THE

PRODUCTIVITY
SECRET
Problem Solving
Workbook
Everyone experiences problems.
Some of us have more to contend
with than others, yet often it’s not
the size of the problem that gets us
down, but the way we deal with it.
Structured Problem Solving (SPS) is a
learned skill that helps you to step back
and evaluate your problems, big or small,
in a clearer, more structured way.
It’s a 'thinking skill' which allows you to Structured Problem Solving is an
tackle problems head on and subsequently excellent skill for everyone to
helps you manage the daily stresses of life learn. This workbook offers you an
more effectively so that you can get more easy to follow 4-step process, for
of the important things done. managing problems effectively,
getting more done, and also for
becoming more productive!

Structured
Problem
Solving
 The Productivity Secret
Problem Solving
Workbook
Created by Kain Ramsay
Strategic Life & Career Coaching

THE STEPS THE ACTIONS

Workbook Step 1 Identifying your Problems

Workbook Step 2 Generating Solutions
Workbook Step 3 Making an Action Plan
Workbook Step 4 Reviewing your Progress

STRUCTURED PROBLEM SOLVING IS A GREAT SKILL

FOR ANYONE TO LEARN AND BECAUSE IT’S AN EASY
TO FOLLOW 4-STEP PROCESS, THIS WORKBOOK WILL
BE MORE THAN ENOUGH TO HELP
YOU START GETTING MORE PRODUCTIVE TODAY.

www.kainramsay.com

Designed by jLAR-Design, Fife, Scotland

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 IDENTIFYING YOUR PROBLEMS
STEP 1: Use this page to write a list of the
problems you’re currently facing.

USE THIS CHECKLIST OF

1) List as many or as few as you like. You don’t have to COMMON PROBLEMS TO
go into too much detail and on the right hand side of the HELP YOU:
page there is a checklist of common problems to help
you know where to start. Personal Relationships

Professional Relationships
Problem 1:
Unrealistic Work Loads
Problem 2:
Time Management

Problem 3:
Work Related Stress

Problem 4: Study/ Education

Problem 5: Divorce or Separation

Problem 6: Unemployment

Problem 7: Current Employment

Work/Life Balance
Problem 8:
Accommodation Issues
Problem 9:
Financial Management
Problem 10:
Legal Concerns
Problem 11:
Routine Responsabilities
Problem 12:
Physical or Mental illness

Problem 13:
Other ...

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 IDENTIFYING YOUR PROBLEMS
STEP 1: Parts 2, 3 & 4
2. CHOOSE A PROBLEM FROM YOUR LIST THAT YOU START BY CHOOSING JUST
WANT TO START WORKING ON RIGHT AWAY: ONE PROBLEM!

Choose one problem from your list on the previous page,

write it below and work your way down the page to help
define the problem.

3. DEFINE THE PROBLEM BY ANSWERING THE

ANSWER THE QUESTIONS TO
FOLLOWING QUESTIONS: GET SPECIFIC ABOUT THE
DETAILS
a) Why is the problem a problem?

b) What effect does this problem have on your life?

c) What is the problem?

d) When does the problem occur?

e) Where does the problem not occur?

f) Who is involved in the problem?

4. WRITE OUT A CLEAR 'PROBLEM STATEMENT'

ASK YOURSELF: DO YOU

HAVE CONTROL OVER THIS
PROBLEM?
If you don’t then resolving it
might be difficult - in this case, It
might be better for you to
choose another problem from
your list.
e.g. I don’t know how to ask my manager for help so that I can be more productive.

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 GENERATING SOLUTIONS
STEP 2: List Your Ideas
HERE'S SOME
1. Use this page to list a range of potential solutions for the PRACTICAL TIP'S TO GET
problem you have selected. Don’t worry if the solutions YOUR IDEA'S FLOWING:
are good, bad or impractical, just write everything down.
1) Don’t just think about
IDEA 1) the ideas, just write them
all down.

IDEA 2) 2) Write down every one,

no matter how silly it
sounds.
IDEA 3)
3) Don’t think about how
you will solve them yet.
IDEA 4)

IDEA 5)

IDEA 6)

IDEA 7)

IDEA 8) Don’t feel that you have to

stop at just 10 solutions ...
just keep going until you
IDEA 9) run out of ideas!

IDEA 10)

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 GENERATING SOLUTIONS
STEP 2: Parts 2 & 3
AN IDEA FOR COPING
2. EVALUATE YOUR LIST WITH PROBLEMS,
HURDLES & LIFE
Give yourself a few extra minutes on this page as you try to CHALLENGES:
sort out which of all your great solution ideas might actually
It’s the Catch-22
work.
of problem solving: The
things that help the most
Eliminate those ideas that are too hard or involve things you
are often the things we
can’t control and look for duplicates that could be grouped
find most difficult to do.
under a single solution.

There’s a difference,
To give you the best chance of success, use this page to
however, between
evaluate your most promising idea. Then write a solution
something that's difficult
statement to summarise it.
and something that's
impossible!

