Problem Identification and Project Management

About this course

Welcome to Course 4 of Module 1 in a series of 18 courses, carefully curated within the scope of the EU-funded project Challenger. All courses are designed and developed by professionals from prestigious VET providers.

During Module 1, you will develop your entrepreneurial mindset, understand the significance of innovation, foster problem identification and ideation skills, master the design thinking process, grasp news on relevant digital tools, and develop crucial soft skills like communication, motivation, and teamwork.

This module is just the beginning of your learning journey. As the first of three modules, it lays the groundwork for further exploration and specialization in applied research in VET. By the end of this module, you will have acquired valuable insights and skills and be prepared to delve deeper into advanced topics and challenges in the subsequent modules 2 and 3.

• Module 1:          Learning the basics
• Module 2:          Applied Phase 1: Working on hands-on projects for business
• Module 3:          Applied Phase 2: Creating your own innovations

All these courses are offered for free. Register for participation and pass the multiple-choice tests at the end of every course. You will receive a confirmation of participation in the form of a digital badge. After completing all courses for each module, you will receive an innovation certificate that will prove the experience and knowledge you have gained.

The courses are aimed at learners in VET schools, bachelor students in universities, persons interested in developing their entrepreneurial mindset, persons interested in innovation and how to put ideas into practice, teachers/educators, industry experts, and community members.

Real-world problem identification and analysis leading to project management/time management

This course is designed to empower you with the skills to pinpoint and dissect challenges within the business arena, guiding you through the intricacies of managing projects and mastering time efficiently. Through a blend of theory and practical exercises, you’ll gain the competence to navigate the complexities of business environments, ensuring projects are executed effectively, within set timelines and budgets, and with a keen eye on preemptive problem-solving.

In today’s dynamic business environment, identifying and analysing problems efficiently is crucial for successful project management and effective time management. Today, we’ll explore the key aspects of problem identification, analysis, project management, and time management.

The course content includes:

1. Identification and understanding of real-world problems
2. Analysis of the problem
3. Project management
4. The importance of goals, deadlines and budget
5. Effective time management

Identifying and understanding real-world problems

What is the problem? A problem is a situation, condition, or issue that is unsatisfactory and causes difficulties. It is generally understood as a discrepancy between the current state and the desired state. Problems can range from minor inconveniences to significant obstacles that require immediate attention and resolution.

Understanding the problem is half the solution.

Bill Gates

The ability to solve problems is a crucial skill in the modern workplace. Problem-solving is a cognitive process directed at achieving a goal when no solution method is obvious to the observer. It involves evaluating a situation, identifying a problem or opportunity, defining possible solutions, and implementing a course of action. It can make the difference between success and failure and help you navigate the complexities of a fast-paced environment. But what exactly is effective problem-solving? And how can you develop the skills to solve problems efficiently and effectively?

One of favourite problem­-solving frameworks is PACE.

If you’re not stubborn, you’ll give up on experiments too soon. And if you’re not flexible, you’ll pound your head against the wall, and you won’t see a different solution to a problem you’re trying to solve.

Jeff Bezos

Success favours those who embrace innovative approaches. Solving the problem enables progress.

The first step in effective problem-solving is to define the problem clearly. Take the time to analyze the issue and gather as much information as possible. It’s crucial to identify the cause of the problem and its impact on you, your team or organization.

Identifying and understanding real-world problems

Identifying and understanding real-world problems involves systematic observation, analysis, and critical thinking. Here are some steps you can take to identify real-world problems:

