Getting Ready to Return to Work:

Problem Solving

Back in Motion Rehab Inc. January | 2014

 Getting Ready to Return to Work: Problem-Solving | 2014

Getting Ready to Return to Work:

Problem Solving
We deal with problems almost every day. Problems can be large or small, and occur in
all aspects of our lives in our personal lives and at work. Some problems are easily
solved, while others are not so easily fixed. If we dont focus on resolving problems,
they may become bigger. Even problems that seem to go away sometimes come back to
haunt us later. Over time, unsolved problems create stress in our lives and take a toll
on our health and well being.
We solve problems all the time using various strategies and approaches. How did we
learn to do this? Did anyone every sit down and teach us how to problem solve? Most
people would say no most people learn how to solve problems though experience and
using strategies that worked for them in the past.
But were not all good at solving problems. Most of us can handle the smaller day-to-
day problems, but the bigger and more complicated problems are much harder to deal
with. And many people find that when they feel stressed or overwhelmed, their
problem solving skills seem to suffer. In fact, when people feel overwhelmed, they
often avoid the bigger problems (which, unfortunately, does not make them go away).
Problem solving is a set of skills. This means that it is something you can learn and
develop and get better at. Working on improving your problem solving skills can help
you function better in all aspects of your life, including at your job. Not only will it help
you solve your problems more effectively, but it may even reduce your stress level and
help you feel more confident.
There are many different ways to solve a problem. All of them involve a series of steps.
In this booklet we are going to focus on a 7-step problem solving model.

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Seven steps to solve a problem may seem like overkill, especially for smaller problems.
However, it is worth giving this process a try getting practice going through this step-
by-step approach to coming up with solutions to problems can be really useful
preparation for the bigger problems you may face in the future. The more you practice
this, the easier it will be to move through the steps efficiently and effectively.

STEP 1: Identify the Problem

Sounds easy, right? Not always. Sometimes you may not be clear on what the specific
problem is, or you may see a collection of specific problems as just one huge problem.
In order to solve a problem, you need to figure out exactly what the problem is.
Start by making a list of problems you need to fix. These can be related to any part of
your life.

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 Getting Ready to Return to Work: Problem-Solving | 2014

Review your list and

decide on ONE
problem you want to
focus on. In the space
below, describe your
problem be as
specific as possible. If
your description of
your problem is too
vague, it will be hard
to know where your
solution should start. For example, if you identify your problem as My kids are driving
me crazy, it is a lot harder to know where to start than it would be if you managed to
be more specific My kids are disorganized and dont listen to me when I ask them to
get ready for school, and as a result they are often late.

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 Getting Ready to Return to Work: Problem-Solving | 2014

To help you narrow down the problem, it can be helpful to ask yourself some
questions:
What is the situation right now?
W
hat is making me
feel upset?
W
hat would I like
the situation to
be?

STEP 2. Explore the Problem

Once you are clear on what exactly the problem is, you can start to think about it from
different angles.
Here is a list of questions you can ask yourself that may help you think about your
problem in different ways. This process can help you in coming up with ideas for
effective solutions.
How is this problem affecting me?
How is this problem affecting others?
Is this a problem for anyone else?
If so, what are other people doing about this?
Are there any obstacles in the way of solving this what is standing in my way?

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 Getting Ready to Return to Work: Problem-Solving | 2014

Step 3: Set Goals

Isnt it time to start thinking about solutions? Not quite yet! Before you decide how you
are going to solve the problem, it is important to think carefully about what it is
exactly that you want to achieve. This is especially true for bigger, more complicated
problems.
Think about your problem, and what it is that you want to achieve it is time to start
narrowing down your goals. If one of your problems is my job is very stressful, you
may be tempted to say your goal is to reduce my stress at work. This is probably
very true but not very helpful in terms of really setting a goal because it is quite vague
and general. How would you reduce the stress at work? Setting goals can be a lot more
effective you use the
SMART principle.
The SMART
principle is a technique
for goal setting that
can help you set goals
you can actually
achieve. Here is how it
works:

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 Getting Ready to Return to Work: Problem-Solving | 2014

When you are setting a goal, try to make it

Specific. Reduce my stress at work is general. Improve my time

management skills so that I can be organized and schedule my work tasks every
day is specific, and provides a much better starting point for coming up with
solutions.
Measureable. Finding way to measure the goal will help you know when have
achieved it. For example, a goal that is hard to measure is being more
organized. A measurable goal could be Each morning, use the calendar on my
computer to schedule my day and include time to respond to emails and work on
my important projects. It should be clear whether you are meeting the goal or
not. To determine whether your goal is measureable, ask yourself questions such
as: What exactly do I need to do? When? How much? How many times? How
will I know when I have achieved this goal?
Action-oriented. It is a lot easier to achieve goals when they involve you doing
something. Even if your problem is a situation or another persons behaviour,
think about what you might be able to do to help solve the problem.
Realistic. It is important that your goal is realistic! Think about whether your
goal is manageable for you, right now.
Time-limited. Give yourself a time frame. Commitment to a deadline will help
you focus your efforts and get started.

