that’s how you begin to structure the problem. Whereas I would imagine your design thinkers—no, they’re going off to do their ethnographic research and get out into the field, potentially for a long time, before they come back with at least an initial hypothesis.

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Hugo Sarrazin: That is a great callout, and that’s another difference. Designers typically will like to soak into the situation and avoid converging too quickly. There’s optionality and exploring different options. There’s a strong belief that keeps the solution space wide enough that you can come up with more radical ideas. If there’s a large design team or many designers on the team, and you come on Friday and say, “What’s our week-one answer?” they’re going to struggle. They’re not going to be comfortable, naturally, to give that answer. It doesn’t mean they don’t have an answer; it’s just not where they are in their thinking process.

Simon London: I think we are, sadly, out of time for today. But Charles and Hugo, thank you so much.

Charles Conn: It was a pleasure to be here, Simon.

Hugo Sarrazin: It was a pleasure. Thank you.

Simon London: And thanks, as always, to you, our listeners, for tuning into this episode of the McKinsey Podcast . If you want to learn more about problem solving, you can find the book, Bulletproof Problem Solving: The One Skill That Changes Everything , online or order it through your local bookstore. To learn more about McKinsey, you can of course find us at McKinsey.com.

Charles Conn is CEO of Oxford Sciences Innovation and an alumnus of McKinsey’s Sydney office. Hugo Sarrazin is a senior partner in the Silicon Valley office, where Simon London, a member of McKinsey Publishing, is also based.

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A guide to problem-solving techniques, steps, and skills

You might associate problem-solving with the math exercises that a seven-year-old would do at school. But problem-solving isn’t just about math — it’s a crucial skill that helps everyone make better decisions in everyday life or work.

Problem-solving involves finding effective solutions to address complex challenges, in any context they may arise.

Unfortunately, structured and systematic problem-solving methods aren’t commonly taught. Instead, when solving a problem, PMs tend to rely heavily on intuition. While for simple issues this might work well, solving a complex problem with a straightforward solution is often ineffective and can even create more problems.

In this article, you’ll learn a framework for approaching problem-solving, alongside how you can improve your problem-solving skills.

The 7 steps to problem-solving

When it comes to problem-solving there are seven key steps that you should follow: define the problem, disaggregate, prioritize problem branches, create an analysis plan, conduct analysis, synthesis, and communication.

1. Define the problem

Problem-solving begins with a clear understanding of the issue at hand. Without a well-defined problem statement, confusion and misunderstandings can hinder progress. It’s crucial to ensure that the problem statement is outcome-focused, specific, measurable whenever possible, and time-bound.

Additionally, aligning the problem definition with relevant stakeholders and decision-makers is essential to ensure efforts are directed towards addressing the actual problem rather than side issues.

2. Disaggregate

Complex issues often require deeper analysis. Instead of tackling the entire problem at once, the next step is to break it down into smaller, more manageable components.

Various types of logic trees (also known as issue trees or decision trees) can be used to break down the problem. At each stage where new branches are created, it’s important for them to be “MECE” – mutually exclusive and collectively exhaustive. This process of breaking down continues until manageable components are identified, allowing for individual examination.

The decomposition of the problem demands looking at the problem from various perspectives. That is why collaboration within a team often yields more valuable results, as diverse viewpoints lead to a richer pool of ideas and solutions.

3. Prioritize problem branches

The next step involves prioritization. Not all branches of the problem tree have the same impact, so it’s important to understand the significance of each and focus attention on the most impactful areas. Prioritizing helps streamline efforts and minimize the time required to solve the problem.

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4. Create an analysis plan

For prioritized components, you may need to conduct in-depth analysis. Before proceeding, a work plan is created for data gathering and analysis. If work is conducted within a team, having a plan provides guidance on what needs to be achieved, who is responsible for which tasks, and the timelines involved.

5. Conduct analysis

Data gathering and analysis are central to the problem-solving process. It’s a good practice to set time limits for this phase to prevent excessive time spent on perfecting details. You can employ heuristics and rule-of-thumb reasoning to improve efficiency and direct efforts towards the most impactful work.

6. Synthesis

After each individual branch component has been researched, the problem isn’t solved yet. The next step is synthesizing the data logically to address the initial question. The synthesis process and the logical relationship between the individual branch results depend on the logic tree used.

7. Communication

The last step is communicating the story and the solution of the problem to the stakeholders and decision-makers. Clear effective communication is necessary to build trust in the solution and facilitates understanding among all parties involved. It ensures that stakeholders grasp the intricacies of the problem and the proposed solution, leading to informed decision-making.

Exploring problem-solving in various contexts

While problem-solving has traditionally been associated with fields like engineering and science, today it has become a fundamental skill for individuals across all professions. In fact, problem-solving consistently ranks as one of the top skills required by employers.

Problem-solving techniques can be applied in diverse contexts:

• Individuals — What career path should I choose? Where should I live? These are examples of simple and common personal challenges that require effective problem-solving skills
• Organizations — Businesses also face many decisions that are not trivial to answer. Should we expand into new markets this year? How can we enhance the quality of our product development? Will our office accommodate the upcoming year’s growth in terms of capacity?
• Societal issues — The biggest world challenges are also complex problems that can be addressed with the same technique. How can we minimize the impact of climate change? How do we fight cancer?

Despite the variation in domains and contexts, the fundamental approach to solving these questions remains the same. It starts with gaining a clear understanding of the problem, followed by decomposition, conducting analysis of the decomposed branches, and synthesizing it into a result that answers the initial problem.

Real-world examples of problem-solving

Let’s now explore some examples where we can apply the problem solving framework.

Problem: In the production of electronic devices, you observe an increasing number of defects. How can you reduce the error rate and improve the quality?

Before delving into analysis, you can deprioritize branches that you already have information for or ones you deem less important. For instance, while transportation delays may occur, the resulting material degradation is likely negligible. For other branches, additional research and data gathering may be necessary.

Once results are obtained, synthesis is crucial to address the core question: How can you decrease the defect rate?

While all factors listed may play a role, their significance varies. Your task is to prioritize effectively. Through data analysis, you may discover that altering the equipment would bring the most substantial positive outcome. However, executing a solution isn’t always straightforward. In prioritizing, you should consider both the potential impact and the level of effort needed for implementation.

By evaluating impact and effort, you can systematically prioritize areas for improvement, focusing on those with high impact and requiring minimal effort to address. This approach ensures efficient allocation of resources towards improvements that offer the greatest return on investment.

Problem : What should be my next job role?

When breaking down this problem, you need to consider various factors that are important for your future happiness in the role. This includes aspects like the company culture, our interest in the work itself, and the lifestyle that you can afford with the role.

However, not all factors carry the same weight for us. To make sense of the results, we can assign a weight factor to each branch. For instance, passion for the job role may have a weight factor of 1, while interest in the industry may have a weight factor of 0.5, because that is less important for you.

By applying these weights to a specific role and summing the values, you can have an estimate of how suitable that role is for you. Moreover, you can compare two roles and make an informed decision based on these weighted indicators.

