Best Problem-Solving Steps with a Practical Example

Problem-solving steps: define what is happening, then test a small fix

Problem-solving starts by defining what is actually happening, gathering observations and separating causes from guesses, then testing a small fix and reviewing the result. Zayenha Practice offers short exercises for this, and below is its pre-mortem practice: imagine your solution has failed and write the likely reasons before you act, free and with no account.

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Pre-Mortem: Imagining the Decision Failed

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“Work is not going well” may describe a feeling, but not a problem you can test. State what happens, when and to whom. Then explore a possible cause and try a limited change.

Describe without blaming

Write the gap between expectation and reality: “Approval takes two extra days for three out of five requests” is clearer than “The team is disorganised.” Ask where the delay appears, what information you have and what you do not know. Do not turn the first explanation into a fact.

Investigate a possible cause

Ask “why?” more than once, but treat the answers as hypotheses to verify. The issue may be missing information, a decision or timing rather than the person visible at the last step. The five-whys practice helps organise questions; it does not automatically reveal the truth.

Test and review

Choose a change you can assess on a small scale, such as adding one question to a request form. Decide when to review its effect and when to undo it. For comparing options, continue to decision-making. For daily priorities, read time management.

Practices linked to this guide

Administrative

Five Whys for Every Recurring Problem

Don't treat symptoms. Ask why five times to reach the root cause.

30 min

Frequently asked questions

Is there one set of steps for every problem?

The structure can help, but the details depend on the problem and available evidence.

Do five “whys” always reveal the root cause?

No. Check the evidence rather than accepting a chain of guesses.

Apply the questions to a recurring issue

Five-whys practice All guides Explore the domains