Situation Analysis in Problem-Solving Cycle - Revision history

Tkokotas at 12:10, 20 December 2018

2018-12-20T12:10:25Z

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			''Developed by Tomas Miskinis''


	The situation analysis is the first and crucial step in the problem solving cycle which leads to a broad basis of understanding of a situation. With this step starts search for goals and continues with defining and analysing the problem. It includes systematic collection and evaluation of economical, social, political and technological data which helps to identify external and internal factors that may affect the performance of any organization and its' choice of strategies. Moreover it aims at assessment of current and future strengths, weaknesses, opportunities and threats. The core of the situation analysis is composed of four basic approaches that are closely interrelated.<ref name="Rainer">Züst R. and Troxler P. (2006). ''No More Muddling Through Mastering Complex Projects in Engineering and Management'', Rotterdam: Springer.</ref> First approach is a system-oriented view which is used in order to structure the problem area. Next is cause-oriented view which helps to understand the situation and cause-effect relations of the problem. Then possible solutions and alternatives are provided within solution-oriented view and as a fourth approach to the future-oriented view brings all the listed ones previously at one point and shifts the perspectives from the present situation to the future with possible development opportunities. With the situation analysis is gained knowledge about the structure of the system which is going to be investigated together with its' features. Furthermore, project managers achieve list of present possible solutions and a more precise description of the problem. Basically there are four steps of the situation analysis and depending on the problem they could get different importance, thus it adapts to specific situation. The four steps are:		The situation analysis is the first and crucial step in the problem solving cycle which leads to a broad basis of understanding of a situation. With this step starts search for goals and continues with defining and analysing the problem. It includes systematic collection and evaluation of economical, social, political and technological data which helps to identify external and internal factors that may affect the performance of any organization and its' choice of strategies. Moreover it aims at assessment of current and future strengths, weaknesses, opportunities and threats. The core of the situation analysis is composed of four basic approaches that are closely interrelated.<ref name="Rainer">Züst R. and Troxler P. (2006). ''No More Muddling Through Mastering Complex Projects in Engineering and Management'', Rotterdam: Springer.</ref> First approach is a system-oriented view which is used in order to structure the problem area. Next is cause-oriented view which helps to understand the situation and cause-effect relations of the problem. Then possible solutions and alternatives are provided within solution-oriented view and as a fourth approach to the future-oriented view brings all the listed ones previously at one point and shifts the perspectives from the present situation to the future with possible development opportunities. With the situation analysis is gained knowledge about the structure of the system which is going to be investigated together with its' features. Furthermore, project managers achieve list of present possible solutions and a more precise description of the problem. Basically there are four steps of the situation analysis and depending on the problem they could get different importance, thus it adapts to specific situation. The four steps are:
	:* task analysis		:* task analysis

Qwerty: /* Opportunities and Threats */

2014-12-01T20:37:05Z

Opportunities and Threats

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	''Opportunities - External factors that are favorable for achieving organization's objective.''		''Opportunities - External factors that are favorable for achieving organization's objective.''

	''Threats - External factors that are unfavorable for achieving organization's objective.''<ref name="pdf">		''Threats - External factors that are unfavorable for achieving organization's objective.''<ref name="pdf"> </ref>

	Having in mind what opportunities and threats has the system helps more accurately plan further problem solving cycle and having identified fields avoid complications, but utilize this knowledge and transform into success. To make this analysis more easier to use it could be supplemented with appropriate causes and possible actions. Then at one place you have all possible ways where the problem solving could lead.		Having in mind what opportunities and threats has the system helps more accurately plan further problem solving cycle and having identified fields avoid complications, but utilize this knowledge and transform into success. To make this analysis more easier to use it could be supplemented with appropriate causes and possible actions. Then at one place you have all possible ways where the problem solving could lead.

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2014-12-01T20:36:34Z

Opportunities and Threats

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	==Opportunities and Threats==		==Opportunities and Threats==
	Analysis of opportunities and threats gives the perception of the changing environment and the possible impact of results. Having in mind what opportunities and threats has the system helps more accurately plan further problem solving cycle and having identified fields avoid complications, but utilize this knowledge and transform into success. To make this analysis more easier to use it could be supplemented with appropriate causes and possible actions. Then at one place you have all possible ways where the problem solving could lead.		Analysis of opportunities and threats gives the perception of the changing environment and the possible impact of results. To be concise it is necessary to define what exactly is meant by the terms opportunities and threats.

