time management and problem solving skills

How to Get Better at Time Management and Problem Solving

How to Get Better at Time Management

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Time Management Skills - 5 skills that the most productive people master

Exceptional time management starts with the right set of skills. No time management app , technique or even a simple tip can help you manage your time better if you don’t develop a few core time management skills.

In this article, you will learn which skills are the cornerstone of the most productive people  in the world, and how you can develop them.

At this point, you might be asking yourself: why are time management skills so important? Well, a skill is nothing other than the ability to perform something well.

Without proper time management skills, you simply lack the capacity to organize your time (even less as a manager ), yourself in general or others in a smart and consistent way. 

Even if you find the perfect time management technique or tool, you don’t have the internal resources necessary for preserving things in practice.

Without the right time management skillset, you don’t have what it takes to follow through with the selected time management techniques  or tips.

Don’t confuse time management skills with time management techniques or even personality traits

Skills are closely interlaced with techniques, core time management skills and how to develop them.

• 1. Planning
• 2. Decision making and prioritization
• 3. Setting boundaries and saying no
• 4. Delegating and outsourcing tasks
• 5. Building a system and diligently following it

The full list of time management skills

It’s very important that you don’t confuse time management skills (or any other set of skills) with time management techniques or even personality traits. 

Personality traits are features of your character. They are an integral part of your personality, shaped by your genes and (early) life experiences. They are very hard to change; almost impossible in the short or mid-term. 

Very popular models of personality traits are, for example, Big Five personality traits and The HEXACO Personality Inventory .

The HEXACO measures the following personality traits:

• Honesty-Humility : Sincerity, Fairness, Greed-Avoidance, Modesty
• Emotionality : Fearfulness, Anxiety, Dependence, Sentimentality
• Extraversion : Social Self-Esteem, Social Boldness, Sociability, Liveliness
• Agreeableness : Forgivingness, Gentleness, Flexibility, Patience
• Conscientiousness : Organization, Diligence, Perfectionism, Prudence
• Openness to Experience : Aesthetic Appreciation, Inquisitiveness, Creativity, Unconventionality, Altruism

There are, of course, some personality traits that help with being good at time management. 

Even more, people with some types of personalities can acquire new skills much faster, including time management skills. Conscientiousness is especially important in this regard.  

Nevertheless, with so many different time management techniques, you can definitely find the right time management solution for your personality. Thus, knowing your personality should be the first step towards better time management.

How to create a productive & organized working place, where people love to perform

Personality traits are hard to change. To be good at time management, you should find the set of techniques that fits your personality best and to develop those core time management skills that empower your personality advantages and neutralize the disadvantages.

Luckily, skills are much easier to learn than a personality can be changed. You can acquire new skills through life experience or, even better, with training. Simply said, if you practice one thing for long enough (for example, correctly prioritizing your tasks), you become good at it sooner or later.

We know three main types of skills:

• Hard skills and labor skills , which are also known as technical skills or skills related to a specific craft or technique. They are usually very little related to one’s personality.
• Soft skills , which are closely related to personality traits and consist of people skills, social skills and communication skills. Soft skills are very important in time management.
• Life skills , which are abilities for effectively dealing with life challenges. Among life skills, the most important are: decision making, problem solving, creative thinking, self-awareness, empathy, assertiveness, equanimity, resilience, coping with stress and emotions. Soft skills are in a way a subcategory of life skills.

Even if skills, techniques and personality traits are not the same, they are closely interlaced, supporting each other.  

For example, if we take a very popular skill such as swimming, the breaststroke is a swimming technique. Then in effective communication, mirroring is a popular technique.

A proper technique can guide you through acquiring a new skill or shows how to put a certain skill to practice in the best possible way. A proper technique or best practice recommends the right set of procedures and methods to follow and which tools to use.

In summary, here is the difference between all the definitions  mentioned above:

• A skill is an ability to do something (swimming).
• A technique is an efficient way to put a skill in practice, a best practice (breaststroke, butterfly stroke etc.).
• Different techniques usually empower a different set of methods and tools that help you learn a new skill, apply it in practice more easily or perform it better (when swimming: how to do arm action, kicking, breathing, turning, using different swimming tools etc.).
• Personality traits are an integral part of one’s character, usually very hard to change.

And if we apply that to time management:

• Time management skills: boundary setting, planning, delegating etc.
• Time management techniques: getting things done, Pomodoro timer, Eisenhower matrix etc.
• Time management tools : calendar, note-taking software, time tracker (e.g. My Hours )
• Personality traits that encourage good time management: social boldness, flexibility, organization, diligence and prudence

Now that we know the important difference between time management skills, techniques, tools and personality traits, let’s analyze the core time management skills and how to acquire them.  The five most important time management skills are:

• Decision making and prioritization
• ‍Setting boundaries and saying no
• ‍Delegating and outsourcing tasks
• ‍Building a system and diligently following it

Good time management starts with good planning skills. It’s very hard to manage your day or week if you don’t have a good plan of which tasks should get completed. Developing proper planning skills is the first step toward better time management. Of course, in practice, a day never goes completely according to plan, but a good plan is the tool to help you calibrate the course of the day and not stray off course.

" Plans are worthless, but planning is everything. " - Dwight D. Eisenhower

Planning skills are important in many aspects of time management. Preparing task lists, building sequences of work, calendar management, making meeting agendas, even preparing project plans, it all involves proper planning skills. 

With proper planning skills, you must be able to imagine what needs to be done and prioritize the most important tasks.  Then you also have to execute the plan with proper self-monitoring and evaluate how good is the plan you’ve created.

How can you develop planning skills?  The best way to develop planning skills is to consistently use a calendar tool, such as Google calendar. Simply plan your week ahead, directly in the calendar: When to wake up. Which task to start first in a day. When to take meetings. Your leisure time. And so on. 

Write everything directly into the calendar. That will give you a good overview of how you will spend time in the following week. It’s the simplest type of plan you can make. When you master your calendar, you can start using more advanced plans. Studying best practices in project planning is definitely a good next step.  

The point of a plan is not only to imagine how things should go but also to decide about the priorities. The idea is to make hard decisions about how you should spend your precious time.  

We all have the same number of hours in a day. What we do with those hours is what makes the real difference in time management. The bottom line is that good time management skills mean making good decisions about your time.

There are many decisions to make when it comes to time management. How long you will sleep, where you will work, which tasks you will start first, how long you will work and so on. 

Since most people hate decision making, they usually just go with the flow  and let their bosses, spouses, and others determine how they will spend time. But that usually leads to poor time management, so don’t be one of those people.

If you want to be good at time management, you must be in control of your time. If you want to be in control, you have to pull the strings wherever possible. 

You have to prioritize, you have to decide which tasks to tackle first, and which tasks you will say no to (to the extent possible in your current position).

How can you develop good decision making and prioritization skills? The Eisenhower matrix is probably the best start for learning prioritization. The matrix recommends arranging tasks in one of the four quadrants:

• Urgent + Important (Do)
• Urgent + Not Important(Delegate)
• Not Urgent + Important (Put it in your calendar)
• Not Important + Not Urgent(Delete)

List all the tasks you have to perform in a week. Arrange them in one of the four quadrants. In every quadrant, sort them from the most important one to the least important one. Start with the most important and urgent tasks. That’s how you’ll practice making decisions about your time. 

If you want to be good at time management, you have to treat your time as the most precious resource you possess. 

That means setting very clear boundaries to people who want to delegate tasks to you or to engage you in projects and activities that are not your priority. In this regard, saying no is one of the most important skills in time management.

Just like you must learn to say no to other people, you also have to learn how to set boundaries for yourself . If you don’t know how to do that, you could take too much work on your plate and not deliver. 

Or you can do too many things at once. Limiting work in progress, avoiding multitasking, and limiting the number of active projects are all important tips in time management.

How can you learn to say no?  If you lack social boldness and assertiveness, you might have a hard time saying no to people. 

The best way to develop good boundary-setting skills is to start saying no in small unimportant situations, and then slowly scale up to the bigger things where you are more emotionally involved. Practice makes perfect. Practice gets you out of your comfort zone.

It also makes sense to ask yourself what you are afraid of in rejecting others (usually it’s because you think that people will have a bad opinion about you after a rejection or that they will reject you the next time you try to engage them etc.). When you have the reasons, explore if they are really viable.

You can also help yourself with some templates for e-mails with respectful declines of collaboration or you can prepare a few good rejections or excuses in advance. 

But the best advice is to just be honest – I would love to, but I don’t have the time, so I’ll pass on the opportunity. Thank you, I really appreciate it.

Saying “no” is about protecting your time. Delegating tasks is about leveraging other’s people time. Learning how to delegate is a very important next step in being a master of time management. 

The main point of task delegation is that you can focus on the highest value activities and get all the rest off your back. It’s a kind of specialization. 

With proper delegation, you can also engage people who are bigger experts than you are at some things, meaning they can perform some tasks better and faster. Delegating tasks might sound simple, but it’s really not. First, you have to find the right people whom you can trust and who will actually deliver. Then you have to build a relationship with them and properly communicate “the definition of work done” and “acceptance criteria” when you delegate. People rarely deliver as expected the first time. That means you need to learn to give constructive feedback. 

You need to know how and when to use the carrot and the stick for their work to improve. The good news is that learning how to delegate or outsource tasks greatly contributes to your leadership skills and personal development. How can you learn to delegate? If you have never been in a leadership position or never really delegated, prepare a list of all the tasks you could delegate. 

These tasks can be business (administration, legal, social media management etc.) or personal in nature (cleaning, washing, grocery buying etc.). 

Assess every task according to how easy or hard it is to delegate it. Follow criteria such as: task complexity, potential executants, price, time sensitivity etc. Then start with the easiest task to delegate. Invest some energy and find the right person for the job. Expect there will probably be some issues with performance, communication or relationships at the beginning. But that’s the only way to really learn to delegate and really leverage other people’s time.

When you learn how to plan, prioritize, delegate and so on, it sooner or later wakes up the need for a coherent and complete time management system. There are numerous time management techniques that can be employed. At least 50 of them. 

Only a few are really complete (for example GTD is one of those, but in practice, people more often compose their own system from a few techniques that suit their personality most. With more than 50 time management techniques available, the selection is huge.

In this regard, you actually need two skills. The first one is building a system for yourself and constantly improving it . 

That consists of experimenting with different techniques, exploring what suits your personality best, and then putting the selected techniques together in a meaningful way. It usually takes a few months to build a system that really works. 

The second skill is diligently following the system . There’s no value in a personal time management system that’s not being used regularly.

How can you build the best time management system for yourself and then actually use it?

First, research all the time management techniques out there. Select the ones you find the most interesting. Start testing them one by one in practice and give yourself a few months to select the techniques that fit you best. 

Absolutely combine time management techniques with different tools that support the selected techniques; that can be different calendars, note-taking, time management apps and other apps in combination with reminders, notifications and checklists.

Using a good time tracker  is an important part of a complete time management system. You can try our time‑tracking app for free for the first 30 days .

There are many other important skills when it comes to time management. We have put together a more comprehensive list of time management skills, so you can make a self-assessment of which skills you need to still develop to become really good at time management.

Asking for help  – Sometimes when you get stuck, overwhelmed or there’s no way to outsource, your only option might be to ask for help. Some people find asking for help humiliating,and see it as a sign of not being good enough. But there’s nothing really wrong with asking for help. Actually, it’s more of a sign of strength than weakness.

Automating tasks  – Wit hall the technology, there are many options for task automation, especially when it comes to email and social media management. Explore services like IFTTT and Zapier for more information on how to automate tasks.

Batching  – There are many things you can batch together to become more productive. Types of tasks, meeting locations, telephone calls (you may use call handling services ) etc. Batching can be a good antidote to multitasking and a great way to improve your productivity.

Clarity  – Being confused or lost is a big enemy of progress and using your time productively. It means you are stuck and not moving forward. Having a very clear perspective of what you want and how you will get there is the core enabler of good time management.

Completion – Many people have difficulties actually completing a task. They complete a task to 90 % or even more, and then they have an emotional block preventing them from crossing the finish line. You definitely need to know how to get past such a burden.

Coping skills / Stress management  – In a complex and stressful environment, you need to stay focused, sharp and immune to many outside distractions. To avoid feeling overwhelmed, you need to develop good coping skills. That includes capabilities such as overcoming stress and dealing with difficult people.

Creating routines  – Our brains love routines and patterns. We see patterns even where there are none. But the good news is that when you get used to a routine, it takes almost no effort to follow it. Consequently, routines are a very important part of the time management. Your time management system should consist of a set of routines. For example, every morning you can write down the three most important tasks for the day. It’s a simple routine that can skyrocket your productivity. As an interesting fact: it usually takes 1 to 2 months to get used to a new routine.

Discipline / Beating procrastination  – Discipline means that you do something whether you like it or not. It takes discipline to start a task, it takes discipline to follow through with the task, and it takes discipline to finish it. It also takes discipline to beat procrastination and to get things done.

Staying flexible  – In reality, things never go according to plan. That means you have to stay flexible to maximize your output in any given situation. As we said, planning is really important, but then you have to stay flexible about how your goals will be achieved.

Focusing / Avoiding multitasking  – Multitasking is a big enemy of good time management. Of course, there are times when you have to juggle several things at once, but in general, good time management skills require the mental capabilities to focus on one thing and get it done.

Goal setting  – The better you know the direction for where you want to be, the better you can outline your strategy and tasks that need to be performed to achieve the set goals. In other words, your most important tasks are always closely connected to your life and business goals. If you don’t have clear goals in your life, there’s almost no need for time management.

Getting in the flow  – “Flow” is one of the most productive states you can be in. You forget about everything and just create and deliver. If you want to get into the flow, you have to work in peace on a challenging task, while being empowered by intrinsic motivation.

Organizing things, including lists and notes  – An important part of time management is organizing yourself and your environment in a productive way. That includes having a clean desk, a system for filing, note-taking, making and following checklists, and so on.

Problem-solving  – When you work on your tasks, problems always arise. Your job is not to dwell on these problems, but to tackle them and solve them in the most efficient way. Never waste time.

Punctuality  – If you are not on time, you are late. How could you be good at time management, if you’re always late. Being late is often a clear sign that you don’t have control over your time. A messy desk can be such an indicator, for example.

Rest (recovery time) – You can only be super productive if you take enough time off. That includes getting enough sleep, taking at least one day a week completely off, regularly going on vacations and not overwhelming yourself with too much work. Otherwise, your productivity starts to sharply decline. Finding balance between work, play, and rest is an important part of time management.

Setting up deadlines / Avoiding perfectionism  – If you don’t have clear deadlines and estimations of how long you will spend on a specific task, it can take forever to complete it. An important part of time management is to not overdo things. If you are a perfectionist, you might often spend more time than needed on tasks, overdoing things. Setting clear deadlines and limits is the right solution for such self-torture.

Time Management Skills are just one end of the productive work specter, read about Time Management Techniques to see the whole picture and learn from it. 

Have we forgotten any important time management skill? Write to us and we will add it to the list.

And don’t forget to try our time tracker,   free for the first 30 days .

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How to improve your problem solving skills and build effective problem solving strategies

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Effective problem solving is all about using the right process and following a plan tailored to the issue at hand. Recognizing your team or organization has an issue isn’t enough to come up with effective problem solving strategies. 

To truly understand a problem and develop appropriate solutions, you will want to follow a solid process, follow the necessary problem solving steps, and bring all of your problem solving skills to the table.  

We’ll first guide you through the seven step problem solving process you and your team can use to effectively solve complex business challenges. We’ll also look at what problem solving strategies you can employ with your team when looking for a way to approach the process. We’ll then discuss the problem solving skills you need to be more effective at solving problems, complete with an activity from the SessionLab library you can use to develop that skill in your team.

Let’s get to it! 

What is a problem solving process?

• What are the problem solving steps I need to follow?

Problem solving strategies

What skills do i need to be an effective problem solver, how can i improve my problem solving skills.

Solving problems is like baking a cake. You can go straight into the kitchen without a recipe or the right ingredients and do your best, but the end result is unlikely to be very tasty!

Using a process to bake a cake allows you to use the best ingredients without waste, collect the right tools, account for allergies, decide whether it is a birthday or wedding cake, and then bake efficiently and on time. The result is a better cake that is fit for purpose, tastes better and has created less mess in the kitchen. Also, it should have chocolate sprinkles. Having a step by step process to solve organizational problems allows you to go through each stage methodically and ensure you are trying to solve the right problems and select the most appropriate, effective solutions.

What are the problem solving steps I need to follow? 

All problem solving processes go through a number of steps in order to move from identifying a problem to resolving it.

Depending on your problem solving model and who you ask, there can be anything between four and nine problem solving steps you should follow in order to find the right solution. Whatever framework you and your group use, there are some key items that should be addressed in order to have an effective process.

We’ve looked at problem solving processes from sources such as the American Society for Quality and their four step approach , and Mediate ‘s six step process. By reflecting on those and our own problem solving processes, we’ve come up with a sequence of seven problem solving steps we feel best covers everything you need in order to effectively solve problems.

1. Problem identification 

The first stage of any problem solving process is to identify the problem or problems you might want to solve. Effective problem solving strategies always begin by allowing a group scope to articulate what they believe the problem to be and then coming to some consensus over which problem they approach first. Problem solving activities used at this stage often have a focus on creating frank, open discussion so that potential problems can be brought to the surface.

2. Problem analysis 

Though this step is not a million miles from problem identification, problem analysis deserves to be considered separately. It can often be an overlooked part of the process and is instrumental when it comes to developing effective solutions.

The process of problem analysis means ensuring that the problem you are seeking to solve is the right problem . As part of this stage, you may look deeper and try to find the root cause of a specific problem at a team or organizational level.

Remember that problem solving strategies should not only be focused on putting out fires in the short term but developing long term solutions that deal with the root cause of organizational challenges. 

Whatever your approach, analyzing a problem is crucial in being able to select an appropriate solution and the problem solving skills deployed in this stage are beneficial for the rest of the process and ensuring the solutions you create are fit for purpose.

3. Solution generation

Once your group has nailed down the particulars of the problem you wish to solve, you want to encourage a free flow of ideas connecting to solving that problem. This can take the form of problem solving games that encourage creative thinking or problem solving activities designed to produce working prototypes of possible solutions. 

