What Is the First Step of the Problem-Solving Workshop?
Many teams jump straight into solution-mode—throwing ideas, debating options, and drawing diagrams—long before they truly understand the real issue. This is the point where most problem-solving workshops silently collapse. The truth is simple: if the problem is unclear, the solutions will also be unclear. That’s why the very first step of the problem-solving workshop is the most critical foundation for everything that follows.
This article breaks down that first step, shows how to execute it properly, and explains why successful teams treat it as the heart of the entire process.
Understanding the First Step: Define the Problem Clearly
Many workshops move too quickly into solution-mode. People propose ideas, challenge each other, or jump into root-cause analysis—even though the team hasn’t aligned on the actual problem. This is where workshops begin to derail.
Harvard Business Review highlights that misalignment at the beginning of a project often leads to inefficient decisions and increased conflict. Similarly, the Project Management Institute (PMI) identifies unclear objectives and poorly defined problems as some of the most common contributors to failed initiatives.
Because of this, the first step of a problem-solving workshop is dedicated entirely to identifying the problem in plain, evidence-based terms. The facilitator guides participants to understand what is happening, who is affected, and what the impact is on performance, customers, or culture.
A clear problem definition stops assumptions, reduces emotional reactions, and positions the team to think strategically rather than defensively.
Why Accurate Problem Definition Matters
Problem definition influences everything that follows. Without it, teams risk designing solutions for symptoms instead of causes. Unclear issues also create tension—people defend their perspective because they don’t feel seen or understood.
Research from Google's Project Aristotle, which studied high-performing teams, shows that psychological safety and clarity are key predictors of team effectiveness. When a problem is defined transparently, team members feel safer contributing ideas, asking questions, and challenging assumptions.
Clear definition also improves communication. According to CIPD (Chartered Institute of Personnel and Development), workplace conflict is often the result of unclear expectations or misaligned interpretations of an issue. By framing the problem accurately from the start, teams minimise misunderstanding and reduce the likelihood of personal conflict.
How to Define the Problem in Step One
During this first step, the facilitator encourages the team to investigate the issue using neutral, fact-based language. This involves:
Reviewing available data, documentation, or examples
Understanding the impact of the issue on workflow, people, or outcomes
Clarifying the boundaries: where the problem begins and ends
Agreeing on a concise statement that describes the challenge
A well-defined problem statement is specific, measurable, and free from blame. For example:
“Our internal approval process is creating delays in project delivery because steps are inconsistent and unclear.”
This clarity gives participants a common reference point that grounds the rest of the workshop.
A Real Example of Strong Problem Definition
A London-based operations team struggled with recurring miscommunication between departments. Employees initially believed the issue was personal performance, but after walking through the problem-definition process, the team discovered that inconsistent handover procedures were the real source of confusion.
Once the issue was defined without emotion or assumptions, the team gained immediate alignment. Discussions became calmer, solutions became more practical, and collaboration improved significantly. The shift didn’t happen because of brainstorming—it happened because the team finally understood the problem the same way.
When Teams Benefit From Behaviour-Led Facilitation
Although problem definition seems simple, teams often bring emotional weight, history, or assumptions into the discussion. A behaviour-based facilitator helps teams navigate these dynamics, creating a space where people feel heard without allowing the conversation to drift into personal tension.
Behaviour-led workshops focus on improving communication habits—staying calm under pressure, expressing concerns constructively, and grounding discussions in facts. According to CIPD, behavioural interventions like these improve team communication, reduce conflict escalation, and help organisations build more consistent professional behaviour.
This approach not only strengthens the clarity of the problem-solving process, but also reinforces psychological safety—one of the strongest indicators of team performance identified by Google’s Project Aristotle.
Why This Step Determines the Success of the Workshop
When the problem is clearly defined, the workshop gains direction. Participants understand what they’re solving, why it matters, and how success should be measured. It also prevents wasted time, as teams avoid debating irrelevant ideas or trying to fix the wrong issue.
Clear problem definition transforms the workshop from a reactive conversation into a structured, collaborative process. It reduces friction, increases alignment, and builds confidence that the solutions generated later in the session are meaningful and actionable.
How Sidestream Supports Organisations
Sidestream works with organisations across the UK, Germany, and globally to build behaviour-led problem-solving capabilities. Through behavioural diagnostics, structured facilitation, and immersive real-world scenarios, we help teams build clarity, emotional intelligence, and effective communication habits.
Build Clearer Thinking and Better Team Collaboration
If your organisation wants to run more effective problem-solving workshops that begin with clarity and lead to meaningful outcomes, Sidestream UK can help. Our programmes support teams in reducing conflict, improving collaboration, and creating consistent professional behaviour—leading to stronger performance and healthier workplace cultures.
📩 Book a free call today to discuss how our behaviour-led approach can support your team.
FAQs
What is the first step of the problem-solving workshop?
Defining the problem clearly—establishing what is happening, why it matters, and who is affected.
Why is this step so important?
Because teams often misunderstand the issue. Clear definition prevents misalignment and wasted time.
Who should lead this step?
Ideally a neutral facilitator or behaviour expert who can manage discussion and maintain objectivity.
Can a team start brainstorming immediately?
Not effectively. Without clarity, solutions tend to address symptoms rather than real causes.
What research supports this approach?
Harvard Business Review, PMI, CIPD, and Google Project Aristotle all emphasise clarity, psychological safety, and alignment as foundations of effective teamwork.
