Importance of Problem Discovery and Definition

In the view of (Nawi, Rahman, & Ibrahim 2011), different problems require different approaches since not all this problems are the same, some could be historical in the sense that they have been encountered before and some could be self- initiated   or created ones. Problem discovery is defined by curiosity since it is an attitude. Problem discovery entails inspiration, deliberation and testing. It helps in providing us with a great view on the problem, consideration of alternative possible solutions and allows us to remove illiberality through testing and collaboration.

As indicated by Albert Einstein, the definition of the issue is regularly more fundamental than its answer which might be simply a matter of scientific or trial aptitude. The procedure of issue definition learns the leaders’ target, comprehend foundation of the issue, and distinguish the issue and not the indications. Decide applicable factors and express the examination inquiries and its destinations. Ice berg principle indicates that the dangerous part of many business problems is neither sensible nor understood by the management. Any first process of problem is to ascertain the decision maker objectives managerial goals expressed in measurable forms.

In accordance to (Karami, Karami, & Attaran, 2013), root cause analysis has been defined as an analytic tool that can be used to execute an encyclopedic, system-based analysis of belittling events. It includes description of the root and contributing factors. Risk reduction strategies determination and development of activity arrangement with measurement approaches to evaluate the capability of the arrangement.

Canadian Root Cause Analysis Framework shows that the main driver examination is a vital natural of a significant comprehension of what occurred. The Organization starts by checking on a present comprehension of the occasion and calling attention to unanswered inquiries and inadequate data. The data gathering process includes meeting of staff both immediate and circuitous then this data could be orchestrated into finishing up understanding which is then used to why part of the investigation. To take care of an issue, the administration of an Organization must discover and comprehend what is causing the issue which is the part of the main driver investigation. If the root cause of any problem is not identified then the problem might continue to exist.

(Osinem,2008) argued that analyzing and eradicating root causes of any problem is of great importance. Root cause evaluation is a technique of elucidating a problem that is   used for identifying the root causes of hitch or problems. Tools that help management of different Organizations in identifying the root causes of problems are known as root cause analysis tools. A factor can only be considered a root cause if removal thereof from the problem-fault-sequence prevents the final unenviable outcome from recurring.

Types of Problems within Organizations

(Fortis, Munteanu & Negru2012.) describes that root causes analysis tools have emerged from the literature as umbrella standards for identifying root causes for example the why  analysis which is the most superficial root cause analysis tool and is mostly used in the delineation stages of a project and  works best in identifying informal relationships. The literatures established that these tools do have the capacity to perceive the root causes with diversified standard of precision, effectiveness and caliber. In the view of (Thomas & Fernández (2008)) root cause analysis provides a comprehensive study  about the hypothesis and approach of benchmark in root cause analysis while (Stahl, Heersmin, Goujon & Flick, 2010) draws a conclusion that Root Cause Tools can resolve conflicting master plan, policies and considerations.

How to identify root cause problems that exist within an Organization.

Root cause analysis in any Organization is a process of interpretation and solving of a problem by answering why   and how that particular problem occurred in the first place. Problems occurring could be categorized into Physical, Humane and Organizational. Physical causes includes failure a system or breakdown of a computer while humane causes include those that are occurs due to an employee failing to do what they are expected of or doing that which violates the rules and regulations of the organization and organizational includes faulty system, process or a policy that does not meet the needs of the customers ( Hippel, & Tyre, 2013.). There are a number of this causes that include low returns to the organization, poor performance by the employees, Business declining , loss of items belonging to the organization, Excess freedom among the workers and unsteady records of sales.

Low returns.  

Many organizations tend to decline in their business leading to low returns, this itself is an indicator of a big problem within an organization such that if not solved could lead to the management   finding itself in a situation such as laying off its employees, reduction of orders and finally going under due to lack of enough reserves to keep it going. When such a situation is encountered, the management should be able to tell that this is a root cause problem that already exists. This problem could be defined by first figuring out the possibility of all negative events, list possible solutions evaluate then select an option and finally determine the solution.

Another way through this is to have good planning, exceptional onward planning which entails comprehensive planning of executive stages. The project or business more often takes  the wrong turn, in this case the project manager who did not prepare to do re-planning will always find the project first obstruct and then fails. Managing projects is not a smooth process but instead an iterative one that requires nimble thinking and objectives adjustment as the surrounding business environment changes untimely.

Solutions to Common Organizational Problems

Poor performance by the employees’.

Another major cause of problems in ICT projects is poor performance at place of work. This could be a big crisis because the employees’ hard work and commitment determines the next level the business is going to be.  This is at a wide range caused by low or completely lack of motivation to the works such as through stipends to compensate for overtimes, to those who have previously performed well and good salaries. Another catalyst to poor performance is poor interpersonal relation among the workers, if workers argue among themselves this situation leads to unfavorable environment and thus some might quit therefore leading to declining performance.

Also lack of administration and stimulus system that encourages unduly sanguine estimates of the benefits that can be accomplished from doing the project .In order to overcome this, all members of an organization from the management to employees should have an explicit understanding of their roles and duties in the business, they should understand the kind of expectations each one of them has.

Loss of income.

