Understanding the Concept of Potential Problem Analysis

¶ … opportunity analysis, is one of the stages in the Kepner-Tregoe approach for the problem-solving process. This concept was introduced to help in analyzing the consequences of a decision in order to identify what could potentially go wrong and to create initiatives that could address the problems or issues once they actually emerge. Generally, the potential problem analysis technique is developed to offer a comprehensive evaluation of a created idea or action so as to predict any probability for something going wrong. Therefore, this concept or procedure helps an individual to expected problems before they take place and to develop necessary measures that could be implemented to prevent the probable problem from taking place or lessen its effect.

Development of Potential Problem Analysis

As previously mentioned, potential problem analysis or potential opportunity analysis was developed and introduced by Charles H. Kepner and Benjamin B. Tregoe as part of their initiatives to identify a suitable approach for problem-solving initiatives. Their work culminated in the publication of a book containing the problem-solving approach they had created, which included the concept of potential problem analysis (Low & Heil, n.d.). Actually, this concept or techniques is one of the five stages of the problem-solving process provided in the Kepner-Tregoe approach towards problem-solving and decision making.

The development and introduction of this concept came a time when an effective problem-solving and decision making approach has attracted considerable attention in the business world. Woods & Davies (2007) states that technologists and scientists have always been involved in efforts to predict what is likely go wrong when dealing with a specific project (p.25). Potential problem analysis is a systematic approach to predict problem and contingency planning for preventing the occurrence of the problem and/or minimize its effect. This systematic approach was developed following the extensive research by Kepner and Tregoe in 1965 towards improving problem solving and decision making.

Overview of the Concept

The concept of potential problem analysis (PPA) is defined as a systematic means for examining and identifying what could go wrong in a project plan and develop contingency measures to prevent the problem for occurring or minimizing its effect upon occurrence ("Potential Problem Analysis," 2013). When using this technique, the probable causes of the problem are ranked based on the probability of occurrence and the severity of their outcomes. The identification of these potential problems and development of contingency plans is geared towards the creation of a smooth, streamlined process for implementing an effective problem-solving and decision making approach.

This concept or technique is used to examine the consequences of a decision in attempts to improve the decision making process. In situations where a decision may contribute to problems or result in trouble, the evaluation technique can be used to predict what is likely to go wrong and create initiatives that could help head off the problems or handle them upon occurrence. On the contrary, decisions may have unprecedented consequences with considerable benefits. In this scenario potential problem analysis method is used to help detect these implications or benefits and maximize their impact.

Potential problem analysis essentially asks two questions i.e. what could go wrong and what could be done about it now. Therefore, it is a procedure that helps individuals to walk into the future, see what it holds, and come back to the present to take necessary actions. This implies that the concept and its associated procedures is a thinking pattern developed to transform and enhance the future.

Steps in Potential Problem Analysis

In order to ensure potential problem analysis is effective in identifying and dealing with potential problems, a significant amount of effort is needed to perform a thorough analysis. As a result, there are several steps used in carrying a thorough evaluation through potential problem analysis technique. These crucial steps include

Identifying What Might Go Wrong

The first task in potential problem analysis is asking what might go wrong and assessing the chances and seriousness of its occurrence. This step also entails identifying vulnerable areas of a project, an event, an undertaking or a plan.

Protecting the Plan

The second phase of the process is to protect the plan by focusing on the identified problems based on reasonable likelihood of their occurrence and probable consequences. During this process, the individual should examine the probable causes of the problem and develop preventive actions to help stop the problem from taking place (Dew, n.d.).

Planning Contingent Actions

The development of preventive measures is followed by planning contingent actions, especially if the likely causes of the problem cannot be eliminated. The contingent actions will enable an individual to cope with the problem if it takes place. Contingent actions also help in dealing with the problem in cases where preventive action fails.

Modify Action Plan

The final step in this process is to modify action plan based on the created preventive and contingent actions. This step basically entails revisiting the original action plan and incorporating preventive and contingent actions into it.

Example of Potential Problem Analysis

An example of the use of potential problem analysis in problem-solving and enhancing decision making is in a new chemical facility. Given the nature of its operations, the new chemical facility is likely to experience several problems that endanger the life of its workers and the community where it operates. Therefore, one of the major ways of enhancing the effectiveness and safety of its operations is through identifying potential problems and their causes and developing necessary action plans to prevent the problems from occurring or lessening their effect once they occur. The new facility has decided to use potential problem analysis to achieve its objective of improved safety.