Tips for Proactive Problem-Solving

A key shift when you become a Senior Project Manager? → Moving from reactive problem solving to proactive leadership You shouldn't just respond to challenges. You should anticipate and stay ahead of them. Here's how you make that shift: ✅ Develop a forward-thinking approach Instead of waiting for issues to happen, ask yourself: - What risks could derail this project? - What dependencies might cause delays? - If X happens, what would Y response be? Proactive ID of potential challenges allows you to build in mitigation before problems occur. ✅ Build early warning systems Leverage tools and processes to catch red flags early: - Use dashboards to track key project areas. - Consult your RAID log religiously. - Schedule regular check-ins with your team to surface issues before they escalate. The sooner you spot a potential problem, the easier it'll be to address. ✅ Plan for the long game Proactive leadership sets your team + organization up for future success. - Use lessons learned throughout the project to ID patterns/areas for improvement. - Document your work thoroughly for future review. - Recommend process enhancements/new tools to prevent recurring issues. Thinking ahead shows that you're already operating at a senior level. The best PMs aren't just great at putting out fires. They're preventing them altogether. 🤙

Are You Solving the Right Problem? As leaders & professionals, we're often under pressure to act quickly when challenges arise. Our instinct—or perhaps muscle memory—is to dive straight into solution mode. But over the years, I've found that one of the most important questions we can ask ourselves is: Are we solving the right problem? Consider the hybrid workforce. Organizations often roll out solutions like employee engagement activities, gift cards, virtual celebrations, enforcing video-on policies during calls, or hosting virtual team-building sessions. While these seem like good ideas, they may serve as quick fixes that don't address the real issue. So, what's the actual problem? ❓Is it a lack of engagement? ❓A drop in productivity? ❓Struggles with team cohesiveness? ❓Or could it be something deeper, like communication barriers? ❓Disconnect between leadership and employees? ❓Or even more fundamental issues like trust and culture? Getting to the heart of the problem is crucial. 🛠️ 3 Steps to Identify the Right Problem: Observe and Listen: Start by carefully observing the symptoms. What are the visible signs that something's not working? Gather data and listen to feedback from your team. This will help you understand the nature of the issue. Ask Deep Questions: Go beyond surface-level explanations. Use techniques like the "5 Whys" to dig into the root causes. If engagement is low, ask why—several times over—to uncover the core issue. The real problem often lies beneath the symptoms. Understand the Context: Consider the broader organizational environment, team dynamics, and culture. What seems like an issue in one area might be a symptom of a deeper problem elsewhere. Context is critical to accurate diagnosis. Once the right problem is identified, solving it effectively requires careful consideration. 💡 3 Considerations When Solving the Problem: Engage Multiple Perspectives: Involve diverse voices from across the organization. Different perspectives can reveal angles you might miss and lead to more robust solutions. Collaboration ensures broader acceptance and better outcomes. Resist the Quick Fix: It's tempting to go for quick solutions, but they often only address symptoms. Focus on sustainable solutions that tackle the root cause. This may take more time, but the long-term benefits are worth it. Reflect and Iterate: After implementing a solution, reflect on its impact. Did it address the problem effectively? Be prepared to iterate and adjust as needed. Continuous improvement is essential for long-term success. The most successful leaders don't just jump to solutions—they take the time to define the problem accurately. By doing so, they create a foundation for meaningful, lasting change. So, before you dive into solving what seems like an urgent issue, ask yourself: Am I truly solving the right problem? #Leadership #OrganizationalDevelopment #ProblemSolving #HybridWorkforce #Culture