The key to ensuring the success of this stage of the problem solving process is to encourage quick, creative thinking and create an open space where all ideas are considered. The best solutions can come from unlikely places and by using problem solving techniques that celebrate invention, you might come up with solution gold. 

4. Solution development

No solution is likely to be perfect right out of the gate. It’s important to discuss and develop the solutions your group has come up with over the course of following the previous problem solving steps in order to arrive at the best possible solution. Problem solving games used in this stage involve lots of critical thinking, measuring potential effort and impact, and looking at possible solutions analytically. 

During this stage, you will often ask your team to iterate and improve upon your frontrunning solutions and develop them further. Remember that problem solving strategies always benefit from a multitude of voices and opinions, and not to let ego get involved when it comes to choosing which solutions to develop and take further.

Finding the best solution is the goal of all problem solving workshops and here is the place to ensure that your solution is well thought out, sufficiently robust and fit for purpose. 

5. Decision making 

Nearly there! Once your group has reached consensus and selected a solution that applies to the problem at hand you have some decisions to make. You will want to work on allocating ownership of the project, figure out who will do what, how the success of the solution will be measured and decide the next course of action.

The decision making stage is a part of the problem solving process that can get missed or taken as for granted. Fail to properly allocate roles and plan out how a solution will actually be implemented and it less likely to be successful in solving the problem.

Have clear accountabilities, actions, timeframes, and follow-ups. Make these decisions and set clear next-steps in the problem solving workshop so that everyone is aligned and you can move forward effectively as a group. 

Ensuring that you plan for the roll-out of a solution is one of the most important problem solving steps. Without adequate planning or oversight, it can prove impossible to measure success or iterate further if the problem was not solved. 

6. Solution implementation 

This is what we were waiting for! All problem solving strategies have the end goal of implementing a solution and solving a problem in mind. 

Remember that in order for any solution to be successful, you need to help your group through all of the previous problem solving steps thoughtfully. Only then can you ensure that you are solving the right problem but also that you have developed the correct solution and can then successfully implement and measure the impact of that solution.

Project management and communication skills are key here – your solution may need to adjust when out in the wild or you might discover new challenges along the way.

7. Solution evaluation 

So you and your team developed a great solution to a problem and have a gut feeling its been solved. Work done, right? Wrong. All problem solving strategies benefit from evaluation, consideration, and feedback. You might find that the solution does not work for everyone, might create new problems, or is potentially so successful that you will want to roll it out to larger teams or as part of other initiatives. 

None of that is possible without taking the time to evaluate the success of the solution you developed in your problem solving model and adjust if necessary.

Remember that the problem solving process is often iterative and it can be common to not solve complex issues on the first try. Even when this is the case, you and your team will have generated learning that will be important for future problem solving workshops or in other parts of the organization. 

It’s worth underlining how important record keeping is throughout the problem solving process. If a solution didn’t work, you need to have the data and records to see why that was the case. If you go back to the drawing board, notes from the previous workshop can help save time. Data and insight is invaluable at every stage of the problem solving process and this one is no different.

Problem solving workshops made easy

Problem solving strategies are methods of approaching and facilitating the process of problem-solving with a set of techniques , actions, and processes. Different strategies are more effective if you are trying to solve broad problems such as achieving higher growth versus more focused problems like, how do we improve our customer onboarding process?

Broadly, the problem solving steps outlined above should be included in any problem solving strategy though choosing where to focus your time and what approaches should be taken is where they begin to differ. You might find that some strategies ask for the problem identification to be done prior to the session or that everything happens in the course of a one day workshop.

The key similarity is that all good problem solving strategies are structured and designed. Four hours of open discussion is never going to be as productive as a four-hour workshop designed to lead a group through a problem solving process.

Good problem solving strategies are tailored to the team, organization and problem you will be attempting to solve. Here are some example problem solving strategies you can learn from or use to get started.

Use a workshop to lead a team through a group process

Often, the first step to solving problems or organizational challenges is bringing a group together effectively. Most teams have the tools, knowledge, and expertise necessary to solve their challenges – they just need some guidance in how to use leverage those skills and a structure and format that allows people to focus their energies.

Facilitated workshops are one of the most effective ways of solving problems of any scale. By designing and planning your workshop carefully, you can tailor the approach and scope to best fit the needs of your team and organization. 

Problem solving workshop

• Creating a bespoke, tailored process
• Tackling problems of any size
• Building in-house workshop ability and encouraging their use

Workshops are an effective strategy for solving problems. By using tried and test facilitation techniques and methods, you can design and deliver a workshop that is perfectly suited to the unique variables of your organization. You may only have the capacity for a half-day workshop and so need a problem solving process to match. 

By using our session planner tool and importing methods from our library of 700+ facilitation techniques, you can create the right problem solving workshop for your team. It might be that you want to encourage creative thinking or look at things from a new angle to unblock your groups approach to problem solving. By tailoring your workshop design to the purpose, you can help ensure great results.

One of the main benefits of a workshop is the structured approach to problem solving. Not only does this mean that the workshop itself will be successful, but many of the methods and techniques will help your team improve their working processes outside of the workshop. 

We believe that workshops are one of the best tools you can use to improve the way your team works together. Start with a problem solving workshop and then see what team building, culture or design workshops can do for your organization!

Run a design sprint

Great for: 

• aligning large, multi-discipline teams
• quickly designing and testing solutions
• tackling large, complex organizational challenges and breaking them down into smaller tasks

By using design thinking principles and methods, a design sprint is a great way of identifying, prioritizing and prototyping solutions to long term challenges that can help solve major organizational problems with quick action and measurable results.

Some familiarity with design thinking is useful, though not integral, and this strategy can really help a team align if there is some discussion around which problems should be approached first. 

The stage-based structure of the design sprint is also very useful for teams new to design thinking.  The inspiration phase, where you look to competitors that have solved your problem, and the rapid prototyping and testing phases are great for introducing new concepts that will benefit a team in all their future work. 

It can be common for teams to look inward for solutions and so looking to the market for solutions you can iterate on can be very productive. Instilling an agile prototyping and testing mindset can also be great when helping teams move forwards – generating and testing solutions quickly can help save time in the long run and is also pretty exciting!

Break problems down into smaller issues

Organizational challenges and problems are often complicated and large scale in nature. Sometimes, trying to resolve such an issue in one swoop is simply unachievable or overwhelming. Try breaking down such problems into smaller issues that you can work on step by step. You may not be able to solve the problem of churning customers off the bat, but you can work with your team to identify smaller effort but high impact elements and work on those first.

This problem solving strategy can help a team generate momentum, prioritize and get some easy wins. It’s also a great strategy to employ with teams who are just beginning to learn how to approach the problem solving process. If you want some insight into a way to employ this strategy, we recommend looking at our design sprint template below!

Use guiding frameworks or try new methodologies

Some problems are best solved by introducing a major shift in perspective or by using new methodologies that encourage your team to think differently.

Props and tools such as Methodkit , which uses a card-based toolkit for facilitation, or Lego Serious Play can be great ways to engage your team and find an inclusive, democratic problem solving strategy. Remember that play and creativity are great tools for achieving change and whatever the challenge, engaging your participants can be very effective where other strategies may have failed.

LEGO Serious Play

• Improving core problem solving skills
• Thinking outside of the box
• Encouraging creative solutions

LEGO Serious Play is a problem solving methodology designed to get participants thinking differently by using 3D models and kinesthetic learning styles. By physically building LEGO models based on questions and exercises, participants are encouraged to think outside of the box and create their own responses. 

Collaborate LEGO Serious Play exercises are also used to encourage communication and build problem solving skills in a group. By using this problem solving process, you can often help different kinds of learners and personality types contribute and unblock organizational problems with creative thinking. 

Problem solving strategies like LEGO Serious Play are super effective at helping a team solve more skills-based problems such as communication between teams or a lack of creative thinking. Some problems are not suited to LEGO Serious Play and require a different problem solving strategy.

Card Decks and Method Kits

• New facilitators or non-facilitators 
• Approaching difficult subjects with a simple, creative framework
• Engaging those with varied learning styles

Card decks and method kids are great tools for those new to facilitation or for whom facilitation is not the primary role. Card decks such as the emotional culture deck can be used for complete workshops and in many cases, can be used right out of the box. Methodkit has a variety of kits designed for scenarios ranging from personal development through to personas and global challenges so you can find the right deck for your particular needs.

Having an easy to use framework that encourages creativity or a new approach can take some of the friction or planning difficulties out of the workshop process and energize a team in any setting. Simplicity is the key with these methods. By ensuring everyone on your team can get involved and engage with the process as quickly as possible can really contribute to the success of your problem solving strategy.

Source external advice

Looking to peers, experts and external facilitators can be a great way of approaching the problem solving process. Your team may not have the necessary expertise, insights of experience to tackle some issues, or you might simply benefit from a fresh perspective. Some problems may require bringing together an entire team, and coaching managers or team members individually might be the right approach. Remember that not all problems are best resolved in the same manner.

If you’re a solo entrepreneur, peer groups, coaches and mentors can also be invaluable at not only solving specific business problems, but in providing a support network for resolving future challenges. One great approach is to join a Mastermind Group and link up with like-minded individuals and all grow together. Remember that however you approach the sourcing of external advice, do so thoughtfully, respectfully and honestly. Reciprocate where you can and prepare to be surprised by just how kind and helpful your peers can be!

Mastermind Group

• Solo entrepreneurs or small teams with low capacity
• Peer learning and gaining outside expertise
• Getting multiple external points of view quickly

Problem solving in large organizations with lots of skilled team members is one thing, but how about if you work for yourself or in a very small team without the capacity to get the most from a design sprint or LEGO Serious Play session? 

A mastermind group – sometimes known as a peer advisory board – is where a group of people come together to support one another in their own goals, challenges, and businesses. Each participant comes to the group with their own purpose and the other members of the group will help them create solutions, brainstorm ideas, and support one another. 

Mastermind groups are very effective in creating an energized, supportive atmosphere that can deliver meaningful results. Learning from peers from outside of your organization or industry can really help unlock new ways of thinking and drive growth. Access to the experience and skills of your peers can be invaluable in helping fill the gaps in your own ability, particularly in young companies.

A mastermind group is a great solution for solo entrepreneurs, small teams, or for organizations that feel that external expertise or fresh perspectives will be beneficial for them. It is worth noting that Mastermind groups are often only as good as the participants and what they can bring to the group. Participants need to be committed, engaged and understand how to work in this context. 

Coaching and mentoring

• Focused learning and development
• Filling skills gaps
• Working on a range of challenges over time

Receiving advice from a business coach or building a mentor/mentee relationship can be an effective way of resolving certain challenges. The one-to-one format of most coaching and mentor relationships can really help solve the challenges those individuals are having and benefit the organization as a result.

A great mentor can be invaluable when it comes to spotting potential problems before they arise and coming to understand a mentee very well has a host of other business benefits. You might run an internal mentorship program to help develop your team’s problem solving skills and strategies or as part of a large learning and development program. External coaches can also be an important part of your problem solving strategy, filling skills gaps for your management team or helping with specific business issues. 

Now we’ve explored the problem solving process and the steps you will want to go through in order to have an effective session, let’s look at the skills you and your team need to be more effective problem solvers.

Problem solving skills are highly sought after, whatever industry or team you work in. Organizations are keen to employ people who are able to approach problems thoughtfully and find strong, realistic solutions. Whether you are a facilitator , a team leader or a developer, being an effective problem solver is a skill you’ll want to develop.

Problem solving skills form a whole suite of techniques and approaches that an individual uses to not only identify problems but to discuss them productively before then developing appropriate solutions.

Here are some of the most important problem solving skills everyone from executives to junior staff members should learn. We’ve also included an activity or exercise from the SessionLab library that can help you and your team develop that skill. 

If you’re running a workshop or training session to try and improve problem solving skills in your team, try using these methods to supercharge your process!

Active listening

Active listening is one of the most important skills anyone who works with people can possess. In short, active listening is a technique used to not only better understand what is being said by an individual, but also to be more aware of the underlying message the speaker is trying to convey. When it comes to problem solving, active listening is integral for understanding the position of every participant and to clarify the challenges, ideas and solutions they bring to the table.

Some active listening skills include:

• Paying complete attention to the speaker.
• Removing distractions.
• Avoid interruption.
• Taking the time to fully understand before preparing a rebuttal.
• Responding respectfully and appropriately.
• Demonstrate attentiveness and positivity with an open posture, making eye contact with the speaker, smiling and nodding if appropriate. Show that you are listening and encourage them to continue.
• Be aware of and respectful of feelings. Judge the situation and respond appropriately. You can disagree without being disrespectful.   
• Observe body language. 
• Paraphrase what was said in your own words, either mentally or verbally.
• Remain neutral. 
• Reflect and take a moment before responding.
• Ask deeper questions based on what is said and clarify points where necessary.   

Active Listening   #hyperisland   #skills   #active listening   #remote-friendly   This activity supports participants to reflect on a question and generate their own solutions using simple principles of active listening and peer coaching. It’s an excellent introduction to active listening but can also be used with groups that are already familiar with it. Participants work in groups of three and take turns being: “the subject”, the listener, and the observer.

Analytical skills

All problem solving models require strong analytical skills, particularly during the beginning of the process and when it comes to analyzing how solutions have performed.

Analytical skills are primarily focused on performing an effective analysis by collecting, studying and parsing data related to a problem or opportunity. 

It often involves spotting patterns, being able to see things from different perspectives and using observable facts and data to make suggestions or produce insight. 

Analytical skills are also important at every stage of the problem solving process and by having these skills, you can ensure that any ideas or solutions you create or backed up analytically and have been sufficiently thought out.

Nine Whys   #innovation   #issue analysis   #liberating structures   With breathtaking simplicity, you can rapidly clarify for individuals and a group what is essentially important in their work. You can quickly reveal when a compelling purpose is missing in a gathering and avoid moving forward without clarity. When a group discovers an unambiguous shared purpose, more freedom and more responsibility are unleashed. You have laid the foundation for spreading and scaling innovations with fidelity.

Collaboration

Trying to solve problems on your own is difficult. Being able to collaborate effectively, with a free exchange of ideas, to delegate and be a productive member of a team is hugely important to all problem solving strategies.

Remember that whatever your role, collaboration is integral, and in a problem solving process, you are all working together to find the best solution for everyone. 

Marshmallow challenge with debriefing   #teamwork   #team   #leadership   #collaboration   In eighteen minutes, teams must build the tallest free-standing structure out of 20 sticks of spaghetti, one yard of tape, one yard of string, and one marshmallow. The marshmallow needs to be on top. The Marshmallow Challenge was developed by Tom Wujec, who has done the activity with hundreds of groups around the world. Visit the Marshmallow Challenge website for more information. This version has an extra debriefing question added with sample questions focusing on roles within the team.

Communication  

Being an effective communicator means being empathetic, clear and succinct, asking the right questions, and demonstrating active listening skills throughout any discussion or meeting. 

In a problem solving setting, you need to communicate well in order to progress through each stage of the process effectively. As a team leader, it may also fall to you to facilitate communication between parties who may not see eye to eye. Effective communication also means helping others to express themselves and be heard in a group.

Bus Trip   #feedback   #communication   #appreciation   #closing   #thiagi   #team   This is one of my favourite feedback games. I use Bus Trip at the end of a training session or a meeting, and I use it all the time. The game creates a massive amount of energy with lots of smiles, laughs, and sometimes even a teardrop or two.

Creative problem solving skills can be some of the best tools in your arsenal. Thinking creatively, being able to generate lots of ideas and come up with out of the box solutions is useful at every step of the process. 

The kinds of problems you will likely discuss in a problem solving workshop are often difficult to solve, and by approaching things in a fresh, creative manner, you can often create more innovative solutions.

Having practical creative skills is also a boon when it comes to problem solving. If you can help create quality design sketches and prototypes in record time, it can help bring a team to alignment more quickly or provide a base for further iteration.

The paper clip method   #sharing   #creativity   #warm up   #idea generation   #brainstorming   The power of brainstorming. A training for project leaders, creativity training, and to catalyse getting new solutions.

Critical thinking

Critical thinking is one of the fundamental problem solving skills you’ll want to develop when working on developing solutions. Critical thinking is the ability to analyze, rationalize and evaluate while being aware of personal bias, outlying factors and remaining open-minded.

Defining and analyzing problems without deploying critical thinking skills can mean you and your team go down the wrong path. Developing solutions to complex issues requires critical thinking too – ensuring your team considers all possibilities and rationally evaluating them. 

Agreement-Certainty Matrix   #issue analysis   #liberating structures   #problem solving   You can help individuals or groups avoid the frequent mistake of trying to solve a problem with methods that are not adapted to the nature of their challenge. The combination of two questions makes it possible to easily sort challenges into four categories: simple, complicated, complex , and chaotic .  A problem is simple when it can be solved reliably with practices that are easy to duplicate.  It is complicated when experts are required to devise a sophisticated solution that will yield the desired results predictably.  A problem is complex when there are several valid ways to proceed but outcomes are not predictable in detail.  Chaotic is when the context is too turbulent to identify a path forward.  A loose analogy may be used to describe these differences: simple is like following a recipe, complicated like sending a rocket to the moon, complex like raising a child, and chaotic is like the game “Pin the Tail on the Donkey.”  The Liberating Structures Matching Matrix in Chapter 5 can be used as the first step to clarify the nature of a challenge and avoid the mismatches between problems and solutions that are frequently at the root of chronic, recurring problems.

Data analysis 

Though it shares lots of space with general analytical skills, data analysis skills are something you want to cultivate in their own right in order to be an effective problem solver.

Being good at data analysis doesn’t just mean being able to find insights from data, but also selecting the appropriate data for a given issue, interpreting it effectively and knowing how to model and present that data. Depending on the problem at hand, it might also include a working knowledge of specific data analysis tools and procedures. 

Having a solid grasp of data analysis techniques is useful if you’re leading a problem solving workshop but if you’re not an expert, don’t worry. Bring people into the group who has this skill set and help your team be more effective as a result.

Decision making

All problems need a solution and all solutions require that someone make the decision to implement them. Without strong decision making skills, teams can become bogged down in discussion and less effective as a result. 