Key problem-solving skills

This framework provides the foundation and guidance needed to effectively solve problems. However, successfully applying this framework requires the following:

• Creativity — During the decomposition phase, it’s essential to approach the problem from various perspectives and think outside the box to generate innovative ideas for breaking down the problem tree
• Decision-making — Throughout the process, decisions must be made, even when full confidence is lacking. Employing rules of thumb to simplify analysis or selecting one tree cut over another requires decisiveness and comfort with choices made
• Analytical skills — Analytical and research skills are necessary for the phase following decomposition, involving data gathering and analysis on selected tree branches
• Teamwork — Collaboration and teamwork are crucial when working within a team setting. Solving problems effectively often requires collective effort and shared responsibility
• Communication — Clear and structured communication is essential to convey the problem solution to stakeholders and decision-makers and build trust

How to enhance your problem-solving skills

Problem-solving requires practice and a certain mindset. The more you practice, the easier it becomes. Here are some strategies to enhance your skills:

• Practice structured thinking in your daily life — Break down problems or questions into manageable parts. You don’t need to go through the entire problem-solving process and conduct detailed analysis. When conveying a message, simplify the conversation by breaking the message into smaller, more understandable segments
• Regularly challenging yourself with games and puzzles — Solving puzzles, riddles, or strategy games can boost your problem-solving skills and cognitive agility.
• Engage with individuals from diverse backgrounds and viewpoints — Conversing with people who offer different perspectives provides fresh insights and alternative solutions to problems. This boosts creativity and helps in approaching challenges from new angles

Final thoughts

Problem-solving extends far beyond mathematics or scientific fields; it’s a critical skill for making informed decisions in every area of life and work. The seven-step framework presented here provides a systematic approach to problem-solving, relevant across various domains.

Now, consider this: What’s one question currently on your mind? Grab a piece of paper and try to apply the problem-solving framework. You might uncover fresh insights you hadn’t considered before.

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12 Best Practices for Successful Task Assignment and Tracking

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1. What are the top 12 practices for successful task assignment and tracking?

Key practices for effective task assignment.

The assignment of tasks should always be done strategically to ensure successful completion. Here are six key practices for successful task assignment:

• Clear and concise instructions: Always provide clear steps on how to accomplish the task. Vague instructions may lead to misunderstandings and poor results.
• Assign tasks based on skills and experience: Certain tasks require special skills. Assign tasks to those who have the skills and experience needed to perform them efficiently.
• Establish realistic deadlines: Set achievable deadlines to prevent unnecessary pressure and poor quality of work.
• Communicate the task's importance: Explain why the task is necessary and how it contributes to the overall project.
• Availability check: Make sure that the person assigned to the task has the capacity to do it.
• Empower them: Give them the freedom to do the work in their own way, as long as they meet the project’s quality standards.

Efficient Task Tracking Methods

Task tracking not only ensures timely completion but also guarantees that the quality of work is not compromised. Here are six efficient task tracking methods:

• Use of tracking tools: Implementing task tracking tools like Trello or Asana can automate the tracking process.
• Regular follow-ups: Frequent check-ins allow early detection of issues and timely resolution.
• Setting Milestones: Break down the tasks into manageable chunks or stages with set deadlines.
• Encourage self-reporting: Ask team members to provide status updates on assigned tasks. This makes tracking easier and instills a sense of responsibility.
• Document progress: Keep a record of task progression to easily identify bottlenecks and delays.
• Feedback session: Constructive feedback sessions aimed at learning can be helpful for future tasks.

Comparison Table for Task Assignment and Task Tracking

2. How can I effectively use these best practices in my daily work management?

Utilizing best practices in daily work management.

Deploying the best practices in your daily work management is all about integration and consistency. Whether you are leading a small team or managing a large project, the successful task assignment and tracking methods will boost productivity and keep everyone on the same page. Here's how you can effectively use these practices:

• Clear Communication: Always communicate task details clearly. Specify the project description, important deadlines, and the expected deliverables. Make use of tools like Slack or Microsoft Teams for smooth communication.
• Team Collaboration: Encourage teamwork, brainstorming sessions and ensure everyone contributes their ideas. Collaborative tools like Google Workspace or Monday.com can assist in shared work.
• Prioritization & Scheduling: Prioritize tasks based on their urgency and importance. Use scheduling tools, like Asana or Trello, to arrange tasks for all team members, ensuring they are aware of their responsibilities.

Implementing Task Assignment Practices

Assigning tasks effectively involves understanding each team member's strengths and weaknesses. The following steps are recommended:

Successful Task Tracking

Tracking tasks helps in maintaining the project's accuracy ensuring that everything is running smoothly. Adopting effective tracking practices can lead to a drop in missed deadlines, an increase in productivity, and a more efficient workflow. Here are some tracking methods:

• Use a Project Management System that offers real-time tracking.
• Conduct regular progress meetings.
• Encourage team members to provide progress reports.

3. Can these best practices for task assignment and tracking be applied to any industry?

Applicability of best practices across industries.

The best practices for task assignment and tracking are versatile, adaptable and can be beneficial to most, if not all industries. This includes but is not limited to the IT, healthcare, construction, education, and manufacturing industries. The principles of clarity, efficiency, and productivity that underscore these best practices are universal needs across business operations.

List of Industries

• Information Technology
• Construction
• Manufacturing

Each of these industries can make use of the best practices in their own unique way. For instance, in the IT industry, these best practices can be utilized to assign and track different coding or debugging tasks. In healthcare, these practices can be used to efficiently assign patient care tasks to different members of a healthcare team. In education, teachers can assign tasks to students and track their progress more effectively. In short, these practices foster a culture of accountability and efficiency.

Tabular Representation of Application in Different Industries

In conclusion, these best practices provide a standard system that is convenient, effective and that can be customized to any industry’s specifics. The consistent theme across all industries is to enhance productivity and optimize resources.

4. What is the first step one should take to apply these practices effectively?

Understanding the task.

The first step towards effectively applying the practices for successful task assignment and tracking is gaining a thorough understanding of the task at hand. To successfully delegate assignments and oversee their completion, you must grasp the task's specifics, objectives, and requirements. The following goals can guide you:

• Determine the nature and scope of the task: Exactly what does this task entail? What are its dimensions and boundaries?
• Identify the expected outcome: What should the ideal result look like once the task is completed?
• Analyze potential problems: What kind of issues may arise during the execution of the task? How can they be addressed proactively?

Establishing Clear Objective and Goals

Once you've comprehended the task, the next step involves establishing clear objectives and goals. These goals should ideally be SMART (Specific, Measurable, Achievable, Relevant, Time-bound). A well-defined goal gives a clear direction to the entire task assignment process. Consider the following points when mapping out your goals:

Identifying the Right People for the Task

Once each task has been clearly defined and its goals set, the next step is to assign the right people to the task. This requires analyzing your team's strengths, weaknesses, preferences, and workload. Here are some factors to consider:

• Skills and capabilities: Does the person possess the necessary skills and abilities to perform the task effectively?
• Workload: Does the person have the necessary time and bandwidth to take on the task?
• Preference: Does the person show an interest in the task? Are they excited about the work they're assigned?

5. Are there specific tools that help facilitate these best practices for task assignment and tracking?

Top tools for task assignment and tracking.

There are numerous tools designed specifically to facilitate task assignment and tracking. They range from simple to-do list apps to complex project management systems. Here are a few popular options:

• Asana: This tool is designed for both individuals and teams. It allows for task assignment, due dates, priorities, comments, file attachments, and progress tracking.
• JIRA: Popular among software development teams, JIRA provides a detailed view of ongoing tasks, project timelines, and allows for personalized workflows.
• Trello: Trello operates on a board-and-card system, allowing for easy visualization of tasks and assignments. It also supports collaboration and progress tracking.
• Basecamp: This is a project management tool that integrates discussions, tasks, files, and timelines in one place. It offers a clear view of who’s working on what.

Choosing the Right Tool for Your Needs

To choose the right tool for task assignment and tracking, you need to consider the size of your team, the complexity of the tasks, and the specific features you need. Equally important is the user-friendliness and cost of the tool. Here's a simple comparison:

Consistent Use of Tools

Regardless of which tool you choose, consistent use is essential. All team members should be trained on how to use the tool effectively. Regular updates and reviews are also crucial to keep everyone aligned and ensure smooth progression of tasks. Remember, a tool is only as good as how you use it.

