Problem Management: comprehensive guide to improve IT problem management

Introduction

Anyone working at a service desk or managing IT infrastructure knows how often the same problems resurface. These might include software bugs, recurring network outages, unexplained system slowdowns, or application conflicts. Often, the instinct is to apply a quick fix to restore service without truly investigating the root cause. But treating the symptom isn’t the same as curing the underlying issue.

Problem Management exists for this very reason. Its purpose is not just to handle the immediate urgency but to permanently resolve the causes of failures. It is more than a technical procedure. It is a shift in mindset and a strategy to build a more resilient and less disruption-prone IT environment. In this article, we will explore the principles behind Problem Management, walk through its operational stages, highlight the benefits it brings, and explain how tools like Deepser can support its implementation.

What is Problem Management

In IT Service Management, a problem is defined as the unknown root cause of one or more incidents. An incident is the visible symptom, such as an unresponsive application, a crashed service, or an unreachable network. A problem, on the other hand, is the hidden issue that continues to trigger these incidents if not resolved.

Problem Management is the process that identifies, analyzes, and addresses these underlying problems. Its goal is to prevent incidents or reduce their impact. The ITIL framework distinguishes between reactive management, which responds after a problem occurs, and proactive management, which focuses on identifying risks and patterns before they become major incidents.

For example, if the corporate email system slows down every Monday morning, one option is to restart the server each time. That would be incident management. A more sustainable approach is to investigate why it keeps happening on that day and identify a poorly scheduled backup as the cause. That would be problem management.

Why Problem Management is Important

Ignoring the root causes of IT issues means repeatedly dealing with the same disruptions. This leads to higher direct costs in terms of time and resources, and indirect costs such as user dissatisfaction, reduced productivity, and damage to the reputation of the IT team.

An effective Problem Management process can:

• Reduce the frequency of incidents
• Minimize downtime
• Improve service reliability and continuity
• Align IT efforts more closely with business needs
• Increase visibility and traceability of IT activities

Operational Stages of Problem Management

Detection and Logging

The process begins by identifying that a problem exists. This is often done through ticket analysis. A sudden increase in similar reports, repeating error types, or service instability during specific times are common indicators. Using ITSM tools with correlation features that link tickets to assets, users, or contracts helps detect patterns and respond efficiently.

Once you detect a problem, log it properly to ensure traceability and prioritize it for further analysis. You can also categorize problems by the technology involved, their urgency, or how often they occur.

Classification and impact assessment

Problems vary in severity. Some affect many users or disrupt critical operations, while others have minimal impact. You can determine priority by combining the likelihood of the problem recurring with its potential impact on the business.

Technical diagnosis and root cause analysis

This is often the most complex stage. It requires access to system logs, monitoring data, and the history of changes. Cross-functional collaboration is key. Integration with monitoring systems, IT asset management, and configuration databases provides the visibility needed to perform accurate root cause analysis. Methods such as fishbone diagrams, the 5 Whys technique, or trend analysis are useful tools in this phase.

Workaround Identification

If you can’t fix the root cause immediately, apply a temporary solution or workaround. This keeps services running while you work on a permanent fix. Make sure to document the workaround so support teams can use it consistently.

Final Resolution and Verification

Once you implement a solution, verify that it works. Check if the issue has stopped recurring, if the system performs normally, and if any new side effects have appeared. Consider the problem resolved only after you confirm all of this.

Documentation and Closure

Every action taken during the process should be documented. This includes the tools used, the timeline of events, and the people involved. All of this information should be saved in the Knowledge Base so it can support future troubleshooting and team learning.

A Proactive Approach: Prevention is Better Than Cure

A mature Problem Management process does more than respond to incidents. It uses historical data to monitor trends, spot risks early, and take action before they impact users.

Deepser dashboards allow teams to track specific performance indicators, generate custom reports, and review metrics over time. This supports a shift from reactive fixes to predictive maintenance, which improves efficiency and reduces costs.

The Key Role of the Knowledge Base

Documentation is a key element of Problem Management. Every problem that is resolved adds value to the organization’s knowledge. The Knowledge Base stores causes, workarounds, diagnostic instructions, and other technical guidance. When well maintained, it helps IT teams solve problems faster and enables users to resolve common issues on their own.

Automation and Workflow

Problem Management involves many moving parts. Automating repetitive steps helps eliminate delays and reduce errors. Deepser allows you to build workflows for approvals, send automatic alerts, and assign tasks based on rules you define.

Each step in the process is tracked, visible to the right people, and properly documented. This ensures consistency and builds trust in the process.

Integration with other ITSM modules

Problem Management becomes even more powerful when you connect it to other ITSM processes:

• CMDB: helps identify related assets and understand service dependencies
• Change management: allows you to manage long-term fixes as structured changes
• SLA: helps ensure that service level commitments are being met
• Contract Management: keeps track of service limits and support hours

Deepser provides a unified platform that brings all these elements together. This makes it easier to go from reporting a ticket to resolving the root cause and improving the quality of IT services over time.

Conclusions

Problem Management is not just an ITIL process. It is a strategic asset for any organization that wants to increase service quality, reduce operating costs, and improve overall reliability. It does more than fix what’s broken. It builds systems that avoid failure in the first place.

With the help of tools like Deepser, organizations can embed Problem Management into their daily routines. Dashboards, automation, workflows, and a central Knowledge Base make the process easier to manage and more effective in the long run. By making this investment, IT can move from being seen as a cost center to becoming a valued strategic partner.

Interested in seeing how Deepser works in practice? You can start a free 14-day demo using the link below.