A Simple Way to Think about a Problem You Want to Solve

Many years ago, I was having difficulty getting my mind straight about a problem that I wanted to solve. A co-worker of mine introduced me to a thing he called a “Task Cycle”. Once I understood it, I had a simple way to go about solving problems and executing tasks.

The Task Cycle was developed in the early 1990’s by Paul Boulian and revised by Marlyn Rabenold eight years later. I had the good fortune of meeting Marlyn and was amazed at the simplicity of thinking that can be used to help solve the most complex problems. Now, I want to share it with you.

The Task Cycle has 4 components: Purpose, Products, Process, and Functional Capabilities. It is truly a cycle and can be visualized in this way:

When you are planning a task (or planning to solve a problem), you follow the cycle counter-clockwise, from Purpose to Products, Process, and then Functional Capabilities. When Executing a task, you follow the cycle clockwise and start at the Functional Capabilities and end at Purpose.

Purpose

This is the reason that we are trying to do something, or the problem that we are trying to solve. That seems simple, and it is, but building a clear purpose statement is critical, and should not be taken lightly. As is said, the first step in solving a problem is know that you have one in the first place. When building a clear Purpose statement, consider and communicate why you want to do something, as much or more than what the specific task is. Consider these components of the Purpose statement with this recommended format:

“TO” – describe the task to be done or the problem to be solved

“IN A WAY THAT” – describe the benefit to be realized by the accomplishment of the task. Think in terms of the customer of the task.

“SO THAT” – describe the impact or result the task will have on the organization

Using the experience of writing this article, here’s an example of a Purpose statement:

To write a description of the Task Cycle, in a way that:

-          Exposes the reader to a new way of thinking about a task

-          Provides a simple construct for dealing with a complex problem or effort

-          Engages the reader’s interest

So that this knowledge will help readers in their efforts to solve problems in the future.

Clarity of purpose helps us gain alignment and support from those who will either help us with our task or those who have assigned the task to us.

Now that Purpose has been established, it’s time to move on to Products.

Products

Products are the output or results that we are trying to create when we accomplish the task or solve the problem. A good question to ask is, “If we accomplish the task or solve the problem, what would we see or know that reinforces that the task is complete or the problem is solved?” We aren’t always looking for a physical product, but also non-physical or virtual products. These can be timing, a new way of doing things, or other similar results. Products of the prior example could be:

1.       Ten or more responses or inquiries about the article

2.       Three shares of the article

3.       A phone call to discuss more in detail about the article

Now that the Purpose and Products have been identified, it’s time to move on to Process.

Process

How are we going to get the products that tell us that we have achieved our purpose? What is the methodology or approach that we will use to do this? We can now design a process to specifically accomplish the purpose and deliver the products as stated. Whether we use existing tools and methodologies that we are familiar with, or do research and ask others for their input, we can now test our thinking and approach and see if it delivers the desired results. We want to think through the series of steps and actions that we will take in order to get where we want to go. Because we are clear on purpose and products, we can now design process in a way that has the least amount of effort and waste associated with it.

For the prior example, the process being used is to research the original thinking and documentation on the Task Cycle, consider my personal experiences with it, and try to describe it in a way that the reader can utilize practically. Time will tell if my process was properly thought out.

Functional Capabilities

Do you need people to help you accomplish your task or solve the problem? Do you need tools for this? Are there skills that need to be acquired? What else do you need to solve the problem or complete the task? These are the questions that should be answered in order to identify the functional capabilities needed.

When all four components of the Task Cycle are put together, they should be the foundation for the effort. You should share your thinking with others to see if you have missed any vital elements, always improving as you go. You might even need funding, and that is why it is critical to have alignment around your task cycle.

Earlier in the article, I stated that when you are executing a task or solving a problem, you now go through the task cycle in the opposite direction. What I mean is that you use the functional capabilities to follow the process, which delivers the products and ultimately achieves the purpose.

Although this is not new thinking, I believe that many have forgotten about the Task Cycle and are missing out on this simple way of solving problems and accomplishing critical tasks. I will be interested to see if I accomplished my task in providing you with information that you can use. Your feedback will let me know if I have done so.