Making decisions is a key part of the problem solving process. It’s important to remember that decision making is not restricted to the leadership team. Every staff member makes decisions every day and developing these skills ensures that your team is able to solve problems at any scale. Remember that making decisions does not mean leaping to the first solution but weighing up the options and coming to an informed, well thought out solution to any given problem that works for the whole team.

Lightning Decision Jam (LDJ)   #action   #decision making   #problem solving   #issue analysis   #innovation   #design   #remote-friendly   The problem with anything that requires creative thinking is that it’s easy to get lost—lose focus and fall into the trap of having useless, open-ended, unstructured discussions. Here’s the most effective solution I’ve found: Replace all open, unstructured discussion with a clear process. What to use this exercise for: Anything which requires a group of people to make decisions, solve problems or discuss challenges. It’s always good to frame an LDJ session with a broad topic, here are some examples: The conversion flow of our checkout Our internal design process How we organise events Keeping up with our competition Improving sales flow

Dependability

Most complex organizational problems require multiple people to be involved in delivering the solution. Ensuring that the team and organization can depend on you to take the necessary actions and communicate where necessary is key to ensuring problems are solved effectively.

Being dependable also means working to deadlines and to brief. It is often a matter of creating trust in a team so that everyone can depend on one another to complete the agreed actions in the agreed time frame so that the team can move forward together. Being undependable can create problems of friction and can limit the effectiveness of your solutions so be sure to bear this in mind throughout a project. 

Team Purpose & Culture   #team   #hyperisland   #culture   #remote-friendly   This is an essential process designed to help teams define their purpose (why they exist) and their culture (how they work together to achieve that purpose). Defining these two things will help any team to be more focused and aligned. With support of tangible examples from other companies, the team members work as individuals and a group to codify the way they work together. The goal is a visual manifestation of both the purpose and culture that can be put up in the team’s work space.

Emotional intelligence

Emotional intelligence is an important skill for any successful team member, whether communicating internally or with clients or users. In the problem solving process, emotional intelligence means being attuned to how people are feeling and thinking, communicating effectively and being self-aware of what you bring to a room. 

There are often differences of opinion when working through problem solving processes, and it can be easy to let things become impassioned or combative. Developing your emotional intelligence means being empathetic to your colleagues and managing your own emotions throughout the problem and solution process. Be kind, be thoughtful and put your points across care and attention. 

Being emotionally intelligent is a skill for life and by deploying it at work, you can not only work efficiently but empathetically. Check out the emotional culture workshop template for more!

Facilitation

As we’ve clarified in our facilitation skills post, facilitation is the art of leading people through processes towards agreed-upon objectives in a manner that encourages participation, ownership, and creativity by all those involved. While facilitation is a set of interrelated skills in itself, the broad definition of facilitation can be invaluable when it comes to problem solving. Leading a team through a problem solving process is made more effective if you improve and utilize facilitation skills – whether you’re a manager, team leader or external stakeholder.

The Six Thinking Hats   #creative thinking   #meeting facilitation   #problem solving   #issue resolution   #idea generation   #conflict resolution   The Six Thinking Hats are used by individuals and groups to separate out conflicting styles of thinking. They enable and encourage a group of people to think constructively together in exploring and implementing change, rather than using argument to fight over who is right and who is wrong.

Flexibility 

Being flexible is a vital skill when it comes to problem solving. This does not mean immediately bowing to pressure or changing your opinion quickly: instead, being flexible is all about seeing things from new perspectives, receiving new information and factoring it into your thought process.

Flexibility is also important when it comes to rolling out solutions. It might be that other organizational projects have greater priority or require the same resources as your chosen solution. Being flexible means understanding needs and challenges across the team and being open to shifting or arranging your own schedule as necessary. Again, this does not mean immediately making way for other projects. It’s about articulating your own needs, understanding the needs of others and being able to come to a meaningful compromise.

The Creativity Dice   #creativity   #problem solving   #thiagi   #issue analysis   Too much linear thinking is hazardous to creative problem solving. To be creative, you should approach the problem (or the opportunity) from different points of view. You should leave a thought hanging in mid-air and move to another. This skipping around prevents premature closure and lets your brain incubate one line of thought while you consciously pursue another.

Working in any group can lead to unconscious elements of groupthink or situations in which you may not wish to be entirely honest. Disagreeing with the opinions of the executive team or wishing to save the feelings of a coworker can be tricky to navigate, but being honest is absolutely vital when to comes to developing effective solutions and ensuring your voice is heard. 

Remember that being honest does not mean being brutally candid. You can deliver your honest feedback and opinions thoughtfully and without creating friction by using other skills such as emotional intelligence. 

Explore your Values   #hyperisland   #skills   #values   #remote-friendly   Your Values is an exercise for participants to explore what their most important values are. It’s done in an intuitive and rapid way to encourage participants to follow their intuitive feeling rather than over-thinking and finding the “correct” values. It is a good exercise to use to initiate reflection and dialogue around personal values.

Initiative 

The problem solving process is multi-faceted and requires different approaches at certain points of the process. Taking initiative to bring problems to the attention of the team, collect data or lead the solution creating process is always valuable. You might even roadtest your own small scale solutions or brainstorm before a session. Taking initiative is particularly effective if you have good deal of knowledge in that area or have ownership of a particular project and want to get things kickstarted.

That said, be sure to remember to honor the process and work in service of the team. If you are asked to own one part of the problem solving process and you don’t complete that task because your initiative leads you to work on something else, that’s not an effective method of solving business challenges.

15% Solutions   #action   #liberating structures   #remote-friendly   You can reveal the actions, however small, that everyone can do immediately. At a minimum, these will create momentum, and that may make a BIG difference.  15% Solutions show that there is no reason to wait around, feel powerless, or fearful. They help people pick it up a level. They get individuals and the group to focus on what is within their discretion instead of what they cannot change.  With a very simple question, you can flip the conversation to what can be done and find solutions to big problems that are often distributed widely in places not known in advance. Shifting a few grains of sand may trigger a landslide and change the whole landscape.

Impartiality

A particularly useful problem solving skill for product owners or managers is the ability to remain impartial throughout much of the process. In practice, this means treating all points of view and ideas brought forward in a meeting equally and ensuring that your own areas of interest or ownership are not favored over others. 

There may be a stage in the process where a decision maker has to weigh the cost and ROI of possible solutions against the company roadmap though even then, ensuring that the decision made is based on merit and not personal opinion. 

Empathy map   #frame insights   #create   #design   #issue analysis   An empathy map is a tool to help a design team to empathize with the people they are designing for. You can make an empathy map for a group of people or for a persona. To be used after doing personas when more insights are needed.

Being a good leader means getting a team aligned, energized and focused around a common goal. In the problem solving process, strong leadership helps ensure that the process is efficient, that any conflicts are resolved and that a team is managed in the direction of success.

It’s common for managers or executives to assume this role in a problem solving workshop, though it’s important that the leader maintains impartiality and does not bulldoze the group in a particular direction. Remember that good leadership means working in service of the purpose and team and ensuring the workshop is a safe space for employees of any level to contribute. Take a look at our leadership games and activities post for more exercises and methods to help improve leadership in your organization.

Leadership Pizza   #leadership   #team   #remote-friendly   This leadership development activity offers a self-assessment framework for people to first identify what skills, attributes and attitudes they find important for effective leadership, and then assess their own development and initiate goal setting.

In the context of problem solving, mediation is important in keeping a team engaged, happy and free of conflict. When leading or facilitating a problem solving workshop, you are likely to run into differences of opinion. Depending on the nature of the problem, certain issues may be brought up that are emotive in nature. 

Being an effective mediator means helping those people on either side of such a divide are heard, listen to one another and encouraged to find common ground and a resolution. Mediating skills are useful for leaders and managers in many situations and the problem solving process is no different.

Conflict Responses   #hyperisland   #team   #issue resolution   A workshop for a team to reflect on past conflicts, and use them to generate guidelines for effective conflict handling. The workshop uses the Thomas-Killman model of conflict responses to frame a reflective discussion. Use it to open up a discussion around conflict with a team.

Planning 

Solving organizational problems is much more effective when following a process or problem solving model. Planning skills are vital in order to structure, deliver and follow-through on a problem solving workshop and ensure your solutions are intelligently deployed.

Planning skills include the ability to organize tasks and a team, plan and design the process and take into account any potential challenges. Taking the time to plan carefully can save time and frustration later in the process and is valuable for ensuring a team is positioned for success.

3 Action Steps   #hyperisland   #action   #remote-friendly   This is a small-scale strategic planning session that helps groups and individuals to take action toward a desired change. It is often used at the end of a workshop or programme. The group discusses and agrees on a vision, then creates some action steps that will lead them towards that vision. The scope of the challenge is also defined, through discussion of the helpful and harmful factors influencing the group.

Prioritization

As organisations grow, the scale and variation of problems they face multiplies. Your team or is likely to face numerous challenges in different areas and so having the skills to analyze and prioritize becomes very important, particularly for those in leadership roles.

A thorough problem solving process is likely to deliver multiple solutions and you may have several different problems you wish to solve simultaneously. Prioritization is the ability to measure the importance, value, and effectiveness of those possible solutions and choose which to enact and in what order. The process of prioritization is integral in ensuring the biggest challenges are addressed with the most impactful solutions.

Impact and Effort Matrix   #gamestorming   #decision making   #action   #remote-friendly   In this decision-making exercise, possible actions are mapped based on two factors: effort required to implement and potential impact. Categorizing ideas along these lines is a useful technique in decision making, as it obliges contributors to balance and evaluate suggested actions before committing to them.

Project management

Some problem solving skills are utilized in a workshop or ideation phases, while others come in useful when it comes to decision making. Overseeing an entire problem solving process and ensuring its success requires strong project management skills. 

While project management incorporates many of the other skills listed here, it is important to note the distinction of considering all of the factors of a project and managing them successfully. Being able to negotiate with stakeholders, manage tasks, time and people, consider costs and ROI, and tie everything together is massively helpful when going through the problem solving process. 

Record keeping

Working out meaningful solutions to organizational challenges is only one part of the process.  Thoughtfully documenting and keeping records of each problem solving step for future consultation is important in ensuring efficiency and meaningful change. 

For example, some problems may be lower priority than others but can be revisited in the future. If the team has ideated on solutions and found some are not up to the task, record those so you can rule them out and avoiding repeating work. Keeping records of the process also helps you improve and refine your problem solving model next time around!

Personal Kanban   #gamestorming   #action   #agile   #project planning   Personal Kanban is a tool for organizing your work to be more efficient and productive. It is based on agile methods and principles.

Research skills

Conducting research to support both the identification of problems and the development of appropriate solutions is important for an effective process. Knowing where to go to collect research, how to conduct research efficiently, and identifying pieces of research are relevant are all things a good researcher can do well. 

In larger groups, not everyone has to demonstrate this ability in order for a problem solving workshop to be effective. That said, having people with research skills involved in the process, particularly if they have existing area knowledge, can help ensure the solutions that are developed with data that supports their intention. Remember that being able to deliver the results of research efficiently and in a way the team can easily understand is also important. The best data in the world is only as effective as how it is delivered and interpreted.

Customer experience map   #ideation   #concepts   #research   #design   #issue analysis   #remote-friendly   Customer experience mapping is a method of documenting and visualizing the experience a customer has as they use the product or service. It also maps out their responses to their experiences. To be used when there is a solution (even in a conceptual stage) that can be analyzed.

Risk management

Managing risk is an often overlooked part of the problem solving process. Solutions are often developed with the intention of reducing exposure to risk or solving issues that create risk but sometimes, great solutions are more experimental in nature and as such, deploying them needs to be carefully considered. 

Managing risk means acknowledging that there may be risks associated with more out of the box solutions or trying new things, but that this must be measured against the possible benefits and other organizational factors. 

Be informed, get the right data and stakeholders in the room and you can appropriately factor risk into your decision making process. 

Decisions, Decisions…   #communication   #decision making   #thiagi   #action   #issue analysis   When it comes to decision-making, why are some of us more prone to take risks while others are risk-averse? One explanation might be the way the decision and options were presented.  This exercise, based on Kahneman and Tversky’s classic study , illustrates how the framing effect influences our judgement and our ability to make decisions . The participants are divided into two groups. Both groups are presented with the same problem and two alternative programs for solving them. The two programs both have the same consequences but are presented differently. The debriefing discussion examines how the framing of the program impacted the participant’s decision.

Team-building 

No single person is as good at problem solving as a team. Building an effective team and helping them come together around a common purpose is one of the most important problem solving skills, doubly so for leaders. By bringing a team together and helping them work efficiently, you pave the way for team ownership of a problem and the development of effective solutions. 

In a problem solving workshop, it can be tempting to jump right into the deep end, though taking the time to break the ice, energize the team and align them with a game or exercise will pay off over the course of the day.

Remember that you will likely go through the problem solving process multiple times over an organization’s lifespan and building a strong team culture will make future problem solving more effective. It’s also great to work with people you know, trust and have fun with. Working on team building in and out of the problem solving process is a hallmark of successful teams that can work together to solve business problems.

9 Dimensions Team Building Activity   #ice breaker   #teambuilding   #team   #remote-friendly   9 Dimensions is a powerful activity designed to build relationships and trust among team members. There are 2 variations of this icebreaker. The first version is for teams who want to get to know each other better. The second version is for teams who want to explore how they are working together as a team.

Time management 

The problem solving process is designed to lead a team from identifying a problem through to delivering a solution and evaluating its effectiveness. Without effective time management skills or timeboxing of tasks, it can be easy for a team to get bogged down or be inefficient.

By using a problem solving model and carefully designing your workshop, you can allocate time efficiently and trust that the process will deliver the results you need in a good timeframe.

Time management also comes into play when it comes to rolling out solutions, particularly those that are experimental in nature. Having a clear timeframe for implementing and evaluating solutions is vital for ensuring their success and being able to pivot if necessary.

Improving your skills at problem solving is often a career-long pursuit though there are methods you can use to make the learning process more efficient and to supercharge your problem solving skillset.

Remember that the skills you need to be a great problem solver have a large overlap with those skills you need to be effective in any role. Investing time and effort to develop your active listening or critical thinking skills is valuable in any context. Here are 7 ways to improve your problem solving skills.

Share best practices

Remember that your team is an excellent source of skills, wisdom, and techniques and that you should all take advantage of one another where possible. Best practices that one team has for solving problems, conducting research or making decisions should be shared across the organization. If you have in-house staff that have done active listening training or are data analysis pros, have them lead a training session. 

Your team is one of your best resources. Create space and internal processes for the sharing of skills so that you can all grow together. 

Ask for help and attend training

Once you’ve figured out you have a skills gap, the next step is to take action to fill that skills gap. That might be by asking your superior for training or coaching, or liaising with team members with that skill set. You might even attend specialized training for certain skills – active listening or critical thinking, for example, are business-critical skills that are regularly offered as part of a training scheme.

Whatever method you choose, remember that taking action of some description is necessary for growth. Whether that means practicing, getting help, attending training or doing some background reading, taking active steps to improve your skills is the way to go.

Learn a process 

Problem solving can be complicated, particularly when attempting to solve large problems for the first time. Using a problem solving process helps give structure to your problem solving efforts and focus on creating outcomes, rather than worrying about the format. 

Tools such as the seven-step problem solving process above are effective because not only do they feature steps that will help a team solve problems, they also develop skills along the way. Each step asks for people to engage with the process using different skills and in doing so, helps the team learn and grow together. Group processes of varying complexity and purpose can also be found in the SessionLab library of facilitation techniques . Using a tried and tested process and really help ease the learning curve for both those leading such a process, as well as those undergoing the purpose.

Effective teams make decisions about where they should and shouldn’t expend additional effort. By using a problem solving process, you can focus on the things that matter, rather than stumbling towards a solution haphazardly. 

Create a feedback loop

Some skills gaps are more obvious than others. It’s possible that your perception of your active listening skills differs from those of your colleagues. 

It’s valuable to create a system where team members can provide feedback in an ordered and friendly manner so they can all learn from one another. Only by identifying areas of improvement can you then work to improve them. 

Remember that feedback systems require oversight and consideration so that they don’t turn into a place to complain about colleagues. Design the system intelligently so that you encourage the creation of learning opportunities, rather than encouraging people to list their pet peeves.

While practice might not make perfect, it does make the problem solving process easier. If you are having trouble with critical thinking, don’t shy away from doing it. Get involved where you can and stretch those muscles as regularly as possible. 

Problem solving skills come more naturally to some than to others and that’s okay. Take opportunities to get involved and see where you can practice your skills in situations outside of a workshop context. Try collaborating in other circumstances at work or conduct data analysis on your own projects. You can often develop those skills you need for problem solving simply by doing them. Get involved!

Use expert exercises and methods

Learn from the best. Our library of 700+ facilitation techniques is full of activities and methods that help develop the skills you need to be an effective problem solver. Check out our templates to see how to approach problem solving and other organizational challenges in a structured and intelligent manner.

There is no single approach to improving problem solving skills, but by using the techniques employed by others you can learn from their example and develop processes that have seen proven results. 

Try new ways of thinking and change your mindset

Using tried and tested exercises that you know well can help deliver results, but you do run the risk of missing out on the learning opportunities offered by new approaches. As with the problem solving process, changing your mindset can remove blockages and be used to develop your problem solving skills.

Most teams have members with mixed skill sets and specialties. Mix people from different teams and share skills and different points of view. Teach your customer support team how to use design thinking methods or help your developers with conflict resolution techniques. Try switching perspectives with facilitation techniques like Flip It! or by using new problem solving methodologies or models. Give design thinking, liberating structures or lego serious play a try if you want to try a new approach. You will find that framing problems in new ways and using existing skills in new contexts can be hugely useful for personal development and improving your skillset. It’s also a lot of fun to try new things. Give it a go!

Encountering business challenges and needing to find appropriate solutions is not unique to your organization. Lots of very smart people have developed methods, theories and approaches to help develop problem solving skills and create effective solutions. Learn from them!

Books like The Art of Thinking Clearly , Think Smarter, or Thinking Fast, Thinking Slow are great places to start, though it’s also worth looking at blogs related to organizations facing similar problems to yours, or browsing for success stories. Seeing how Dropbox massively increased growth and working backward can help you see the skills or approach you might be lacking to solve that same problem. Learning from others by reading their stories or approaches can be time-consuming but ultimately rewarding.