1. Observe Your Environment: Pay close attention to your surroundings, whether it’s your workplace, community, or industry. Look for patterns, inconsistencies, or areas where there seems to be room for improvement.
2. Listen to Stakeholders: Engage with various stakeholders, including customers, employees, suppliers, and community members. Listen to their feedback, concerns, and suggestions for areas that need attention or improvement.
3. Conduct Research: Research to gather data and information about your industry, market trends, customer needs, and competitors. Analyze industry reports, market surveys, customer feedback, and other relevant sources to identify emerging issues or gaps.
4. Brainstorm with a Team: Collaborate with colleagues, team members, or experts from different disciplines to brainstorm potential problems or challenges. Utilize diverse perspectives and expertise to identify a wide range of issues.
5. Use Problem-Solving Techniques: Employ problem-solving techniques such as SWOT analysis (Strengths, Weaknesses, Opportunities, Threats), root cause analysis, fishbone diagrams, or mind mapping to identify and analyze problems systematically.
6. Consider Pain Points: Identify pain points or areas of friction experienced by stakeholders in their interactions with your product, service, or organization. These pain points often indicate areas for improvement or innovation.
7. Stay Informed: Stay updated on industry news, trends, and developments through publications, conferences, networking events, and online forums. Being informed about your field’s latest advancements and challenges can help you identify relevant problems.
8. Think Creatively: Think outside the box and consider unconventional perspectives or approaches to identifying problems. Sometimes, the most innovative solutions arise from redefining the problem itself.
9. Prioritize Problems: Once you’ve identified a list of potential problems, prioritize them based on impact, urgency, feasibility of solutions, and alignment with organizational goals.
10. Validate with Data: Validate your identified problems with data and evidence whenever possible. Quantitative data, qualitative feedback, and real-world examples can help substantiate the existence and significance of your identified problems.

By following these steps and adopting a proactive and analytical mindset, you can effectively identify real-world problems and lay the groundwork for meaningful solutions and improvements.

Customer feedback is very important. Adrian McDermott said, “Customers have high expectations, little patience, and many options regarding who they do business with.”  

It is also good if we follow the trends. Following market trends is essential for identifying and understanding problems in the world because they provide valuable insights into the likely direction of future developments. Trends can help detect potential problems before they fully manifest, allowing for proactive responses. Forbes has announced ten trends for 2024, and they are:

• generative AI everywhere,
• soft skills and the human touch,
• the skills solution,
• sustainable business,
• personalization-at-scale,
• the data economy,
• the customer experience revolution,
• remote and distributed work,
• diversity and inclusivity,
• resilience.

You have to keep your ear to the ground and listen to what the world is telling you.

Richard Branson

Analysis of the problems

Once a problem is identified, the next step is to analyze it. This involves breaking down the problem into manageable parts, understanding its root causes, and identifying stakeholders. This module will teach you analytical techniques for dissecting any problem and assessing its impact.

Problem analysis is a critical aspect of project management, and several techniques can be applied to identify and resolve issues. Some widely used problem analysis techniques are:

1. Root Cause Analysis (RCA): This technique involves identifying the root causes of problems rather than treating the symptoms. RCA often uses methods such as the 5 Whys and Fishbone Diagram (Ishikawa).
2. Pareto Analysis (80/20 Rule): Based on the principle that 80% of problems are often due to 20% of causes. This technique helps prioritize efforts on the most significant issues.
3. SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats): This technique assesses internal and external factors that affect project success.
4. Failure Mode and Effects Analysis (FMEA): This is a step-by-step approach for identifying all possible failures in a design, a manufacturing or assembly process, or a product or service.
5. Fault Tree Analysis (FTA): A top-down, deductive analytical method used to explore the causes of system failures and identify the probability of undesirable events.
6. Gap Analysis: This involves comparing actual performance with potential or desired performance. If an organization does not make the best use of current resources or forgoes investment in capital or technology, it may produce or perform below its potential.
7. Decision Matrix Analysis is a useful technique for deciding when many factors must be balanced. Scores are assigned to different options and weighted according to the importance of each factor.

Analyzing the problem, deconstructing it for better understanding, is essential if you want to solve it and grow your company.

Reid Hoffman

These techniques can be applied individually or in combination, depending on the nature and complexity of the analysed problem. They are integral tools in a project manager’s skill set, enabling the successful identification and mitigation of issues that hinder project progress.

Let’s take a look at the 5 Why Method.

Five whys (or 5 whys) is an iterative interrogative technique to explore the cause-and-effect relationships underlying a particular problem. The primary goal of the technique is to determine the root cause of a defect or problem by repeating the question “Why?” five times. The answer to the fifth question should reveal the root cause of the problem.

Project management 

With a clear analysis in hand, you then move into project management.

A project is a set of tasks that must be completed within a defined timeline to accomplish a specific set of goals. These tasks are completed by a group of people known as the project team, which is led by a project manager who oversees project planning, scheduling, tracking, and successful completion. Due to their end goal and temporal nature, projects are distinct from routine business operations, requiring specific management techniques and strategies to succeed.

