Writing an Effective Problem Statement

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Problem Statement

This article will look at a problem statement tool designed to help define and determine the problem occurring within a project or group and dig deeper into a specific problem. By writing a problem statement, you will learn how to explain and solve a problem, starting with fully understanding what is necessary. This article will define a problem statement, outline common examples of scenarios to use one, and provide tips for writing problem statements.

When we encounter a problem, we often freeze, unsure of how to proceed and reach a solution that benefits the situation. This usually leads to people ignoring the problem and letting it go unsolved or solved only enough to move forward. When we get into this scenario, we encounter the same core problem repeatedly, leaving some with an unmet need. Without identifying the root cause and developing a strategy for success past the issue, we may never answer the questions we have and exhaust our resources addressing a single problem.

Defining a Problem Statement

A problem statement is a few sentences that describe an issue by identifying the gaps between the current situation and the ideal scenario. It outlines the issue so everyone involved can understand and develop potential solutions. Defining the problem, the factors contributing to the pain point, and effective solutions can help a group begin the first step of the problem-solving process.

A problem statement needs to be objective, outlining only the facts of the situation and devoid of any opinions of efficacy. It usually follows the five W’s pattern, answering who, what, when, where, and why to identify the key facts. A good problem statement helps the group understand what needs to be addressed and the root causes of the issues they are facing. The group can address the issue with newfound clarity by creating an easily approachable statement.

Problem Statement Examples and Scenarios

Before diving into design, thinking about situations where a problem statement may be useful can help you identify when and why it may be time to write one. The following situations are multiple applications of a problem statement, from project initiation to customer satisfaction and everything in between.

Research Project

One common situation where a problem statement is used is with a research project, especially in the scientific world. Most subject matter experts will initiate a project by writing a problem statement outlining the research questions and how the experiments will test this on specific data groups. For many scientists, these problem statements create the basis for grants and other money that they use to fund these projects each fiscal year, so they must be clear, concise, and persuasive in the techniques that they choose to use. This type of problem statement can be a great example when learning how to write a problem statement.

Multi-Team Project

Another problem statement example is when a project requiring multiple teams is starting, and the teams need to be able to communicate the goal of the project and the steps needed from each section. By creating a good problem statement, they can create understanding around the issues and get buy-in from each part of the bigger team as they work toward the end goal. This example is good practice for addressing large projects and problems and is useful to communicate and explain the necessary steps to move forward as a unit.

Confusion in Goals

Another common scenario where a problem statement may be effective is when there is confusion about the goal of a project or general. When there is no clear communication about a goal, employees or teammates often create their ideas and expectations, leading to confusion and a lack of focus on the overall picture. When a leader or supervisor creates a problem statement that outlines the issue and the possible ways to address it, the team can come together focused on a goal with an understanding of expectations.

Difficulty Solving the Problem

As discussed at the beginning of the article, if an issue is not addressed when it first pops up, it can repeat until it is properly solved. You may be able to identify this pattern when reviewing the data from the past year and noting when you describe a problem, you need to solve and the proposed solution, only to deal with a similar issue shortly after. If you have identified what problems reoccur through your research, you may find that writing a problem statement to deal with the issue at the root cause can help you solve it altogether.

Fresh Ideas Needed

Occasionally, a team or group may need to include new people in problem-solving to help generate new ideas and options. When you bring in fresh eyes, you will need to help them understand the issue you are facing so that they can approach the issue with a clear idea of what is required. A problem statement will help them be grounded in the issue and identify new ways to move forward. Without a problem statement, the new participants may correctly help with the solution.

Writing an Effective Problem Statement

Writing effective problem statements is a skill that many people can master with practice and focus. Remember that your goal is to describe the issue, identify any questions that may need research, and give an example of a proposed solution. The steps below can help guide you through crafting the best problem statement.

Set the Goal

The first step is to set the goal you want to reach or the ideal scenario for the process or project you are working on. This is not about where things are now but where they should be. This helps you measure the distance between where you are and where you want to be.

For example, suppose a business has trouble getting a specific set of customers to buy a product. In that case, it may begin by setting the goal of getting two out of every five customers to complete a purchase.

Define the Problem

A good problem statement accurately identifies and defines the problem. This means it will describe where the project or process is compared to the goal. Research and data points can identify these markers. This helps the group adequately assess where they are currently at. In the example above, the same business may state that they only have one purchase per ten customers.

Demonstrate the Costs

A problem statement will also explain why this issue needs to be addressed. This helps create a full picture of where the parties start and why they must address the issue. It also gives the team a reason to buy into the process to solve it. This can be demonstrated through the costs associated with the problem or the real-world implications of continuing on the same trajectory. By outlining why the issue is a problem, the statement will help encourage the team to meet the challenge and look for solutions. In the example, the business may state that the cost of keeping the store open is not offset by the purchase rate of one purchase per ten browsers.

Identify a Proposed Solution

The next step is to create a proposed solution to the problem. This helps get the brainstorming going and gives the team an option to consider. If you are working on a collaborative statement, you may find several solutions that could be an option, and a good problem statement will include these to help the team find the best choice. In our example, the company may suggest placing the best sellers in a more central place or creating a sale or loyalty structure to encourage repeat customers.

Research Solutions

After identifying a solution, the group must assess and research the potential solutions to find the best option for moving forward. This research is vital to understanding the best way for the parties to avoid the problem again in the future and adequately address it now. This research should be added to the problem statement to help find the best solution. In our example, the company may decide that placing bestsellers in the middle of the store will encourage more people to buy, so they choose this as the best option and create a plan based on this solution.

Conclusion

When you encounter a problem and are at a loss for how to approach it, crafting a problem statement may be the first step in creating a solution that pushes the project forward in a way that exceeds expectations. This can help you accurately assess how the project is going and how to move it forward better. It can also help the team set adequate expectations and assignments to approach the goal. Finding a way to bring the team together for creative solutions and problem-solving will encourage the team to work together better in the future, and a problem statement does just that.

Contact ADR Times to learn more about problem statements, problem-solving, conflict resolution, and more!

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Emily Holland
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