A tired, distracted mind is not in the best position to learn new skills. It can be tempted to burn the candle at both ends and develop problem solving skills outside of work. Absolutely use your time effectively and take opportunities for self-improvement, though remember that rest is hugely important and that without letting your brain rest, you cannot be at your most effective. 

Creating distance between yourself and the problem you might be facing can also be useful. By letting an idea sit, you can find that a better one presents itself or you can develop it further. Take regular breaks when working and create a space for downtime. Remember that working smarter is preferable to working harder and that self-care is important for any effective learning or improvement process.

Want to design better group processes?

Over to you

Now we’ve explored some of the key problem solving skills and the problem solving steps necessary for an effective process, you’re ready to begin developing more effective solutions and leading problem solving workshops.

Need more inspiration? Check out our post on problem solving activities you can use when guiding a group towards a great solution in your next workshop or meeting. Have questions? Did you have a great problem solving technique you use with your team? Get in touch in the comments below. We’d love to chat!

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Essential Tools: Organization Prioritization, Time Management, Decision Making and Problem Solving

Learning Objectives:

• Build trust through productive organization, prioritization, and time management
• Identify strategies to increase organization and prioritization
• Manage commitments to build trust and respect with peers and supervisors
• Choose appropriate strategies and make sound and well-grounded decisions

Watch these videos on time management :

http://www.bing.com/videos/search?q=Most+Popular+Time+Management+Funny&Form=VQFRVP#view=detail&mid=ED2A635BF1F59E96BB81ED2A635BF1F59E96BB81 time management techniques

https://youtu.be/0245yIOjdDk    Eisenhower matrix

https://youtu.be/tT89OZ7TNwc    Eisenhower matrix

Watch the Jar of Life Video—setting priorities :

https://youtu.be/v5ZvL4as2y0    Rocks, pebbles, sand story

Watch these videos on decision making :

https://youtu.be/lm9gOxnX5XM    Big Bang Theory decision making; funny

https://youtu.be/VrSUe_m19FY decision making – take action; funny

Making and Keeping Commitments

Our relationships with other people are vital to our effective participation in the world. We live in a world of engagement and the language we choose to use creates a power that ripples outwards. Somewhat similar to the reaction that occurs when we drop a pebble in a pond. We use language to not only describe our world but to create it. And effective communication, including keeping our commitments is central to that. Keeping commitments is a crucial factor for every family, friendship or partnership, and for every team, association, or organization. Every one of these groups is comprised of us, and others, engaging in a continuing cycle of conversations and commitments

Of all the types of conversations we have, the most potent and productive is when we make an offer to another, or when we request a commitment from another. And when that offer or request is accepted this can be characterized as ‘The Promise Cycle’ .  This simple act of making and managing promises then creates a mutual commitment from one person to another to take a specific future action.

And the responsibility that accompanies a promise is to do ‘what’ we said we would do, do it to the ‘standard’ to which we committed, and to do it at the ‘time’ we committed to. In other words, we must deliver what we promise, to the standard we promise and when we promise. The effectiveness of this process relies on the clarity of the conditions. In other words, how well formed and well expressed the commitment is, and how well it’s understood by both people.

The promise cycle can be described this way. It occurs when you offer to do something for another as an: Offer + Acceptance = Promise , or when another makes a request of you as a: Request + Acceptance = Promise . In life we bind ourselves to each other through promises and we begin to drift when we don’t deliver on those promises. Therefore the making and keeping of commitments is an important element of our communication. It determines predictability, certainty and continuity in all our various relationships.

Now imagine the profound impact that would occur in every aspect of life if all members of your family, your team, your associations, or your organization kept their commitments? Mutual trust would increase, and as a result efficiency, effectiveness and productivity would grow exponentially. Trust is central to our identity; such a simple process; such a profound impact. And In an organizational setting; understanding and using this process allows team and business leaders to develop a committed, collaborative, high- performance culture .

Reflection:

Now think of one instance in both your personal life and professional life where you have made a promise and delivered on that promise.

Then think of one instance in both your personal and professional life when you have made a promise and not delivered on that promise.

What were the implications and results?

Ada pted from: Robert Dunham, Institute for Generative Leadership, Boulder, CO   (C) 2015, Institute for Generative Leadership – http://generateleadership.com/

Excerpt from the Seven Habits of Highly Effective People by Stephen Covey, 1989

Personal management has evolved in a pattern similar to many other areas of human endeavor. Major developmental thrusts, or ‘waves’ as Alvin Toffler calls them, follow each other in succession, each adding a vital new dimension.

Likewise, in the area of time management, each generation builds on the one before it – each one moves us toward greater control of our lives. The first wave or generation could be characterized by notes and checklists, an effort to give some semblance of recognition and inclusiveness to the many demands placed on our time and energy.

The second generation could be characterized by calendars and appointment books. This wave reflects an attempt to look ahead, to schedule events and activities in the future.

The third generation reflects the current time management field. It adds to those preceding generations the important idea of prioritization, of clarifying values, and of comparing the relative worth of activities based on their relationship to those values. In addition, it focuses on setting goals – specific long-, intermediate- and short-term targets toward which time and energy would be directed in harmony with values. It also includes the concept of daily planning, of making a specific plan to accomplish those goals and activities determined to be of greatest worth.

While the third generation has made a significant contribution, people have begun to realize that “efficient” scheduling and control of time are often counterproductive. The efficiency focus creates expectations that clash with the opportunities to develop rich relations, to meet human needs, and to enjoy spontaneous moments on a daily basis.

As a result, many people have become turned off by the time management programs and planner that make them feel too scheduled, too restricted, and they “throw the baby out with the bath water,” reverting to first or second generation techniques to preserve relationships, spontaneity, and quality of life.

But there is an emerging fourth generation that is different in kind. It recognizes that “time management” is really a misnomer – the challenge is not to manage time, but to manage ourselves. Satisfaction is a function of the expectation as well as realization. And expectation (and satisfaction) lies in our Circle of Influence.

Rather than focusing on things and time, fourth generation expectations focus on preserving and enhancing relationships and on accomplishing results – in short, on maintaining P/PC Balance [P stands for production of desired results and PC stands for the capacity to produce the desired results].

General Organizing Skills

Along with communication and computer skills, organizational skills are some of the most important transferable job skills a worker can possess. People need organizational skills at work to be more productive. Workers who know where to find notes or certain resources can save time. Therefore, they tend to get more done. There are a number of organizational skills for work, including those noted below.

Physical Organization

Clutter is often the culprit when it comes to disorganization in a work space. Make a point to clear out unneeded papers, file documents in the appropriate places and put unused supplies back in the supply closet. You don’t have to be a neat freak to be successful with physical organization. You might find that it fits your working style to designate a weekly session for busting through the accumulated clutter. Get into the habit of putting papers, gadgets, business cards, files, magazines, newspapers and supplies in their proper places. Throw away or shred items that are past their usable life.

Mental Organization

Keeping your mind organized can be a challenge when you are juggling the varied demands of performing a job. Prioritize projects and make to-do lists to keep yourself on track. Understand your personal working style and play to your strengths. Not everyone is cut out to be an accomplished multi-tasker. You might work best by focusing on finishing off one project at a time rather than balancing multiple tasks.

Planning is a needed workplace skill, and it is particularly important as person advances into more supervisory or managerial roles. Most work is centered on certain projects that must be completed within a specific time period. Projects are usually divided into many different tasks, and workers must plan their tasks ahead of time to bring the project to fruition. A person can also plan ahead in case certain problems come up that could potentially delay the project.

Set goals and outline the steps you need to take to reach them. Focus forward on goals that you may have set with your supervisor. Schedule time to work through the tasks involved so that you are making constant progress.

A goal is something you want to do, have or be or something your employer expects to happen over time.

The way you set your goals affects their effectiveness. Goal setting is deciding what you want to do, why you want to do it, when you are going to do it and how you are going to do it. Setting goals helps you to accomplish things which are important in both your work and home life. Plan the Plan and not the results. As you begin to think about your goals, keep the following things in mind.

• Be Positive: have a good attitude
• Be Realistic: know yourself and your comfort level
• Set Deadlines: be realistic so you don’t become frustrated
• Prioritize: make lists, break things into smaller pieces
• Write down your goals & keep them visible: this will help you stay on task
• Make your goals small and achievable : for better success
• List your values : What’s important to you?
• Plan for the future and place yourself there: visualize, fantasize

  Time Management

Having good organizational skills is about making the best use of your time. Being organize reduces the amount of time you have to dig to uncover important work related information. Understand where your time goes. For example, if you check email every five minutes, you might want to create a twice-a-day email schedule to more effectively handle your inbox. Maintain a calendar so you don’t miss important deadlines.

Thinking about time management can generate many questions for exploration and reflection.

Do we manage time or manage capacity? Do we manage time or manage our values and what we care about? Do we manage time or manage our choices? Do we manage tasks or manage outcomes? Do we manage our time or our energy?

Use of time is clearly a choice. When those choices lack grounding in a larger purpose and clear discernment of what we care about and what’s really important, the choices of how we spend our time can sometimes fail to deliver purposeful outcomes.

Taking time to consider at a more than superficial level what we care about and centering our focus on those cares generates different outcomes. Those who are grounded in a clear purpose and who allow that purpose to drive conversations for action and commitments make different choices that enable personal as well as customer satisfaction. These commitments are grounded in outcomes that matter rather than task completion. Spending time on tasks without connection to a greater purpose can cause frustration, a sense of overwhelm energy depletion, disappointment, exhaustion, and loss of clear direction.

Meeting Deadlines

One of the most important organizational skills is the ability to meet deadlines and use time wisely. It usually takes a little experience before an individual can properly assign tasks, allocate resources and complete a project on time. Meeting deadlines requires time management skills, which is an important organizational skill itself

Employees need time management organizational skills to keep track of meetings, appointments, tasks and deadlines. Time management skills will help you stay on schedule with everything you do. Time management skills will also help you avoid the last minute rush to complete tasks, eliminating potential stress in the process

Tracking Tasks

Organizational skills are needed to keep track of projects. Finding a way to track tasks will help keep you ahead of the game. Projects require a lot of individual tasks. These tasks need to be completed on time to reach the project deadline. If you work with project deadlines, use a project log to keep track of your progress. You can keep the project log on file in your computer or on paper. There is no right way. The important point is to do it to simplify your life as well as that of others.

Good organizational skills can help lead to success through many paths. Time is money. Organization saves time by keeping valuable data easily accessible, goals in focus and everyone on the same page. Employees who have good organizational skills are efficient at covering the demands of their jobs. This directly relates to a company’s bottom line. Poor organization leads to frustration on the part of a business owner, employees and customers. Keep an orderly office, work space, computer and mind to cultivate an environment that is focused on meeting business goals in a timely manner.

Organizational Skills: Prioritization

Prioritization is a valuable organizational skill. Some tasks may require immediate attention, others can wait. This skill set is closely linked to time management. We only have a limited amount of time to utilize during our workday, so place those tasks that have to be completed first at the head of a list. In the military, on the battlefield, doctors apply the organizational skill of “triage”; injured soldiers are placed into one of three categories, since it is physically impossible for the doctor to get to everyone at once. Wounded soldiers who are going to die, no matter what is done to them, are placed in one category. Soldiers who have serious, but non-life-threatening injuries, go into another category. Finally, those soldiers who require immediate attention and can be saved go into the third category. This is prioritization.

Organizational skills such as prioritization, organizing the workspace, time management , form the core basis of good organizational habits. Practical organizational skills include wise planning, time optimization, detail orientation, and prioritization . Last, but not least, would be to relieve stress ! A stressed out worker makes more mistakes, and may say something to a co-worker or subordinate in the “heat of the moment”, that they will later regret! Do whatever it takes for you personally to be relaxed, yet professional, in making your business decisions and conducting efficient operations. Implementing these organizational skills will contribute to a healthy work environment.

There are five steps to prioritizing your work

• Think about what needs to be done– First, think about what needs to be done. How do you juggle (prioritize) your daily activities? Make a list of daily activities, and think about how you work to accomplish them.
• Decide and prioritize what to do– Now it is time to decide which goals are important to you, and how you can achieve them. Before you do, remember that relaxation is a key. How do you relax? Have you given yourself time to relax? What do you do to relax? Before you continue, think about relaxing and make a list of the things you do to relax. As you plan your day, allow time for yourself to relax and refresh.

By now, you have an idea of your goals. You should also have a list of how you organize your daily life and what your work style is. As a reminder, this list should tell you the following:

• What your distractions are
• When do you work best
• What are your daily activities (commitments) are
• When you work best

Keep your list in mind as you begin to set goals, break the goal into manageable pieces, order (prioritize) those pieces and achieve your goal. Learn to say no to distractions and extra demands on your time. Saying no can be difficult at first, but as you prioritize and work to achieve your goals you will see how important this can be.

• Monitor and Evaluate : How am I doing? It is important to think about what you do while you do it.

It takes commitment to design a plan and stick to it. Remind yourself often of your objectives. Write short lists or put up photographs or articles to help remind you of our goal and your progress.

If you keep veering from the goal, maybe the objective is not something you want badly enough. If so, change it. Be flexible. Setting and achieving goals is a lifelong process. Set new objectives that are consistent with who you are and what you want. Objectives may change over time.

Here are some suggestions for monitoring and evaluating the way you work. Ask yourself the following questions:

• What am I doing well?
• What could I improve?
• What are the opportunities facing you?
• What is getting in your way?
• Practice Prioritizing —Write a list of things you need to accomplish. Decide what is most important and most urgent.       Prioritize list in order of importance Then, breakdown each item into a list of tasks that need to happen to complete it. Check off the tasks as you complete them.
• Reward Yourself — Celebrate when you have completed your task.

Set up a reward system for yourself. It may be calling a friend, reading a couple of chapters of your favorite book, taking a bubble bath, shooting a few hoops, or taking a walk. Whatever it is should be meaningful to you.

Time Management: The Eisenhower Method

The Eisenhower Method helps you decide which action you should or shouldn’t do. It aids you to divide actions into one of four categories. The quadrants are divided by importance and urgency.

“What is important is seldom urgent and what is urgent is seldom important.” – Dwight D. Eisenhower

How to Use the Eisenhower Method

Using the Eisenhower quadrant is very easy. You pick an item from your to-do list and ask yourself these two questions.

• “Is it urgent?”
• “Is it important?”

You can now put the action into the correct quadrant.

Below is an explanation of each quadrant.

• Not Urgent and Not Important Examples:
• Time wasters (Ex: Facebook, checking e-mails all the time…)
• Busy work (Ex: Work that doesn’t need to be done)
• Procrastinating

You should not spend any time on activities in this quadrant. When is something not important? If it doesn’t progress you toward your goals, then why should you spend time doing it?

When is something not urgent? If it doesn’t matter when it is done, then it’s not urgent. It can be done today, or it can be done next week or even next year, it doesn’t matter.

The combination of not urgent and not important is the worst quadrant to spend your time in. Decrease your time in this quadrant and put it somewhere else. I prefer you put it in ‘not urgent and important’ .

• Urgent and Not Important
• Answering e-mails
• Incoming phone calls
• Interrupting colleagues

Since the tasks are still not important and you’re still not progressing towards your goals’ it’s better to not spend time here either. However, these tasks are urgent, therefore you can’t schedule them. They’re also hard to ignore, since urgent action often demands attention. Ex: A phone call or an interrupting colleague. Find a way to deal with these as quickly as possible.

• Urgent and Important
• Emergencies
• Troubleshooting

You have to do these actions. They’re important. They progress you toward your goals, however, since they’re urgent, they’re often unplanned and unwanted.

You will always spend some time here, since emergencies will always happen. When they do, you have to deal with them. No excuses. After you deal with the situation, spend time to make sure it never happens again, minimize its occurrence or make preparations for when it happens again.

• Not Urgent and Important
• Building quality relationships with other people
• Doing actual work to progress toward a major goal
• Physical exercise

This is the quadrant in which you should spent most of your time. Most people however, don’t do this and spend most of their time in any of the other quadrants. Because these important tasks don’t scream to you like a ringing phone, they’re often neglected in favor of more urgent matters.

If you spend almost no time here, then your first important task is to save some time each day to work on the important things.

Urgent activities are often the ones we concentrate on and often forget about really important ones. If you spend all of your time concentrating on the urgent and important tasks you will just be firefighting. Managing time effectively, and achieving the things that you want to achieve, means spending your time on things that are important and not just urgent.

We can categorize tasks on two scales according to their importance and urgency. Making 4 categories and placing them in matrix known also as Time Matrix below.

What is Decision Making?

People often find it hard to make decisions – inevitably we all have to make decisions all the time, some are more important than others.

Some people put off making decisions by endlessly searching for more information or getting other people to offer their recommendations.  Others resort to decision making by taking a vote, sticking a pin in a list or tossing a coin.

Regardless of the effort that is put into making a decision, it has to be accepted that some decisions will not be the best possible choice.  This page examines one technique that can be used for effective decision making and that should help you to make effective decisions now and in the future.

Although the following technique is designed for an organisational or group structure, it can be easily adapted to an individual level.

In its simplest sense: ‘ Decision Making is the act of choosing between two or more courses of action ‘.   However, it must always be remembered that there may not always be a ‘correct’ decision among the available choices.

There may have been a better choice that had not been considered, or the right information may not have been available at the time.  Because of this, it is important to keep a record of all important decisions and the reasons why these decisions were made, so that improvements can be made in the future.  This also provides justification for any decision taken when something goes wrong.

Hindsight might not be able to correct past mistakes, but it will aid improved decision making in the future.

Effective Decision Making

Although decisions can be made using either intuition or reasoning, a combination of both approaches is often used.  Whatever approach is used, it is usually helpful to structure decision making in order to:

• Reduce more complicated decisions down to simpler steps.
• See how any decisions are arrived at.
• Plan decision making to meet deadlines.

Stages of Decision Making

In psychology, decision-making is regarded as the cognitive process resulting in the selection of a belief or a course of action among several alternative possibilities. Every decision-making process produces a final choice that may or may not prompt action. Decision-making is the study of identifying and choosing alternatives based on the values and preferences of the decision maker. Decision-making is one of the central activities of management and is a huge part of any process of implementation.