This can be harder than you think! Use the box below to start working on your
goal. There is lots of space provided so that you can rework your goal to meet
all of the SMART criteria.

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Think about how you will know when you have reached your goal, and record it in the
space below. If you have trouble answering this question, you may want to keep
working on defining your SMART goal so that you feel clear on how you will know when
you have achieved it.

Using the SMART principle can be useful to determining what it is that you want to
achieve. It is also a helpful tool to use later on when you are planning your specific
solutions.

Step 4: Look at Alternatives

Finally, time to start thinking about solutions! This is a time for brainstorming the
more possible solutions you find, the more likely it is that you will find the most

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effective solutions. There is space in the box below to start writing down possible
solutions to your problem. If you need more space, use extra paper.
Here
are a few

brainstorming tips:
Its easier to find a good solution when you have lots of different solutions to choose from.
It doesnt matter whether the ideas are useful or practical at this stage just write down any
a as it comes to you. This may help get the juices flowing and lead you to new and creative solutions. You
n discard the bad ideas later.
You can also seek ideas about possible solutions by talking to others.
Some solutions that seem silly at first can work when combined with other ideas.

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 Getting Ready to Return to Work: Problem-Solving | 2014

Step 5: Select a Possible Solution

Review your list of possible solutions. Think about which of these are most likely to
give you the outcome you want. Which ones are most relevant to your situation?
Which ones are most manageable? What are the pros and cons of the possible solutions?
If you think it might be helpful, review your possible solutions with a friend or family
member, and talk about the possible outcomes for your solutions, and about which ones
might be the most practical or easy to implement.
Going through the process of thinking about possible outcomes and the advantages and
disadvantages of your possible solutions will help you identify the solution that will
probably work best for you.
You can use the following questions as a guide to choosing the best solution.
Will this help me reach my goal and solve the problem?
How good or bad will I feel if I choose this solution? Sometimes solutions can solve the problem
end up making you feel unhappy.
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How much time and effort does this solution involve? Is this practical for me right now?
Does this solution have more benefits than costs? Think about how your possible solution will
ect you and others.
Remember that a perfect solution rarely exists. There may be possible negative
consequences to all of your possible solutions. Your job is to pick a solution that is the
best for
you
right
now,
with the
most
benefits
and the
least costs.
Record the solution you think will work the best for you in the box below.

Step 6: Implement Your Solution

After youve picked your solution, it is time to make a plan of action! Think about the
SMART principle make sure your plan is specific, measurable, action-oriented, realistic,
and time-limited. Write down all the steps it will take to carry out your solution. You
will be much more likely to take action if you know exactly what you need to do, step
by step.

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Now its time to get started! Plan when exactly you are going to begin to implement
you plan.

Step 7:

Evaluate Effectiveness
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So did your solution work? Once you have implemented your plan, you can determine
whether you were successful in solving your problem. If the answer is yes, then pat
yourself on the back! If things didnt go as planned, then you may need to figure out
what went wrong or got in the way. You may need to revamp your plan, or perhaps go
back and choose a different solution, and make a new step-by-step plan. You can use
the space below to map out your revised plan, or if you decide on a different solution, a
new step-by-step plan.

Dont
get
discouraged if you have to go through these steps more than once. Finding the right
solution can be challenging, especially for more complicated problems.

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 Megan has been back at work
Getting Ready to Return to Work: Problem-Solving | 2014
for two weeks after a six
month leave due to problems
she was having with lower
Lets run through back pain and depression. an example of this seven
step process. She is finding her return to
work to be pretty tough; she
is having trouble staying
focused and finds multi-
tasking leaves her feeling
anxious and frantic. She feels
overwhelmed by her job tasks
and worries that she is falling
behind. Her back pain seems
to be getting worse from
sitting in her office chair for
so long. She is exhausted
after work and finds that she
is irritable with her husband
and kids.

Step 1: Identify the Problem

Megan made a list of the problems she was facing:

1. Im overwhelmed and stressed at work

2. Im disorganized
3. I am behind in my emails
4. Im having trouble focusing Im trying to keep track of
several things at once and dont get anything done
5. Im forgetting to do things
6. My back is really sore by the afternoon which makes it
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even harder to focus and get anything done
7. Im grumpy with Dave and the kids its not fair to them
8. I cant sleep because my back hurts and Im worried Ill
get fired
 Getting Ready to Return to Work: Problem-Solving | 2014

Im disorganized.
My disorganization results in me having trouble focusing (because I am
trying to do to many things at once, or I switch tasks before completing what Im doing) and
forgetting things (Im forgetting things because I dont keep track of the things I need to

Being disorganized leads to me feeling stressed and overwhelmed

I want to have a tidy desk, and a clear plan for each day, with time to
spend on the important things I need to do

Megan reviewed her problem list, and decided to focus on #2 Im disorganized. She
worked on narrowing down the problem a little bit more:

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When Megan started thinking more carefully about her problem, she realized that
several of the problems on her original list were related to the problems she was having
with disorganization. It also helped her to start thinking about how she would like
things to change.

