This is How the Best Teams Solve Problems

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Hey Full Potential Zoners!

The real problem is rarely the first one you see—

It’s what’s hiding underneath.

Most people stop too soon when solving problems.

That’s why symptoms get treated, but the root issue stays untouched.

It leads to:

❌ Frustrated teams

❌ Band-aid solutions

❌ Repeating mistakes

❌ Wasted time and resources

True solutions require digging deeper.

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• My top 10 favorite AI prompts I use at work and at home.

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Don’t stop at the surface.

Address the root.

Because when you fix the real problem, you unlock real change.

⇉ Better results

⇉ Stronger teams

⇉ Smarter decisions

It all starts with asking the right questions.

Today we are going to help leaders master this by using:

‘Root Cause Analysis - Get to The Real Issue and Fix It'. 

Let’s dive in!

How to Get to The Real Issue and Fix It

Scenario 1: Repeated Customer Complaints About Late Deliveries

Problem: A company receives frequent complaints from customers about delayed orders, despite the team working overtime to meet deadlines.

Steps to Resolve:

1. Clarify the Problem: Gather data on delivery times and identify patterns in the delays.

   • Example: Are delays happening with specific regions, products, or days of the week?

2. Use the 5 Why's Technique:

   • Why are deliveries late? → Drivers leave the warehouse late.

   • Why do they leave late? → Orders aren’t ready on time.

   • Why aren’t orders ready? → Incorrect stock data.

   • Why is stock data incorrect? → Warehouse software isn’t updated in real-time.

   • Why isn’t it updated? → The software integration is outdated.

3. Action Plan: Upgrade the warehouse software and implement real-time tracking. Test the new system for a week, measure its impact, and adjust as needed.

Scenario 2: High Employee Turnover in a Specific Department

Problem: One department has a much higher turnover rate than others, affecting team morale and increasing hiring costs.

Steps to Resolve:

1. Use a Fishbone Diagram: Map possible causes of turnover such as management style, workload, lack of recognition, or limited growth opportunities.

2. Involve the Right People: Interview exiting employees to identify trends in feedback.

   • Example: "What would you change about your role to make it better?"

3. Validate Findings: Cross-reference exit interviews with anonymous surveys to confirm whether management practices or workload are consistent factors.

4. Implement Solutions: If management style is an issue, provide targeted leadership training. If workload is the problem, redistribute tasks or hire additional support.

Scenario 3: Declining Product Sales After a Recent Change

Problem: Sales for a flagship product dropped 15% after a packaging redesign.

Steps to Resolve:

1. Focus on the Data: Compare sales trends before and after the redesign. Track metrics such as customer demographics, reviews, and competitor analysis.

2. Use Visual Tools: Create a flowchart of the sales funnel to identify where customers are dropping off. Is it during the product discovery phase or at checkout?

3. Investigate External Factors: Conduct A/B testing by offering both the old and new packaging to small groups and tracking preferences.

4. Implement Adjustments: If the new packaging confuses customers or doesn’t communicate the product’s value, revise the design based on customer feedback.

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Now let’s get back to it! 👇

Define the Problem

A marketing team was consistently missing deadlines for campaign launches. These delays caused frustration among stakeholders and missed revenue opportunities.

The team pointed to unclear priorities and lengthy approval processes, but no concrete solutions were being implemented.

Here are the exact steps I took -

Step 1: Clarify the Problem Using Root Cause Analysis

I conducted interviews and analyzed the workflow to pinpoint where the delays occurred. Using the 5 Why's Technique, I discovered the primary issue was at the design approval stage, where feedback was disorganized, and approvals took too long.

Step 2: Identify AI Use Cases to Address Root Causes

With the problem clearly defined, I identified two areas where AI could complement the root cause analysis and resolve the bottleneck:

1. Feedback Consolidation: Feedback from multiple stakeholders was causing confusion and rework.

2. Approval Delays: Manual approvals for routine designs were unnecessarily slowing the process.

Step 3: Apply AI and Root Cause Analysis

1. Use AI for Feedback Consolidation:

   • I introduced an AI-powered tool that aggregated and summarized stakeholder feedback into one cohesive document.

   • This ensured that designers received clear, actionable directions instead of conflicting inputs.

   • Root Cause Alignment: It tackled the root issue of disorganized and repetitive feedback.

2. Automate Routine Approvals:

   • I implemented an AI system that flagged designs meeting brand guidelines for automatic approval.

   • Designs that required further review were routed to the appropriate manager, streamlining the process.

   • Root Cause Alignment: This directly addressed the delay caused by unnecessary manual approvals.

Step 4: Validate and Test the Solutions

I monitored the impact of these solutions over four weeks. Using data visualization tools, I tracked the reduction in approval times and measured adherence to deadlines.

Step 5: Document and Optimize

To ensure continued improvement, I created a clear workflow document integrating AI tools and trained the team to use the new systems effectively. Feedback loops were introduced to refine the process over time.

Result

The combination of root cause analysis and AI reduced design approval timelines from 7 days to 3 days. Campaign launches met deadlines consistently, and the team experienced less stress and confusion. Revenue opportunities that were previously missed were now recaptured, improving overall business performance.

Here's how you can make it real over the next 4 days:

Day 1: Define the Problem Clearly

• Write down the problem in one sentence.

  • Keep it factual and free of assumptions.

  • Use the “5 Why’s Technique” to refine the statement.

• ChatGPT Prompt to Help: "Act as a business root cause analysis expert. Write a one-sentence problem statement for [specific challenge]. What are five questions I can ask to get to the real issue?”

Day 2: Gather Input from Others

• Have a conversation with at least two team members or stakeholders.

  • Ask them for their perspective on the problem and their ideas on its root cause.

  • Document their feedback to identify common patterns.

• ChatGPT Prompt to Help: "How can I ask others for their input on [specific issue] in a way that helps me uncover root causes? List three effective questions."

Day 3: Analyze the Process Using Visual Tools

• Create a simple flowchart or fishbone diagram.

  • Map out the steps leading to the problem or the factors contributing to it.

  • Highlight areas where issues are most likely occurring.

• ChatGPT Prompt to Help: "How can I use a fishbone diagram to map out potential causes for [specific issue]? What categories should I focus on?"

Day 4: Validate and Test a Solution

• Implement one small change to address a root cause.

  • Choose a solution you identified during the analysis and track its impact.

  • Use data or team feedback to measure results.

• ChatGPT Prompt to Help: "What small, actionable step can I test to address [specific root cause]? How can I measure its success effectively?"

The best organizations don’t just fix problems; they eliminate their causes.

Root cause analysis teaches you to focus on the systems, not just the symptoms.

When you fix the source, the same issue won’t return, saving future resources.

Every root cause identified is a chance to build stronger, smarter processes.

Long-term success starts with understanding what went wrong in the first place.

Until next time and with lots of love,

Justin

This Week’s Growth Recommendations

Book To Read:  

"Root Cause Analysis" by Duke Okes (see it here)

TED Talk to Watch

"5 Steps to Fix Any Problem at Work” by Anne Morriss (see it here)

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