Many different techniques of decision making have been developed, ranging from simple rules of thumb, to extremely complex procedures.  The method used depends on the nature of the decision to be made and how complex it is.

The method described here follows seven stages:

• Listing all possible solutions/options.
• Setting a time scale and deciding who is responsible for the decision.
• Information gathering.
• Weighing up the risks involved.
• Deciding on values, or in other words what is important.
• Weighing up the pros and cons of each course of action.
• Making the decision.
•  Listing Possible Solutions/Options

In order to come up with a list of all the possible solutions and/or options available it is usually appropriate to work on a group (or individual) problem-solving process. This process, could include brainstorming or some other ‘idea generating’ process (see our page: Problem Solving for more information). 

This stage is important to the overall decision making processes as a decision will be made from a selection of fixed choices.  Always remember to consider the possibility of not making a decision or doing nothing and be aware that both options are actually potential solutions in themselves.

• Setting a Time Period and Deciding Who is Responsible for the Decision

In deciding how much time to make available for the decision making process, it helps to consider the following:

• How much time is available to spend on this decision?
• Is there a deadline for making a decision and what are the consequences of missing this deadline?
• Is there an advantage in making a quick decision?
• How important is it to make a decision?  How important is it that the decision is right?
• Will spending more time improve the quality of the decision?

Responsibility for the Decision

Before making a decision, it needs to be clear who is going to take responsibility for the decision.  Remember that it is not always those making the decision who have to assume responsibility for it.  Is it an individual, a group or an organisation?  This is a key question because the degree to which responsibility for a decision is shared can greatly influence how much risk people are willing to take.

If the decision making is for work then it is helpful to consider the structure of the organization that you are in.  Is the individual responsible for the decisions he or she makes or does the organization hold ultimate responsibility?  Who has to carry out the course of action decided?  Who will it affect if something goes wrong?  Are you willing to take responsibility for a mistake?

Finally, you need to know who can actually make the decision.  When helping a friend, colleague or client to reach a decision, in most circumstances the final decision and responsibility will be taken by them.  Whenever possible, and if it is not obvious, it is better to make a formal decision as to who is responsible for a decision.  This idea of responsibility also highlights the need to keep a record of how any decision was made, what information it was based on and who was involved.  Enough information needs to be kept to justify that decision in the future so that, if something does go wrong, it is possible to show that your decision was reasonable in the circumstance and given the knowledge you held at the time.

3.  Information Gathering

Before starting on the process of making a decision, all relevant information needs to be gathered.

If there is inadequate or out-dated information then it is more likely that a wrong decision might be made.  Also, if there is a lot of irrelevant information then the decision will be difficult to make, it will be easier to become distracted by unnecessary factors.

There is a need for up-to-date, accurate information on which to make decisions.  Such information needs to be gathered so that a well-informed decision can be made.  The amount of time spent on information gathering has to be weighed against how much you are willing to risk making the wrong decision.  In a group situation, such as at work, it may be appropriate for different people to research different aspects of the information required.

• Weighing up the Risks Involved

One key question is how much risk should be taken in making the decision? Generally, the amount of risk an individual is willing to take depends on:

• The seriousness of the consequences of taking the wrong decision.
• The benefits of making the right decision.
• Not only how bad the worst outcome might be, but also how likely that outcome is to happen.

It is also useful to consider what the risk of the worst possible outcome occurring might be, and to decide if the risk is acceptable.  The choice can be between going ‘all out for success’ or taking a safe decision.

• Deciding on Values

Everybody has their own unique set of values – what they believe to be important.

Many people decide to buy a car for themselves but different people buy different cars based on their own personal values.  One person might feel that price is the most important feature, whereas another person might be more concerned with its speed and performance.  Others might value safety, luggage space or the cars impact on the environment or a combination of these features.

Depending on which values are considered important, different opinions may seem more or less attractive.  If the responsibility for a decision is shared it is possible that one person might not have the same values as the others.  In such cases, it is important to obtain a consensus as to which values are to be given the most weight.  It is important that the values on which a decision is made are understood because they will have a strong influence on the final choice.

People do not make decisions based on just one of their values.  They will consider all their values which are relevant to the decision and prioritise them in order of importance. If you were to buy a car, what would be the five most important factors to you?

• Weighing the Pros and Cons

It is possible to evaluate the pros and cons of each possible solution/option by considering the possible advantages and disadvantages. 

One aid to evaluating any solution/option is to use a ‘balance sheet’, weighing up the pros and cons (benefits and costs) associated with that solution. Having listed the pros and cons, it may be possible to immediately decide whether the option is viable.

However, it may be useful to rate each of the pros and cons on a simple 1 to 10 scale (with 10 high – most important to 1 low – least important):

In scoring each of the pros and cons it helps to take into account how important each item on the list is in meeting values.  This balance sheet approach allows both the information to be taken into account as well as the values, and presents them in a clear and straight forward manner.

• Making the Decision

There are many techniques that can be used to help in reaching a decision.  The pros and cons method (as above) is just one way of evaluating each of the possible solutions/options available.

There are other techniques which allow for more direct comparisons between possible solutions.  These are more complicated and generally involve a certain amount of calculation.  These can be particularly helpful when it is necessary to weigh a number of conflicting values and options.

For example, how would you decide between a cheap to buy but expensive to run car and another more expensive car that is more economical to keep on the road?

Intuitive Judgments:   In addition to making reasoned decisions using the techniques shown above, in many cases people use an intuitive approach to decision making.  When making a decision many influences, which have not been considered, may play a part.  For example, prejudice or wishful thinking might affect judgment.  Reliance is often placed on past experience without consideration of past mistakes.  Making a decision using intuition alone should be an option and not done merely because it is the easy way out, or other methods are more difficult.

Intuition is a perfectly acceptable means of making a decision, although it is generally more appropriate when the decision is of a simple nature or needs to be made quickly.  More complicated decisions tend to require a more formal, structured approach.  It is important to be wary of impulsive reactions to a situation and remember to keep a record of the decision for future reference, no matter whether the decision was made intuitively or after taking a reasoned approach.

If possible, it is best to allow time to reflect on a decision once it has been reached.  It is preferable to sleep on it before announcing it to others.  Once a decision is made public, it is very difficult to change.

Decision making is the act of choosing between a number of alternatives.  In the wider process of problem solving, decision making involves choosing between possible solutions to a problem.  Decisions can be made through either an intuitive or reasoned process, or a combination of the two.  There are usually a number of stages to any structured decision making.

You should always remember that no decision making technique should be used as an alternative to good judgement and clear thinking.  All decision making involves individual judgement, and systematic techniques are merely there to assist those judgements.

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Guidelines for Problem Solving and Decision Making

Much of what people do is solve problems and make decisions. Often, they are “under the gun”, stressed and very short of time. Consequently, when they encounter a new problem or decision they must make, they react with a decision that seemed to work before. It’s easy with this approach to get stuck in a circle of solving the same problem over and over again. Therefore, it’s often useful to get used to an organized approach to problem solving and decision making. Not all problems can be solved and decisions made by the following, rather rational approach. However, the following basic guidelines will get you started. Don’t be intimidated by the length of the list of guidelines. After you’ve practiced them a few times, they’ll become second nature to you — enough that you can deepen and enrich them to suit your own needs and nature.

(Note that it might be more your nature to view a “problem” as an “opportunity”. Therefore, you might substitute “problem” for “opportunity” in the following guidelines.)

• Define the problem

This is often where people struggle. They react to what they think the problem is. Instead, seek to understand more about why you think there’s a problem.

Define the problem: (with input from yourself and others). Ask yourself and others, the following questions:

• What can you see that causes you to think there’s a problem?
• Where is it happening?
• How is it happening?
• When is it happening?
• With whom is it happening? (HINT: Don’t jump to “Who is causing the problem?” When we’re stressed, blaming is often one of our first reactions. To be an effective manager, you need to address issues more than people.)
• Why is it happening?
• Write down a five-sentence description of the problem in terms of “The following should be happening, but isn’t …” or “The following is happening and should be: …” As much as possible, be specific in your description, including what is happening, where, how, with whom and why. (It may be helpful at this point to use a variety of research methods.

Defining complex problems:

If the problem still seems overwhelming, break it down by repeating steps 1-7 until you have descriptions of several related problems.

Verifying your understanding of the problems— it helps a great deal to verify your problem analysis for conferring with a peer or someone else.

Prioritize the problems— if you discover that you are looking at several related problems, then prioritize which ones you should address first.

Note the difference between “important” and “urgent” problems. Often, what we consider to be important problems to consider are really just urgent problems. Important problems deserve more attention. For example, if you’re continually answering “urgent” phone calls, then you’ve probably got a more “important” problem waiting.

Understand your role in the problem— your role in the problem can greatly influence how you perceive the role of others. For example, if you’re very stressed out, it’ll probably look like others are, too, or, you may resort too quickly to blaming and reprimanding others. Or, you are feeling very guilty about your role in the problem; you may ignore the accountabilities of others.

• Look at potential causes for the problem
• It’s amazing how much you don’t know about what you don’t know. Therefore, in this phase, it’s critical to get input from other people who notice the problem and who are affected by it.
• It’s often useful to collect input from other individuals one at a time (at least at first). Otherwise, people tend to be inhibited about offering their impressions of the real causes of problems.
• Write down what your opinions and what you’ve heard from others.
• It’s often useful to seek advice from a peer or your supervisor in order to verify your impression of the problem.
• Write down a description of the cause of the problem and in terms of what is happening, where, when, how, with whom and why.
• Identify alternatives for approaches to resolve the problem

At this point, it’s useful to keep others involved (unless you’re facing a personal and/or other performance problem). Brainstorm for solutions to the problem. Very simply put, brainstorming is collecting as many ideas as possible, and then screening them to find the best idea. It’s critical when collecting the ideas to not pass any judgment on the ideas — just write them down as you hear them.

• Select an approach to resolve the problem

When selecting the best approach, consider:

• Which approach is the most likely to solve the problem for the long term?
• Which approach is the most realistic to accomplish for now? Do you have the resources? Are they affordable? Do you have enough time to implement the approach?
• What is the extent of risk associated with each alternative?

(The nature of this step, in particular, in the problem solving process is why problem solving and decision making are highly integrated.)

• Plan the implementation of the best alternative (this is your action plan)
• Carefully consider “What will the situation look like when the problem is solved?”
• What steps should be taken to implement the best alternative to solving the problem? What systems or processes should be changed in your organization, for example, a new policy or procedure? Don’t resort to solutions where someone is “just going to try harder”.
• How will you know if the steps are being followed or not? (these are your indicators of the success of your plan)
• What resources will you need in terms of people, money and facilities?
• How much time will you need to implement the solution? Write a schedule that includes the start and stop times, and when you expect to see certain indicators of success.
• Who will primarily be responsible for ensuring implementation of the plan?
• Write down the answers to the above questions and consider this as your action plan.
• Communicate the plan to those involved in implementing it and, at least, to your immediate supervisor.

(An important aspect of this step in the problem-solving process is continual observation and feedback.)

• Monitor implementation of the plan

Monitor the indicators of success:

• Are you seeing what you would expect from the indicators?
• Will the plan be done according to schedule?
• If the plan is not being followed as expected, then consider: Was the plan realistic? Are there sufficient resources to accomplish the plan on schedule? Should more priority be placed on various aspects of the plan? Should the plan be changed?
• Verify if the problem has been resolved or not

One of the best ways to verify if a problem has been solved is to return to normal. Watch to see that the solution implemented solved the problem. If not, revisit the process and make necessary corrections.

The Six Step Problem-solving Model

Problem solving is the mental process you follow when you have a goal but can’t immediately understand how to achieve it. It’s a process that depends on you – how you perceive a problem, what you know about it, and the end-state you want to reach.

Solving a problem involves a number of cognitive activities:

• determining what the problem really is
• identifying the true causes of the problem and the opportunities for reaching a goal
• generating creative solutions to the problem
• evaluating and choosing the best solution, and
• implementing the best solution, then monitoring your actions and the results to ensure the problem is solved successfully

Clearly, problem solving isn’t a one-step process. Your success will depend on whether you approach and implement each of the stages effectively. The best way to do this is to use a well-established, systematic problem-solving model.

The six steps of problem solving

Problems vary widely, and so do their solutions. Sometimes a problem and its solution are clear, but you don’t know how to get from point A to point B. At other times, you may find it hard to define what’s wrong or how to fix it. Regardless of what a problem is, you can use a six-step problem-solving model to address it. This model is highly flexible and can be adapted to suit various types of problems. It also comes with a flexible set of tools to use at each step. The model is designed to be followed one step at a time, but you may find that some stages don’t require as much attention as others. This will depend on your unique situation.

The steps in the problem-solving model are as follows:

Identify the problem – Defining the problem is a crucial step that involves digging deeper to identify what it is that needs to be solved. The more clearly a problem is defined, the easier you’ll find it to complete subsequent steps. A symptom is a phenomenon or circumstance that results from a deeper, underlying condition. It’s common to mistake symptoms for problems themselves – and so to waste a lot of time and effort on tackling consequences of problems instead of their causes. To define a problem, you can use gap analysis, which involves comparing your current state to the future state you want to be in, to identify the gaps between them.

Gather the data and analyze the problem – You decide what type of problem it is – whether there’s a clear barrier or circumstance you need to overcome, or whether you need to determine how to reach a goal. You then dig to the root causes of the problem, and detail the nature of the gap between where you are and where you want to be. The five-why analysis is a tool that’ll help you get to the heart of the problem. Ask “Why?” a number of times to dig through each layer of symptoms and so to arrive at the problem’s root cause. You can get to the root of a more complicated problem using a cause-and-effect diagram. A cause is something that produces an effect, result, or consequence – or what contributed to the current state of affairs. Categories of causes include people, time, and the environment.

Identify as many potential solutions as you can – Brainstorm creatively – ask lots of questions about who, what, where, when, and how of the causes to point to various possibilities. Don’t limit yourself by considering practicalities at this stage; simply record your ideas.

Select and plan the solution – In evaluating your ideas, more options could present themselves. You could do this by rating each possible solution you came up with in step 3 according to criteria such as how effective it will be, how much time or effort it will take, its cost, and how likely it is to satisfy stakeholders.

During the planning step, you determine what steps must be taken, designating tasks where necessary. And you decide on deadlines for completing the actions and estimate the costs of implementing them. You also create a contingency plan in case of unforeseen circumstances so that if anything goes wrong with your plan, you have a “plan B” in place. Typically, this stage involves narrowing down the possible ways to implement the solution you’ve chosen, based on any constraints that apply. You also should draw up an action plan. The complexity of the plan will depend on the situation, but it should include the who, what, and when of your proposed solution.

Implement the solution – This is an ongoing process. You need to ensure the required resources remain available and monitor progress in solving the problem; otherwise, all the work you’ve done might be for nothing.

Evaluate the results —Check to see that your gained a favorable outcome and continue to monitor over time. If the result is not exactly what you hoped for, evaluate the places that may have contributed to the lesser outcome, revise your plan and try again.

Remember that this model is highly adaptable. Although you shouldn’t skip any of the six steps, you can tailor the amount of time you spend on each stage based on the demands of your unique situation.

The six-step problem-solving model, and the tools it provides, is an effective, systematic approach to problem solving. By following each step consciously, you can ensure that generating solutions is a fact-driven, objective, and reliable process. It encourages you to dig deeper to the root cause, allows you to get input from others, to be creative when finding solutions, and to monitor your solutions to make sure they’re working. So by following this model you’re more likely to come up with good, original, lasting solutions.

To solve problems effectively, you need to use a good problem-solving model. The six-step model is a tried-and-tested approach. Its steps include defining a problem, analyzing the problem, identifying possible solutions, choosing the best solution, planning your course of action, and finally implementing the solution while monitoring its effectiveness.

http://reporting.talent20.co.za/skillsoft/Content/cca/pd_12_a01_bs_enus/output/html/sb/sbpd_12_a01_bs_enus002003.html  Copyright 2010 SkillSoft. All rights reserved. SkillSoft and the SkillSoft logo are trademarks or registered trademarks of SkillSoft in the United States and certain other countries. All other logos or trademarks are the property of their respective owners.

Professionalism by Whatcom Community College is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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7 Common Time Management Problems (And How to Fix)

Last updated on: November 17, 2022

How good are your time management skills ?

No matter where you are on the scale — whether you’re struggling with it or you’re close to mastering it (or you’re anywhere in between) — there’s always room for improvement.

In this article, we’ll go over:

• The signs of poor time management (so you’ll be able to recognize them in yourself and others),
• What challenges poor time management can cause (so we can recognize the importance of good time management ), and
• Common time management mistakes and how to solve them (because we all make them sometimes).

Table of Contents

Signs of poor time management

If you fail at completing your tasks repeatedly or can’t seem to finish anything on time (or you can’t stop multitasking) — perhaps it’s difficult for you to distribute your time accordingly. Poor time distribution may cause a series of challenges that we’ll discuss later in the article (as well as offer solutions, of course).

But for now, here are the most common signs of poor time management:

Easily distracted

It’s difficult to find a space that is completely free from distractions, but we can do our best to optimize our working space to be as distraction-free as possible.

The first step is to find out what distracts you the most: 

• Are those notifications on your phone? 
• Talking to your coworkers? 
• Street noises?

After you figure out what it is, it will be easier to manage distractions and avoid them.

💡 Clockify Pro Tip

Learn about the most common workplace productivity killers and how to beat them:

• The most common workplace distractions and tips on how to tackle them

Poor punctuality

We all know how it feels to be stuck in traffic and rush through the morning because our alarm didn’t go off. We’re human, and accidents happen. But, being constantly late is more than a slight accident — it’s disrespectful to others and their time. 

As Anna Musson, the etiquette expert, told The Huffington Post Australia , 

“ There are a multitude of reasons as to why [someone is late], but the overriding reason is, it suggests deep down you think your time is more valuable than others. ”

Few minutes of waiting here and there tends to add up quickly, which results in a lot of wasted time.

Missing deadlines

Just as being late, if missing deadlines happens rarely and for a good reason, it can be filed under “things happen”. On the other hand, frequently missing deadlines could seriously impair your professional reputation as an employee.

