Running head: PROBLEM SOLVING IN PROJECT MANAGEMENT 1

Problem Solving in Project Management

Lindsay Snowden
Arizona State University
April 8, 2018
PROBLEM SOLVING IN PROJECT MANAGEMENT 2

Problem Solving in Project Management

While uncertainty and risk are sure elements of project management, likewise so is

problem solving. Because no project is guaranteed to run smoothly, a project manager must have

problem solving skills in their pockets to be able to deal with uncertain events that crop up. In his

book Managing Project Uncertainty, David Cleden (2016) says that “problem solving lies at the

heart of effective project management strategy” (p. 41) noting that no matter which problem-

solving strategy is utilized, it is a vital tool for success.

Identifying a Problem

While having problem solving skills is necessary, before a project manager can put them

to use, they must first identify the problem. Cleden (2016) mentions that “we can’t find answers

until we properly understand the question” (p. 42). Though some problems that occur may be

obvious, others may require critical thinking to identify them. One strategy to help identify

problems or uncertain aspects of an event is problem framing. Problem framing “provides a

structured way of gathering missing information [to] discover fresh unknowns” (Cleden, 2016, p.

48). It is a process through which a project manager can discover the root problem and

“determine which key uncertainties must be tackled first” (Cleden, 2016, p. 48). Through this

process a project manager can identify possible outcomes and develop solutions accordingly.

Project manager dot com suggests that uncertainties can also be identified by paying

close attention to the minutest details (Knowledgewoods consulting, 2015). This way, a project

manager may recognize early warning signs of trouble on a project. Some of these key identifiers

include delays, when the amount of pending work is more than time allows, making trade-offs to

catch up, a key person quitting, and poor communication with the stakeholders
PROBLEM SOLVING IN PROJECT MANAGEMENT 3

(Knowledgewoods consulting, 2015). Danielle Ward (2016) of project manager dot com

mentions that this ability to identify and solve problems is “a critical skill set to grow as a

capable project manager”. Because “team members are directly influenced by the ability of their

project manager’s problem-solving qualities,” she says, “the sooner you find a solution, the faster

your team can work on solving it” (Ward, 2016).

Selecting a Solution

After identifying the problem, a project manager must utilize problem solving strategies

to navigate the issue, and minimize its effects. Cleden (2016) notes that “once the possible

outcomes have been evaluated as objectively as possible”, the project manager must use their

best judgement to identify a solution (p. 53). Once the use of the problem-framing process leads

to discovering the root of a problem, a project manager can then focus on choosing the best

solution. The problem-framing process will “enable [a] set of possible outcomes to be explored,

each of which has an inherent value” (Cleden, 2016, p. 52). Cleden recommends involving others

in the evaluation/selection process in order to bring different perspectives to the selection process

(2016, p. 53). Obviously, selecting the maximum-value outcome will have the greatest positive

impact on a problem, and having input from others can offer valuable insight. It’s important to

weigh the impact of each possible solution and select the one that will be the most effective, and

contribute to the success and forward movement of the project.

Problem Solving in Simulation C

In the third scenario of the Harvard Business simulation, the team is thrown yet another

curve ball. On week five an uncertain event causes the project deadline to be reduced from 17
PROBLEM SOLVING IN PROJECT MANAGEMENT 4

weeks to 12 weeks. While this problem is straightforward, it still requires the project manager to

identify the problem, analyze the possible outcomes objectively, and develop a solution.

There were several aspects of this problem to consider when deciding how the team

should move forward. How many extra team members should I add in order to make up for lost

time? How much more extensive should the outsourcing be? Should I make a trade-off in the

budget to help keep my team on track no matter the cost? Do I need extra meetings or less

meetings? If I were dealing with this situation in reality, I would have a risk management plan in

place to deal with unexpected events. I would have thought through the possible risks or

uncertain events that could occur and would have developed a plan to deal with them. In fact, the

PMStudent mentions that “if you and your team have done a good job with risk identification

and in prioritizing your risks and preparing responses for those risks, then you know whether or

not it was reasonable to see something coming” (Prepare for the unknown, 2016). In addition to

making a plan, knowing my team would also help me understand how to react to uncertain

situations

One important aspect of managing uncertainty is to always be looking ahead. David

Cleden (2016) mentions that “knowledge-centric strategies provide the ability to visualize future

states of the project” (p. 57). Knowledge-centric strategies prompt the project manager to use

their knowledge to identify and deal with uncertain events (Cleden, 2016, p. 58). In this third

scenario, it was important to address the shortening of the deadline right away. Using my

knowledge of past scenarios and how my team functions, I was able to change the amount of

meetings and monitor their morale to make sure we completed everything on time and under

budget. Knowing your team and being able to anticipate their moods and reactions to uncertainty
PROBLEM SOLVING IN PROJECT MANAGEMENT 5

can help a project manager address problems in a way that will be the most effective for their

team.

Conclusion

Overall, the chapters in the book and the blog articles have helped remind me of the

importance of having a risk management plan in place. They have also provided examples of

how to identify and develop solutions for problems. For me, problem solving would be

something that I do off the top of my head. From the readings, I have learned new problem

solving techniques, how to dissect uncertainty, and how to formally work through issues that

may arise on a project.

PROBLEM SOLVING IN PROJECT MANAGEMENT 6

References

Cleden, D. (2016). Managing project uncertainty. Retrieved April 7, 2018, from

https://ebookcentral-proquest-com.ezproxy1.lib.asu.edu/lib/asulib-

ebooks/reader.action?docID=438596&query=#ppg=1

Knowledgewoods consulting (2015, October 19). Top Ways to Identify Key Problem Indicators.

Retrieved April 6, 2018, from https://project-management.com/top-ways-to-identify-key-

problem-indicators/

Prepare for the Unknown: AKA Risk Management. (2016, April 06). Retrieved April 08, 2018,

from http://pmstudent.com/prepare-for-the-unknown-aka-risk-management/

Ward, D. (2016, October 25). 5 Must Have Skills for Project Management. Retrieved April 7,

2018, from https://project-management.com/5-must-have-skills-for-project-management/