Project management means leading a team to achieve all project goals within the given constraints. This information is usually described in project documentation created at the beginning of the development process. The primary constraints are scope, time, and budget. The secondary and more ambitious challenge is to optimize the allocation of necessary inputs and integrate them to meet pre-defined objectives. Here’s what project management typically involves:

1. Initiation: Defining the project at a high level and linking it to the organisation’s ongoing work.
2. Planning: Establishing the scope, refining the objectives, and outlining the course of action required to attain the objectives that the project was undertaken to achieve.
3. Execution: Carrying out the project plan by performing the activities included therein.
4. Monitoring and Controlling: Tracking, reviewing, and regulating the project’s progress and performance; identifying areas in which changes to the plan are required; and initiating the corresponding changes.
5. Closing: Finalizing all project activities across all groups involved, formally closing the project, and reporting its conclusion.

Project management is not just about tasks and schedules; it’s also about the project manager’s ability to lead a team, manage resources, deal with stakeholders, and utilize methodologies, tools, and techniques to ensure project success.

The importance of goals, deadlines and budget 

In any project, three pillars are crucial to its success: goals, deadlines, and budget.

Goals provide direction and a clear understanding of the project’s aims. They set the scope and objectives, ensuring all team members are aligned and working towards a common result. Well-defined goals also serve as a benchmark for measuring the project’s progress and success.

“Setting goals is the first step in turning the invisible into the visible.„  Tony Robbins

Deadlines ensure that the project maintains momentum and moves forward. They help prioritise tasks, manage time effectively, and keep the team focused on short-term achievements, contributing to the project timeline. Deadlines also assist in setting expectations for project stakeholders, including clients, management, and team members.

If you don’t have a deadline, it just feels like you can work on it forever. It doesn’t create the right level of urgency.

Leon Musk

The budget is critical for defining the project’s resources. It is a financial representation of the project’s scope, defining how much can be spent on labour, materials, and other costs. Staying within budget is crucial for the project’s financial viability. It also involves monitoring and controlling costs to avoid overruns, which can jeopardize the project’s completion and success.

Do not save what is left after spending, but spend what is left after saving.

Warren Buffett

Effective time management

And we are already at the last point regarding time management techniques.

Managing your time effectively is crucial to the success of any project. In this module, we’ll explore various time management techniques to help you prioritize tasks, avoid procrastination, and achieve your goals efficiently.

A Simple Tool for Prioritization is The Eisenhower Matrix. A Task Prioritization Matrix is a tool that categorises tasks based on their urgency and importance. This helps in deciding which tasks to focus on first. One common framework for this is the Eisenhower Matrix, which creates four quadrants to help prioritize:

• Urgent and Important (Do First)
• Important, Not Urgent (Schedule)
• Urgent, Not Important (Delegate)
• Neither Urgent Nor Important (Eliminate)

Here’s an example exercise using this matrix:

Prioritize the following list of tasks by placing each into the appropriate quadrant of the Eisenhower Matrix.

• Prepare presentation for next week’s conference.
• Check and reply to emails.
• Develop a new marketing strategy.
• Fill out expense reports.
• Attend the weekly departmental meeting.
• Research new software options.
• Update the company’s social media page.
• Brainstorm ideas for the upcoming product launch.
• Sort through old inventory.
• Complete compliance training by the end of the month.

Example Solution:

• Urgent and Important (Do First): Prepare a presentation for next week’s conference and complete compliance training by the end of the month.
• Important, Not Urgent (Schedule): Develop a new marketing strategy; Research new software options; Brainstorm ideas for the upcoming product launch.
• Urgent, Not Important (Delegate): Check and reply to emails; Update the company’s social media page.
• Neither Urgent Nor Important (Eliminate): Sort through old inventory; Fill out expense reports; Attend the weekly departmental meeting (unless critical issues are being discussed).

A popular technique is the Pomodoro Technique.

What is the Pomodoro Technique?

The Pomodoro Technique is a time management method based on 25-minute stretches of focused work broken by five-minute breaks. Longer breaks are typically 15 to 30 minutes after four consecutive work intervals. Each work interval is called a Pomodoro, the Italian word for tomato.

Developer and entrepreneur Francesco Cirillo created the Pomodoro Technique in the late 1980s as a university student and used a tomato-shaped kitchen timer to organize his study schedule. At first, he experimented with different work intervals, starting with two minutes and extending them to one hour; he quickly realized that these were getting too long to stay focused on a task. He settled on a 25-minute Pomodoro as the optimal time for his needs.

