How do you write a problem statement? (plus 3 examples)

Introduction

Is there a part of your workplace where you’ve spotted a need for improvement or upgrade? Maybe your current software system is not able to efficiently handle the growing number of customer orders, or employee turnover has increased over the last year. How do you convey these observations to your supervisors effectively? 

Your best bet lies in crafting a compelling problem statement. A problem statement serves as a brief yet precise explanation of an issue or obstacle that demands attention and resolution. Often the initial phase in resolving a problem, it paints a clear picture of the situation and sets the stage for generating remedies.

A well-thought-out problem statement comprehensively explains the issue, its urgency, and its impact on the organisation. It must be specific, quantifiable, and executable, setting a firm groundwork for a strategic plan to alleviate the challenge.

This guide will show you the importance of a practical problem statement and walk you through creating a compelling one. 

• When to use a problem statement
• 5 components of a problem statement
• How to write a problem description
• Example of developing a problem statement using 5W2H
• Describing the significance of the study
• Common mistakes to avoid
• How to write an effective problem statement
• 3 examples of problem statements
• How to use a problem statement
• Conclusion
• FAQs

A well-structured problem statement is integral to any problem-solving process as it:

Clarifies the problem

A meticulously crafted problem statement describes the situation at hand and its need for resolution, ensuring everyone involved in the problem-solving process is on the same page.

Channels efforts

It facilitates concentrating efforts on the root cause of the problem rather than dealing with its symptoms. In the absence of a clear problem statement, actions can become scattered and lead to wastage of time, resources, and energy.

Sets goals and objectives

A problem statement aids in establishing goals and objectives, providing a roadmap for the problem-solving process.

Encourages collaboration

Once the problem is defined, the team can come together to brainstorm solutions, fostering cooperation and communication among team members.

Measures success

A problem statement should be specific, measurable, and actionable. This allows the team to set performance indicators that can track the success of the problem-solving process and validate the solution's efficacy.

Following this guide, you will be able to accurately define the problem, develop research aims and queries, and communicate the importance and relevance of your research to stakeholders. A well-implemented problem statement also ensures that research efforts are efficiently channelled to address the identified issue.

When to use a problem statement

With a clear problem statement, you may find it easier to get some progress on the project, yielding results that are both defined and relevant. In addition, a problem statement establishes the context and rationale for the study, highlights the significance of the research, and serves as a foundation for crafting research questions and hypotheses. 

A practical problem statement is necessary to guide the research process, ensuring that the study’s findings lead to meaningful and valuable contributions to knowledge. This is achieved by:

(Read more: Struggling to Solve a Problem? Try Reframing It)

Identifying the problem and its impact

To make a strong problem statement, you need to focus on how the issue came about in the first place and how it impacts stakeholders. It’s about pinpointing what is significant, relevant, and timely to better generate new insights or solutions. 

A clear understanding of the problem's impact on different demographics would enable the researcher to define the problem's scope and boundaries. Identifying the root cause of the problem is crucial in devising effective solutions. 

Moreover, the problem statement should comply with the SMART criteria (Specific, Measurable, Achievable, Relevant, Time-bound) to ensure that the research project doesn’t encounter the same issues it was initially intended to address. 

Conducting background research

Preliminary research involves identifying and reviewing relevant literature, studies, and data on the problem. This information helps the researcher comprehend the current knowledge state and spot gaps in the existing literature. 

This information can be used to fine-tune the problem statement and develop research questions and hypotheses from the current body of literature. 

(Read more: How to Do a Company Background Check 4 Foolproof Ways You Must Know)

5 components of a problem statement

A problem statement can provide a clear and concise description of the research focus, rationale, and intended outcomes. It should guide the process towards productive and meaningful results when combined with the following components:

The problem description

Clearly define the problem or issue the research project will address.

The context of the problem

Outline the context of the problem, including its relevance and significance.

The purpose of the study

Explain the research project's goal and how it intends to tackle the problem.

The research questions or hypotheses

Identify the research questions or hypotheses the study faces and how they relate to the problem and purpose.

The significance of the study

Discuss the potential impact and contributions of the study to the field of research and society as a whole.

How to write a problem description

A practical problem statement should clearly outline a discrepancy between the current level of performance and the desired future state. It should utilise absolute or relative measures to describe the gap quantitatively but not discover potential causes or solutions. There are key elements that should be considered when writing an effective problem statement:

Gap

Identify the gap or what we call the “pain point.”

Timeline and trend

Describe when and where the problem was first recognised and identify its progression over time

Impact

Quantify the impact of costs, timeline, quality, environmental, personal, etc. 

Importance

To the organisation, the individual, etc., to better understand the urgency.

Selecting the methodology

The 5W2H method is deceptively simple. Ask the right questions in the proper order — what, when, where, why, who, how, and how much — and let the answers lead you to craft a great problem statement.