			''Opportunities - External factors that are favorable for achieving organization's objective.''

			''Threats - External factors that are unfavorable for achieving organization's objective.''<ref name="pdf">

			Having in mind what opportunities and threats has the system helps more accurately plan further problem solving cycle and having identified fields avoid complications, but utilize this knowledge and transform into success. To make this analysis more easier to use it could be supplemented with appropriate causes and possible actions. Then at one place you have all possible ways where the problem solving could lead.

	==SWOT Analysis==		==SWOT Analysis==

Qwerty: /* SWOT Analysis */

2014-12-01T20:31:14Z

SWOT Analysis

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	One of the last phase of situation analysis in problem solving cycle is SWOT analysis. It provides comprehensive evaluation of results and clear view of present and future perspectives. Using SWOT matrix the strengths and weaknesses together with opportunities and threats are listed and thorough interaction of individual strengths and weaknesses with the opportunities and threats can be examined. It presents visual picture, where strengths could provide opportunities and diminish the possible threats and on the other hand repairing weaknesses could lead to minimizing threats possibility and in some way use opportunities.		One of the last phase of situation analysis in problem solving cycle is SWOT analysis. It provides comprehensive evaluation of results and clear view of present and future perspectives. Using SWOT matrix the strengths and weaknesses together with opportunities and threats are listed and thorough interaction of individual strengths and weaknesses with the opportunities and threats can be examined. It presents visual picture, where strengths could provide opportunities and diminish the possible threats and on the other hand repairing weaknesses could lead to minimizing threats possibility and in some way use opportunities.

	Using the SWOT analysis puts every aspect of the problem in more structured and systematic way where the areas of actions are identified. This is a popular and versatile tool, but a lot of subjective decisions are involved at each step. Therefore SWOT analysis should be used more as a guide rather than as a strict prescription and should be kept in mind that it is an iterative process.<ref> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>		Using the SWOT analysis puts every aspect of the problem in more structured and systematic way where the areas of actions are identified. This is a popular and versatile tool, but a lot of subjective decisions are involved at each step. Therefore SWOT analysis should be used more as a guide rather than as a strict prescription and should be kept in mind that it is an iterative process.<ref name="pdf"> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>

	=Summary of the Problem=		=Summary of the Problem=

Qwerty: /* Strengths and Weaknesses */

2014-12-01T20:30:51Z

Strengths and Weaknesses

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	''Strengths - Internal factors that are favorable for achieving organization's objective.''		''Strengths - Internal factors that are favorable for achieving organization's objective.''

	''Weaknesses - Internal factors that are unfavorable for achieving organization's objective.''<ref name=pdf> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>		''Weaknesses - Internal factors that are unfavorable for achieving organization's objective.''<ref name="pdf"> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>

	In order to perform evaluation of strengths and weaknesses of the current state requires a deep knowledge about what are circumstances and processes. It involves specifying the objective of the project and identifying the internal and external factors that are favourable or not to achieve that objective. Strengths and weaknesses can be identified within project's vision, mission and strategy.		In order to perform evaluation of strengths and weaknesses of the current state requires a deep knowledge about what are circumstances and processes. It involves specifying the objective of the project and identifying the internal and external factors that are favourable or not to achieve that objective. Strengths and weaknesses can be identified within project's vision, mission and strategy.

Qwerty: /* Strengths and Weaknesses */

2014-12-01T20:30:14Z

Strengths and Weaknesses

← Older revision		Revision as of 20:30, 1 December 2014
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	''Strengths - Internal factors that are favorable for achieving organization's objective.''		''Strengths - Internal factors that are favorable for achieving organization's objective.''

	''Weaknesses - Internal factors that are unfavorable for achieving organization's objective.''<ref> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>		''Weaknesses - Internal factors that are unfavorable for achieving organization's objective.''<ref name=pdf> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>

	In order to perform evaluation of strengths and weaknesses of the current state requires a deep knowledge about what are circumstances and processes. It involves specifying the objective of the project and identifying the internal and external factors that are favourable or not to achieve that objective. Strengths and weaknesses can be identified within project's vision, mission and strategy.		In order to perform evaluation of strengths and weaknesses of the current state requires a deep knowledge about what are circumstances and processes. It involves specifying the objective of the project and identifying the internal and external factors that are favourable or not to achieve that objective. Strengths and weaknesses can be identified within project's vision, mission and strategy.