6. How does clear communication help in successful task assignment and tracking?

Benefits of clear communication.

Successfully assigning and tracking tasks in any business or organization often hinge on clear and effective communication. With effective communication, team members can understand their responsibilities, tasks can be properly tracked, and project deadlines can be met. There are several benefits that clear communication provides:

• Boosts Team Morale: When everyone understands their role in a project, they feel valued, which increases motivation and productivity.
• Prevents Confusion: Clear instructions prevent misunderstandings, ensuring tasks are done correctly the first time.
• Increases Efficiency: When goals and objectives are clear, teams can work more efficiently, saving time and resources.

How to Communicate Clearly

Implementing the right communication strategies can be crucial for successful task assignment and tracking. Here are a few methods to foster better communication:

Elements of Clear Communication

To ensure your communication is clear and effective, consider the following elements:

• Clarity: Ensure the message is simple, direct and that technical jargon is minimized where possible.
• Conciseness: Too much information can confuse. State only necessary details.
• Feedback: Encourage feedback - it helps affirm the message was understood correctly.

7. Why is it important to define expected outcomes when assigning tasks?

Importance of defining expected outcomes.

Defining expected outcomes is a vital step in task assignment and tracking because it sets the direction and provides a clear vision of what needs to be achieved. It helps in setting the standards, improving performance, and ensuring better accountability. The following points will further elucidate its significance:

• Clarity and direction: defining the expected outcome provides clear instructions to the task performer about what exactly needs to be achieved. It gives them a sense of direction and purpose.
• Performance measurement: With a defined outcome, it becomes easier to measure performance. The actual results can easily be compared against the expected results, simplifying performance appraisal.
• Increased Accountability: If expected outcomes are well-defined, it can help increase accountability. Task performers are more likely to take ownership and responsibility of their work, ensuring that they deliver the expected results.

Best Practices When Defining Expected Outcomes

While defining expected outcomes is important, it is equally crucial to ensure they are well drafted. Following are some best practices to consider when defining the expected outcomes:

Defining expected outcomes when assigning tasks is a fundamental step to ensure smooth progress and successful task completion. It not only provides a clear vision of what needs to be achieved but also facilitates performance measurement, leading to improved productivity and increased accountability. Employing the best practices while defining these outcomes can greatly enhance their effectiveness.

8. How can these best practices improve overall team productivity?

Enhancing team productivity through best practices.

Implementing best practices in task assignment and tracking can significantly improve overall team productivity. Effective task assignment ensures that the right tasks are allocated to the right people based on their skills, capabilities, and availability. This eliminates confusion, reduces the chances of mistakes, and improves efficiency. When tasks are tracked effectively, it's easier to identify bottlenecks, improve workload distribution, and ensure timely completion of tasks.

Key benefits include:

• Better task distribution: When tasks are assigned judiciously taking into consideration individual skills and capabilities, it ensures a better distribution of workload. This leads to improved efficiency and higher productivity.
• Proactive problem-solving: Effective task tracking allows for early detection of problems or issues that might arise during the execution of tasks. This allows for proactive problem-solving, ensuring the smooth continuation of work.
• Effective communication: These practices foster better communication within the team as tasks and responsibilities are clear. This reduces chances of misunderstanding or confusion, promoting a more harmonious and productive work environment.

Illustrating Productivity Improvement Through a Table

Here's a simple table illustrating the difference in overall team productivity before and after implementing these best practices:

9. What are some challenges one might face when implementing these best practices and how can they be overcome?

Challenges faced in implementing best practices.

When initiating the best practices for successful task assignment and tracking, several challenges might pop up which could hinder the effective execution of the process. Firstly, resistance to change is a common obstacle that organizations face. Employees might resist the new strategies brought about by these best practices, partly due to their unfamiliarity or because they feel comfortable with the old systems. Secondly, lack of adequate resources such as software and tools for task assignment and tracking can also pose a significant challenge. Lastly, the lack of appropriate training to equip the workforce with the necessary skills can impede the implementation of these practices.

Overcoming the Challenges

The good news is, these challenges aren't insurmountable. Here are a few solutions:

• Resistance to Change: This can be overcome by fostering a culture of open communication where the benefits of the new practices are clearly articulated. Regular feedback forums where employees' concerns can be addressed can also help ease the transition.
• Lack of Resources: For businesses facing this issue, it could be worth investing in project management software or tools which have proven to enhance task assignment and tracking. There are many budget-friendly options available.
• Inadequate Training: Conduct regular training sessions and workshops. Such initiatives would enhance employees' skills, thus boosting their confidence in using new systems.

Considerations for Successful Implementation

10. Can these practices be adjusted for small teams or individuals, or are they only relevant for large organizations?

Adapting practices for different team sizes.

The beauty of best practices for task assignment and tracking is that they can be adapted to suit any team size, from large organizations to small teams and even individuals. Indeed, achieving productivity and efficiency is not merely the preserve of the big players. A small team or self-employed individual can efficiently manage their tasks by adjusting these practices to their unique needs.

• Small teams: Best practices can be refined to a simpler format for smaller teams. For instance, daily huddles could replace full-blown weekly meetings for status updates. Task tracking might also involve a more shared responsibility, with every team member being able to monitor and update their progress. Prioritization is still key, but it takes on a more immediate, flexible form.
• Individuals: For solo entrepreneurs or self-employed professionals, these practices can be tailored to personal task management. Clear objectives and deadlines are just as crucial and can be self-imposed. Tools such as personal to-do lists, digital diaries, or task management software can replace team boards and project management platforms.

Best Practices Table

To sum up, while these best practices were developed with larger organizations in mind, they are certainly not restricted to them. With some adjustments, they can offer immense benefits to the efficiency and productivity of smaller teams and individuals too. Therefore, it is important to experiment with, and adapt these practices to fit the specific dynamics and requirements of your working arrangement.

Best Practices for Successful Task Assignment and Tracking

Successful task assignment and tracking is often the difference between successful and unsuccessful projects. The following are the 12 best practices that can streamline your working process and ensure successful task tracking:

• Clarity: Make certain that instructions are clear and comprehensible.
• Define Objectives: Clearly state the purpose and outcome of each task.
• Relevant Skills: Assign tasks based on individual competencies.
• Priority Tasks: Highlight priority tasks.
• Transparent Communication: Maintain an open communication line to deal with problems quickly.
• Empowerment: Empower your team members in task management.
• Use of Technology: Utilize technology to track and manage tasks efficiently.
• Time tracking: Employ a software to track time spent on each task.
• Regular Updates: Showcase constant updates to keep the team on track.
• Project progress visualization: Represent the progression of the project visually for better understanding.
• Deadlines: Set realistic and flexible deadlines.
• Feedback: Regularly give feedback to promote constant improvement.

In light of the above-mentioned practices, the role of technology in task assignment and tracking cannot be overstressed. Several softwares are available in the market to help you streamline your task assignment and tracking processes but none are more efficient and user-friendly than Retainr.io .

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Retainr.io is a whitelabel software that unifies all your task management needs. It enables you to sell, manage clients, orders, & payments with your own branded app, ensuring that all information is kept in one place, thus, making accessibility and tracking easier.

With its vast array of features, it empowers your team members by making task assignment and tracking seamless and efficient. It simplifies project management and enhances transparency in communication. The software's use of visual aids for project progress ensures that all team members have a clear view of where the project stands and what needs to be done.

