Prepare properly
Prepare properly
Research
One of the key items in problem solving is knowing the problem that you are trying to solve.
Don’t just define the problem as you see at the moment but research it.
Once everyone is happy with the definition of the problem make it visible at all times.
Put it up in bold letters where all can see it throughout the meeting.
This will be very useful for keeping people on track and help focus the discussions.
What lead up to the issues?
Who was involved when it first arose?
Who noticed the issue and why?
How is the problem affecting people and processes now.
How will it impact on the current and other projects in the future?
What is it costing per day until it is fixed?
Gaining the answers to some or all of these questions will help the team define the problem much better.
Once this is in place the solving process and the possibility of success will be noticeably improved.
Venue
It is all about creating an environment that will help stimulate creative thinking.
What venue will you choose?
If it is the same room all of the time will the thinking and results always be similar?
Maybe try a venue that is new to stimulate enthusiasm.
Consider how long the meeting will last and make sure the room is booked accordingly.
Problems are not always solved in one meeting so think about the next meeting and its timing to keep the momentum going.
Why not arrange for the group to see some sort of external activity as part of the meeting process.
Perhaps carry out a group exercise as a break from the meeting.
Clearly, some of these options can be very costly and a judgement has to be made on the type of problem being solved or the opportunity being sort.
The right equipment
Don’t start a meeting without the necessary equipment.
If you think about how the meeting will run in your mind it can be easier to consider what equipment you may need.
Some items will be fairly obvious, such as, overhead projectors, flip charts, marker pens etc.
However, other items may be less obvious.
For example, could you use any props in potential role play or models to put over your point?
Is there some sort of prototype available for display and discussion at the meeting?
What involvement do you expect of the team – is there anything you might want them to bring to the meeting?
Do you need a guest speaker for part of the meeting to provide expertise?
Food
Meetings often last a long time (usually far too long) and require some refreshments.
Provide something novel or interesting and a variety of drinks.
Remember, it is not good enough to just know what the problem is and define it well.
It is important to fully understand the ramifications of not solving the problem.
This will be especially useful when trying to persuade particular persons to attend.