Step 2: Explore the Problem

Megan used these questions to help her look at her problem from different angles:
This process helped Megan start thinking about the negative effects this problem was
having on her and those around her, but also helped her see that she is not the only one
struggling with disorganization. It also helped her starting thinking about ways that
others deal with being disorganized (and that she knew some of these strategies already
she was teaching them to her son!)

Step 3: Set Goals

Megan used the SMART (specific, manageable, action-oriented, realistic, and time-
limited) principle to develop a goal:

How is this problem affecting me?

It is making me less productive at work.
I am feeling stressed and overwhelmed.
Its affecting my mood and sleep.
How is it affecting others?
BackMy coworkers
in Motion have to do some of my work.
Rehab Inc. Page | 16
Im grumpy with my family.
Who else experiences this problem?
Elsie (coworker) has problems being disorganized.
My son is very disorganized.
What do they do about it?
Elsie has learned how to use her work email/calendar more effectively to
help her organize her day. I could ask her about that.
I try to help my son be more organized for example, getting him to use his
 Getting Ready to Return to Work: Problem-Solving | 2014

This helped
Megan SMART Goal come up
with an overall goal
for what I want to improve my time management skills so she wanted
to achieve. that I can feel more in control of my work tasks and There were
still details environment. I would like to have a practical plan to work out
(like the ready by Friday so that I can start making changes plan!) but
she could on Monday. use the
SMART principle
again later to help her
work out more
detailed, specific action-oriented goals.

Step 4: Look at Alternatives

Megan made a list of things she might be able to do to help her be more organized at
work.

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Use my computer calendar/email system to plan and schedule my

work tasks this will also give me reminders so Im less likely to forget things
Make a list at the end of each day of the things I want to work on
the next day prioritize the list, and keep it by my keyboard so I can see it
Clean up my desk!
Take breaks so I can relax a bit and organize my thoughts (this
might also help with my back pain!)
Turn off my email notifications so I can stay focused on what Im
doing (instead of switching to my email)
Schedule time to catch up on emails
Keep a notepad on my desk so I can make notes and lists
Ask coworkers to help with some of my work tasks for the next
week or two until I feel more on top of things
Stay late for a few nights so that I can get caught up

Step 5: Select a Possible Solution

Megan reviewed her list of possible solutions, and thought about how realistic and
manageable they were, as well as the possible outcomes. She decided a few of her
solutions were not such great ideas for her at this point of time. For example, staying
late might result in her feeling more stressed and overwhelmed, and even grumpier
when she got home. It also might not be manageable, given that her back pain was
worse at the end of the day. She decided that there were a few possible solutions
that were worth focusing on because she believed they were most likely to be of
benefit, and had the least amount of risk.

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 Getting Ready to Return to Work: Problem-Solving | 2014

Use my computer calendar/email system to plan and

schedule my work tasks this will also give me reminders so Im less likely
to forget things
Make a list at the end of each day of the things I want to
work on the next day prioritize the list, and keep it by my keyboard so I

Clean up my desk!
Take breaks so I can relax a bit and organize my thoughts
(this might also help with my back pain!)
Turn off my email notifications so I can stay focused on
what Im doing (instead of switching to my email)
Schedule time to catch up on emails

However, these seemed like a lot to do at once. Megan decided it would be most
manageable for her to work on implementing one possible solution at a time. She
decided to choose one solution and work on implementing it over a period of one week.
If that went well, she would try to start on one of the other solutions the following
week.

She decided to start with:

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Spend five minutes each morning reviewing and

organizing my calendar
Allow extra time for each task
Leave a 30 minute block empty in the morning and
afternoon for unexpected tasks (I can fill these with things on my to-do list
if nothing comes up)
Stick to the schedule! Try not to get distracted by other

Start using the calendar on Monday

Step 6: Stick to it for one week and then evaluate how its going Implement
your Solution

Looking back at the

SMART principle,
Megan decided to get even more specific and focus on being time-limited. Here was her
plan:

Use my computer calendar/email system to plan and

schedule my work tasks this will also give me
reminders so Im less likely to forget things

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Step 7. Evaluate Effectiveness of Solution.

At the end of the week, Megan was pleased with how using her computer
email/calendar system was helping her be more organized. However, she identified a
few problems.

Megan made a few tweaks to her original plan:

I didnt schedule enough time to finish tasks

I didnt leave any time in my schedule for unexpected
(but important) tasks this led me to fall behind in my plan which made
me feel stressed

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Spend five minutes each morning reviewing and organizing my

Stick to the schedule! Try not to get distracted by other tasks

Start using the calendar on Monday
Stick to it for one week and then evaluate how its going After a
few weeks of
working
on her first solution, Megan was satisfied she was on the right track, but she felt that
she still having some problems with disorganization. She decided to start implementing
some of the other possible solutions on her list.

You can use Megans example to help you work through this process using your own
problems. Remember that effective problem-solving is a process that takes time and
practice. It doesnt always go right the first time thats okay! Remind yourself to be
flexible, and to keep trying. Learn from what didnt work and move forward!

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