So, harness the power of Retainr.io to ensure a well-coordinated, proficient, and successful execution of your projects. Start your journey towards efficient task management with Retainr.io today.

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CLA MOD. 8: TEAMWORK & WORKPLACE CONDUCT

Professional development.

15 questions

Introducing new   Paper mode

No student devices needed.   Know more

Two logistics students, Mark and Sarah are discussing teamwork. Mark says that building consensus is a good way to make decisions because every team member has a voice. Sarah says that Resolving a conflict means that one person wins and one person loses. Which student – Mark or Sarah – is correct?

Mark is correct

Sarah is correct

Both are correct

Neither is correct

Which type of team is made up of members from different departments?

Project team

Cross-functional team

Department team

Which type of team focuses on a single major issue of concern within a given process?

What type of training prepares workers to work in multiple areas within a facility?

Cross-training

When problem solving, which step involves creating a schedule and assigning tasks?

Brainstorming

Implementing the solution

Monitoring progress

Two logistics students, Mark and Sarah are discussing teamwork. Mark says that honest, direct communication is one way to build trust among team members. Sarah says that it is more important to focus on day-to-day challenges than to focus on overall goals. Which student – Mark or Sarah – is correct?

When problem solving, which step involves determining why the problem is occurring?

Analyzing the problem

Two logistics students, Mark and Sarah are discussing teamwork. Mark says that the ability to give and receive constructive criticism is an important part of teamwork. Sarah says that high performance teams understand the importance of cross-training because it helps workers’ abilities to adapt to changing tasks and technologies. Which student – Mark or Sarah – is correct?

When problem solving, which step involves constant review and evaluation?

Two logistics students, Mark and Sarah are discussing teamwork. Mark says that one downside to teamwork is that it brings people with different perspectives together. Sarah says that one benefit of teamwork is that each member has something unique to contribute. Which student – Mark or Sarah – is correct?

Two logistics students, Mark and Sarah are discussing teamwork. Mark says that members of high-performance teams should listen to all members even when they have differing opinions about the best course of action. Sarah says that high-performance teams try to prevent conflicts by treating each other with respect. Which student – Mark or Sarah – is correct?

Examples of workplace misconduct are (select all that apply):

Disagreeing with your boss

Sleeping on the job

Making a mistake

Fighting with other workers

Making decisions by building consensus means:

A manager makes the decision

Most team members accept the decision

All team members are completely satisfied with the decision

Some members’ suggestions are ignored

When setting goals, SMART refers to:

Specific, Measurable, Achievable, Relevant, Time Based

Specific, Measurable, Accepted, Relevant, Time Based

Specific, Manageable, Achievable, Relevant, Time Based

Specific, Manageable, Attainable, Relevant, Time Based

Which type of team is made up of a group of workers responsible for similar processes within a logistics facility?

Cross-Functional team

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Project Scheduling Process: A Step-by-Step Guide

The Project Scheduling Process involves planning the timeline and resources to complete a project efficiently. It helps to create the perfect schedule for projects! With a well-crafted schedule, you can ensure that tasks are completed on time, resources are utilised effectively, and project goals are met successfully.

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Are you tired of your projects running over budget and missing deadlines? The key to avoiding these common pitfalls lies in mastering the Project Scheduling Process. By creating a well-structured plan, you can ensure your projects are on track and within budget.

Imagine a streamlined workflow where every team member knows exactly what needs to be done and when. The Project Scheduling Process makes this possible, helping you manage resources efficiently, meet deadlines consistently, and achieve your project goals with ease. 

Read this blog to learn more about the Project Scheduling Process. We will look closer into its importance and how to implement it effectively. You will also discover how prioritising this process can transform your Project Management approach and lead to greater business success.

Table of Contents

1) What is Scheduling in Project Management?  

2) Steps of the Project Scheduling Process

     a) Plan schedule management

     b) Identify Project Tasks

     c) Determine Task Dependencies

     d) Organise task sequence

     e) Calculate resource requirements

     f) Forecast task durations

     g) Construct the project timeline

     h) Monitor and control

3) Advantages of Implementing Scheduling in Project Management

4) Project Scheduling Techniques – 3 Main Types

5) Best Practices for the Project Scheduling Process

6) Conclusion

What is Scheduling in Project Management?  

A Project Schedule is more than an average weekly planner note. It involves creating a document, usually a digital document, mentioning the project timeline and the organisational resources required to finish each task. 

The Project Schedule must be available to every member in your team. Its purpose is to communicate important information to the team, so it must be easy for them to understand. Creating Project Schedules is no longer difficult as you can use various Project Scheduling Tools like monday.com, Wrike, Parallax, Celoxis and Trello.  

Steps of the Project Scheduling Process  

Many of you might be thinking, “What are the various steps in Project Scheduling?” Well! Let’s break down the Project Scheduling Process into eight manageable steps. Continue reading the blog to know more about it and become a pro in Project Scheduling.

1) Plan Schedule Management  

The first step in Project Scheduling is to establish the procedures, company policies, and documentation guidelines that will govern your project. This Schedule Management Plan outlines the available resources and anticipates potential uncertainties. It identifies the project stakeholders and designates those responsible for approving the schedule, as well as others who need to receive a copy.

Additionally, this document specifies who has the authority to make schedule changes and details the process team members should follow to request a change. A project communication plan should also be created to ensure the team is promptly informed of any changes made during the project.

2) Identify Project Tasks

The second step is to create a list of tasks that must be completed to deliver your project. This list can help you organise tasks easily into a chart, especially when dealing with complex tasks. In this chart, you can visualise the project tasks and their sub-tasks, staying organised and efficient at work.

One challenge you may encounter at this stage is knowing how to divide activities. This is where the 8/80 rule comes in handy. According to this rule, a single activity should take between eight and eighty work hours.

In team task management, tasks requiring fewer than eight hours can be grouped with others, while tasks over eighty hours are likely too large and should be broken down further. All these actions should be measurable, easily estimated, and related to both a project deliverable and a budgeted cost.

3) Determine Task Dependencies

After listing all the project activities, go through each one carefully to identify the tasks that rely on others to be completed. For example, if you are constructing a house, you can’t put the roof on until the frame is completed. Thus, it is important to define all your project dependencies correctly so you can schedule them accurately and avoid project delays.  

 4) Organise Task Sequence

After identifying the dependencies, you can arrange your tasks in a certain order. You're not giving your tasks any time constraints at this point, such as work hours or deadlines. You are instead focusing on the sequence in which all project activities should be completed to develop the most effective flow.

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5) Calculate Resource Requirements

Resources for each task in your project will include labour, the price of hiring subcontractors, workspace, and tools (which might be digital or physical, such as software). Don't forget to consider additional resources unique to your project or industry. Calculate the approximate resources required for every project task.   

Keep in mind that how resources are allocated will impact your timeline. That means a team member cannot work on numerous project tasks at the same time.  

6) Forecast Task Durations

This important step identifies the duration of each project activity. If you underestimate the duration, it will cause you to fall behind schedule and eventually annoy your customer. On the other hand, if you overestimate, team members or other resources can stay idle while you wait for the completion of the tasks. Therefore, using the data from the similar previous jobs is the most accurate method to estimate the duration.  

Sometimes, you may not have any data to work with and have no industry standard to refer to. In such cases, you can use an estimate based on the average of the best-case, worst-case, and most likely scenarios.

7) Construct the Project Timeline

When you reach this step, you should have all the required information to develop your Project Schedule. Consider the duration and resource requirements of each activity. Also, list down their dependencies and proper sequence. By doing this, you can assign start dates and due dates for each activity.  