To avoid this, it’s important to be able to rely on the people you work with and trust them that they’ll do their part, so you can do yours. If people can’t rely on you, they won’t want to work with you.

If you happen to miss deadlines often — you should try to figure out why. Some of the most common reasons include:

• Procrastination,
• Multitasking,
• Inability to manage your time effectively ,
• Not knowing how to delegate or outsource, and more.

Everything you need to know about procrastination — what it is, reasons why it happens, how to beat it, and more in this article:

• Dealing with procrastination: Why it happens and how to fix it

Always rushing

Do you feel like you’re constantly in a rush? Does it seem too difficult to do everything you’ve planned? 

This could be either because you’re waiting until the last minute, or because you have too many things on your plate, so you’re struggling to complete all the tasks.

At the same time, you could be going through an ongoing uneasiness because you feel like you’re constantly wasting your time. If this is the case, you might be dealing with time anxiety .

Whichever it is, it’s stressful, and it can certainly negatively affect the quality of your work. 

Perhaps the worst sign of poor time management is your health being at risk. One of the unfortunate consequences of poor time management is burnout. Burnout is a state of both physical and mental exhaustion. It’s most commonly recognized as employee burnout as it happens due to prolonged work-related stress and overworking .

According to one study, burnout shows itself in a variety of symptoms :

• Physical (shortness of breath, dizziness, weakened immune system),
• Emotional (mental exhaustion, feeling anxious, lack of empathy), and
• Behavioral (loss of motivation, poor performance at work, irritability).

💡 Clockify Pro Tip:

Find out more about burnout and how to cope with it:

• Career burnout and its effects on health

What problems can poor time management cause?

Now that you’ve recognized some signs of poor time management, we want to draw your attention to the challenges that may occur due to inability to distribute your time effectively. 

Problem #1: Stress

Poor time management causes us to rush, which results in a lot of additional stress. Sometimes, you’re already aware that you need to do something, but you avoid starting it. Other times, you might know deadlines are approaching, but you’re not even close to being done, so you have to squeeze two weeks’ worth of work into a day or two. Whichever the cause of your rush, it can be avoided by organizing your time better. 

Problem #2: Low productivity and performance

When you’re leaving everything for the last minute, it’s very likely that your work will be of poor quality, as you’ll rush to get everything done. Racing against the clock will most likely negatively affect your employee performance and results.

Problem #3: Having too much on your plate

You are in danger of overextending yourself if you don’t have a clear idea of:

• The time you need to complete your tasks, and 
• The time you have available.

To avoid this, only accept projects that you’re completely sure you’ll be able to complete successfully.

Problem #4: Poor work-life balance

When you don’t have a set schedule, you’re probably always working, but rarely engaging in deep work . This results in a poor work-life balance , which can affect your mental health.

💡 Clockify Pro Tip:  

Not juggling life and work properly may lead to even more detrimental consequences to your health. Read about mental exhaustion here:

• Mental fatigue: what it is and how to overcome it

How to solve the most common time management mistakes

Since the concept of time management consists of so many different aspects, most of us have difficulties with at least one of them.

Here are some of the most common time management mistakes we tend to make and tips on how to solve them:

• Not having a plan,
• Being bad at estimating time,
• Being overwhelmed, 
• Letting distractions interfere with work,
• Procrastinating, 
• Thinking busy and productive are the same, and
• Not taking breaks and time off work.

Time management mistake #1: Not having a plan

Do you want to be productive, but you feel a little lost? Are you unmotivated? Do you often have a feeling that you have forgotten something?

If you answered yes more than once — you’re probably aware that this usually happens when you don’t have a plan and you are just going with the flow and being reactive.

Tips on what to do when you don’t have a plan

Start by being proactive and making long-term and short-term goals. Sit down and think about things you want to get done and goals you want to achieve.

However, in order to set goals correctly, make sure they are SMART :

• M easurable,
• A ttainable,
• R elevant, and
• T ime-bound.

For example, “become rich ” is not a SMART goal. Rich means something different to everyone. Trying to achieve the goal of “becoming rich” means running aimlessly with no finish line in sight.

Try something like this instead: 

“Have X amount of money in my bank account by the end of the year.” 

“Start earning (X amount) monthly by (a certain date).”

When your goal is, like the previous example, measurable, it will be easier to make a plan on how to get there, too.

Learn more about setting SMART goals here:

• How to set SMART goals (+ examples and templates)

Time management mistake #2: Being bad at estimating time

This used to be one of the biggest challenges I faced with. I had no idea how much time I needed to get ready or how much exactly it would take me to get from point A to point B. My assumptions were often a little off, which sometimes resulted in being late.

Tips on what to do when you are bad at estimating time

When I realized I tend to underestimate the amount of time I need to get something done, I started to measure it.

If you’re troubled by the same issues, you can simply use a stopwatch. Or, if you want to keep track of your time in a more organized way, try going with a time tracking app .

Tracking your time will help you estimate the time much more accurately, as you’ll have a lot of data to rely on and make an educated guess. This habit will also facilitate planning, as you’ll have a clear overview of where your time goes and what you should be doing more or less.

Here are some time management techniques and games that you may find useful to break bad time management habits:

• The 26 most effective time management techniques
• 40+ Best Time Management Games & Activities (2021)

Time management mistake #3: Being overwhelmed

First of all — take a deep breath.

You can’t do everything. It’s completely fine. No one can.

Having a busy schedule can take a toll on you, so you should be gentle with yourself and accept that you’re not superhuman. Also, good news — there’s a solution for this.

Tips on what to do when you are being overwhelmed

It’s important to learn to prioritize.

Not prioritizing is a sure way to get overwhelmed or waste time doing random tasks at the expense of more important and/or urgent ones.

The Eisenhower matrix is a great method that will help you divide important from unimportant things.

All you need is a piece of paper that you’ll divide into four parts:

1) Important and urgent tasks — do them first.

2) Important but not urgent — schedule to do them later.

3) Urgent but not important a.k.a. it’s not you who must do them — delegate them.

4) Tasks that are neither urgent nor important — can be deleted from the list.

Also, make sure you leave a buffer between the things you scheduled to make sure you’ll finish a task before the next one starts and your schedule won’t get messed up.

Read the following article to learn how to say “No” and set your priorities more wisely:

• How to say “No” at work and save time for priority tasks

Time management mistake #4: Letting distractions interfere with work

Do you know what distracts you the most?

If you don’t, take this short assessment published by Harvard Business Review to find out which of the six most common types of distractions interfere with your productivity and ability to focus.

Tips on what to do when you are dealing with distractions

If you finished the first step of figuring out what your worst distractions are — it’s time to deal with them.

Here are some suggestions to reduce distractions and increase your focus:

• Work in a productive environment such as a library or shared workspace. 
• Break tasks into chunks so they seem more doable and less intimidating.
• Turn off the notifications or put your phone in ‘do not disturb’ mode.
• Have a set time for checking emails (don’t read and respond to them throughout the whole day, as they break your concentration).
• If you work in a noisy environment, invest in good noise-canceling headphones.

Time management mistake #5: Procrastinating

What causes procrastination? It’s not “just being lazy”, often there’s a bigger reason — usually perfectionism and/or being afraid of failure.

Tips on what to do when you are procrastinating

There are several ways to approach procrastination, depending on the cause of it.

Here are our suggestions to beat procrastination:

• Accept that done is better than perfect

It’s probably easier said than done. However, nothing we ever do will be perfect, so it’s better to accept it sooner rather than later. That doesn’t mean we should stop putting effort into our work. It means we should stop endlessly fixing it, stressing over every detail, or not even beginning because we’re scared it won’t turn out exactly as we imagined.

• Break down big projects into small steps

Sometimes we procrastinate because we’re overwhelmed, and we put off starting because it seems like too much work. 

But, when you break down your projects into smaller tasks, they seem much more doable. Just try focusing on one task at a time, and it won’t be nearly as scary.

• Ask for feedback

Do you procrastinate because you’re not sure if you’re able to complete the project successfully, or if you’re skilled enough for it? Ask your manager or a trusted person from your team for feedback every now and then to make sure you’re going in the right direction. Be open to advice and criticism and use them as learning opportunities.

Time management mistake #6: Thinking busy and productive are the same

Do you equal being busy with being productive? Spending a lot of time working with getting a lot of things done? Do you think there’s no difference between working hard and working smart?

Contrary to popular belief, being busy and being productive are actually not the same. Thus, you can work the whole day only to realize that you haven’t accomplished anything significant. 

Tips on what to do when you are confusing being busy with being productive

Here are some applicable tips that may help you distinguish between being busy and productive once and for all:

• Keep your goals in mind 

When you’re writing your to-do list, ask yourself: Will this task bring me closer to my goals? Is this important to me? Can I delegate this task? This way, you’ll have a clearer idea of what your goals are. 

• Again — prioritize your work

If you have some minor tasks to do, do them towards the end of your workday. Don’t waste your brain’s prime time on them — use it wisely, for more important tasks. This will keep you from multitasking, too.

• Group tasks together

It’s wise to group tasks according to their complexity, type, or priority. This way, you don’t lose a lot of focus when you’re switching from task to task .

Time management mistake #7: Not taking breaks and time off work

Working all the time actually won’t make you more productive — it will only lead you to burnout.

Your mind needs to be well-rested and fresh so it can focus and be efficient. You do your job better when you’re not exhausted and sleep-deprived, believe it or not.

Tips on what to do when you are not taking breaks and time off work

The solution to this one is pretty obvious — take breaks and use your vacation days.

Prevent yourself from working outside your working hours and thinking about work when you’re not actually working. There’s more to life than productivity and making money.

Conclusion: Effective time management is beneficial to both your work and personal life

Building time management skills takes time and effort. It’s a process, but it’s worth it, as your life will become easier as you learn to manage your time better.

Make sure you’re: 

• Planning your time, 
• Setting clear goals, 
• Setting priorities, and 
• Minimizing procrastination. 

Also, don’t forget to:  

• Do your best to avoid distractions, 
• Take time off work, 
• Accurately estimate your time, and 
• Focus on being efficient instead of being busy.

This way, you’ll be able to avoid stressing over time but still manage to get everything done.

✉️ How would you rate your time management skills? What problems do you encounter while managing your time? Write to us at [email protected] for a chance to be featured in this or one of our future articles. Also, if you liked this article, share it with someone else you know will find it useful.

Dunja is a content manager passionate about time management and self-improvement. After years of trying out all the productivity techniques she managed to come across, her goal become to share her knowledge and help others to become the best, most successful versions of themselves.

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Time Management

By the Mind Tools Content Team

Welcome to this Skillbook on Time Management . Designed to fit into just one hour , in it you'll learn how to:

• Create effective to-do lists so you can focus on the most important tasks.
• Prioritize your tasks using Eisenhower's Urgent/Important Principle.
• Reduce and control interruptions so you can stay focused.

After that you'll have the opportunity to practice applying what you've learned by analyzing some common time management scenarios.

To get started, click here to open your interactive Skillbook. You can type your answers directly into the PDF, but remember to save your work as you go!

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Top 13 Soft Skills Time Management Pros Should Have

Time management might often be associated with hard skills like scheduling and project planning, but in reality, soft skills play an equally crucial role. These personal attributes and interpersonal abilities significantly enhance one's ability to manage time effectively.

However, in time management, soft skills contribute to better work-life balance, improved decision-making, and more efficient completion of tasks. Soft time management skills are essential for personal and professional development, helping individuals to navigate the complexities of their work and personal life with greater ease and less stress.

Why are soft skills important for time management?

Soft skills are vital for effective time management as they encompass emotional intelligence, critical thinking, and the ability to interact effectively with others. These skills facilitate better prioritization, decision-making, and stress management, all of which are key to managing time efficiently.

In a world where technical skills are in high demand, soft skills set individuals apart, making them more attractive candidates to prospective employers and better equipped to achieve a balanced and fulfilling career path.

Top time management skills (on that "soft side")

In the context of time management, certain soft skills stand out for their ability to enhance productivity and efficiency. These skills not only help in managing one's time but also contribute to overall personal and professional growth.

Prioritization

Prioritization is a fundamental soft skill in time management, involving the ability to discern which tasks are most important and should be tackled first.

This skill is crucial for effective time management as it helps in organizing tasks in a way that aligns with personal and organizational goals. By learning to prioritize tasks, individuals can focus on completing the most important tasks first, ensuring high-quality work without wasting time on less critical activities. Task automation tools are a great way to take repetitive work off your plate.

Prioritization also involves allocating specific time windows to tasks, helping to avoid procrastination and meet deadlines more consistently. It's a life skill that aids in maintaining a better work-life balance, as it allows for the efficient use of time both at work and in personal life.

Delegation is another important soft skill in the realm of time management. It involves the ability to effectively distribute tasks among team members or colleagues. This skill is essential for project management, as it helps in managing several tasks without succumbing to the stress of handling too many tasks alone. Effective delegation not only aids in completing tasks more efficiently but also helps in developing trust and teamwork within a group.

By delegating tasks, individuals can focus on the most important aspects of their work, ensuring that all tasks are completed efficiently and on time.

Delegation also provides an opportunity for professional development , as it allows individuals to gain additional skills and experience in managing and working with others. It's a critical component of time management, enabling individuals to manage their time and responsibilities more effectively.

Stress Management

Stress Management is an essential skill in the arsenal of time management skills. It's a crucial soft skill that enables individuals to handle the pressures of meeting deadlines and managing several tasks without succumbing to stress.

Effective stress management is key to maintaining good time management skills, as high stress levels can lead to poor time management and missed deadlines. By mastering stress management techniques, individuals can improve their ability to manage time effectively, ensuring that they can focus on the most important tasks at hand. This skill is not only important for personal well-being but also for professional development, as it helps in maintaining a strong work ethic and emotional intelligence.

Managing stress effectively allows for better decision-making and problem-solving, essential components in effectively managing time and completing tasks efficiently. It's a skill that benefits one's entire career, helping to manage time wisely and avoid wasting time on unnecessary distractions.

Flexibility

Flexibility is a key soft skill in time management, allowing individuals to adapt to changing circumstances and unexpected challenges. This important soft skill is crucial for effective project management, as it enables one to adjust plans and schedules as needed.

Good time management skills often require the ability to be flexible and re-prioritize tasks quickly. Flexibility helps in managing time effectively by allowing individuals to shift focus between tasks seamlessly and handle unforeseen events without significant disruptions.

This skill is particularly important in today's fast-paced work environment, where the ability to adapt and change plans is essential for staying organized and meeting deadlines. Flexibility also plays a role in personal time management, helping individuals to balance job-specific tasks with personal responsibilities. Overall, being flexible is an important skill that enhances one's ability to manage time efficiently and respond to the demands of both professional and personal life.

Goal Setting

Goal Setting is a fundamental soft skill for effective time management. It involves the ability to set clear, achievable objectives that guide one's focus and efforts. This important soft skill is essential for both personal and professional development, as it helps in outlining the most important tasks and dedicating time to them effectively. Effective goal setting is a practical skill that aids in breaking down larger tasks into smaller, manageable parts, making it easier to stay organized and avoid procrastination.

It's a critical component of good time management skills, as it provides direction and motivation, helping individuals to spend their time wisely and complete tasks within set deadlines.

By setting goals, one can also measure progress and adjust strategies as needed, ensuring continuous improvement in managing time. Goal setting is not just a time management technique; it's a life skill that enhances one's ability to achieve both short-term tasks and long-term career aspirations.

Communication

Communication is a pivotal soft skill in time management. Effective communication skills are essential for managing your time efficiently, especially when coordinating with others on tasks or projects. This skill involves clearly articulating your needs, expectations, and deadlines, as well as actively listening to others. Good communication helps in delegating tasks appropriately and scheduling meetings more effectively, ensuring that all the tasks are understood and completed within the set time frame. Picking up the phone can sometimes be the quickest reaction, especially when dialing validated phone numbers .

It also plays a crucial role in eliminating misunderstandings and distractions that can lead to wasted time. Moreover, strong communication skills are among the most important soft skills sought by employers, as they are indicative of an individual's ability to work well in a team and manage time effectively. By improving communication, one can ensure that time spent on tasks is productive and that important tasks are not missed due to poor communication.

Problem-Solving

Problem-solving is a key soft skill that directly impacts time management. It involves the ability to identify issues quickly and develop effective solutions, a critical aspect of managing time efficiently. Effective problem-solving skills enable individuals to address challenges promptly, preventing them from escalating and consuming more time. This skill is particularly important when unexpected issues arise that could potentially derail a project's timeline.

By applying problem-solving techniques, one can stay on track and ensure that time management plans are not adversely affected. Additionally, problem-solving is a practical skill that enhances professional development, as it demonstrates an individual's ability to handle complex situations and make decisions under pressure. It's a skill that not only helps in managing time but also in becoming an attractive candidate for career advancement.

Mindfulness

Mindfulness is an increasingly recognized soft skill in the realm of time management. It involves being fully present and engaged in the current task, which is crucial for effective time management. Practicing mindfulness helps in eliminating distractions and focusing on the task at hand, leading to better productivity and time management. This skill allows individuals to manage their own emotions and reactions, which can often be a source of time wastage.

Mindfulness also aids in goal setting and prioritizing tasks, as it encourages a more thoughtful and deliberate approach to work. By being mindful, one can use time wisely, ensuring that each moment is spent effectively on important tasks. Additionally, mindfulness is linked to reduced stress levels and improved emotional intelligence, both of which are beneficial for professional development and managing time in a balanced and healthy way.

Empathy, often overlooked, is a crucial soft skill in effective time management. It involves understanding and being considerate of the emotions and needs of others, which can significantly impact how one manages time, especially in a team setting. Empathetic individuals are better at delegating tasks and scheduling meetings in a way that respects others' time and commitments. This skill helps in creating a more collaborative and supportive work environment, where tasks are completed efficiently and on time.

Empathy also plays a role in problem-solving, as understanding different perspectives can lead to more effective and inclusive solutions. In terms of professional development, empathy enhances social skills and emotional intelligence, making one an attractive candidate for leadership roles. By practicing empathy, individuals can manage their time and relationships more effectively, leading to a more harmonious and productive work environment.

Adaptability

Adaptability is a critical soft skill for effective time management. It involves the ability to adjust to new conditions and handle unexpected changes with ease.

