How Project Management Solves Complex Problems

Project Management, in layman’s terms, is how organizations or individuals solve problems. It is a problem solving process that ensures teams are focusing on what matters.

Project Management could essentially be renamed “Problem Solving”, and Project Managers, “Problem Solvers”. Therefore, it is not surprising two key stages in project management are Problem and Solution Definition.

In fact, these steps form part of our project management success factors.

The Risks of Mixing Problem and Solution Phases

Oftentimes, these two phases of a solution project management plan become diluted into one, with problems mixed up with possible solutions.

If this happens, issues will arise later in the problem and solution project. This can lead to wasted resources.

In this blog post, I will explain these two phases and how they are linked. I have also included some self-assessment questions you can use to gauge your effectiveness in the two stages.

Improve Your Projects with Problem Definition and Solution Definition

Successful project outcomes begin with a well-defined problem and a clear path to a solution. Identifying root causes, prioritizing challenges, and developing targeted strategies are essential for avoiding scope creep and controlling costs. 

1. What is Problem Definition in Project Management?

Definition: The group or individual understands and can prioritize the current challenges that they require to improve.

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe.” –  Abraham Lincoln

Root Cause Analysis for Solving Complex Problems

A project is a plan of work that ideally gets you to the desired outcome. Before a project takes place, you really must think about and define why you are taking on the project. 

Take Abraham Lincoln’s advice! What are the issues and problems you are having that the project will address? In project management terms, this means you need to ensure you’re addressing the project problem at hand by thoroughly analyzing it.

Most problems are hidden, and it is the symptoms of the specific problem that you see. It is therefore important to analyze the root cause of the problem so that you are not just treating symptoms but curing the condition!

The Five Whys Approach to Problem Definition

Here at BrightWork, our CEO, Eamonn McGuinness, has a simple tip: Ask yourself the five whys. Keep asking the following question of the problem – “But why?” 

Eventually, you will uncover a solid reason, which is the root cause or the condition, not a symptom. This technique ensures you’re solving the original problem rather than wasting resources.

Kaizen and Continuous Improvement in Project Management

In the 1950s, Toyota Motor Corporation’s pioneer of the Production System, Taiichi Ohno, implemented “kaizen” (a method of continuous improvement). He is said to have instructed his staff to “ask why five times about every matter” as “the root cause of any problem is the key to finding the best solution.”

Using the 5W1H Method to Define Project Problems

Another approach for problem definition in a project is the 5W1H approach:  Who, What, Where, When, Why and How.

• Who does it affect?
• What happens, what are the symptoms?
• Where does it happen?
• When does it happen?
• Why does it happen? 
• How does it happen?

Example of Effective Problem Definition

An engineering team requested the implementation of a new server from their I.T. department. When asked “why” by the project team, they suggested they hoped to increase production speed by up to 40%.

The project team probed further.

One engineer gave an example of a process that takes twice as long on the current server. When asked if server performance was ever considered as a root cause and investigated by support,  the engineers presumed it had been, but no one knew who had raised a ticket.

The project was already beginning to take on a whole new direction.

Once contacted, the support team investigated, found, and removed a rogue process and the engineering team saw an immediate improvement in project performance,  retracting their request for the new server.

Without this step in the definition process, a needless project could have been completed, introducing unnecessary costs for the engineering team. The engineering team also introduced a new process for handling the investigation of anomalies in their production process.

Prioritizing and Documenting Project Problems

Once the root causes or problems are identified, a decision needs to be made about which problems to address first. 

The decision making approach may differ from one company to another, for example, you may simply use your gut to form a holistic approach, or group consensus.

When final decisions are made, they should be documented and communicated to the entire team so everyone is on the same page. This phase will form an effective Problem Statement, a concise description of the problem or issues that need to be addressed by a problem-solving team.

2. What is Solutioning in Project Management?

Definition: The group or individual that has an understanding or can recognize workable solutions to the defined problems.

Solution definition should not take place without the completion of the previous step, Problem Definition. Once the team understands the issues they are going to address first, they can then begin to form solutions.

Factors That Influence Project Solutions

Solution definition is a description of the work package to deliver the product. There are many variables that will impact what solutions or work will be undertaken. They include:

• Project timeline
• Resources
• Budget
• Technology
• Skills
• Project management maturity

Managing Project Scope for a Successful Solution Implementation

The chosen solutions inform the “project scope”, the project planning needed to complete the work. Project scope management ensures the project includes all the work required, and only the work required, to complete the project successfully.

If work outside of the project scope begins to get added, there is a danger of “Scope Creep” – when minor (or what appear to be minor) changes or improvements to a project build up and have a knock-on effect on the time or cost of a project. 

For some projects, scope creep is inevitable, but it is essential to measure the scope creep so it can be managed before it becomes detrimental to the project.

Sample Project Scope Statement

Project Name: Lighting Upgrade to LED

Project Sponsor: Charles Money

Project Manager: Caroline Leader

Date of Project Approval: 19th February.

Scope Description: The New York office will have a full upgrade of all ceiling hung lighting. The existing lighting will be decommissioned, recycled and new energy-efficient LED panel lighting installed. Motion sensors will be installed to switch off lighting in rarely used rooms and auto-dimming control units installed on the south-facing elevations reduce unneeded illumination on sunny days.

Project Deliverables:

• Decommission existing lighting and recycle.
• Install new wall-hung lighting.
• Install motion sensors in rarely used rooms.
• Install auto-dimming control on south-facing elevations.

Acceptance Criteria:

• Successful implementation of LED ceiling lighting.
• Successful recycling of old lighting controls.
• Successful testing of the automated lighting system.
• Successful reduction in power supply bill in the first month of >10%.

Constraints and Exclusions:

• Rewiring is excluded.
• Wall hung lighting is excluded.
• The facility manager must be available to the installer team while the project is underway.

 Assumptions:

• Budget is approved for €50,000
• The installer team will be paid in stages as agreed in the contract.

All team members will have open communication with the facility manager and allow the work to be completed in their areas.

Next Steps: Self-Assessment

Assess your project’s progress through a self-assessment to ensure you’ve addressed critical areas. 

Confirm that root causes have been identified, challenges prioritized, and solutions clearly communicated. 

Focus on key factors like project scope and scope creep to improve management effectiveness and achieve successful outcomes.

Project Problem Definition

• Question 1 – Have you done a root cause analysis or asked the “five whys” of your current project management problems?
• Question 2 – Have you decided which project management problems to address first, and has this been clearly documented and communicated to the wider team?

Project Solution Definition

• Question 1 – Do you have a clear understanding of what the project scope for the project will be?
• Question 2 – Have you recognized that there may be scope creep and come up with a way to manage it?