Qwerty: /* Strengths and Weaknesses */

2014-12-01T20:28:41Z

Strengths and Weaknesses

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	==Strengths and Weaknesses==		==Strengths and Weaknesses==
	It is important to know what terms strengths and and weaknesses in this context mean:		It is important to know what terms strengths and and weaknesses in this context mean:

	''Strengths - Internal factors that are favorable for achieving organization's objective.''		''Strengths - Internal factors that are favorable for achieving organization's objective.''

	''Weaknesses - Internal factors that are unfavorable for achieving organization's objective.''<ref> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>		''Weaknesses - Internal factors that are unfavorable for achieving organization's objective.''<ref> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>

	In order to perform evaluation of strengths and weaknesses of the current state requires a deep knowledge about what are circumstances and processes. It involves specifying the objective of the project and identifying the internal and external factors that are favourable or not to achieve that objective. Strengths and weaknesses can be identified within project's vision, mission and strategy.		In order to perform evaluation of strengths and weaknesses of the current state requires a deep knowledge about what are circumstances and processes. It involves specifying the objective of the project and identifying the internal and external factors that are favourable or not to achieve that objective. Strengths and weaknesses can be identified within project's vision, mission and strategy.
	Here problem solver must be able to recognize the strong aspects of the project that would be a strong base for the future development and at the same time be aware of weaknesses that must be reduced or disarmed in order not to harm the project.		Here problem solver must be able to recognize the strong aspects of the project that would be a strong base for the future development and at the same time be aware of weaknesses that must be reduced or disarmed in order not to harm the project.

Qwerty: /* Strengths and Weaknesses */

2014-12-01T20:28:08Z

Strengths and Weaknesses

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	==Strengths and Weaknesses==		==Strengths and Weaknesses==
			It is important to know what terms strengths and and weaknesses in this context mean:
			''Strengths - Internal factors that are favorable for achieving organization's objective.''
			''Weaknesses - Internal factors that are unfavorable for achieving organization's objective.''<ref> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>
	In order to perform evaluation of strengths and weaknesses of the current state requires a deep knowledge about what are circumstances and processes. It involves specifying the objective of the project and identifying the internal and external factors that are favourable or not to achieve that objective. Strengths and weaknesses can be identified within project's vision, mission and strategy.		In order to perform evaluation of strengths and weaknesses of the current state requires a deep knowledge about what are circumstances and processes. It involves specifying the objective of the project and identifying the internal and external factors that are favourable or not to achieve that objective. Strengths and weaknesses can be identified within project's vision, mission and strategy.
	Here problem solver must be able to recognize the strong aspects of the project that would be a strong base for the future development and at the same time be aware of weaknesses that must be reduced or disarmed in order not to harm the project.		Here problem solver must be able to recognize the strong aspects of the project that would be a strong base for the future development and at the same time be aware of weaknesses that must be reduced or disarmed in order not to harm the project.
	As a result, identification of strengths and weaknesses supplement an understanding of the current state. At this point it could be visible how risky or how fortunate the project will be.		As a result, identification of strengths and weaknesses supplement an understanding of the current state. At this point it could be visible how risky or how fortunate the project will be.

	==Root Cause Analysis==		==Root Cause Analysis==

Qwerty: /* SWOT Analysis */

2014-12-01T20:18:56Z

SWOT Analysis

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	One of the last phase of situation analysis in problem solving cycle is SWOT analysis. It provides comprehensive evaluation of results and clear view of present and future perspectives. Using SWOT matrix the strengths and weaknesses together with opportunities and threats are listed and thorough interaction of individual strengths and weaknesses with the opportunities and threats can be examined. It presents visual picture, where strengths could provide opportunities and diminish the possible threats and on the other hand repairing weaknesses could lead to minimizing threats possibility and in some way use opportunities.		One of the last phase of situation analysis in problem solving cycle is SWOT analysis. It provides comprehensive evaluation of results and clear view of present and future perspectives. Using SWOT matrix the strengths and weaknesses together with opportunities and threats are listed and thorough interaction of individual strengths and weaknesses with the opportunities and threats can be examined. It presents visual picture, where strengths could provide opportunities and diminish the possible threats and on the other hand repairing weaknesses could lead to minimizing threats possibility and in some way use opportunities.