Adaptability in the workplace essential for implementing time management techniques efficiently, as it allows individuals to modify their to-do list or approach to tasks as circumstances change. Adaptability aids in managing time by enabling one to shift focus between tasks seamlessly, ensuring that important tasks are not missed even in a dynamic environment.

It also helps in avoiding the waste of time on rigid plans that may no longer be relevant. By being adaptable, individuals can effectively manage their time, even when faced with unforeseen challenges or changes in priorities. This skill is particularly useful in today's fast-paced work environments, where flexibility and the ability to pivot quickly are key to staying organized and productive.

Resilience is an essential skill for managing time effectively, especially in high-pressure situations. It involves the ability to recover quickly from setbacks and maintain focus on the task at hand. Resilient individuals are less likely to waste time dwelling on difficulties or challenges; instead, they focus on finding solutions and moving forward. This skill is crucial for effective time management, as it helps in maintaining progress towards goals even when faced with obstacles.

Resilience also plays a role in preventing missed deadlines, as it enables individuals to bounce back from disruptions and stay on track. Additionally, resilience is a practical skill that can be developed through experiences and external mentoring, enhancing one's ability to manage time and handle stress effectively. By cultivating resilience, individuals can improve their time management skills and ensure that they spend their time productively, even in challenging situations.

Resourcefulness

Resourcefulness is a key soft skill that enhances time management. It involves being able to find quick and clever ways to overcome difficulties, and it's particularly useful in managing time when resources are limited or constraints are high.

Resourceful individuals can effectively manage their time by finding innovative solutions to complete tasks more efficiently. This skill helps in eliminating distractions and focusing on the most important task at hand. It also aids in making the most of available resources, ensuring that time is not wasted on unproductive efforts.

Resourcefulness is a common soft skill that can significantly improve your time management, as it enables you to think creatively and act decisively. By being resourceful, individuals can ensure that they are spending time wisely, making the best use of their skills and abilities to achieve their goals.

How to Cultivate Soft Skills

Practice delegating tasks.

Delegating tasks is not just about offloading work; it's a practical skill that enhances leadership and time management. Start small by assigning tasks you're comfortable letting go of, and gradually increase complexity. This practice helps in developing trust and understanding the strengths of your team, which are essential skills in any work environment.

Develop Practical Skills through Experience

Engage in activities or projects that push you out of your comfort zone. This could be taking on a new responsibility at work or volunteering for a role you're unfamiliar with. Practical skills are honed through real-world experiences, allowing you to manage your time and responsibilities more effectively.

Focus on One Task at a Time

In a world full of distractions, focusing on one task at a time can significantly improve your effectiveness. This approach helps eliminate distractions and ensures you don't miss deadlines due to multitasking. Set specific time blocks for each task and commit to focusing solely on it during that period.

Learn Time Management Tips and Techniques

Educate yourself on effective time management skills. There are numerous resources available – from books to online courses – that offer valuable insights and techniques. Implement these strategies in your daily routine to better manage your time and tasks.

Observe and Learn from Common Soft Skills

Pay attention to the most common soft skills exhibited by successful people around you. Observe how they communicate, solve problems, and handle stress. Learning from others is a great way to develop these skills in yourself.

Regularly Review and Adjust Your Approach

Continuously assess how you manage your time and tasks. Are you meeting your deadlines? Are you able to delegate tasks effectively? Regular review and adjustment of your approach are crucial for continuous improvement in your soft skills.

Eliminate Distractions also from Personal Life

Identify what typically distracts you and take proactive steps to minimize these interruptions. This might involve creating a more organized workspace, using tools to block digital distractions, or setting clear boundaries with colleagues and family during work hours.

Seek Feedback and Mentorship

Don’t hesitate to ask for feedback on your soft skills from peers, mentors, or supervisors. External mentoring can provide valuable insights into areas you may need to improve. Constructive feedback is a powerful tool for personal and professional growth for you.

Practice, Practice, Practice

Like any skill, soft skills improve with practice. Regularly put yourself in situations where you can practice these skills, whether it’s through leading a project, participating in team activities, or managing a challenging workload. The more you practice, the more natural these skills will become.

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Top 10 time management activities and games for productivity

Looking for the best time management activities for your team? 

With only twenty-four hours per day, it can be challenging to complete all routine activities on our daily schedule — especially when we spend a lot of time on social media.

So how can you manage your busy schedule?

Simple: with effective time management . 

Like any skill, time management can be improved, and efficient management can have compounding effects on both your personal and professional life. 

In this article, you’ll learn how to tackle your list of tasks and beat time wasters with some simple yet effective time management techniques and activities.

This article contains:

(click on the links to jump to a section)

What is time management?

• What are the benefits of time management? 
• Offline time management activities
• Online time management activities

Let’s get started.

Time management strategies involve planning your available time and being aware of the amount of time you spend on each task. 

Time management can have a tremendous effect on your life. With effective time management, you’ll be able to complete each task more quickly and to the required standards. 

It’ll increase your value to the company and can be essential in furthering your career, especially when your performance review comes around.

For your company as a whole, time management can aid in the growth of the business by freeing up extra time to capitalize on available opportunities (sales, marketing, networking, etc.) 

However, it can be challenging to get employees to better manage their time. 

With different personalities responding to different methods, lecturing your employees on time management may not be the best idea. 

Instead, involve your employees in some fun and effective time management activities.

What are the benefits of time management?

Here are three key benefits of having a firmer grasp on the management of your time:

1. Relieves stress 

By employing practical time management skills, you’ll get more done during the workday. 

You won’t need to pull all-nighters to meet deadlines and can even steer clear of time wasters . As a result, your quality of work will gradually improve — without having to stress about deadlines.

2. Improves your decision-making ability 

Having solid time management skills can improve your ability to make the right decisions. This can boost your control over your life and provide opportunities to achieve your career goals .

3. Enhances your work/life balance

By completing each task more efficiently, you’ll have more time for yourself. You’ll be able to focus on your family life and personal relationships. Which, in turn, will improve your overall happiness and productivity.

Top 10 time management activities

There are two different types of time management activities you should consider: offline and online. Let’s take a look at both of them:

A. Offline time management activities

Best done in the office, offline time management activities boost employees’ productivity by improving their time management skills. This way, they’ll be able to knock off items on their daily task list much faster.

Here’s a quick look at some great offline activities:

1. The big picture puzzle challenge

Jigsaw puzzles are proven to be excellent team-building and problem-solving exercises and can be adapted to be an effective time management game too. 

Here’s how this fun activity works: 

Step 1 : Divide your group into several smaller teams.

Step 2: Give each team a puzzle of similar difficulty without showing them what the completed image (“big picture”) looks like .

Step 3: Teams must work together to finish the puzzle without an idea of the final image.

Step 4: Managers should watch as teams try to complete the puzzle.

Step 5: Ask them to stop after a set time, and then explain the importance of having a ‘big picture’ in place.

You can play a Jigsaw puzzle online on  I’m a Puzzle .

This activity is designed to give employees an idea of the importance of planning and how having an idea of the bigger picture can help them prioritize and achieve goals.

2. Finding the ace of spades

Finding the Ace of Spades is a time management activity best suited for a small group. Two individuals, one team leader, and some decks of cards are required for this activity. 

Here’s how it works: 

Step 1: Shuffle one pack of cards so they’re random, and organize the other in ascending order.

Step 2: Give each player a pack of cards.

Step 3: Players must try to find the Ace of Spades in the deck as quickly as possible.

Step 4: The player with the organized deck will find the challenge much easier than the player with the mixed deck.

This activity highlights the importance of:

• Spending a little time organizing a schedule for the day.
• Improving productivity by tackling priority tasks first.

3. Circadian rhythm 

Different team members might be productive at different times.

The goal of the Circadian Rhythm activity is to help your employees synchronize their body clock ( circadian clock) with their work. This way, they’ll be able to identify specific times that’s best for them to do a specific activity. 

Here’s how it works:

Step 1: Ask each team member to write down their daily routine on a piece of paper, beginning from when they wake up to when they go to bed.

Step 2: Players must then label the hourly blocks with the headings like on fire, vibrant, cruise control, at 70%, distracted, slowing down, tired , and hungry to indicate how they feel during certain times of the day.

Step 3: Employees assign hourly blocks to time management. 

Step 4: Discuss the following points: 

• When do you get the most work done? 
• At which time are you most distracted?
• At which time of the day is it better to tackle a specific task?
• When is it the best time to take a break?
• Which team members have similar productivity hours?

The activity can help build teams with similar work/non-productive time while improving communication — as employees get to know each other. 

The circadian time management exercise also effectively helps people determine when they are at their ideal energy level. This way, they can schedule their time well and complete the most important thing first.

4. The blind polygon

The Blind Polygon is an excellent activity or icebreaker for helping your employees cope when working in new groups or projects. It requires one leader and several smaller groups. 

Step 1: Blindfold each player and give the team a length of rope.

Step 2: Groups fold or adjust the rope into a shape specified by the leader, like a rectangle.

Step 3: The team leader should set a time limit.

Step 4: No one may remove the blindfold, and every individual must be touching the rope at all times.

Step 5: Give the groups some time to make their shape.

Step 6: Once the time is up, let the groups look at their shapes before tackling it again.

The activity is excellent for team-building and forces groups to analyze how they handle a task within a set timeframe. 

Initially, employees might perform poorly. But once they develop the required critical thinking and analytical skills, their performance will gradually improve. 

The $86,400 time management activity is excellent for changing how your employees perceive time. This can be demonstrated individually or in groups. 

Step 1: Ask each person or group, ‘If you had $86,400 only for a day, how would you spend it?’

Step 2: Tell them to write down a schedule of their day. Ask them what they would spend on and when.

Step 3: Explain to them that they can’t bank the money, and it doesn’t carry over. Anything that they haven’t assigned to be spent over twenty-four hours is gone.

This activity is a visual representation of time, as there are 86,400 seconds in a day.

It shows the importance of time by making employees more aware of the limited time they have. This helps them understand how to prioritize and complete important tasks first. 

6. Colored blocks 

All that’s required for this activity is a set of colored blocks . The amount of blocks you need depends on how many people are playing the game. 

Step 1: Place the colored blocks on a table and explain to the participants that they must pick up as many blocks as they can in one minute.

Step 2: Participants can only use their non-dominant hand, and they may only pick up one block at a time.

Step 3: Once the time is up, give each participant a point for every block they have and write down the results.

Step 4: Spread the blocks on the table again, this time assigning a point value to each color, and repeat the exercise, marking the points on a separate sheet.

Step 5: Employees will have to think about the number of blocks they can collect and the number of points associated with each block.

This activity is great for:

• Teaching the importance of good organizational skills.
• Demonstrating the value of doing important tasks first. 
• Showing how planning can help them finish their to do list quicker.

7. The mayo jar lesson

The Mayo Jar Lesson is often used as a demonstration to highlight the value of time to kids and college students. However, it can be conducted as a great office team activity too. 

Step 1: Assemble the following items:

• A large jar, like a mayo jar
• Some large rocks or shells
• Gravel 

Step 2: Fill the jar with the rocks first.

Step 3: Ask the group if the jar is full, they’ll likely say yes.

Step 4: Fill the jar with the gravel and sand.

The jar represents your life, and the rocks are your most important things — like your family, health, work, and so on. The gravel represents things like your house and car, and the sand represents everything else. 

Which objects you put in first determines how many of the other items you can include. 

It highlights the importance of prioritizing each urgent task and getting those done first; otherwise, we may not have time for the smaller tasks. 

B. Online time management activities

Video games have become great tools useful for improving cognitive functions. Some games can teach organizational and business skills, and more importantly, time management. 

Here are some online time management games that can help improve your time management skills:

1. Overcooked!

The basic premise of Overcooked! is to serve your restaurant’s customers while dealing with events that create ridiculously stressful situations. 

The game provides numerous obstacles and lots of recipes. It’s a great tool to teach time management and multitasking. 

Here’s what else you can learn from this game: 

• Team coordination and organization as the game throws multiple tasks at the player.
• Quick decision making as players have to deal with random events like portals, fires, and moving floors.
• Dealing with time constraints, as every level is timed.

2. Game Dev Story

In this game, you play as a video game developer in charge of making new games and consoles in your startup. You need to juggle between hiring new developers, developing each new game, and dealing with critics. 

Having to juggle so many tasks at once, demonstrates the value of prioritization . 

The app is also great for teaching: 

• Leadership skills: The player is placed in the role of the boss and is in control of workers, project management, and hiring of new employees.
• Business skills: The player has to analyze new products’ profit potential and handle the advertising and sales operations.

3. 12 Labors of Hercules

Players take the role of the Greek God, Hercules, and must complete his 12 labors. One such labor includes battling the Nemean Lion and the Lernean Hydra to rescue Hercules’s wife from Hades. 

 The game is excellent for teaching:

• Timing skills, as you have to complete each task in a certain amount of time to collect stars.
• Quick decision making, as players will be faced with various obstacles.
• Critical thinking, as players will need to determine which task to complete and in which order.

Final thoughts  

Time management is an important skill, not just to individuals but to businesses as a whole. And like any skill, time management can be improved with practice.

While there are plenty of useful time management tips on the internet, sometimes, showing is better than telling.

Try these different management activities, and help your employees make the most of their day and avoid procrastination. And more importantly, have fun!

Book a free demo of Time Doctor

Liam Martin is a co-founder of Time Doctor which is software to improve productivity and help keep track and know what your team is working on, even when working from home.

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Interview Questions

Comprehensive Interview Guide: 60+ Professions Explored in Detail

26 Good Examples of Problem Solving (Interview Answers)

By Biron Clark

Published: November 15, 2023

Employers like to hire people who can solve problems and work well under pressure. A job rarely goes 100% according to plan, so hiring managers will be more likely to hire you if you seem like you can handle unexpected challenges while staying calm and logical in your approach.

But how do they measure this?

They’re going to ask you interview questions about these problem solving skills, and they might also look for examples of problem solving on your resume and cover letter. So coming up, I’m going to share a list of examples of problem solving, whether you’re an experienced job seeker or recent graduate.

Then I’ll share sample interview answers to, “Give an example of a time you used logic to solve a problem?”

Problem-Solving Defined

It is the ability to identify the problem, prioritize based on gravity and urgency, analyze the root cause, gather relevant information, develop and evaluate viable solutions, decide on the most effective and logical solution, and plan and execute implementation. 

Problem-solving also involves critical thinking, communication, listening, creativity, research, data gathering, risk assessment, continuous learning, decision-making, and other soft and technical skills.

Solving problems not only prevent losses or damages but also boosts self-confidence and reputation when you successfully execute it. The spotlight shines on you when people see you handle issues with ease and savvy despite the challenges. Your ability and potential to be a future leader that can take on more significant roles and tackle bigger setbacks shine through. Problem-solving is a skill you can master by learning from others and acquiring wisdom from their and your own experiences. 

It takes a village to come up with solutions, but a good problem solver can steer the team towards the best choice and implement it to achieve the desired result.

Watch: 26 Good Examples of Problem Solving

Examples of problem solving scenarios in the workplace.

• Correcting a mistake at work, whether it was made by you or someone else
• Overcoming a delay at work through problem solving and communication
• Resolving an issue with a difficult or upset customer
• Overcoming issues related to a limited budget, and still delivering good work through the use of creative problem solving
• Overcoming a scheduling/staffing shortage in the department to still deliver excellent work
• Troubleshooting and resolving technical issues
• Handling and resolving a conflict with a coworker
• Solving any problems related to money, customer billing, accounting and bookkeeping, etc.
• Taking initiative when another team member overlooked or missed something important
• Taking initiative to meet with your superior to discuss a problem before it became potentially worse
• Solving a safety issue at work or reporting the issue to those who could solve it
• Using problem solving abilities to reduce/eliminate a company expense
• Finding a way to make the company more profitable through new service or product offerings, new pricing ideas, promotion and sale ideas, etc.
• Changing how a process, team, or task is organized to make it more efficient
• Using creative thinking to come up with a solution that the company hasn’t used before
• Performing research to collect data and information to find a new solution to a problem
• Boosting a company or team’s performance by improving some aspect of communication among employees
• Finding a new piece of data that can guide a company’s decisions or strategy better in a certain area

Problem Solving Examples for Recent Grads/Entry Level Job Seekers

• Coordinating work between team members in a class project
• Reassigning a missing team member’s work to other group members in a class project
• Adjusting your workflow on a project to accommodate a tight deadline
• Speaking to your professor to get help when you were struggling or unsure about a project
• Asking classmates, peers, or professors for help in an area of struggle
• Talking to your academic advisor to brainstorm solutions to a problem you were facing
• Researching solutions to an academic problem online, via Google or other methods
• Using problem solving and creative thinking to obtain an internship or other work opportunity during school after struggling at first

You can share all of the examples above when you’re asked questions about problem solving in your interview. As you can see, even if you have no professional work experience, it’s possible to think back to problems and unexpected challenges that you faced in your studies and discuss how you solved them.

Interview Answers to “Give an Example of an Occasion When You Used Logic to Solve a Problem”

Now, let’s look at some sample interview answers to, “Give me an example of a time you used logic to solve a problem,” since you’re likely to hear this interview question in all sorts of industries.

Example Answer 1:

At my current job, I recently solved a problem where a client was upset about our software pricing. They had misunderstood the sales representative who explained pricing originally, and when their package renewed for its second month, they called to complain about the invoice. I apologized for the confusion and then spoke to our billing team to see what type of solution we could come up with. We decided that the best course of action was to offer a long-term pricing package that would provide a discount. This not only solved the problem but got the customer to agree to a longer-term contract, which means we’ll keep their business for at least one year now, and they’re happy with the pricing. I feel I got the best possible outcome and the way I chose to solve the problem was effective.

Example Answer 2:

In my last job, I had to do quite a bit of problem solving related to our shift scheduling. We had four people quit within a week and the department was severely understaffed. I coordinated a ramp-up of our hiring efforts, I got approval from the department head to offer bonuses for overtime work, and then I found eight employees who were willing to do overtime this month. I think the key problem solving skills here were taking initiative, communicating clearly, and reacting quickly to solve this problem before it became an even bigger issue.