There are several models and formulas for developing the Project Schedule. This includes critical path, critical chain, and resource levelling among others. Finalise a method that works well for you. 

For example, don’t neglect the calendar! Check vacation requests from the team. Don’t forget to include factors like national holidays, corporate functions, stakeholder events, and other occasions that may impact your schedule. If the entire company shuts down for a holiday week, you will need to add that time to your due dates and manage customer expectations accordingly.

8) Monitor and Control

This step is a continuing process compared to the other processes in Project Scheduling. As a Project Manager, you will continuously monitor and control your Project Schedule throughout the project's duration. In this step, project reports are performed, performance is managed, team communication is maintained, and the project's progress is evaluated in relation to the timeline.

If schedule adjustments are necessary, you should make sure they are implemented and communicated in accordance with the strategy described in Step 1. Throughout the project, you will make sure that every task is completed on time and assess whether any delays call for the need for corrective action.  

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Advantages of Implementing Scheduling in Project Management  

Project Scheduling can make a big impact on a company’s productivity. Here are a few advantages of creating an effective project schedule:

1) Aligning all Team Members on Project Goals

Your team won’t know what they are expected to do or when they are expected to do it without a Project Schedule. Therefore, Scheduling removes uncertainty and maintains everyone's alignment. This accelerates the project's progress toward its end goal. Projects are completed on schedule and within budget when staff members may move swiftly between tasks and assign their work to the next team member as needed.   

2) Identifying Roadblocks Early

Nothing is worse than starting a project and running into an unforeseen roadblock halfway through. In addition to the extra costs and effort required to conquer the new task, there's a chance you'll have to redo some of the previously finished projects. Creating a thorough timetable in advance allows you to anticipate issues and find solutions before they cause your project to fall apart.  

3) Ensuring you Allocate Sufficient Resources 

You must be assured of all the resources you will need, including finances, labour, supplies, and equipment, to successfully complete a project. A detailed Project Schedule makes sure you haven't missed any tasks and you have all you need to finish the job by the deadline. 

These advantages lead to more positive results for your company. For example, team members will be much more driven to complete their jobs if your organisation gives them visibility into project goals and the resources they need to succeed. One of the most important assets a business can have is motivated, engaged staff members who set an example for the rest of the company.

Do you want to learn how to align projects to achieve strategic goals? Sign up for our PMI Scheduling Professional PMI-SP® Training now!  

Project Scheduling Techniques – 3 Main Types

There are several Project Scheduling techniques that can help you break down your project into small, manageable tasks. Some of these techniques include task lists, Gantt charts, and calendars. Let’s explore them in detail below:

1) Task Lists

This is the simplest scheduling technique and works well for small projects without many interdependencies. However, for larger projects, it may not be the best choice as tracking progress can become challenging.

A task list includes the list of tasks and subtasks, along with the team members assigned to them. Using online Project Management software can be beneficial when managing task lists.

2) Calendars

Calendars can be used to depict the project timelines for all tasks throughout the course of the project. They provide a clear view of overlaps between activities. However, this approach has limitations in assigning tasks and viewing dependencies.

3) Gantt Charts

Gantt charts are the most common tools used by Project Managers to visualise timelines and dependencies in a project. They provide a quick estimate of the time required to complete each task.

The chart displays all tasks, represented by bars showing when they are set to start and end and how long each task will last. It also indicates task dependencies and highlights where there are overlaps. Gantt charts are invaluable for managing complex projects with multiple interdependent tasks.

Best Practices for the Project Scheduling Process

Implementing Project Scheduling best practices is important for ensuring that your project is completed on time and within budget. These practices also help achieve the desired quality in your project outcomes. Here are some key best practices to follow:

1) Define Clear Objectives and Scope

Start by clearly outlining your project's objectives and scope. This ensures that everyone understands the project's goals and the boundaries within which it should be completed. Having a well-defined scope helps prevent scope creep and keeps the project focused.

2) Break Down the Project into Manageable Tasks

Divide the project into smaller, manageable tasks. This makes it easier to track progress and allocate resources effectively. Use techniques like the Work Breakdown Structure (WBS) to organise tasks hierarchically.

3) Use Appropriate Scheduling Tools

Choose the right scheduling tools for your project. Task lists, calendars, and Gantt charts each offer unique strengths and are suited to various types of projects. Select the tool that best fits your project’s complexity and needs.

4) Identify Dependencies and Milestones

Identify task dependencies and set milestones to mark significant points in the project. This will help you clearly understand the sequence of activities and ensure that important tasks are completed on time. Milestones also serve as checkpoints to review progress.

5) Allocate Resources Wisely

Ensure that resources are allocated efficiently. This involves assigning tasks to the right people based on their skills and availability and managing both material and financial resources. Effective resource allocation prevents bottlenecks and ensures smooth progress.

6) Establish a Realistic Timeline

Create a realistic timeline for completing your project. Consider factors such as task duration, resource availability, and potential risks. Avoid overly optimistic timelines that can lead to missed deadlines and project delays.

7) Monitor Progress Regularly

Regularly monitor the progress of your project against the schedule. Use Project Management software to track task completion, resource usage, and milestone achievements. Regular monitoring will help you identify issues early and allow for timely adjustments.

8) Communicate Effectively

You should maintain an open and consistent communication with all stakeholders. It will help you provide regular updates and status reports to keep them informed about the project’s progress and any schedule changes. Additionally, effective communication ensures that all the members in your team are on the same page and aware of their responsibilities.

9) Manage Risks Proactively

Recognise potential risks that could affect the Project Schedule and develop mitigation plans. Proactive risk management helps minimise disruptions and keeps the project on track.

10) Review and Adjust the Schedule

Periodically review the Project Schedule and make necessary adjustments. As the project progresses, unforeseen challenges may arise, requiring changes to the schedule. Being flexible and adaptive ensures that the project remains aligned with its goals.

Conclusion  

 The Project Scheduling Process helps Project Managers control project risks, maximise resource utilisation, and keep projects progressing according to established schedules and goals. By creating clear plans and schedules, Project Managers can enhance project transparency, facilitate stakeholder communication, and increase the likelihood of project success.

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Frequently Asked Questions

You can control the Project Schedule by monitoring progress, identifying deviations and adjusting timelines. Furthermore, communicate changes effectively with the team members to keep the project on track. 

Level 3 Project Schedule is a detailed Project Schedule that shows tasks, dependencies, and resources. It provides a clear view of effective Project Management. 

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Project coordination tips to unlock your team’s best work

Project coordination is the day-to-day work required to keep an initiative on track. When done right, it can help streamline workflows and speed your project to the finish line. Learn how to master six essential project coordination skills, like how to stay on schedule and the best way to organize project deliverables.

Project coordination isn’t as sexy as space travel, but it’s absolutely essential to carry an initiative through to the finish line. With effective project coordination, you can stay on schedule, streamline workflows, and speed your project to the finish line.

What is project coordination? 

Project coordination is the day-to-day work a project manager does to keep an initiative on track. This includes organizing and communicating project and assignment details to stakeholders, monitoring work progress, tracking the project budget, documenting key project workflows , and removing blockers for your project team. 

Project coordination vs. project management 

If you’ve never served in a project coordination role before, these two terms might sound similar, but they’re actually a bit different. Project coordination is focused on the daily tasks required to keep a project running smoothly, while project management involves more high-level planning—such as determining project objectives and deliverables.

Project managers are often responsible for both project management and project coordination. However, some teams may include a separate project coordinator role to handle essential day-to-day administrative tasks. For example, if a project manager creates a full project plan , a project coordinator would help execute that plan on a day-to-day basis. 

