Learn effective ways to communicate a problem and solution to management as a business coach. Use practical tools and tips to prepare and deliver your message.

One of the most crucial points often overlooked is to verify that it’s actually a problem and, more importantly, one worth spending time and resources solving. Everything is a tradeoff. Don’t make the mistake of making perfect the enemy of good enough. Good enough is often enough for competitive advantage, especially when costs are taken into account. The second point is, once validating the problem is severe enough to solve, make sure to describe it in a way that transmits its severity to stakeholders and in a language they understand. Use analogies, stories, financial impact,etc.

What are some effective ways to communicate a problem and its solution to management?

As a business coach, you may often encounter situations where you need to communicate a problem and its solution to management. Whether you are working with a client, a team, or yourself, this skill can help you demonstrate your value, build trust, and advance your career. However, it is not always easy to convey your message clearly, convincingly, and respectfully. In this article, we will share some effective ways to communicate a problem and its solution to management, based on the following steps:

1 Identify the problem

Before you present a problem to management, you need to have a clear understanding of what it is, why it matters, and how it affects the business goals. You can use tools such as the 5 Whys, the Fishbone Diagram, or the Problem Statement to help you define the problem and its root causes. Avoid vague or emotional descriptions, and focus on facts and evidence.

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Michael Nichols

VP Corporate Strategy / Mergers & Acquisitions @ MANN+HUMMEL | Corporate Development
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One of the most crucial points often overlooked is to verify that it’s actually a problem and, more importantly, one worth spending time and resources solving. Everything is a tradeoff. Don’t make the mistake of making perfect the enemy of good enough. Good enough is often enough for competitive advantage, especially when costs are taken into account. The second point is, once validating the problem is severe enough to solve, make sure to describe it in a way that transmits its severity to stakeholders and in a language they understand. Use analogies, stories, financial impact,etc.

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Elliot Joyce

Unlock Success in Digital Marketing | Need Free Actionable Advice? Connect With Me And Hit 🔔 To Stay Updated.
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When I spot a problem, I first get to the heart of it before telling my bosses. I use simple tools. Asking 'why' many times digs deep to find the real cause. A Fishbone Diagram helps show all the possible reasons for the issue, laid out like branches. I also write a clear, short problem statement to keep things sharp and to the point. Facts are my best friend in these chats; they show why the problem is important and what we might do about it.

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2 Analyze the solution

Once you have identified the problem, you need to propose a solution that can address it. You can use tools such as the SMART criteria, the SWOT analysis, or the Cost-Benefit analysis to help you evaluate the feasibility, effectiveness, and impact of your solution. Avoid jumping to conclusions or making assumptions, and consider alternative options and potential risks.

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Ann Andrew

Global Director of Relationship Strategy | Product Management Leader | Champion of Growth & Impact | MBA | Social Impact Advocate | Strategic Partnerships Expert
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When communicating a problem and its solutions to the management, it's vital to be clear, concise, and solution-oriented. Start by outlining the issue with concrete examples and data to support your points. Then, propose feasible solutions that align with the company's goals and values. Consider using visuals like charts or graphs to illustrate the problem and potential outcomes. Lastly, be open to discussing any questions or concerns they might have, and demonstrate how the solutions can benefit the organization in the long run.

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3 Prepare your message

Before you communicate your problem and solution to management, you need to prepare your message in a way that is clear, concise, and compelling. You can use tools such as the STAR method, the AIDA model, or the KISS principle to help you structure your message and highlight the key points. Avoid jargon or technical terms, and use simple and direct language.

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Jenny Johnson

PMO Leader | Agile Development ▪️ Delivering Results ▪️ Positive Energy▪️ Transparency ▪️ Drive Excellence
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The communication should be thorough and show the thought through. Outlining the problem, the impact, and any background information to set the stage. Then diving into the solutions explored, showcasing any relevant numbers or important data that needs to be highlighted. Then presenting your recommendation and reasons for why.

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4 Choose your channel

Depending on the urgency, complexity, and sensitivity of your problem and solution, you need to choose the most appropriate channel to communicate with management. You can use tools such as the RACI matrix, the Communication Matrix, or the Stakeholder Analysis to help you identify who needs to know what, when, and how. Avoid overloading or under-informing your audience, and use a mix of verbal and written communication.

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5 Deliver your message

When you communicate your problem and solution to management, you need to deliver your message in a way that is confident, respectful, and persuasive. You can use tools such as the 7 Cs of Communication, the 4 Ps of Persuasion, or the Feedback Loop to help you express your ideas clearly, address objections or questions, and confirm understanding and agreement. Avoid being defensive or aggressive, and use positive and constructive language.

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6 Follow up your message

After you communicate your problem and solution to management, you need to follow up your message in a way that is consistent, accountable, and collaborative. You can use tools such as the SMARTER goals, the Action Plan, or the Progress Report to help you monitor and measure the implementation and outcomes of your solution. Avoid being passive or complacent, and use feedback and recognition to improve and celebrate your results.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are some effective ways to communicate a problem and its solution to management?

1

2

3

4

5

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7

1 Identify the problem

2 Analyze the solution

3 Prepare your message

4 Choose your channel

5 Deliver your message

6 Follow up your message

7 Here’s what else to consider

Business Coaching

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What are some effective ways to communicate a problem and its solution to management?

1

2

3

4

5

6

7

1 Identify the problem

2 Analyze the solution

3 Prepare your message

4 Choose your channel

5 Deliver your message

6 Follow up your message

7 Here’s what else to consider

Business Coaching

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