Making progress on controversial problems Have you been pulled into a problem where everyone has an opinion, no one agrees, and no one has an actual solution? Like “Should we pivot this big ongoing project that the CEO isn’t convinced about?” My early attempts to tackle these didn't go great. I’d end up presenting a cautious solution to my boss’s boss’s, while another exec vocally disagreed.  Fun, right? 🙂  I needed a process that helped me stay calm, make progress, and get back to focusing on customer impact. What worked:    1. Understand where we are in the problem-solving process.  Most problems are like a universe — they expand in size and complexity with every new piece of information, then contract as potential solutions get eliminated. That gives me a roadmap. If I’m still hearing new information, it’s too early to propose answers. If I’m hearing repetitive info, time to consider solutions. Just naming where I am helps me stay grounded. 2. Use documents to get specific and share context.  Writing down facts and assumptions surfaces obvious questions, like “Is the main goal user experience, or perception?”  It can feel remedial, but that’s how I know everyone agrees on the core info.  It also means we can separate gathering information from jumping into solutions, which saves hours in real-time meetings.  3. Over-communicate the process and status.  For big problems, everyone wants to know what's happening and how to help. A regular update solves that: “This week I’m talking with X, Y, and Z;  Monday I'll share a recommendation draft;  Wednesday I'll share with leaders A, B, and C;  please share feedback by Tuesday.”  If I get inbound questions, I can just respond with the existing written process. 4. Ask questions even if they're embarrassing.  For crucial info, like “actually, who is the most important audience for this?”, I find someone safe, ask directly, and write the answer in my list of facts.  Usually someone else is missing that context too.  5. Write an opinionated recommendation.  My core proposal includes: - Summary:  problem statement & recommendation - Information learned:  facts v. assumptions (both are important) - Goals and decision criteria  - Options & pros / cons for each - Why this recommendation - Next steps if the recommendation is agreed on, including mitigating risks - Discussion of recommendation & other options Real-time discussions are more effective because everyone has the same info. 6. Don’t hold out for a perfect solution.  If a problem is controversial, by definition there’s no clear solution.   That gives me permission to propose my imperfect solution.   This process, simple as it is, has helped me tackle even the hardest problems.  And it’s helped me figure out how to diagnose and manage disagreements rationally, so even when everyone disagrees, we can figure out what it takes to make progress.  (For regular updates + the doodle, check out amivora.substack.com!)

Passionate problem solvers are easy to label as "too negative" or "having an agenda". Here's a good approach to bringing people on the journey: 1. Start with what you see and hear Describe specific behaviors, patterns, or outcomes as objectively as possible (knowing that we can never be truly objective). Be mindful of your potential biases. Are your emotions and perspective narrowing what you bring up? Avoid using loaded or triggering language. Keep it neutral and clear. 2. Invite others to share what they see and hear By starting with your own observations, you are setting an example for the rest of the team. Invite the team to share their perspectives and observations in ways that focus on understanding, rather than labeling or jumping to conclusions. In the right context, it might be better to start here. 3. Look inwards, observe, and listen Just as you describe outward behaviors, turn inward and notice how you feel about what you’re seeing and hearing. Instead of saying, “This place is a pressure cooker,” try, “I feel a lot of pressure.” Avoid jumping to conclusions or ascribing blame. Again, invite other people to do the same. 4. Spot areas to explore With observations and emotions on the table, identify areas worth examining. Avoid rushing to label them as problems or opportunities. Instead, frame them as questions or areas to look into. This keeps the tone open and focused on discovery. 5. Explore and go deeper As potential areas emerge, repeat the earlier steps: describe what you see, invite others to share, and observe how you feel. It is a recursive/iterative process—moving up and down levels of detail. 6. Look for alignment and patterns Notice where people are starting to align on what they’d like to see more—or less—of. Pay attention to areas where there’s consistent divergence—these are opportunities as well. Ask, “What might it take to narrow the divide?” 7. Frame clear opportunities Once patterns emerge, focus on turning them into clear opportunities. These are not solutions—they’re starting points for exploration. For example: “We could improve this handoff process” or “We’re not all on the same page about priorities.” Keep it actionable and forward-looking. 8. Brainstorm small experiments Use opportunities as a springboard to brainstorm simple, manageable experiments. Think of these as ways to test and learn, not perfect fixes. For example: “What if we tried a weekly check-in for this process?” Keep the ideas practical and easy to implement. 9. Stay grounded and flexible Be mindful of how the group is feeling and responding as you brainstorm. Are people rushing to solutions or becoming stuck? If so, take a step back and revisit earlier steps to re-center the group. 10. Step back. Let the group own it Once there’s momentum, step back and hand over ownership to the group. Avoid holding onto the issue as “your problem.” Trust the process you’ve built and the team’s ability to move things forward collectively.