Collaboration Report: How the most effective teams in the world collaborate

Explore key traits that have made the most effective teams in the world successful: their strategies, techniques, and tips for working well together.

Why project coordination matters

A project plan is only as good as its execution. Regardless of how carefully an initiative is designed, it’s the day-to-day coordination work that keeps the project running and on track. In that vein, effective project coordination can help you:  

Streamline communication with stakeholders and team members

Quickly unblock project team members and keep work moving

Monitor the project timeline and ensure work is completed on schedule

Track the project budget and manage costs

Ensure project information is easily accessible 

6 essential project coordination skills, plus tips to master them

The bulk of daily project coordination consists of six core skills. When mastered, these skills can help you move projects smoothly from planning through to execution and delivery. 

1. Keep work on schedule

Scheduling delays are one of the most common reasons for project failure . In fact, according to the 2021 Anatomy of Work Index knowledge workers miss 26% of deadlines each week. As such, the ability to keep work on schedule is a critical component of successful project coordination. 

How to do it:

Create a project schedule with clear deadlines for each project deliverable and sub-deliverable (the smaller steps required to complete a task). To do this, work backwards from your final deadline when you assign due dates, so you can be sure to allocate enough time for each component. As you check off each deliverable and sub-deliverable, it’ll be easy to see how work is progressing over time—plus you’ll be much less likely to miss a step.  

2. Organize and track deliverables

Projects often contain many moving parts. Each individual task has its own unique due date, owner, and priority—and as a project progresses, tasks move through varying stages of completion. Finding a way to organize and track those moving pieces is an essential part of project coordination. 

Use visual tools to keep track of  project deliverables . For example, you could use a Kanban board to show work moving through different stages, a Gantt chart to see a horizontal timeline, or a project calendar to visualize a whole month’s work in one central view. Instead of trying to keep static project trackers or spreadsheets up-to-date, we recommend using a project management tool to view and manage deliverables. This allows you and your team to easily access, work from, and update project tasks in real time. 

3. Monitor project costs

Money may not be able to buy you love , but it sure does help push projects across the finish line. In fact, a project’s budget is often the limiting factor that determines whether work can be completed. That means tracking and managing project costs is one of the most important tasks on a project coordinator’s to-do list. 

Create a detailed project budget . A clear project budget plan is the best way to plan, monitor, and control costs throughout the course of your project. Much like your project schedule, project budgets typically break down each deliverable into sub-deliverables so you can effectively estimate the resources required and cost for each. Your budget should include the costs of each resource and deliverable, a timeline of when you expect to spend funds, the person responsible for each task, and a place to track budgeted vs. actual costs. 

4. Communicate updates to stakeholders

It’s important to let your team know how your project is progressing and keep them informed of any unexpected changes. As such, regularly reporting on your project’s status is a critical component of successful project coordination. It’s the best way to ensure stakeholders are on the same page, proactively spot risks, and keep work on track and on budget. 

Master the art of project status reports . A project status report gives stakeholders at-a-glance information about your project’s progress. They typically indicate the project’s health (on track, at risk, off track), include an overview of each project area, and summarize any major highlights, blockers, or unexpected risks. Depending on the length of your project, you might circulate a project status report every week (for shorter projects) or every month (for longer projects).

Instead of starting each project status report from scratch, create a reusable template. That way, you can avoid work about work and ensure you’re including key information each time. Project management software can make this process even easier. When you track deliverables in one centralized tool, you can create a report where your work lives rather than manually digging through project data across multiple tools. With the right project management tool, a task that might take hours is reduced to just a few clicks. 

5. Document project information

We’ve all been there—you’ve started a new project that seems strangely familiar, and you realize you’ve done something similar a year prior. But when you try to pinpoint what you did and how the old project went, your memory draws a blank. 

That’s why documenting project information is such a key part of project coordination. It’s much easier (and faster) to record processes and notes while you’re in the thick of work, rather than trying to recall critical details later. 

Create process documentation —an internal document that outlines the tasks and steps needed to launch a new project or process. For example, you might create process documentation that details all the steps needed to onboard new hires, requirements to test a new web feature, or the workflow to update and publish blog articles. Keep in mind that process documentation is meant to be a living record that you update as needed—so make sure it’s easily editable and accessible to your team. 

6. Plan and schedule meetings

Project coordination often involves planning and organizing meetings with your team and external stakeholders. But to make the best use of everyone’s time, it’s important to ensure that every meeting has a strategic purpose and concrete meeting plan. The more efficient your meetings are, the more time and brainpower your team has to tackle project objectives. 

Run meetings with intention. Instead of scheduling meetings automatically, consider whether you need them at all. For example, could you send a status report or an asynchronous update instead? 

If you decide a meeting is necessary, make sure it’s efficient and valuable for everyone involved. You can do this by creating an agenda and identifying pre-read items in advance, taking meeting notes and circulating them after the meeting is over, and determining clear action items to follow up with. 

4 qualities of a successful project coordinator

Whether you’re looking to improve your coordination skills or hire a project coordinator for your team, here are four essential qualities to keep an eye out for. 

Communication skills . Coordinating work requires you to talk to stakeholders and team members on a day-to-day basis. This includes assigning tasks, providing project updates, coordinating meetings, and being the point of contact for approvals and resource requests.  

Time management . Good time management is critical, especially when you’re juggling all the moving pieces of an entire project. This applies to both personal time management and the ability to manage a project’s schedule and ensure deliverables are completed on time. 

Problem-solving . When unexpected developments inevitably arise, it’s important to take problems in stride and solve them strategically. As such, effective problem-solving skills often come in useful for a project coordinator. 

Attention to detail . Details are important for a project coordinator, especially when you’re setting due dates for tasks, scheduling meetings, and creating detailed process documentation. When you get the small things right, your team can rest easy knowing they don’t have to double-check your work. 

Coordination is key

Project coordination is critical to the success of any project, throughout its lifecycle. High-level project management and a carefully crafted project plan, objectives, milestones , and project scope can only take you so far—it’s the day-to-day coordination that helps utilize these planning methodologies and move your initiative from planning to completion. 

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How to create an efficient project schedule

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Delivering quality products faster and more frequently can be challenging for businesses with multiple products, stakeholders from cross-functional disciplines, and deadlines that customers count on. An efficient project schedule consists of everything necessary to complete the project within a specific timeframe, including start and end dates, milestones, dependencies, and real-time status updates. It simplifies overall project execution and leads to more successful project outcomes.

This guide discusses the benefits of using a project schedule, the steps to create one, and techniques to follow to optimize project completion. 

What is a project schedule?

A project schedule provides your project's clear, up-to-date status, including tasks, assignments, dependencies, and milestones. Project scheduling software, such as Jira , helps teams break complex blocks of work into smaller, easier-to-manage tasks, improving dependency mapping , resource planning , and the accuracy of delivery dates.

Components of a project schedule

The project schedule is essential to the project life cycle . It efficiently communicates important information at a glance, using easily understood visual elements:

• Visual timelines , such as Gantt charts, keep everyone in sync. Jira’s interactive timeline allows you to add epics, map work items, identify dependencies, and track releases.
• Tasks and milestones break down the work necessary to complete the project. Grouping tasks in a logical sequence with dependencies allows you to set milestones and keep the project on track.
• Durations and dependencies help project managers estimate milestones and overall completion dates. Tracking dependencies can help identify and overcome bottlenecks early in the project life cycle.
• Budget summaries show the project spend-to-date against the budget. Linking the budget summary to the project plan helps manage expenses and allows project managers to adjust as needed throughout the timeline.
• Resource tracking shows assigned team members for each task in the timeline, providing confidence that resources are adequate and not sitting idle.
• Links to the project plan help team members reference goals, scope, process, and methodology.