Choose the best idea that

3. CHOOSE THE BEST LOOKING IDEA AND MAKE IT
you've come up with and
INTO AN 'IDEA STATEMENT':
write out an 'IDEA
STATEMENT' in the space
provided.

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 GENERATING SOLUTIONS
STEP 2: Parts 4 & 5
FOOD FOR 'THOUGHT'
4. EVALUATE THE IDEA:
It’s a sure thing that you’ll not finish
Test the possible solution by weighing the advantages against if you don’t start.
the disadvantages.
An ancient proverb says, “The
Ask yourself the following questions: journey of a thousand miles begins
with a single step.”
How will this solution affect my own wellbeing?
You have probably known people
(physical, emotional, psychological) nearing the end of their life’s journey
who looked back and said, “If only I
How much time and effort will it require? had done things differently….

If only I had taken advantage of that

Are there any financial costs or benefits?
opportunity when it came along.”
Unfulfilled lives are filled with “if
How does it fit in with my other goals and commitments? onlys.”

How will it affect the wellbeing of the people who are close to me? They are the refrain of the timid souls
whose lives were finished before
they ever really got started. Life is
Is the solution feasible? filled with many opportunities — for
great successes and spectacular
failures.
5. DETERMINE THE ADVANTAGES AND THE
DISADVANTAGES OF THIS 'IDEA' or SOLUTION: It is up to you to seize the initiative, to
take advantage of the opportunities
ADVANTAGES DISADVANTAGES that come your way.

You are condemned to a life of

mediocrity — unless you get into
action.

Don’t delay; do it today!

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WORKBOOK
 GENERATING SOLUTIONS
STEP 2: Part 5
MORE FOOD
6. WRITE A SOLUTION STATEMENT FOR 'THOUGHT'
If your idea shows promise write a summary of it below. If it
Everyone experiences
doesn’t score well, try evaluating one of your other ideas and
problems in life.
compare them to see which has the most potential.
Some of us have more to
contend with than others,
yet often, it’s not the size of
the problem that gets us
down, but it's the way we
deal with the problem.

NEVER FOCUS ON
YOUR PROBLEMS,
ONLY FOCUS ON
FINDING THE RIGHT
SOLUTIONS TO THEM!

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 CREATE AN ACTION PLAN
STEP 3: Parts 1 & 2
THE PERSON WHO
FAILS TO PLAN,
GETTING ACTION FOCUSSED
PLANS TO FAIL!
This page is all about clearly defining the steps involved in
The clearer you make this
making your solution work, then getting yourself started.
action plan, the more likely you
are to succeed and the SMART
1. Write A Description of Your Plan For Fulfilling Your Idea
test is a great way to maintain
structure and help keep you on
track.

S.M.A.R.T. GOALS
(Are Your Goals)

2. Check That Your Plan Is A SMART Plan!

SPECIFIC: Identify what key things you will need to do

SPECIFIC?

MEASURABLE: Decide how you will tell if you have succeeded MEASURABLE?

ACHIEVABLE: Identify any particularly difficult tasks and decide now ACHIEVABLE?
how you will tackle them (eg: practice, get help or training)

RELEVANT: Check how the solution will address the original problem RELEVANT?

TIMELY: Set a start & finish date and any important dates along the way TIMELY?

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 CREATE AN ACTION PLAN
STEP 3: Parts 3
THE PERSON WHO
3: GETTING FOCUSSED ON SOLUTIONS
FAILS TO PLAN,
Take a moment to summarise the problem you are tackling, PLANS TO FAIL!
along with your chosen solution. Then write a step-by-step plan
for putting things into action. This will make it a lot easier to
tackle the problem – you just need to take it one step at a time.

MY PROBLEM IS: PROBLEM

MY SOLUTION IS: SOLUTION

THE FIRST STEPS I'M GOING TO TAKE ARE:

STEP 1
1)

2)
STEP 2

3) STEP 3

4) STEP 4

5) STEP 5

6) STEP 6

7) STEP 7

8) STEP 8

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 SELF ASSESSMENT TIME
STEP
STEP 4:
4: Review Progress
1: REVIEW YOUR PROGRESS If you’ve worked your way
through each step in the
Reviewing your progress is an important part of mastering
workbook, give yourself
Structured Problem Solving.
either a pat or a slap on the
With a Problem/Solution/Action plan clearly spelled out, it’s back!
much easier to stand back and assess how you’re doing. You’ll
learn as much from your mistakes as you will from your Whatever the results are
successes and before long, tackling problems in this that you've achieved so far
structured way will become second nature. (either good or bad), you’ve
taken the first step towards
Q1) What worked well? tackling the problems
that are holding you back.

Q2) What didn’t work as planned?

Q3) What would I change about my plan?

2: REWARD YOURSELF!!!

Now... If you feel you’ve sorted out the first problem, move on to
the next one on your list and use the same approach.

Just keep it simple while you’re still learning how the process
works. If you haven’t managed to address the problem, don’t
worry, it can sometimes take a few attempts.

Try reviewing your first plan, decide if you should change it

slightly, then have another go. Or, if the problem is too hard,
simply choose another simpler one – remember - it's crucial that
we only choose to deal with problems that we can actually do
something about!

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