Being proactive isn’t about micromanaging every detail. And being a planner doesn’t mean you can’t move and shake with the best of them. It’s about mastering the art of anticipation — seeing the gaps before they trip someone up and stepping in with solutions, not just questions. It’s how you turn a good workday into a great one and build a reputation as the person who gets sh*t done. Here’s where to dig in: Learn beyond your role: Don’t just sit in your lane. Uncover what’s working, what’s not, and find where you can help. You’ll gain insights most people miss — and land experiences that can change the trajectory of your career. Prioritize like an investor: You can’t do it all, so stop trying. Use the 'Impact vs. Effort' matrix to figure out where your time is best spent. Put your energy into tasks that yield the highest ROI. If it’s not moving the needle, it's on the chopping block. Map your moves: Block out time to visualize your workload - then task it all in a system. Look for what’s driving results vs weighing you down. This small habit saves you from stress and executive dysfunction later. Leverage your network: Relationships are your shortcut to success. They help you build your skills, make important decisions, solve problems faster, and discover new opportunities. You get what you give here. Schedule time for deep work: Block off time every week to think strategically and execute. This time separates those who get results from those who just talk about it. High performance isn’t about having all the answers — it’s having the courage to say, “I don’t know, but I bet we can figure it out.” It’s about being the one who connects the dots, makes thoughtful decisions, and isn’t afraid to step up when others hesitate. Build your reputation on “everything is figuroutable,” and then figure that sh*t out. 

Here’s the reality: minor issues rarely stay minor. When left unaddressed, they snowball, creating problems at the worst possible times. This is true in all areas of life but especially critical in business. Small cracks in processes, communication, or team dynamics often spread into bigger, more complex problems. Leaders who act early on issues, rather than hoping they’ll resolve themselves, see smoother, more consistent success. Here’s how these issues escalate & what you can do to handle them early. 1. First Signs of Trouble – Early Indicators Minor issues often reveal themselves if you’re watching for them: an employee's dip in enthusiasm, delayed deadlines, a decline in customer feedback. These are the first indicators that something is going off course. Yet, too often, we think, “It’ll sort itself out.” But ignoring the first tremors doesn’t stop the earthquake. When you notice the signs, take a soft but proactive approach. Start with an open conversation, ask questions, & dig beneath the surface. Though these talks can feel confrontational, addressing the issue calmly & constructively often prevents larger confrontations later. 2. Excuses & Delays – The Danger of Deferring Decisions It’s natural to delay dealing with uncomfortable situations, especially if the issue seems minor. Common excuses include, “We’ll fix it in the next quarter,” or “The team’s already under pressure.” But let’s be clear—avoiding a small problem just gives it space to grow. The fix? Apply a “solve now, ask later” mindset. Look for quick, manageable solutions as soon as you spot an issue, even if it feels minor. 3. Scaling Issues – When Small Problems Grow Neglecting minor issues can lead to major operational challenges. Imagine a supply chain manager notices a vendor falling slightly behind but doesn’t address it. Over time, this minor delay snowballs, impacting inventory & deadlines. What started as a minor delay can soon demand an entire process overhaul. To address, adopt a “check-in” culture. Set regular times to review small obstacles with your team, without judgment. This enables minor issues to surface & be addressed before they turn into systemic challenges. 4. Crisis Mode – Too Late for Prevention When minor issues are ignored for too long, they escalate to crisis level. At this point, the solutions must be more drastic & the stakes are much higher. The lesson? Don’t wait until the last minute. If you see something going wrong—even at a minor level—take action. Approach it with empathy and understanding, but do something. Business thrives on momentum & early problem-solving keeps momentum working for you rather than against you. As leaders, our job isn’t just to react; it’s to anticipate, stay vigilant, and to act early. By addressing issues before they grow, you’re creating a foundation for sustained success and growth. So, when you see those early signs, step up—because early action is your best tool for long-term results.