Example Answer 3:

In my current marketing role, my manager asked me to come up with a solution to our declining social media engagement. I assessed our current strategy and recent results, analyzed what some of our top competitors were doing, and then came up with an exact blueprint we could follow this year to emulate our best competitors but also stand out and develop a unique voice as a brand. I feel this is a good example of using logic to solve a problem because it was based on analysis and observation of competitors, rather than guessing or quickly reacting to the situation without reliable data. I always use logic and data to solve problems when possible. The project turned out to be a success and we increased our social media engagement by an average of 82% by the end of the year.

Answering Questions About Problem Solving with the STAR Method

When you answer interview questions about problem solving scenarios, or if you decide to demonstrate your problem solving skills in a cover letter (which is a good idea any time the job description mention problem solving as a necessary skill), I recommend using the STAR method to tell your story.

STAR stands for:

It’s a simple way of walking the listener or reader through the story in a way that will make sense to them. So before jumping in and talking about the problem that needed solving, make sure to describe the general situation. What job/company were you working at? When was this? Then, you can describe the task at hand and the problem that needed solving. After this, describe the course of action you chose and why. Ideally, show that you evaluated all the information you could given the time you had, and made a decision based on logic and fact.

Finally, describe a positive result you got.

Whether you’re answering interview questions about problem solving or writing a cover letter, you should only choose examples where you got a positive result and successfully solved the issue.

Example answer:

Situation : We had an irate client who was a social media influencer and had impossible delivery time demands we could not meet. She spoke negatively about us in her vlog and asked her followers to boycott our products. (Task : To develop an official statement to explain our company’s side, clarify the issue, and prevent it from getting out of hand). Action : I drafted a statement that balanced empathy, understanding, and utmost customer service with facts, logic, and fairness. It was direct, simple, succinct, and phrased to highlight our brand values while addressing the issue in a logical yet sensitive way.   We also tapped our influencer partners to subtly and indirectly share their positive experiences with our brand so we could counter the negative content being shared online.  Result : We got the results we worked for through proper communication and a positive and strategic campaign. The irate client agreed to have a dialogue with us. She apologized to us, and we reaffirmed our commitment to delivering quality service to all. We assured her that she can reach out to us anytime regarding her purchases and that we’d gladly accommodate her requests whenever possible. She also retracted her negative statements in her vlog and urged her followers to keep supporting our brand.

What Are Good Outcomes of Problem Solving?

Whenever you answer interview questions about problem solving or share examples of problem solving in a cover letter, you want to be sure you’re sharing a positive outcome.

Below are good outcomes of problem solving:

• Saving the company time or money
• Making the company money
• Pleasing/keeping a customer
• Obtaining new customers
• Solving a safety issue
• Solving a staffing/scheduling issue
• Solving a logistical issue
• Solving a company hiring issue
• Solving a technical/software issue
• Making a process more efficient and faster for the company
• Creating a new business process to make the company more profitable
• Improving the company’s brand/image/reputation
• Getting the company positive reviews from customers/clients

Every employer wants to make more money, save money, and save time. If you can assess your problem solving experience and think about how you’ve helped past employers in those three areas, then that’s a great start. That’s where I recommend you begin looking for stories of times you had to solve problems.

Tips to Improve Your Problem Solving Skills

Throughout your career, you’re going to get hired for better jobs and earn more money if you can show employers that you’re a problem solver. So to improve your problem solving skills, I recommend always analyzing a problem and situation before acting. When discussing problem solving with employers, you never want to sound like you rush or make impulsive decisions. They want to see fact-based or data-based decisions when you solve problems.

Next, to get better at solving problems, analyze the outcomes of past solutions you came up with. You can recognize what works and what doesn’t. Think about how you can get better at researching and analyzing a situation, but also how you can get better at communicating, deciding the right people in the organization to talk to and “pull in” to help you if needed, etc.

Finally, practice staying calm even in stressful situations. Take a few minutes to walk outside if needed. Step away from your phone and computer to clear your head. A work problem is rarely so urgent that you cannot take five minutes to think (with the possible exception of safety problems), and you’ll get better outcomes if you solve problems by acting logically instead of rushing to react in a panic.

You can use all of the ideas above to describe your problem solving skills when asked interview questions about the topic. If you say that you do the things above, employers will be impressed when they assess your problem solving ability.

If you practice the tips above, you’ll be ready to share detailed, impressive stories and problem solving examples that will make hiring managers want to offer you the job. Every employer appreciates a problem solver, whether solving problems is a requirement listed on the job description or not. And you never know which hiring manager or interviewer will ask you about a time you solved a problem, so you should always be ready to discuss this when applying for a job.

Related interview questions & answers:

• How do you handle stress?
• How do you handle conflict?
• Tell me about a time when you failed

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“Stop Coddling Your Grown Child”: 21 Essential Life Skills That You Should Be Teaching Your Child Before They Leave for College

Posted: February 22, 2024 | Last updated: February 22, 2024

As your child prepares to leave the nest for college, there are certain life skills they need to master to thrive on their own. From learning how to do laundry to budgeting and cooking, these essential skills seem obvious, but many young adults are sent off to college without them.

Doing Laundry

Learning how to do laundry is a crucial skill for any college student. Start by teaching them how to separate colors and fabrics and the right temperature to use for each. Explain the importance of cleaning the lint trap in dryers and how to use laundry detergent properly.

Basic Cooking

Knowing basic cooking skills can save your child from a diet of instant noodles. Teach them how to cook simple, healthy meals like pasta, stir-fries, and salads. Emphasize kitchen safety, including handling knives and managing the stove.

Budgeting is key to managing college expenses. Show them how to track their income and expenses and the importance of saving. Discuss the dangers of credit card debt and impulsive purchases.

Time Management

Time management skills are vital for balancing study, work, and social life. Teach them how to prioritize tasks and use a planner or digital calendar. Stress the importance of setting aside time for studying and relaxation. Good time management can be the difference between success and burnout.

Cleaning and Housekeeping

A clean living space is essential for health and well-being. Teach them basic cleaning skills like dusting, vacuuming, and disinfecting surfaces. Show them how to maintain a clean bathroom and kitchen. Cleanliness plays a big role in making a good impression on roommates and friends.

Grocery Shopping

Teach them how to make a grocery list based on planned meals, compare prices, and select fresh produce. Explain the benefits of buying in bulk and choosing store brands to save money. Show them how to read nutrition labels to make healthier choices. “Grocery shopping on my own was a reality check on adulting,” shared an online commenter.

Public Transportation

Understanding how to navigate public transportation is essential in many college towns. Teach them how to read transit maps, use apps for schedules, and understand fare systems. Discuss the importance of being aware of their surroundings and personal safety while commuting.

Basic First Aid

Basic first aid knowledge can be a lifesaver in minor emergencies. Teach them how to treat cuts, burns, and sprains and when to seek professional medical help. Show them how to create and maintain a basic first aid kit. This skill is not just for them, but for helping others too.

Personal Hygiene

Good personal hygiene is crucial for health and social interactions. Discuss the importance of regular bathing, oral hygiene, and clean clothes. Teach them about skincare and the need for regular haircuts. As a commenter says, “Good hygiene goes a long way in making a good first impression.”

Communication Skills

Effective communication is key in both personal and professional life. Teach teens how to communicate respectfully and assertively, both in person and online. Discuss the importance of active listening and empathy in building relationships.

Basic Sewing

Knowing how to sew a button or fix a minor tear can save time and money. Teach them basic sewing skills and how to use a sewing kit. This is not just practical but also a great way to be self-reliant. Plus, it’s a useful skill for costume parties!

Dealing with Emergencies

Teach them how to respond to various emergencies, like power outages, fire alarms, and severe weather. Discuss the importance of knowing emergency contacts and evacuation routes. “Being prepared for emergencies gave me peace of mind when I lived on my own,” says an online commenter.

Understanding Insurance

Understanding basic insurance concepts like health, auto, and renter’s insurance is important. Teach them how to read and understand an insurance policy and the importance of keeping documents safe. This knowledge is crucial for protecting themselves and their belongings.

Networking and Socializing

Teach teens how to network and the importance of socializing in a healthy, balanced way. Discuss how to approach professors, join clubs, and attend campus events. Networking can lead to friendships, mentorships, and even job opportunities.

Critical Thinking and Problem Solving

Critical thinking and problem-solving skills are essential in and out of the classroom. Encourage them to think independently, question assumptions, and approach problems logically. These skills will help them navigate complex situations and make informed decisions.

Digital Literacy

Teach teens about online safety, using search engines effectively, and managing digital files. Discuss the importance of a professional online presence. As one commenter said, “Digital literacy is as important as reading and writing.”

Personal Safety

Personal safety is paramount. Teach teens about situational awareness, trusting their instincts, and basic self-defense. Discuss the importance of staying safe in social situations and understanding consent.

Stress Management

College can be stressful, so knowing how to manage stress is key. Teach them relaxation techniques, the importance of exercise, and healthy coping mechanisms. Discuss the value of seeking help when needed. Managing stress effectively can enhance their college experience.

Laundry Etiquette

In shared laundry facilities, etiquette is essential. Teach teens about respecting others’ laundry, not leaving clothes unattended, and cleaning up after themselves, which will keep the peace and foster a sense of community responsibility.

Cooking for Special Diets

Knowing how to cook for special diets is helpful if they or their friends have dietary restrictions. Teach them about vegetarian, vegan, gluten-free, and allergy-friendly cooking. This skill is not only considerate but also expands their culinary horizons.

Voting and Civic Engagement

Understanding the importance of voting and civic engagement is crucial. Discuss how to register to vote, the basics of local and national politics, and the importance of staying informed. “Voting for the first time made me feel like a true adult,” shared a commenter.

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Life Skills For Teenagers

By Motherly Editors February 26, 2024

Life Skills for Teenagers refers to the essential abilities and knowledge that adolescents need to acquire in order to navigate through daily challenges and become self-sufficient individuals. These skills typically include communication, decision-making, problem-solving, time management, and emotional intelligence. By mastering these abilities, teenagers are better equipped to handle personal, social, and professional aspects of their lives effectively.

Key Takeaways

• Life Skills for Teenagers encompasses a variety of abilities and knowledge that help teens effectively navigate the challenges of their daily lives and prepare for adulthood.
• These skills include practical abilities such as cooking, financial management, and time management, as well as emotional and social skills like communication, problem-solving, and resilience.
• Teaching life skills to teenagers is essential for their personal development and contributes to forming responsible, well-rounded individuals who can successfully face future challenges in their personal and professional lives.

The term “Life Skills For Teenagers” is important because it encompasses a range of competencies and practical knowledge that are essential for adolescents to navigate and succeed in the increasingly complex adult world.

Acquiring these life skills helps teenagers to develop their decision-making abilities, critical thinking, communication skills, emotional intelligence, and self-reliance.

With a strong foundation of life skills, teenagers are not only better prepared to face challenges and conflicts, but also more capable of making responsible choices and fostering positive relationships, ultimately leading to a healthy, successful, and well-rounded adulthood.

Explanation

Life Skills for Teenagers is a crucial aspect of parenting that aims to equip young adults with essential knowledge and abilities that empower them to successfully navigate the various challenges of adult life. The purpose of teaching life skills to teens is to provide them with practical confidence and self-sufficiency, enabling them to make informed decisions, manage their resources effectively, and develop healthy relationships with their peers and family.

By sharing these vital tools with teenagers, parents and caregivers not only set a solid foundation for their transition to adulthood but also contribute significantly to their emotional, social, and cognitive development. In most cases, Life Skills for Teenagers encompasses a broad range of areas, including financial planning, problem-solving, communication, and domestic responsibilities.

Parents instill the importance of budgeting, saving, and investing money responsibly, while teaching them useful problem-solving strategies that help them become independent thinkers and leaders. Moreover, effective communication, cooperation, and negotiation skills are necessary for establishing strong bonds in personal and professional settings.

Meanwhile, domestic tasks such as cooking, cleaning, and basic home maintenance lay the groundwork for self-reliance. In essence, teaching life skills to teenagers is a proactive approach to parenting that prepares them for the responsibilities and complexities of adulthood, setting them on a path towards stability, well-being, and success.

Examples of Life Skills For Teenagers

Financial Management: A crucial life skill for teenagers is learning how to manage their finances responsibly. For example, parents can teach their kids how to set a budget, save money, track their expenses, open a bank account, anduse a debit card responsibly. This can be done through real-world exercises like providing a small allowance and having them manage their own spending, or working together on a budget for a specific event or purchase.

Basic Cooking and Nutrition: Teenagers should be equipped with basic cooking skills and knowledge about nutrition to be self-sufficient and make healthy choices. Parents can involve their teens in meal planning, grocery shopping, and meal preparation so that they learn how to cook simple recipes and make nutritious food choices independently. For instance, teaching them how to prepare a simple breakfast, make a sandwich for lunch, or cook a basic dinner like pasta or stir-fry can go a long way towards self-sufficiency in adulthood.

Time Management and Organization: As teens navigate the challenges of school, extracurricular activities, and part-time jobs, effective time management and organization become increasingly important. Parents can help their teenagers develop these skills by guiding them in creating a study plan, setting short-term and long-term goals, keeping track of their assignments, and managing their calendar. Real-world examples of this can include setting up a weekly study schedule, prioritizing tasks via a to-do list, breaking down large projects into smaller tasks, and establishing routines for better organization.

FAQ: Life Skills for Teenagers

1. what are some important life skills teenagers should learn.

Some essential life skills for teenagers include budgeting and managing finances, time management, cooking basic meals, doing laundry, using public transportation, problem-solving, effective communication, and self-care.

2. How can parents help teenagers develop life skills?

Parents can help by teaching and involving their children in household tasks, encouraging them to take up extracurricular activities, providing opportunities for them to manage a budget, guiding them in effective communication, and fostering a positive atmosphere for learning and growth.

3. When is the right time to start teaching life skills to teenagers?

It’s never too early to start teaching life skills to children. However, the teenage years are a crucial period for developing self-sufficiency and a sense of responsibility. Begin with simple tasks and gradually increase their level of responsibility as they grow older.

4. What role do schools play in teaching life skills to teenagers?

Schools can play a significant role in teaching life skills by providing opportunities for students to participate in clubs, sports, or other extracurricular activities. Teachers and school counselors can impart valuable lessons through classes and workshops on time management, decision-making, and communication skills.

5. How can I help my teenager develop effective communication skills?

Encourage your teenager to express their thoughts and opinions openly and respectfully. Provide guidance on active listening, empathy, and maintaining eye contact during conversations. Support their participation in extracurricular activities that develop public speaking or presentation skills, like debate club or theater.

6. How can teenagers learn to manage their time effectively?

Teenagers can benefit from learning to prioritize tasks, break down projects into smaller tasks, and set realistic goals. Encourage your child to create daily or weekly schedules, use to-do lists, and allocate time for breaks and self-care to maintain balance.

Related Parenting Terms

• Financial Literacy
• Time Management
• Communication Skills
• Emotional Intelligence
• Decision Making

Sources for More Information

• Psychology Today
• Parenting Science
• Verywell Family
• Today’s Parent

Our editors also recommend...

Payroll and Benefits Specialist

• Madison, Wisconsin
• COLLEGE OF ENGINEERING/ELECTRICAL & COMPUTER ENGINEERING
• Human Resources
• Partially Remote
• Staff-Full Time
• Opening at: Apr 5 2024 at 15:45 CDT
• Closing at: Apr 21 2024 at 23:55 CDT

Job Summary:

This position provides payroll and benefit support to the department's 50+ faculty, 40+ academic staff, 3 university staff and approximately 300 graduate and 1000 undergraduate students. The successful candidate will be self-motivated, enthusiastic, and willing to accept and initiate new projects and learn new skills on a regular basis. They will also have a team-oriented work style, a proven ability to focus and independently oversee and organize multiple projects simultaneously and with tight deadlines, strict attention to detail with excellent time management and organizational skills, strong communication skills, strong problem-solving skills, and critical and conceptual thinking skills.

Responsibilities:

• 20% Prepares, organizes, disseminates, and processes payroll and benefit resources, communications, and materials for one or more work units through various mediums under general supervision
• 35% Prepares and audits standard work unit payrolls, and completes payroll transactions and changes adhering to established policies and procedures to meet anticipated deadlines
• 15% Receives, responds to, and resolves employee payroll and benefit questions and problems
• 5% Counsels new, existing, and terminating employees on payroll and benefit options, timelines, taxes, and deductions
• 5% Assists employees with the completion of benefit enrollments, changes, and maintenance of employee records according to established policies and procedures
• 5% Represents unit/program at payroll workshops, informational meetings, and training sessions
• 5% Contributes to the development, implementation, interpretation, and revision of work unit Human Resources policies and procedures according to institutional and legal rules and regulations
• 5% Maintain knowledge of frequently changing policies relating to the processing of visas and consult with the International Student Services Office as well as the International Faculty Staff Services Office to obtain and disburse information.
• 5% Serve as department liaison with the Employee Compensation and Benefits office for information related to benefits. Ensure that accurate information is disbursed to ECE employees is disbursed to ECE employees.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals. The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world. For more information on diversity and inclusion on campus, please visit: http://diversity.wisc.edu ">Diversity and Inclusion

Preferred Associate's Degree

Qualifications:

Required: - Prior payroll or financial experience - Microsoft Excel experience Preferred but not required: - More than one year of payroll or financial experience - Customer service experience - Experience communicating policies and procedures - Experience working in higher education

Work Schedule:

Monday-Friday 7:45 am-4:30 pm

Full Time: 100% This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Minimum $25.00 HOURLY Depending on Qualifications Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at ( https://hr.wisc.edu/benefits/)

How to Apply:

Applicants will be asked to upload a resume and cover letter outlining relevant qualifications and experience as it pertains to the required and preferred qualifications outlined in this job posting.

Delight Hensler [email protected] 608-264-1481 Relay Access (WTRS): 7-1-1. See http://www.wisconsinrelay.com/ ">RELAY_SERVICE for further information.

Official Title:

Payroll and Benefits Spec(HR074)

Department(s):

A19-COLLEGE OF ENGINEERING/ELECTRICAL & COMPUTER ENG

Employment Class:

University Staff-Ongoing

Job Number:

The university of wisconsin-madison is an equal opportunity and affirmative action employer..

You will be redirected to the application to launch your career momentarily. Thank you!

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