Example of developing a problem statement using 5W2H

Question 1: What is the problem that needs to be solved?

Manufacturer: 

Window frames and parts arrive at the assembly department without the required weep holes or slots.

Call centre: 

The assessment calls need to be more complex, time-consuming and administratively heavy, resulting in a diminished experience for the client and the staff member performing the work.

Question 2: Why is it a problem? (highlight the pain point)

Manufacturer:

The defective parts must be returned for rework, resulting in increased manufacturing cost and inventory levels. . The risk of defects being detected later on in the process or incorrectly shipped to job sites also escalates.

Call Centre:

This leads to higher variability and longer handling time for calls. Clients may have to repeat their stories as they move through the assessment and downstream case worker process. 

Additionally, clients may provide more information than necessary, increasing the workload for assessment workers and increasing wait times in the telephone queue. This negatively impacts service levels and diminishes client and assessment worker experience.

Question 3: Where is the problem observed? (location, products)

Manufacturer: 

This problem is evident during assembly, downstream, and ultimately in the field with customer complaints and costly field repairs and replacements.

Call centre: 

The issue is present in all assessment calls. Still, the extent to which it affects the call's handling can vary significantly depending on several factors. These elements may include the client's specific needs and circumstances, the assessment worker's experience, and other variables that contribute to fluctuations in the assessment call's handling.

Question 4: Who is impacted? (Ex. customers, businesses, departments)

Manufacturer: 

The problem has significant implications for the manufacturer's assembly department. The line must inspect errors and respond to them appropriately. The rework concerning weep holes and slots within the department may also suffer.

Furthermore, cost, brand, and reputation may affect the entire company. However, the group that is severely impacted by this are the customers who may encounter these issues in the future.

Call Centre: 

The issue has various implications for the call centre's clients, including the one associated with the call and those waiting in the queue. The clients' families, the organisation, and employers in the community may also be affected.

Question 5: When was the problem first observed?

Manufacturer:

This has been a persistent issue for as long as veteran employees can remember. However, it has magnified in severity over the past two years due to increased production volume, customisation demands, and more intricate designs.

Call centre:

Although present for some time, this issue has become more apparent due to various changes, such as funding modifications, shifts in legislation, evolving client demographics, and integration efforts within the organisation. These changes are part of the agency's unrelenting drive to improve service paths and enhance the client experience.

Question 6: How is the problem observed? (Ex. Present symptoms)

Manufacturer:

Customer Complaints

There has been an increase in complaints from customers regarding in-field installation and service. 

Warranty Costs

The company has experienced increased costs associated with warranty claims. 

Non-Conformance Reports

Manufacturing non-conformance reports (NCR) have increased, indicating decreased product quality. 

Assembly Department Team

The assembly department has reported complaints about the manufacturing process. 

Fabrication Costs

The company has experienced increased costs in the fabrication process. 

Call centre:

Call Handling Times

There is variation in call-handling times, which may lead to longer wait times for customers. 

Telephone Queue Wait Times

Customers may experience longer wait times in the telephone queue before they answer their call. 

Call Abandon Rates

The company has experienced an increase in call abandon rates, which may be due to long wait times or unclear information provided by the company. 

Front-Line Staff Stress

Front-line staff may experience increased stress due to workload and customer anxiety/dissatisfaction. 

Call-Handling Protocols

There may be ambiguity in call-handling protocols, leading to clarity or consistency in customer service.

Question 7: How often is the problem observed? (error rate, magnitude, trend)

Manufacturer:

When looking at this specific defect, both in rework completed in-house and weaknesses observed in the field, there is a total of 62,000 parts per million (PPM). The PPM is calculated by comparing the number of weeping holes and slots required per unit assembly to the number of deficiencies observed for the same number of units.

Call Centre:

The issue is a daily occurrence. Still, it escalates with changes in client demographics, needs, or circumstances, or changes in legislation, leading to increased call complexity and additional stress on the system. 

Describing the significance of the study

The importance of conducting a study in addressing a workplace problem lies in its ability to assess the relevance and significance of the issue within the organisation. It enables the identification of the potential effects of the situation on the organisation's objectives, goals and stakeholders. 

Assessing the significance of the study helps establish the feasibility of implementing a solution by determining whether the organisation possesses the required resources, knowledge and expertise to address the problem. 

A study also provides a foundation for assessing the success of the proposed solution by defining the metrics and indicators used to measure its effectiveness.

Common mistakes to avoid

Not clearly defining the problem

The clearest pitfall lies in the failure to succinctly define the problem. For your problem statement to be effective, it must be concise and specific, providing an unmistakable description of the issue that needs to be addressed.

Being too broad or too narrow/Failing to consider the context

The broader context surrounding the problem should be taken into account in your problem statement. This includes recognising any related issues or factors contributing to the problem.