You don't rise by guessing. You rise by solving. Most people walk into a problem and freeze. You walk in and build. Problem-solving isn’t just a skill. - It’s your sharpest edge. - It’s what separates the talkers from the builders. If you're stuck, it's not because you're incapable. It’s because no one taught you how to break a problem down. Let’s change that. 1. Define it. ↳ Name the problem. ↳ Get specific. ↳ Fuzzy problems stay fuzzy. ↳ Clear ones get solved. 2. Slice it. ↳ Big problems are just smaller ones in a trench coat. ↳ Split it. ↳ Sort it. ↳ Attack piece by piece. 3. Twist your thinking. ↳ Stop looking head-on. ↳ Flip it sideways. ↳ Use analogies. ↳ “What else does this remind me of?” 4. Listen hard. ↳ The best insights often come from someone else’s mouth. ↳ You don’t need all the answers. ↳ You need the right ears. 5. Draw it out. ↳ Grab a pen. ↳ Map it. ↳ Flowcharts, sketches, sticky notes (whatever gives the chaos some shape). 6. Step away. ↳ Burnout kills solutions. ↳ Take a break. ↳ A rested brain connects dots a tired one can’t see. 7. Sleep on it. ↳ Literally. ↳ Let your brain run its background process. ↳ Tomorrow, the answer may just be there. 8. Move your body. ↳ A walk. ↳ A sprint. ↳ A soccer game. ↳ When your blood flows, your ideas do too. 9. Reps, not luck. ↳ Problem-solving isn’t a gift. ↳ It’s a habit. ↳ The more you do it, the sharper you get. ↳ Solve something—anything—every day. 10. Stay sharp by staying positive. ↳ Problems aren’t proof you’re failing. ↳ They’re invitations to grow. ↳ Say yes. You don’t need to be the smartest person in the room. You just need to be the one who sees a path forward when others stall. That’s what real problem-solvers do. They move when others freeze. They fix what others ignore. And that? That’s how you build something worth remembering. 👊 Keep solving. ♻️ Repost if you believe every problem is a puzzle waiting to be cracked. ➕ Follow Nathan Crockett, PhD for more.

"All Problems have a Solution, You Just Have to Do It": 1. Mindset of Problem-Solving: Approach each problem with the belief that a solution exists. This positive mindset is crucial in maintaining motivation and perseverance when tackling difficult issues. Viewing obstacles as opportunities for growth can shift your perspective, making problem-solving feel more like a challenge to conquer rather than a burden. 2. Action Over Analysis Paralysis: Often, the biggest hurdle is getting started. Overthinking a problem can lead to inaction, which prevents progress. Begin by taking small, manageable steps instead of waiting for the perfect solution or plan. The act of doing usually clarifies the next steps. 3. Breaking Down Problems: Large, complex problems can feel overwhelming, but breaking them down into smaller, actionable parts makes them more approachable. Each step taken toward resolving a part of the problem brings you closer to the overall solution. 4. Persistence and Adaptability: Not every solution will work on the first try, but persistence is key. Failure isn’t the end but rather feedback on how to adjust your approach. Be flexible and ready to adapt your strategies as new information or challenges arise. 5. Resources and Support: Sometimes, solutions require collaboration, research, or the use of external tools. Don’t hesitate to seek help from others or lean on available resources. Different perspectives often lead to innovative solutions you might not have considered on your own. 6. Learning Through Doing: Action leads to experience, and experience provides insight. Even if the initial solution isn’t perfect, doing something allows you to learn and refine your approach. Progress, no matter how small, creates momentum, reinforcing the belief that solutions are achievable. 7. Confidence and Accountability: Taking action builds confidence. Once you’ve solved one problem, you’re more likely to believe you can solve the next. Holding yourself accountable to the process of problem-solving helps maintain consistency in facing challenges head-on. 8. Overcoming Fear of Failure: The fear of failure often holds people back from acting. Understand that failure is a natural part of problem-solving and can be a stepping stone to success. Embrace failure as part of the journey, not as an endpoint. 9. Creative Solutions: Sometimes solutions require thinking outside the box. Experiment with creative approaches, especially if traditional methods aren’t working. Innovative problem-solving often comes from willingness to try unconventional methods. 10. Final Takeaway: Every problem has a solution, but that solution requires action. Rather than being paralyzed by uncertainty or fear, focus on doing. The solution often becomes clearer as you move forward. #ProblemSolving #MindsetMatters #ActionOverFear #GrowthMindset #SolutionsFocused #TakeAction