Loss of income is another signal for a problem already affecting the organization or a growing one. This scenario could be as a result of so many contributing factors such as mistakes made during transaction processes which looks small but could be very costly, incorrect prices of item in the case of large orders made by the sales person, out of date prices which results in lost sales when price goes down and loss of income when price goes up, use of a lot of money in re-printing of price books since product prices are likely to change more frequently.

Such a problem could be defined by introducing technology in business for example implementation of Enterprise Resource Planning and Customer Relationship management systems so as to reduce a lot of work being done manually hence cubing of losses  that could be caused by small mistakes made during entry of data in sales books and price books . Moreover, ensuring repeat business for customers and improved control of the business from the head office rather than from individual stores.

Higher future expectancy.

Higher future presumption also could be the cause of project failure. Project managers at times act as report antiquary and fail to take into account what they are supposed to actually be doing in order to make sure projects keeps running productively and this tremendously contributes towards project non-fulfillment. Some Businesses also not only have higher future expectance but also fail to meet their main objectives which is a serious case since if not that the Business will decline in the short run, it will definitely fail in the long run. In order to circumvent this, Business managers should consider various indicators and for accomplishment and failure.

Notwithstanding projects are characterized by such indicators as  user inputs missing ,deficient essentials  and specifications ,changing necessities  and  enumerations, lack of administrative support ,technical clumsiness and illiteracy, inadequate resources, ambiguous expectations and  non-existence of IT management while Successful projects could be identified by such qualities as user involvement, directorial administrative support, explicit affirmation of Requirements, unambiguous planning and genuine expectations which are the main correspondents of success.

Uncertainty over innovation and upgrading

The accelerated clip of innovation can create hesitancy in the decision to adopt or upgrade a technology. When an organization is trying to adapt to the new system of technology, it becomes a root cause of a problem when most employees are computer literate; no skills and knowledge on the technology.

Uncertainty occurs for the new adopters of ICT and the upgrading experts when it comes to new products in the market, brand choice, reliability and choice of standards. Projects fail more often because the project extent has not been fully appreciated or user necessities not fully apprehended and projects also go down swinging because bad off alignment with IT department in an Organization and business users. A schedule control is necessary for recurrent monitoring and quantification of time and orders schedules.

Quality ideas about innovation are often flared up from headmost staff who happens to be closest to the ache points and needs of the clients but unfortunately many Organizations fail to cock to this point. Fallacious management is the concealed side of the iceberg for organizational problems and if you are looking for the other part then look no further since managers are the buried side of the iceberg.

Issue of communication.

Communication is an essential item to a company, Organization or any other kind of business. Lack of communication is always extortionate to a company. Although it could still endeavor, emphasis on good internal and external constant communication leads to great success.  Interpersonal communication skills can directly affects success or failure of a project. Project managers should note that employees should learn how to market their efforts and manage their expectations and themselves understand that there are risks that at some point worth taking, then the project will have a chance of surviving any imminent drawback. If and only if this is considered then only could success of a project be guaranteed.

Other factors.

Other elements that can be used to identify the root cause problems scrape by an organization includes unsteady records of sales and purchases, excess freedom among the employees, loss of some valuable items belonging to an Organization, incomprehensible trade payables and trade receivables and upstanding financial statements. Mismanagement is another element which could shepherd turnovers in a particular Organization which possess a great ultimatum if not dealt with timely and accordingly. Losing good worker would lead to sleepless nights since the good and productive ones are not normally retrieved ones lost.

In competent of the fact that majority of the employees do not have a cogent manager guiding them to put through at a high-profile. It is not always a thing to be productive when you cannot take out your robustness. Building relationship with customers also plays a great role, if managers cannot take care of their customers then definitely their team won’t too and this could cause immense point at issue for senior staff when bad client acquaintance amalgamates to cost the business major clients and eventually cost the business as a whole so dearly.

References

Fortis, T. F., Munteanu, V. I., & Negru, V. (2012, July). Towards an ontology for cloud services. In Complex,

 Intelligent and Software Intensive Systems (CISIS), 2012 Sixth International Conference on (pp.

787-792). IEEE.

Karami, M., Karami, Z., & Attaran, M. (2013). Integrating problem-based learning with ICT for developing

 trainee teachers’ content knowledge and teaching skill. International Journal of Education and

 Development using Information and Communication Technology, 9(1), 36-49.

Nawi, H. S. A., Rahman, A. A., & Ibrahim, O. (2011, November). Government’s ICT project failure factors:

 A revisit. In Research and Innovation in Information Systems (ICRIIS), 2011 International

 Conference on (pp. 1-6). IEEE.

Osinem, E. C. (2008). Managing agricultural education and training: Resources, principles and

 methods. Enugu: Belony International Publisher.

Stahl, B. C., Heersmink, R., Goujon, P., & Flick, C. (2010). Issues, concepts and methods relating to the

 identification of the ethics of emerging ICTs. Communications of the IIMA, 10(1), 5.

Thomas, G., & Fernández, W. (2008). Success in IT projects: A matter of definition?. International journal

 of project management, 26(7), 733-742.

Von Hippel, E., & Tyre, M. J. (2013). How learning by doing is done: problem identification in novel process

                equipment. Research policy, 24(1), 1-12.