How to Use a Systems Mindset to Solve Better Problems

Understanding Systems Thinking: Your Essential Guide

My colleagues and I are always touting the essential need for incremental improvement. Using small steps in the right direction to improve in meaningful and manageable ways over time. But what do you do when those incremental improvements aren't resulting in the outcomes you expected?

Maybe it is because we are too narrowly focused on the individual challenges in front of us to see the big picture - we think we know the problem, when in reality we need to visualize the entire system to find the right problem to solve.

Queue "Systems Thinking".

The power of systems thinking is in tactfully zooming out to understand how diverse elements interact with one another to create a complex whole. This mindset and approach focuses on revealing those unseen root causes and impact areas that help us enact positive change by solving the right problem, not just the noisiest one.

When we use systematic thinking combined with our continuous improvement approaches, we can better identify the relationship of actions and reactions around us, better identify the root causes of issues and design solutions that yield sustainable outcomes, and ultimately identify the right actions we need to take to improve ourselves and our systems toward both business efficiency and our own growth and happiness.

What is Systems Thinking?

Systems thinking analyzes how various components influence one another within a larger ecosystem. In essence, systems thinking is a method for examining the components of systems—be they personal habits, relationships, or complex business operations—and understanding how they interact. The aim is to move from a fragmented view to a more holistic one, thus gaining insights into the cause-and-effect relationships that drive outcomes. Systematic thinking is simply the practical application of this concept.

5 Key Principles of Systems Thinking

• Parts are dynamically interrelated, affecting the performance of the whole system.
• Systems behave in nonlinear ways. Small inputs can have disproportionate effects.
• There are complex chains of cause-and-effect rather than simple formulas.
• Systems evolve over time. Their future state depends on current conditions.
• Solutions should seek to shift the behavior of the overall system.

Applying the "Thinking in Systems" Book

Donella H. Meadows' book, "Thinking in Systems" talks about how every aspect of our lives and the world around us is comprised of interrelated systems. While these systems may be too complex to fully comprehend, predict, or control, by observing their recurring behaviors and patterns over time we can enact effective change. When we understand how the systems around us are constructed and how they interact with other systems, we can start to think about the right challenges to solve and move the needle for ourselves, our organizations, and the world. In her book, Donella talks about a few key aspects of systems and our relationship with them.

1. Every system needs to have continuous and constant feedback to stabilize.
2. Systems start and end with purpose driven relationships, whether people, machine parts, organizations, or networks.
3. Systems are a delicate balance of inputs, outputs, and outcomes, and it is critical to understand the relationship of those three things.
4. We can evolve systems by continuously refining the way they work to change their outcomes over time.

Using The Iceberg Model for Systems Thinking

Visual tools can be incredibly helpful for grasping complex topics, and the Systems Thinking Iceberg Model is a classic example. Imagine an iceberg.

The basics of the iceberg model:

• The visible "tip" above water represents the events and symptoms of a situation that are readily observable. These are often the focus.
• The structure beneath the waterline includes things like underlying processes, rules, rituals, or relationships that shape the visible events. These are less obvious.
• At the base below water are the core beliefs, assumptions, values, or cultural factors driving the structures and symptoms above. These are often hidden or unspoken.

When applying the iceberg model:

• First identify the visible events and issues on the surface that need changing.
• Next investigate what processes, policies, connections, or norms may be causing those events to occur. Look for patterns or dynamics not easily seen before.
• Finally, unearth the cultural mindsets, outdated assumptions, or conflicting values that allow the dysfunctional structures to persist. This reveals the root issues to address.

The iceberg model helps reveal the systemic causes beneath what initially appears to be isolated problems. By poking below the surface, more impactful solutions emerge. You move beyond quick fixes to instead change underlying conditions for sustained improvement.

Other Models for Cultivating a Systems Mindset

Developing systems thinking takes curiosity and regular practice. These tools are some of the most effective I have used for expanding my perspective when problem solving.

• The 5 Whys: Asking "why" 5 times - Dig beyond surface issues to uncover root causes.
• Mind Mapping: Mapping out all actors, relationships and influences within the system using tools like mind maps. Look for interconnections.
• Value Stream Mapping: Tracing value delivery by understanding intended or unintended outcomes of actions through systems.
• User Journey Mapping: Examining and mapping customer issues from others’ diverse perspectives - how they experience the system.

These tools help us see beyond our narrow focus and incorporate different root causes, customer perspectives, and systems into our problem solving approaches. Mental Models are fantastic for finding different ways of looking at the problems that face us each day, and how we can understand the inputs, outputs, and outcomes we face.

On our journey for continuous improvement, achievement, and joy, understanding your operating systems and learning how to change them for your benefit is critical to progressive improvement. If you aren't making the impact you want to, change your approach and look at the system holistically - maybe you are solving the wrong problems altogether.

Optional Further Reading

• "The Fifth Discipline" by Peter Senge, another insightful systems thinking book
• "Switch: How to Change Things When Change Is Hard" by Chip Heath & Dan Heath
• "Mindset: The New Psychology of Success" by Carol S. Dweck

Reflection Questions

1. Can you think of a problem that you recently encountered, personally or professionally, where systems thinking tools would have led to a better outcome?
2. What assumptions underlie your current challenges, and how might the Systems Thinking Iceberg Model help you rethink them?
3. Are there aspects of your life or business that would benefit from more systematic thinking?
4. How can you integrate systems thinking into your daily practices, both personally and professionally?