Why use a project schedule?

Project management schedules help keep the project on track. Some of the benefits of using a project schedule include:

• Clarity and direction keep the team focused on the purpose and how a successful outcome benefits customers and the business.
• Time management improves with sequenced and defined work, increasing production.
• Resource allocation becomes more straightforward with smaller, sequenced tasks that don’t overburden team members.
• Risk management is more effective because it’s easier to see roadblocks and lagging tasks earlier in the project.

Steps to create a project schedule

Understand the project’s goals before creating a project schedule. Your project plan includes important information about the product you’re building and why. During this process, a core value of Agile project management , team collaboration helps ensure you include all work, identify dependencies, and estimate accurately. Use this foundation to create the project schedule using the steps below.

Define tasks and milestones

Break large blocks of work into smaller tasks that you can estimate easily. Identify the dependencies of each task, which will help with sequencing. Group similar tasks into milestones, but be ready to rearrange them later.

Sequence tasks

Determine the order in which to complete the tasks. Consider dependencies. Use project scheduling tools to visualize the project flow from start to finish. Sometimes, teams work backward to sequence tasks.

Estimate task durations

Estimating task durations can be difficult, but breaking work into smaller tasks makes it easier. Collaborate as a team to ensure your estimates are neither aggressive nor too liberal. Experienced team members usually have a good idea of how long a task will take.

Assign tasks to team members

Assign team members based on skill and availability. Be ready to move tasks around to avoid assigning everything to one or two people. Identify what tasks to work on concurrently rather than sequentially. For example, reorder a standalone task with no dependencies that’s part of the last milestone if resources are available in the first milestone.

Finalize the schedule

Before finalizing the schedule and beginning work, submit it to the project sponsor for review. If the timeline is shorter, this process may involve trimming the project scope to meet market demands or breaking the project into additional phases.

After adjusting the scheduled work to satisfy business needs, the project moves from planning to execution, and the team gets to work.

Share and monitor

The last step before work begins is to share the project schedule with stakeholders. This ensures everyone agrees on the timeline and knows how to stay up-to-date.

Continually monitor progress. Project scheduling tools such as Jira make identifying completed or lagging tasks easy. Encourage the entire team to monitor the project schedule and raise issues early. Adjusting the schedule for unexpected or missed tasks as soon as they arise keeps the project moving forward.

Techniques for project scheduling

Project scheduling tools and templates help break large projects into manageable, trackable tasks. It’s an effective and efficient way to create and monitor your project schedule.

Jira provides the building blocks to help you see the project through to successful completion:

• Boards help the project team plan, visualize, and manage the work by displaying individual cards—or pieces of the work—that you can move into different areas of the workflow.
• Dashboards provide a single view of all projects, assignments, and achievements for efficient progress monitoring.
• Templates , such as the pre-configured project schedule template , provide essential elements for quickly transitioning from project plan to project schedule.

Here are some techniques for efficient project scheduling.

Gantt charts

Project managers often use Gantt charts because they provide a visual representation of the project timeline . The chart shows when each task begins and ends, along with its dependencies, to offer a holistic view of the entire project.

Task lists provide a simple yet effective way to identify all necessary work and organize the activities to complete it.

Calendars help manage time-sensitive tasks and deadlines, such as stakeholder meetings, expected material deliveries, and user acceptance testing. While calendars do not include resource assignments and dependencies, they help keep high-level processes on track.

Create a project schedule in Jira

Understanding the elements and techniques of efficient project schedules helps you move projects across the finish line. Keeping stakeholders informed, juggling multiple workstreams, and meeting deadlines doesn’t have to be overwhelming. Jira’s timeline feature helps teams plan projects, define work, and track progress from idea to release.

With Jira, team members know what they’re working on, how it fits into the business goals, and where the product is going. It provides the flexibility to respond to changing priorities while keeping projects on track. Jira is purpose-built to manage the challenges of project schedules and more successfully.

Get started with Jira

Project schedule: Frequently asked questions

What is the difference between a project schedule and a project plan.

A project plan outlines the project goals, policies, methodologies, and procedures. It’s a higher-level document that informs the project schedule. The project plan usually includes scope, cost, and overall timeline. 

The project schedule encompasses all the milestones and tasks necessary to deliver the planned project in an established sequence, with dependencies and assignments.

What are common challenges in project scheduling?

Common challenges in project scheduling include estimating the duration of tasks and sequencing the work so that some resources aren’t overburdened while others are left to wait.

Visual timelines allow you to view the project as a whole and adjust the schedule to optimize resources. Fostering a collaborative team environment helps identify dependencies, and enlisting the team’s collective experience helps refine estimates.

How does a project schedule contribute to project success?

A well-developed project schedule identifies the tasks needed to complete the project, makes monitoring the status and milestones easier, and allows teams to identify roadblocks early. For example, if a task depends on implementing a new technology, but integration lags due to quality issues, you can see the risk as soon as it appears. This allows you to make decisions faster, improving your chances of keeping the project on schedule.

Project Roadmap Strategies & Best Practices

Create an effective project roadmap for clarity and success. Learn components, examples, and best practices.

Project Scheduling Software [6 Top Solutions]

Optimize project timelines with powerful scheduling software. Streamline tasks, meet deadlines, and enhance team productivity seamlessly.

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Task Management: Importance, Best Practices, & Tools

Mandy Schmitz is a consultant and project management expert with 10+ years of experience working internationally for big brands in fintech, consumer goods, and more.

Sarah is a project manager and strategy consultant with 15 years of experience leading cross-functional teams to execute complex multi-million dollar projects. She excels at diagnosing, prioritizing, and solving organizational challenges and cultivating strong relationships to improve how teams do business. Sarah is passionate about productivity, leadership, building community, and her home state of New Jersey.

Struggling to understand how your project tasks contribute to larger project goals? This comprehensive guide will help you understand how to plan, prioritize, and manage tasks. Plus, how to track progress and keep the project team in the loop.

Task management bridges the gap between the goals you documented in your project charter and what work needs to happen for your fledgling project to get off the ground. 

It tends to be a glossed-over capability in project management because, while it sounds simple in theory, it can be trickier to execute in practice (although it’s made much simpler through the use of task management software rather than Excel spreadsheets).

What Is Task Management In Project Management?

Task management is a critical aspect of project management that involves:

• Identifying the tasks necessary to fulfill project goals : Break down project objectives into smaller, more manageable activities that can be assigned to individual team members. Ensure each task is clear, specific, and achievable, with a well-defined purpose and deadline. Unclear guidance may compromise timely, quality task completion.
• Assigning those tasks to team members : Consider the relative priority of each task or deliverable and assign it to the appropriate team member based on their skills and availability. 
• Monitoring and tracking progress towards completion : This involves identifying potential roadblocks, removing impediments to execution, and making adjustments to the project timeline, as necessary.

The ultimate goal of task management is to ensure that each task is completed on time, to the required standard, and within budget.

Task Management vs Project Management

While task management and project management are related, they are not the same thing. Project management involves overseeing the entire project from inception to completion with a focus on key milestones, while task management focuses on the individual tasks and activities that make up the project.

Task management breaks down high-level project goals into smaller, more manageable tasks. Creating a project plan that outlines each task and its associated deadline (and inputting that information into your task management platform) makes it easier to track task progress and identify any potential roadblocks that may arise.

Task management can be simplified when teams apply successful project management techniques to stay organized and efficient.

Why Is Task Management Important?

