Part 1: From Chaos to Clarity: How to Structure and Solve Problems in Projects

As we step into the era of AI, a proper approach to problem-solving is no longer optional – it’s essential for everyone. We can choose: to tackle challenges chaotically, or approach problem-solving as a form of strategic decision-making process.   In this series, I will  present how to manage IT project problems by combing theory with modern AI capabilities. However, before we explore how AI can act as our “thinking partner,” we must start with a strong foundation.

Understanding the Structure of a Problem

Before solving any problem, it’s crucial to first understand its structure. Not every problem requires deep analysis. The level of analysis depends on several factors – the complexity of the situation, the leader’s experience, and how much time we have to solve it.

Problems can generally be categorise three ways:

• Well-Structured – these are easiest to solve. All the information is available, and the solution is usually clear. The team knows what to do and can quickly recognise and categorise the problem.
• Medium Structure – the most common type. They’re partially understood, but here’s the tricky part: there can be more than one possible solution. This introduces some risk because the team might reject the right solution without even realising it. Solving these problems often requires creativity, as the team needs to explore different possibilities before landing on the best one.
• Ill Structure  – these are the hardest to solve, because they are complex and difficult to understand. There’s often no clear solution, and the team may struggle to find the root cause. These problems involve many factors and unknowns.

Identify the problem (Root Cause vs. Symptoms)

After identifying the structure of the problem, the next step should be to clearly define it. I mean finding the root cause of the problem, not just addressing the symptoms. Let me give you an example – think about visiting a doctor. If the doctor only focuses on your symptoms, like pain or a cough, they might miss the underlying issue causing them.

The same goes for the project. If we only address surface-level issues without understanding the core problem, it’s likely to recur. That’s why it’s so important to dive deeper, using the right standards and processes to fully understand what’s happening.

How can we identify the root cause of a problem? 

To tackle problems effectively, it’s crucial to address the real root cause rather than just the symptoms. Here’s a key set of steps you can follow:

• Define the problem’s scope clearly.

• Ask ourselves: why did this problem happen in the first place?

• Identify the obstacles that are keeping us from reaching our goal.

• Write a draft problem statement that clearly describes what we need to solve and update the facts and assumptions as we gather new information.

By following these steps, you can make sure you’re addressing the real problem and not just its symptoms.

Generate Potential Solutions

In this step, the goal is to create a list of possible solutions. Start by brainstorming to gather diverse ideas and perspectives. Once you have those potential solutions in front of you, it’s time to compare and analyse them.

A helpful approach is to write a solution statement – it’s a clear explanation of how the action you’re considering will solve the problem. This statement should clearly explain how the action you’re considering will solve the problem.

You can also use tools like a decision matrix, Lean Prioritisation method, to organise and evaluate your options more effectively, or you can follow a more modern way that supports AI. Of course, you need to have back on your head that AI can be your thinking partner,r not the decision maker.

By doing this, you’ll move from a long list of possibilities to focused, actionable solutions.

Implement the Solution You’ve Chosen

Once a solutions is chosen, it’s time to put it into action. A successful implementation requires:

• Clear plan – define the timeline, specific tasks, and deadlines. 
• Assigned roles and responsibilities – make sure that each team member knows their part.
• Effective communication – even the best solution can fail if it’s not clearly explained.

 Remember: not all solutions will work perfectly the first time. Stay flexible and be ready to adapt if the initial approach doesn’t deliver the desired results.

Evaluate Results

The final step is to analyse the results, which can take weeks, months, or even years, depending on the complexity of the problem. Key actions include:

• The team should document instructions for implementation,
• The team lead must monitor progress.

Problem-Solving is a Continuous, Structured Process…

Problem-solving doesn’t end at identifying the issue – it’s only complete when the problem is fully resolved. Sometimes this means adjusting policies, refining the solution, or even restarting the process to achieve the desired results.

Effective problem-solving is usually a structured, ongoing process, not a one-time task. You need to look at all the key factors and understand how they connect. I believe that this approach can help you uncover the best solutions and reach your goals more effectively.

Coming Next…

Now that we have the framework, how do we make it faster and smarter? In my next post, I will show you how to use AI tools as your “Thinking Partner” to turn messy project into clear, structured solutions.