Is your team playing catch-up or leading the charge? Are you being proactive or reactive? You should strive for your team to be proactive with customers. How do you do that? Here is how I do this with clients: 1. Assessment 📊 Evaluating your current practices Analyze past interactions Identify patterns 2. Customer Journey Mapping 🗺️ Map out your customer journey Pinpoint touchpoints for proactive engagement Anticipate potential pain points and strategize solutions in advance 3. Data-Driven Insights 📈 Leverage data analytics to predict customer behavior Allow your team to address concerns before they become problems. 4. Training and Skill Development 🎓 Have a playbook for your team. Teach them how to think proactively. Problem-solving exercises 5. Automation Tools 🛠️ Invest in customer success platforms. Set up triggers and alerts. Intervene before customers even realize there's a problem. 6. Regular Customer Feedback 🗣️ Don't be afraid to ask for feedback. Use feedback to refine processes. Identify where proactive measures can be added to the customer experience. 7. Cross-Functional Collaboration 🤝 Foster collaboration A united front allows the company to be proactive in customer needs Address challenges that may extend beyond their immediate scope 8. Customer Education 📚 Empower your customers with educational resources. Proactively share tips, tricks, and updates. 9. Continuous Improvement 🔄 Establish a culture of continuous improvement. Encourage your team to regularly review and refine strategies Test and test again 10. Recognition and Incentives 🏆 Acknowledge and reward proactive behavior. Creating a culture of being proactive, not reactive, is celebrated. Transitioning from a reactive to a proactive customer success approach is a journey, not a destination. #CustomerSuccess #ProactiveCX #CustomerEngagement 🚀

Are you showing admiration for a problem? I listened to someone on the phone the other day, basically for the day, “admiring the problem”. If that whole 8 or so hours could have been spent on solution seeking, asking “what’s right with this?” the person and their team might be a little ahead. To move beyond this unproductive #mindset, here are some strategies people can adopt: 1. Reframe the Problem • Shift the focus from describing the problem to exploring opportunities for change. • Use solution-oriented language, such as “How might we…?” 2. Clarify the Desired Outcome • Define the goal or the ideal state you want to achieve. • Ask, “What does success look like?” 3. Break It Down • Deconstruct the problem into smaller, manageable pieces. • Address each part with specific actions. 4. Prioritize Action Over Analysis (Paralysis) • Set a time limit for discussing the problem, then transition to brainstorming solutions. • Encourage trying small, experimental solutions (e.g., prototyping in #designthinking). 5. Adopt a #Collaborative Approach • Engage diverse perspectives to generate ideas and build momentum. • Create an environment where everyone feels safe to contribute solutions. 6. Use Frameworks and Tools • Apply structured tools like root cause analysis, the 5 Whys, or SWOT analysis to understand and address the issue. • Visualize the path forward with a decision matrix or action plan. 7. #Empower Accountability • Assign ownership for tasks and follow up on progress. • Build systems that encourage responsibility, such as regular check-ins or deadlines. 8. Encourage a Bias Toward Experimentation • Shift from “getting it perfect” to “getting it started.” • View failures as learning opportunities. 9. Challenge Complacency • Ask tough questions to disrupt the cycle of inaction: • “What happens if we don’t solve this?” • “What’s one thing we could do right now to make progress?” 10. Leverage Emotional Intelligence • Identify emotional barriers, such as fear or frustration, that might keep people stuck. • Foster optimism and resilience in the face of challenges.