	Using the SWOT analysis puts every aspect of the problem in more structured and systematic way where the areas of actions are identified.		Using the SWOT analysis puts every aspect of the problem in more structured and systematic way where the areas of actions are identified. This is a popular and versatile tool, but a lot of subjective decisions are involved at each step. Therefore SWOT analysis should be used more as a guide rather than as a strict prescription and should be kept in mind that it is an iterative process.<ref> http://www.free-management-ebooks.com/dldebk-pdf/fme-swot-analysis.pdf </ref>

	=Summary of the Problem=		=Summary of the Problem=

Qwerty: /* Task Analysis */

2014-12-01T19:13:21Z

Task Analysis

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	Therefore, the most proper way to start analysing the task is to begin with an approach towards problem identification. There are many different ways to identify the problem, but the three main aspects should be considered. <ref name="PSF">http://www.referenceforbusiness.com/management/Or-Pr/Problem-Solving.html</ref> First of all, it should matter to any project manager to avoid the possibility to be blind-sided. Sometimes, simply they misinterpret or do not pay enough attention to warnings which evolves over time until it is too late to respond properly. A second most common mistake in problem identification is lack of recognition of how significant the issue is. That leads to not sufficient enough allocation of resources in order to solve it. The last, but not the least common error is overreaction. There is a need of accurate identification of possible crisis existence and thorough evaluation of situation. It means that sometimes people overreact in some situations and they assume to soon that it is a problem. So to avoid that it is recommended to evaluate situation and find out is it a real crisis or just a warning.		Therefore, the most proper way to start analysing the task is to begin with an approach towards problem identification. There are many different ways to identify the problem, but the three main aspects should be considered. <ref name="PSF">http://www.referenceforbusiness.com/management/Or-Pr/Problem-Solving.html</ref> First of all, it should matter to any project manager to avoid the possibility to be blind-sided. Sometimes, simply they misinterpret or do not pay enough attention to warnings which evolves over time until it is too late to respond properly. A second most common mistake in problem identification is lack of recognition of how significant the issue is. That leads to not sufficient enough allocation of resources in order to solve it. The last, but not the least common error is overreaction. There is a need of accurate identification of possible crisis existence and thorough evaluation of situation. It means that sometimes people overreact in some situations and they assume to soon that it is a problem. So to avoid that it is recommended to evaluate situation and find out is it a real crisis or just a warning.

	After the problem was identified and verified as many as possible facts about the situation must be collected. Finding out what is known helps to identify the purpose of the process and leads to exploration of what do the customers and stakeholders ~~are expecting~~ to receive as a delivery of the process. To ease the finding of the essence of the problem there are question check-lists provided (Fig.1) that analyse the task effectively and adapt to any specific circumstances. <ref name="Rainer">Züst R. and Troxler P. (2006). ''No More Muddling Through Mastering Complex Projects in Engineering and Management'', Rotterdam: Springer.</ref> Basically questions like what, why, how, who, where and when are stated and analysed. Nevertheless, involving the right and suitable people is a very important aspect in analysing the task too. It could be suggested to use Reginald Revans <ref> Revans R. (1980). ''Action learning: New techniques for management.'' London: Blond & Briggs, Ltd.</ref> approach of asking three main questions:		After the problem was identified and verified as many as possible facts about the situation must be collected. Finding out what is known helps to identify the purpose of the process and leads to exploration of what do the customers and stakeholders expect to receive as a delivery of the process. To ease the finding of the essence of the problem there are question check-lists provided (Fig.1) that analyse the task effectively and adapt to any specific circumstances. <ref name="Rainer">Züst R. and Troxler P. (2006). ''No More Muddling Through Mastering Complex Projects in Engineering and Management'', Rotterdam: Springer.</ref> Basically questions like what, why, how, who, where and when are stated and analysed. Nevertheless, involving the right and suitable people is a very important aspect in analysing the task too. It could be suggested to use Reginald Revans <ref> Revans R. (1980). ''Action learning: New techniques for management.'' London: Blond & Briggs, Ltd.</ref> approach of asking three main questions:
	:* Who knows? - about the situation and who has the relevant information.		:* Who knows? - about the situation and who has the relevant information.
	:* Who cares? - about solving this problem.		:* Who cares? - about solving this problem.