Task management offers several benefits, including:

• Increased efficiency and productivity. By having a clear understanding of what needs to be done and when, your team members can focus their efforts on completing their tasks rather than wasting time trying to figure out what they should be doing. This means faster turnaround times, increased output, and, ultimately, greater profitability.
• Improved communication and team collaboration. Through the process of breaking down projects into smaller, more manageable tasks, team members share ideas and insights with one another about their work. Gathering cross-functional perspectives leads to better decision-making and more innovative solutions to problems.
• Clearer understanding of project goals and objectives . When team members know what is expected of them and understand how their work impacts project and organizational goals, they are more likely to stay motivated and focused.
• Greater visibility into project progress. By tracking team tasks and monitoring progress, project managers can quickly identify potential issues and take corrective action before they become major problems. This can help to reduce the risk of missed deadlines and scope creep , which can be costly and damaging to a project's success.

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How To Manage Tasks

Here’s a closer look at each step in the task management process:

Step 1: Identify Tasks

The first step in task management is to identify the set of tasks that need to be completed to achieve project goals.

To generate this list, brainstorm what steps you would need to take to execute against project goals and organize those tasks into categories. Consult the project plan, statement of work, project charter , and other foundational project documents to help you. 

For example, if you’re building a website, you would probably include steps for design, development, and QA. You can categorize tasks based on priority, complexity, or the team or individual responsible for completing them.

Validate the task list with subject matter experts and other project team members and compare against prior projects that you or your organization has completed to be sure you don’t miss anything.

Once you have a list of tasks, you can further break them down into sub-tasks to make them more manageable. This will help you to identify any dependencies between tasks and ensure that you have a clear understanding of the work that must be accomplished.

Step 2: Schedule Tasks

Scheduling involves determining the start and due dates for each task and creating a timeline for the project. To do this, you can use a project management tool that allows you to create a Gantt chart or provides a timeline view.

When you are scheduling and prioritizing tasks, consider any task dependencies or recurring tasks. For example, if Task A needs to be completed before Task B can start, you need to ensure that Task A is scheduled before Task B. You also need to consider any constraints, such as internal or external deadlines, resource availability , or budget limitations.

Step 3: Assign Tasks

Effectively managing resources and assigning the project tasks to team members involves understanding each assignee’s skills and abilities and allocating tasks based on team workload and availability.

You can use a project management tool to assign tasks and track their progress. This will make it more interactive and help you to ensure that each team member knows what they need to do and when they need to do it. It will also help flag any potential bottlenecks or issues that may arise during the project.

Step 4: Track Progress

This involves monitoring the status of each task and making any necessary adjustments to the schedule. Task management software can help streamline how you monitor and report progress.

Effective task tracking requires regular communication with your team members. Building trusted relationships with your team gives you insights into any issues or challenges they may be facing when it comes to their project tasks. You can use this knowledge to help remove any blockers they may be facing and ensure tasks are accomplished more efficiently.

Step 5: Complete Tasks

The final step in task management is to ensure that each task is completed successfully. This involves reviewing the work to ensure that it meets the required quality standards and approving the task for completion.

To do this, you can use a checklist or a quality assurance process to ensure that each task meets the project requirements.

At the end of the project, don’t skip the opportunity to collect lessons learned . You can implement these findings to improve your task management process on future projects.

Task Management Best Practices

Best practices for task management include:

• Don’t work in a vacuum! Consult subject matter experts, your project sponsor, and other project managers to validate the activities that you’ve identified, what the work entails, their duration, and how you’ve allocated workload across the team. The better your planning, the smoother things will go in execution.
• Verify that completion of the tasks you’ve identified will help further your project objectives . If a task doesn’t help you do that, be wary of adding it to your project plan, as it may be a sign of scope creep.
• Schedule tasks realistically based on project constraints , like budget, timeline, and resource availability. If your stakeholders want a task completed by a certain date, but there’s just no way, don’t create a schedule that promises delivery by that deadline. Instead, meet with the team to formulate a workaround—whether that’s adjusting the deadline, adding resources, or reducing scope.
• Align team member motivations, capabilities, and availability with assigned tasks , where possible. This reduces the risk that you’ll fail to meet deadlines and/or quality thresholds.
• Document and communicate progress . Make sure you keep your stakeholders apprised of project progress and potential issues along the way, so you can course correct, as needed.

Common Pitfalls Of Task Management

While task management can lead to success, there are also common pitfalls that you should try to avoid:

• Micromanagement , which can lead to decreased motivation among team members. Instead, give team members the information they need to complete tasks but don’t be overly prescriptive about how they execute the work. Set up regular check-ins that you both agree upon at task outset to monitor interim progress
• Failure to prioritize tasks , which can result in missed deadlines
• Failure to provide sufficient detail when assigning tasks, which can lead to confusion and mistakes
• Overloading team members with too many tasks , which can result in burnout and decreased productivity. Instead, consider resource availability and workload when assigning tasks
• Failure to track progress , which can lead to missed deadlines and scope creep.

Benefits of Task Management Software

Task management software is an essential tool for large and small businesses, teams, or individuals that are looking to organize their tasks and projects efficiently. Benefits of task management systems include:

• Easier schedule management with calendar views
• Intuitive designs and templates that align with agile methodologies and sprint schedules
• User-friendly drag-and-drop functionality to reprioritize tasks on the fly
• Customizable task management features based on organizational needs and desired pricing (whether paid plans or free plans)
• Ability to adjust user permissions
• Integration with customer relationship management (CRM) systems.

Here’s a list of the 15 best task management software tools available on the market right now.

• 1. Confluence — Best for team knowledge sharing and collaboration
• 2. ClickUp — Best free task management software for teams
• 3. Connecteam — Best for mobile usage and non-tech savvy employees
• 4. Quickbase — Best for customizability
• 5. Bonsai Agency Software — Best for integrated task management, time tracking, and invoicing
• 6. Zoho Projects — Best for resource management
• 7. Miro — Best for visual collaboration
• 8. Nifty — Best for milestone tracking
• 9. Paymo — Best for freelancers
• 10. MeisterTask — Best for team collaboration

Different Types Of Task Management Tools

Task management tools can help you stay organized when it comes to work management, increase productivity, and foster teamwork. Examples include:

• To do lists. To do lists are an essential tool for managing tasks and keeping yourself organized. Ranging from sophisticated mobile apps like Todoist to analog lists, there are a variety of ways to keep track of tasks, master your workload, and improve efficiency.
• Kanban boards. Kanban boards are a type of task management tool that provides teams with a visual system to manage projects, workflows, and communication. They consist of columns representing different stages of a team’s workflow and cards representing individual tasks. As cards move through the workflow, teams use the board to spot inefficiencies in task progress, limit work in progress, and enhance collaboration.
• Project management software. Project management software (which is slightly different from task management software ) helps plan, organize, and manage projects. Tools typically include features such as task lists, calendars, and project timelines. Some popular project management software includes Asana , Wrike , monday.com , Clickup , and Trello .
• Task management software. Task management solutions help manage individual tasks and to-do lists. It typically includes features such as task lists, notifications, reminders, and progress tracking. Some popular task management apps include Todoist, Wunderlist, and Any.do, which are available for iOS and Android devices.
• Collaboration tools. Collaboration tools are designed to help teams work together more effectively. These tools typically include features such as task lists, project timelines, and communication tools , and are particularly useful for geographically dispersed or remote teams. Project managers can use Trello , Asana, Slack, and other tools for collaboration.
• Time tracking software and integrations. Time tracking software tracks how much time you spend on different tasks, and is useful for individuals or teams who need to invoice clients based on hours logged or automate their tracking of project expenses. It can also help you identify areas where you may be spending too much time (read: budget) and make adjustments to your workflow.

What’s Next?

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