Most work discussions are about solving problems and overcoming challenges.
- Each of these problems can be complex in its own way.
- Each has different implications, challenges, and timeframes.
- Each needs to be explained in a way that people can quickly absorb and understand.
The simplest way to summarize a problem topic is to use the goal, problem, and solution method (GPS).
Structured Summary
Using the GPS method to structure your introduction makes it easy for your audience to understand what is happening and what you need. The three parts of the structured summary are:
- Goal: The goal you are trying to achieve.
- Problem: The problem that is preventing you from reaching your goal
- There are three types of problem situations:
- You have a problem and need to find a solution.
- You have a problem and are recommending a solution.
- You have a problem solved, and you are reporting the outcome.
- Solution: What I/we/you are going to do to solve the problem.
Problem Topics
Although a structured summary can be used by itself to provide a summary, it is always more valuable to combine it with framing.
- Example 1
- Context: I’ve just spoken to the Davison Group.
- Intent: Can you help me with a problem?
- Key Message: They didn’t get the last shipment and want a refund.
- Goal: The Davison Group prepaid for a shipment last month that didn’t arrive; we need to fix this.
- Problem: I can’t find the shipment, and the refund is above the limit I can approve.
- Solution: Can you authorize the refund and help me find the missing shipment?
- Example 2
- Context: I reviewed the new information security policy.
- Intent: We need to take action.
- Key Message: Our firewall is not compliant anymore.
- Goal: The new industry regulations require us to have a level-five firewall for all e-commerce transactions to keep payment data secure.
- Problem: Our current software will only allow us to support up to level four.
- Solution: We need to come up with a plan for upgrading the software and present it to the leadership team for approval.
How to structure a conversation with multiple problem topics
Conclusion
You can use the GPS method to create a summary introduction to any work conversation and avoid the most common communication issues: diving into the details too quickly, going off on tangents, and dwelling on the past instead of focusing on solutions.
Any work topic, no matter how complex, can be summarized using the goal, problem, and solution method.
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