When writing a problem statement, it is important to be clear and concise. The best problem statements are ones that can be easily understood by anyone who reads them. Here are some tips for how to write a problem statement:
1. Start by briefly describing the problem.
2. Clearly state what the problem is preventing you from doing or achieving.
3. Explain why this problem is important to solve.
4. Keep the problem statement concise and to the point.
5. Make sure the problem statement is actionable, meaning it should describe a problem that can be solved.
By following these tips, you can write a clear and concise problem statement that will be understood by everyone who reads it.
- Clarify the Vision. Before you can decide how to solve a problem, you must first know what you are trying to accomplish. …
- Define the Problem. …
- Determine the Context. …
- Identify the Impact. …
- Make a Business Case. …
- Identify the Gap. …
- Explain the Causes. …
- Select a Problem Solving Method.
Why is a problem statement important?
A problem statement is a communication tool. Problem statements are crucial for organizations, people, and other entities to create projects aimed at improvement. A projects team typically uses a clear, concise problem statement to define and understand the problem and develop potential solutions, whether the problem involves urgently needed road work or the logistics for an island construction project. Additionally, the information in these statements is crucial for making decisions regarding these projects or procedures.
Problem statements have multiple purposes
The problem statement has other purposes, too. One is to clearly define and describe the issue to give the reader a thorough understanding of what is happening. This entails figuring out who the issue affects, what it affects, where it occurs, and why and when it needs to be fixed. Clarifying the expected results is another goal of the problem statement. Establishing the ideal situation facilitates establishing a broad perspective on the project. This statement clarifies the proposed solution, its scope, and its objectives.
Problem statements help guide projects
The problem statement serves as a roadmap for the project once it starts. To keep the team on task and focused throughout the duration of the project, it is frequently referred to. This statement is revisited near the project’s conclusion to confirm that the solution has been implemented as stated and that it does, in fact, resolve the original problem. This can assist in ensuring that the appropriate steps are being taken to ensure that the same issue doesn’t arise again in the future.
Remember that the problem statement does not attempt to define the solution or to describe the steps involved in getting there. The process is started by the problem statement, which identifies the issue.
What is a problem statement?
A problem statement is a description of a current issue or situation that calls for prompt action to improve it. The barrier the current issue creates between a functional process and/or product and the current (problematic) state of affairs is succinctly explained by this statement. This statement is entirely objective, focusing only on the problem’s facts and excluding any personal opinions. To create the structure for your problem statement, it is advised that you ask who, what, when, where, and why. Additionally, it will be simpler to write and read, and the issue at hand will be more understandable and, consequently, easier to solve. In addition to outlining an urgent problem, the problem statement introduces a proposal for a prompt, practical solution.
How to write a problem statement
A problem statement is a tool used to win management and stakeholder support and approval for the project. As such, it must be accurate and clearly written. When formulating a problem statement, there are a few important considerations that can enhance the project’s success.
1. Describe how things should work
You should first give some background information so that the issue can be understood more easily. Start by explaining how this particular process should work. Before addressing the issue, briefly describe how the process would run if the current issue didn’t exist, keeping the end-user in mind. Let’s say, for instance, that you have a suggestion for improving a process’ efficiency to make the best use possible of the available resources. As you progress toward your proposal, you might start by outlining a hypothetical scenario in which the system is more effective. To stay on track, remember who, what, when, where, and why as you go.
2. Explain the problem and state why it matters
The problem statement should explain why the issue is a problem and why it is crucial to find a solution, in addition to what the issue is. The other W questions will typically flow naturally into this. For instance: Because it reduces the effectiveness of departments X, Y, and Z, wastes resources, and raises consumer prices, this issue needs to be fixed. This discusses the nature of the issue, those who are impacted, and the need for a solution. You might also think about mentioning previous attempts at solving the issue and the reasons why they failed. Explain everything you know about the current issue as succinctly as you can.
