Glossary > Systematic problem solving

Why is systematic problem solving important?

You encounter problems everywhere, in everyday life as well as in a professional context. But while intuitive problem solving often only provides short-term relief, a systematic approach allows you to make lasting improvements by getting to the bottom of problems.

Systematic problem solving helps you to do this:

Clearly identify and understand problems
Uncovering root causes instead of just combating symptoms
Developing sustainable solutions that work in the long term
Sharpen critical thinking and analytical skills
Act confidently and in a structured manner in complex situations

Managers play a crucial role in supporting and implementing these systematic problem-solving methods by guiding and encouraging their teams.

Advantages of systematic problem solving

Structured approach: The 8D method

The 8D method (Eight Disciplines) offers you a tried-and-tested framework for tackling problems systematically and effectively - especially complex or recurring problems. In the context of quality management, the 8D method is particularly important as it offers a fact-oriented and structured approach to solving problems and errors.

Step-by-step solution with the 8D method

8D problem-solving method
Step	What is happening here?	Why is this important?
D0 - Planning	Identify problem, define scope, determine resources	Lays the foundation for a targeted and efficient approach
D1 - Form a team	Setting up an interdisciplinary team	Different perspectives lead to better solutions
D2 - Describe problem	Collect facts (5W2H method: Who, What, Where, When, Why, How, How much)	Clear problem definition is a prerequisite for effective solutions
D3 - Immediate measures	Take initial measures to limit the damage	Limit short-term effects, protect customers and processes
D4 - Root cause analysis	Analyze root causes with techniques such as 5 Whys, Ishikawa diagram	Prevents recurring problems through in-depth analysis
D5 - Corrective actions	Developing and testing sustainable solutions	Ensures sustainable effectiveness of the measures
D6 - Implementation of the measures	Implement measures and monitor effectiveness	Ensuring that the solution works in practice
D7 - Prevention	Implement preventive measures	Reduces the likelihood of similar problems in the future
D8 - Appreciate team	Recognition of team performance	Motivation and strengthening the problem-solving culture

Practical example: Application of the 8D method

A car manufacturer receives customer complaints about a faulty component:

D1 & D2: Formation of a team of experts, precise problem description
D3: Introduction of preliminary quality controls
D4: Application of 5 Whys and Ishikawa diagram, identification of a faulty production process. It is crucial to identify and analyze deviations in processes in order to understand the causes of quality problems and avoid losses.
D5 & D6: Development and implementation of new production standards
D7: Training and process changes to prevent future errors
D8: Recognition and communication of successes

This structured approach solved the problem in the long term.

Overview of proven problem-solving techniques

The 8D method is one of many proven techniques. Here you will find a compact overview of other important methods:

5 Whys: Simple root cause analysis through repeated questioning ("Why?")
Ishikawa diagram: Visual analysis of potential causes, divided into categories (e.g. man, machine, method)
Brainstorming: Creative collection of solutions without initial evaluation
Six Sigma (DMAIC): Data-driven approach to reducing process errors
Lean: optimizing processes by reducing waste
A3 Thinking: Concise documentation and analysis of the problem on one page (A3 format)
Kaizen: Continuous improvement through small, incremental changes

Tools for systematic problem solving

There are a variety of tools that can be used for systematic problem solving. One of the best known is the 8D report. This tool helps to systematically identify, analyze and solve problems. The 8D report is particularly useful for complex problems that require in-depth analysis.

Another tried and tested tool is the PDCA cycle (Plan, Do, Check, Act). This cycle supports the continuous improvement of processes. By applying the PDCA cycle iteratively, problems can be identified, analyzed and solved step by step.

FMEA (Failure Mode and Effects Analysis) is another important tool. It helps to identify potential errors in processes or products and evaluate their effects. By detecting faults at an early stage, preventative measures can be taken to prevent them from occurring.

A process map is also a useful tool. It visualizes the various steps of a process and helps to identify bottlenecks and potential for improvement. The graphical representation makes the process more transparent and easier to understand.

A classic in lean management is the 5 Why method.

Application areas of systematic problem solving

Systematic problem solving is used in many areas. In quality management, it is essential for identifying and solving problems that affect the quality of products and services. By applying systematic methods, quality standards can be maintained and continuously improved.

Another important area of application is process optimization. This involves analyzing and improving processes in order to increase efficiency and effectiveness. Bottlenecks and inefficient processes can be identified and eliminated through systematic problem solving.

Systematic problem solving also plays a central role in customer service. Problems that affect customer satisfaction can be solved quickly and effectively. This leads to higher customer satisfaction and strengthens customer loyalty.

Systematic problem solving is also of great importance in product development. Problems that affect product quality can be identified and rectified at an early stage. This leads to higher product quality and better market positioning.

By using these tools and methods, companies can optimize their processes, improve the quality of their products and services and increase customer satisfaction.

Which technology suits your problem?

Overview of problem-solving methods
Method	Complexity	Advantages	Challenges
8D	High	Sustainable, thorough solution	Time and resource intensive
5 Whys	Low to medium	Fast, easy handling	Risk of superficial analyses
Ishikawa	Medium	Visual clarity, broadly applicable	Knowledge of the process required
Brainstorming	Variable	Promoting creativity	Results often unsorted
Six Sigma	High	Precise, data-oriented solutions	Statistical knowledge required
Lean	Variable	Increased efficiency	Resistance to change possible

Combine methods for maximum effectiveness

Use the strengths of different methods to solve particularly complex challenges holistically. For example, you can:

Generate innovative ideas with brainstorming
Using an Ishikawa diagram to structure potential causes
Through 5 Whys uncover deeper causes
Develop and implement lasting solutions as part of the 8D method

Conclusion: How to solve problems effectively and sustainably

The following principles will help you to solve problems sustainably and systematically:

Clear definition of the problem and its causes
Data-based decisions instead of subjective assumptions
Interdisciplinary teams for broader perspectives and ideas
Implementation of permanent solutions instead of short-term symptom control
Continuous improvement through constant learning and adaptation

By consistently applying these principles and tools, you will be able to not only overcome problems, but systematically recognize opportunities for growth and improvement and benefit from them in the long term.

Systematic problem solving