From this experience, Cirillo recognized that time could be turned into an ally rather than a source of anxiety. The Pomodoro Technique trains people to focus on tasks better by limiting the time they attempt to maintain that focus and ensuring restorative breaks from the effort. The method also helps them overcome their tendencies to procrastinate or multitask, which are known to impair productivity.

What does the Pomodoro Technique entail?

The Pomodoro Technique can also help individuals develop more efficient work habits. Through effective time management, they can get more done in less time, achieving a sense of accomplishment and reducing the potential for burnout.

Assignment: Time Management with the Pomodoro Technique

Objective: This assignment aims to help you improve your time management and concentration skills using the Pomodoro Technique. This method uses a timer to break work into intervals, traditionally 25 minutes in length, separated by short breaks.

Assignment Instructions:

Choose a Task: Select a task or project you’ve wanted to start or work on. It should require at least 1-2 hours of work.

Get Prepared: Remove all distractions from your work environment. Have all the necessary materials at hand before you start the timer. Turn off notifications on your phone and computer.

Set the Timer: Use a timer (many Pomodoro apps are available, or you can use a simple kitchen timer). Set it for 25 minutes – this is one Pomodoro.

Work on the Task: Work on your task until the timer rings. If a distraction pops into your head, write it down on paper to look at later and continue working.

Take a Short Break: Put a checkmark on the paper when the timer rings. Take a 5-minute break to stretch, walk around, or do something relaxing that is not related to work.

Repeat: After the break, start another Pomodoro. Every 4 Pomodoros, take a longer break of 15-30 minutes.

Reflect: After you have completed four Pomodoros, reflect on what you accomplished during this time.

Consider what worked well, what didn’t, and how you might adjust your approach for greater efficiency.

So. We have come to the end of the course.

Congratulations on completing the course! You now have the tools to identify and analyze real-world problems, manage projects efficiently, and master your time. Remember, the skills you’ve learned are applicable in many aspects of life, from academic projects to personal goals. Keep practising, stay curious, and tackle the challenges ahead with confidence. Good luck!

Course materials

Assignments (Voluntary)

Additional voluntary Assignments

Assignment Instructions of the Eisenhower Matrix.

Prioritize the following list of tasks by placing each into the appropriate quadrant of the Eisenhower Matrix.

• Prepare presentation for next week’s conference.
• Check and reply to emails.
• Develop a new marketing strategy.
• Fill out expense reports.
• Attend the weekly departmental meeting.
• Research new software options.
• Update the company’s social media page.
• Brainstorm ideas for the upcoming product launch.
• Sort through old inventory.
• Complete compliance training by the end of the month.

Example Solution:

• Urgent and Important (Do First): Prepare a presentation for next week’s conference and complete compliance training by the end of the month.
• Important, Not Urgent (Schedule): Develop a new marketing strategy; Research new software options; Brainstorm ideas for the upcoming product launch.
• Urgent, Not Important (Delegate): Check and reply to emails; Update the company’s social media page.
• Neither Urgent Nor Important (Eliminate): Sort through old inventory; Fill out expense reports; Attend the weekly departmental meeting (unless critical issues are being discussed).

Assignment Instructions of the Pomodoro Technique:

Choose a Task: Select a task or project you’ve wanted to start or work on. This should be something that requires at least 1-2 hours of work.

Get Prepared: Remove all distractions from your work environment. Have all the necessary materials at hand before you start the timer. Turn off notifications on your phone and computer.

Set the Timer: Use a timer (many Pomodoro apps are available, or you can use a simple kitchen timer). Set it for 25 minutes – this is one Pomodoro.

Work on the Task: Work on your task until the timer rings. If a distraction pops into your head, write it on paper to look at later and continue working.

Take a Short Break: Put a checkmark on the paper when the timer rings. Take a 5-minute break to stretch, walk around, or do something relaxing that is not related to work.

Repeat: After the break, start another Pomodoro. Every 4 Pomodoros, take a longer break of 15-30 minutes.

Reflect: After you have completed four Pomodoros, reflect on what you accomplished during this time. 

Consider what worked well, what didn’t, and how you might adjust your approach for greater efficiency.

Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the European Education and Culture Executive Agency (EACEA). Neither the European Union nor EACEA can be held responsible for them.