Practical Problem Solving: Improve Your People & Your Processes

Toyota's Practical Problem Solving (PPS) methodology represents one of the most effective structured approaches to identifying, analysing, and resolving workplace challenges. Rooted in the Toyota Production System (TPS) and Lean thinking principles, this 8-step framework has been refined over decades to help organisations tackle problems systematically whilst building sustainable improvement capabilities.

Unlike quick fixes or superficial solutions, PPS focuses on understanding root causes and implementing countermeasures that prevent recurrence. This methodology has proven invaluable across industries, from manufacturing to service sectors, helping businesses improve efficiency, reduce waste, and foster a culture of continuous improvement.

Step 1: Clarify The Problem

The foundation of effective problem-solving lies in thoroughly understanding what you're attempting to resolve. This step requires moving beyond symptoms to grasp the true nature of the issue.

Objective: Define the gap between your current situation and desired outcome using concrete data and direct observation.

Key Actions:

• Visit the "gemba" (the actual workplace where the problem occurs)
• Gather quantitative data to measure the problem's scope and impact
• Create visual representations such as graphs, charts, or process maps
• Document the problem statement clearly, avoiding assumptions or subjective interpretations

Best Practice: Spend adequate time at the gemba. Direct observation often reveals nuances that reports and second-hand accounts miss, leading to more accurate problem definition.

Step 2: Break Down The Problem

Complex problems can feel overwhelming and lead to scattered improvement efforts. This step involves decomposing the issue into manageable, specific components that can be addressed systematically.

Objective: Analyse the problem by dividing it into smaller, more focused elements to identify patterns and prioritise efforts.

Key Actions:

• Use Pareto analysis to identify the most significant contributing factors
• Apply stratification techniques to segment data by relevant categories (time, location, product type, etc.)
• Create problem trees or cause-and-effect hierarchies
• Prioritise sub-problems based on impact and feasibility

Tools to Consider: Pareto charts, stratification analysis, affinity diagrams, and process mapping can help visualise problem components effectively.

Step 3: Set A Target

Establishing clear, measurable objectives provides direction and enables you to evaluate success objectively. Without specific targets, improvement efforts often lack focus and accountability.

Objective: Define what success looks like using SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound).

Key Actions:

• Quantify the desired improvement (percentage reduction, time savings, cost impact)
• Set realistic timelines for achieving the target
• Ensure alignment with broader organisational objectives
• Communicate targets clearly to all stakeholders involved

Example: Rather than "reduce customer complaints," set "reduce customer complaints by 30% within six months, from current baseline of 45 complaints per month to 31 or fewer."

Step 4: Analyse The Root Cause

Surface-level solutions often fail because they address symptoms rather than underlying causes. This step involves digging deeper to identify the fundamental reasons why problems occur.

Objective: Uncover the true source of the problem using systematic analysis techniques.

Key Actions:

• Apply the "5 Whys" technique to trace problems back to their origins
• Use Fishbone Diagrams (Ishikawa) to explore potential causes across different categories
• Validate suspected root causes with data and evidence
• Distinguish between root causes and contributing factors

Critical Point: Resist the temptation to stop at the first plausible explanation. Continue questioning until you reach causes that, when addressed, will prevent recurrence.

Step 5: Develop Countermeasures

Effective countermeasures target root causes directly rather than merely treating symptoms. This step involves generating and evaluating potential solutions before selecting the most promising approaches.

Objective: Create feasible solutions that eliminate root causes and can be implemented within your organisation's constraints.

Key Actions:

• Brainstorm multiple potential countermeasures
• Evaluate options based on effectiveness, cost, implementation complexity, and sustainability
• Consider both immediate fixes and long-term preventive measures
• Select countermeasures that address root causes identified in Step 4

Evaluation Criteria: Assess each potential countermeasure against factors such as technical feasibility, resource requirements, timeline, and potential unintended consequences.

Step 6: See Countermeasures Through

Implementation often determines success or failure. This step focuses on executing chosen countermeasures systematically whilst maintaining momentum and addressing obstacles.

Objective: Execute the selected solutions effectively through proper planning, resource allocation, and stakeholder engagement.

Key Actions:

• Develop detailed implementation plans with clear milestones
• Assign specific responsibilities and accountabilities
• Provide necessary training and resources to those involved
• Monitor progress regularly and adjust plans as needed
• Communicate progress and challenges transparently

Success Factor: Strong project management discipline during implementation significantly increases the likelihood of achieving desired outcomes.

Step 7: Evaluate Results And Process

Measuring results validates whether your countermeasures achieved the intended impact and helps identify lessons for future improvement efforts.

Objective: Assess both the effectiveness of countermeasures and the quality of the problem-solving process itself.

Key Actions:

• Compare actual results against targets set in Step 3
• Analyse any gaps between expected and actual outcomes
• Evaluate the problem-solving process to identify improvements
• Document lessons learned for future reference
• Celebrate successes and acknowledge team contributions

Dual Focus: Evaluate both outcomes (did we solve the problem?) and process (did we follow the methodology effectively?).

Step 8: Standardise Successful Processes

Sustainable improvement requires embedding successful practices into standard operating procedures and sharing knowledge across the organisation.

Objective: Prevent problem recurrence and spread best practices throughout the organisation.

Key Actions:

• Update standard work procedures to reflect successful countermeasures
• Train relevant personnel on new or modified processes
• Create systems for monitoring and maintaining improvements
• Share learnings with other departments or teams facing similar challenges
• Establish regular review processes to ensure standards are maintained

Long-term Perspective: Standardisation transforms isolated improvements into organisational capabilities that drive continuous advancement.

Implementing PPS In Your Organisation

Successful adoption of Toyota's PPS methodology requires commitment from leadership and systematic development of problem-solving capabilities throughout the organisation. Consider starting with pilot projects in areas where problems are well-defined and stakeholder engagement is strong.

Training teams in PPS principles and providing coaching support during initial implementations helps build confidence and competence. Over time, this structured approach to problem-solving becomes embedded in organisational culture, leading to more effective decision-making and continuous improvement.

The methodology's strength lies not just in solving immediate problems, but in developing systematic thinking capabilities that improve overall organisational performance. By following these eight steps consistently, organisations can build robust problem-solving muscles that serve them well across diverse challenges and changing business environments.

Develop Your Problem-Solving Capabilities With Qualitrain!

Ready to transform your organisation's approach to problem-solving? At Qualitrain, we help businesses implement methodologies like Toyota’s PPS through tailored training programmes that build lasting problem-solving capabilities. Our expert-led courses equip your teams with the skills and confidence to tackle challenges systematically, driving sustainable improvements across your operations.

Contact our team today to discover how we can help you embed world-class problem-solving practices in your organisation!

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