3. Explain your problems financial costs
You should explain the costs of not fixing the issue when you present the issue to decision-makers. Since the language of business is money, it is simplest to frame the issue and suggested remedy in terms of monetary costs. For instance, if the issue is directly costing the company money, impeding its ability to make more money, or harming its reputation (all of which are indirectly costing the company money), be sure to explain it to them in terms they can understand. Try to pinpoint exact dollar amounts for the problems cost.
4. Back up your claims
When you assert that the issue is costing the business money, you must be prepared to provide proof to back up your assertions. If you skip this step, people might not take you seriously. Do your homework, reference your sources, and have the information prepared to present.
5. Propose a solution
Your suggested solution(s) to the problem should be described in the problem statement. You won’t be concentrating on a single solution at this point, but you should have a firm understanding of the causes of the issue and be ready to suggest workable solutions for both comprehending and resolving it. Describe your goals by offering well-thought-out plans for tackling the issue.
6. Explain the benefits of your proposed solution(s)
You’ve now provided a scenario in which the issue is ideal. You’ve identified the issue, discussed the consequences of ignoring it (using figures and credible evidence), and suggested some doable solutions. Now is a great time to explain why this solution will work, once more emphasizing effectiveness and the solution’s financial impact. Describe the costs your solution will cut, the revenue streams it will open up, and the intangible benefits it will bring, such as higher client satisfaction This should all fit into a single short paragraph.
7. Conclude by summarizing the problem and solution
Now youll move onto your conclusion. This should include the issue, the need to address it, and a succinct justification for why your proposed solution is the best one.
Following this format will make it easier for everyone who reads it to comprehend the issue and be willing to think about the best solution.
Example
Problem statements typically have the same structure, though their length can vary depending on how complex the situation is. Heres an example of a basic problem statement:
Problem: Over the past ten years, voting participation in the southwest part of Florida has significantly decreased, while it has increased in other parts of the state.
Background: According to surveys by the Florida Voters Association, households earning under $30,000 per year for a two-person household and those between the ages of 18 and 25 tend to have the lowest voter turnout. The research conducted on voting patterns in other southern U. S. states that this might be a sign of a wider trend, but the demographics of this area indicate that it might become a bigger issue [expand and provide sources] While similar strategies have been used in other parts of the country with some success to increase voter turnout, here in southwest Florida they haven’t produced the desired results [cite sources]. Additional investigation is required to determine why these initiatives failed and what tactics might be more effective in influencing younger and lower-income households.
Relevance: Studies have shown that communities with low voter turnout have lower levels of social cohesion and civic engagement and more instances of civil unrest. Recently, this has increased in concern for some areas of the U S. [give examples and cite sources]. According to data, certain segments of society are more likely to grow increasingly disillusioned over time when they are not given political representation, which gradually undermines society’s faith in democracy and systematically leads to problems with governance [explanation and sources]. Solving this issue will provide regional parties with crucial information they need to modify their policies and election campaigns so that more locals are represented. Additionally, it will help with developing a more sophisticated understanding of trends in voter behavior.
This study’s objectives are to investigate proactive engagement strategies to raise voter turnout in southwest Florida. Through surveys, interviews, and social experiments intended to track how each of these tactics affects voter turnout, it will be possible to identify the major factors that influence non-voting.
How to write a problem statement
FAQ
What is an example of a problem statement?
%E2%80%9CWe must reduce our turnaround time by 50%, improve response time and follow through significantly to improve communication and meet our targets A problem statement outlines the discrepancy between your desired outcome and the present situation.
What are the 5 components of a problem statement?
- The problem: What is the research question asking about? …
- The solution: What are you proposing, and why? …
- The goal: Why is the study necessary, and why is your solution likely to be successful?
- The procedure: What will be done in what order?
What are 3 important things to include in a problem statement?
An effective problem statement should be: Concise – The more straightforward your problem statement, the more obvious the result On the first read, a reader of the project statement should be able to respond, “YES, I UNDERSTAND IT!” Specific – The problem statement should be clear, concise, and address the reader directly.
