In any business, problems and challenges are inevitable. To address these issues efficiently, conducting an effective problem solving meeting is crucial. Such meetings provide a platform for individuals or teams to collectively analyse issues, generate ideas, and make informed decisions to find effective solutions. However, conducting a problem solving meeting requires careful planning, facilitation, and an agenda that guides the discussions.

In this guide, we will explore the key steps and strategies for conducting a successful problem-solving meeting. Additionally, we provide a free agenda template that can be customised to suit your specific needs. By following these guidelines, you can foster a collaborative environment, maximise creativity, and ensure the resolution of the identified problems. Let's dive in and learn how to conduct a problem solving meeting that drives results.

What is a problem solving meeting?

A problem-solving meeting is a gathering of individuals or teams aimed at identifying, analysing, and finding solutions to specific challenges or issues. This could be business-wide or focused on a specific project. The purpose of such meetings is to collectively address problems, generate ideas, and make decisions to resolve the identified issues.

Examples of problem solving meetings

From SMES to huge global corporations, every company will hold problem solving meetings. They aren’t limited to one seniority level or department – they are a tool to be utilised whenever there is a hurdle in place. Problem solving meetings can cover:

• Business process improvement
• Product development
• Project management
• Conflict resolution
• Customer complaints
• Quality improvement

Who can benefit from a problem solving meeting?

Problem-solving meetings are an important part of businesses, across all departments and levels of staff. There are problem-solving meetings to suit a wide range of situations, regardless of the scale of the issue at hand. Whether it's a minor problem that requires brainstorming for a quick solution or a persistent challenge caused by a problematic employee, the fundamental principles of problem-solving meetings remain applicable. This approach proves useful in various scenarios where employees come together to collaboratively generate resolutions.

3 key elements of problem solving

A problem-solving meeting can be broken down into 3 core sections:

1. Analysis and understanding
2. Creativity and idea generation
3. Evaluation and decision making

Analysis and understanding

Before finding a solution, it is important that the problem is analysed and thoroughly understood by all involved in the meeting. This can be completed before the meeting and presented or discussed as part of the agenda. Taking the time to analyse the problem helps in identifying underlying issues and potential complexities that need to be addressed.

Creativity and idea generation

Problem solving often requires meeting attendees to think outside the box and generate creative ideas. Having a whiteboard or flipchart pad and pad in problem solving meetings is crucial to help with brainstorming, exploring different perspectives, and encouraging innovative thinking.

By fostering a collaborative and open environment within the meeting, diverse ideas can be generated, increasing the chances of finding effective solutions. Creative thinking allows for the exploration of alternative approaches and can lead to breakthrough solutions.

Evaluation and decision making

Once potential solutions have been generated in the meeting, they need to be evaluated to determine their feasibility, effectiveness, and potential impact. Attendees will need to assess the pros and cons of each solution, considering resource constraints, and aligning the solutions with organisational goals and values. Making informed decisions based on a careful evaluation helps in selecting the most suitable solution or combination of solutions.

These three elements form a comprehensive framework for an effective problem-solving meeting. By incorporating these elements into meetings, you can approach problems systematically, increasing the likelihood of finding successful resolutions, and promote continuous improvement within your department or company.

Problem solving meeting agenda

Below is your free meeting agenda to use at your next problem solving meeting. Remember, you can adapt and customise this agenda to fit the specific needs of your company and the problem you’re addressing.

Welcome and introduction

Start the meeting by welcoming participants and briefly explaining the purpose of the meeting.

Provide an overview of the problem or challenge that will be addressed during the meeting.

Problem identification

Clearly define and articulate the problem or challenge that needs to be solved.

Allow participants to share their perspectives and ensure everyone has a common understanding of the issue.

Information gathering

Share relevant data, reports, or information related to the problem.

Discuss any research or analysis conducted to gain insights into the problem.

Analysis and discussion

Encourage participants to analyse the problem from different angles and identify its root causes.

Facilitate a discussion to explore potential contributing factors and underlying issues.

Idea generation

Engage in a brainstorming session to generate potential solutions or approaches to address the problem.

Encourage participants to think creatively and suggest diverse ideas without judgment.

Solution evaluation

Evaluate the proposed solutions based on predefined criteria such as feasibility, effectiveness, and impact.

Discuss the pros and cons of each solution and identify potential risks or challenges.

Decision making

Facilitate a decision-making process to select the most appropriate solution(s) from the evaluated options.

Consider reaching a consensus or use a defined decision-making method (e.g., voting) if necessary.

Action planning

Develop an action plan to implement the chosen solution(s).

Define specific tasks, assign responsibilities, set deadlines, and allocate necessary resources.

Follow-up and review

Discuss how progress will be monitored and how the effectiveness of the implemented solution(s) will be evaluated.

Set a date for a follow-up meeting or communication to review the outcomes and make any necessary adjustments.

Closing statement

Summarise the key points discussed and decisions made during the meeting.
Thank attendees for their contributions and commitment to problem solving.