Lack of specificity/Being too vague

Be specific and avoid generalisations. For instance, a vague statement like "We need to improve our customer service" lacks detail. Instead, identify a specific customer service dilemma, such as "We need to reduce the wait time for customer service calls."

Neglecting to provide evidence

Evidence is a crucial ingredient that substantiates your problem statement. This can include data, research, or expert opinions.

Focusing on symptoms instead of the root cause

Crafting a problem statement that zeroes in on the problem’s root cause ensures that the solution addresses the underlying issue and not just the surface-level problem. For example, instead of stating, "Sales are down," a more effective problem statement might reveal exactly why sales are dropping, such as "The marketing campaign is not effectively reaching our target audience."

Overcomplicating the language

Keep your language clear and straightforward. Avoid jargon or overly technical language that could confuse the reader.

Failing to identify stakeholders 

A comprehensive problem statement takes into account the impact of the problem on stakeholders, such as customers, employees, and shareholders. Neglecting this perspective can render a problem less pressing or significant.

How to write an effective problem statement

Identify the specific problem

Clearly define the problem you are tackling This can include details or context necessary to ensure others grasp the issue fully. .

Use simple language

Straightforward language helps to avoid ambiguity and misunderstandings, making it easier for readers to identify the research problem and its significance.

Consider the audience

The ability to pinpoint the audience's characteristics, knowledge level, and interests is essential when writing a good problem statement. Customising your narrative to align with your audience's needs and expectations can make your problem statement more impactful and convincing.

Explain the impact

Describe the consequences of the problem, taking into account any adverse effects on productivity, efficiency, customer satisfaction, or other key performance indicators.

Be specific and quantify the issue

Whenever possible, back up your problem statement with data or metrics. This helps underscore the problem's severity and provides a reference point to gauge progress towards a solution.

Provide a clear objective

Clearly state your expected outcome upon resolving the problem. This could include specific targets, such as reducing costs, improving customer satisfaction, or increasing productivity.

Seek feedback and revise accordingly

Seeking feedback from others can provide valuable insight and perspective, helping to identify potential blind spots or areas that need improvement. It also allows for refining the problem statement to ensure that it accurately reflects the issue and is understandable to all stakeholders.

(Read more: What Is a Problem Statement And How To Write One That Is Impactful In Business

3 examples of problem statements

Example 1: Improving employee satisfaction in a healthcare organisation

Problem statement:

Employee satisfaction is an essential factor in the success of a healthcare organisation. High levels of job satisfaction among healthcare employees can lead to better patient outcomes, increased productivity, and reduced turnover rates. However, many healthcare organisations need help maintaining high levels of employee satisfaction, which can result in decreased productivity and increased turnover rates.

Within our healthcare organisation, we have identified a problem concerning employee satisfaction. Our employee satisfaction surveys reveal that many employees are dissatisfied with their jobs and yearn for increased recognition and appreciation. This dissatisfaction affects their job performance, and we are experiencing increased absenteeism and turnover rates.

We must improve employee satisfaction in our healthcare organisation to ensure our employees feel valued and appreciated, thereby promoting better patient outcomes and increased productivity. We aim to cultivate a positive work environment where employees feel motivated, engaged, and supported. This will require us to identify the factors contributing to employee dissatisfaction and implement strategies to counter them effectively.

Example 2: Reducing carbon emissions in urban areas

Problem statement:

Urban areas are responsible for significant carbon emissions, contributing to climate change and air pollution. The transportation sector, notably cars, buses, and trucks, accounts for a sizeable chunk of carbon emissions in urban areas. In addition to transportation, energy consumption in buildings, industries, and other sources contribute to the problem.

Our city has identified a problem with high carbon emissions, impacting air quality and amplifying climate change. Despite having set targets to reduce carbon emissions, we need help to meet these objectives. To safeguard our city’s future and mitigate climate change effects, we need to work together to reduce carbon emissions in our urban areas.

Here, our goal revolves around decreasing carbon emissions in our urban areas by identifying the sources of emissions and implementing strategies to address them effectively. We must work with stakeholders, including residents, businesses, and government agencies, to develop and implement sustainable transportation and energy policies. We must create a comprehensive plan that balances our community’s needs with carbon emission reduction and environmental protection.

Example 3: Enhancing the user experience of a mobile application

Problem Statement:

Mobile applications have become an integral part of our daily lives. With the proliferation of smartphones, users are leaning heavily on mobile applications for various tasks, such as communication, entertainment, and productivity. Consequently, users have grown  selective in their choice of applications. Therefore, the user experience of a mobile application is a critical factor in determining its success in the market.

In our company, we have developed a mobile application that provides a unique service to our users. However, we have received feedback from our users that the application's user experience needs improvement. Users have reported difficulty navigating the application, slow loading times, and other usability issues. These issues are negatively affecting the application's user retention and user acquisition.

Our goal is to enhance the user experience of our mobile application to improve user retention and acquisition. We need to identify the usability issues that our users are facing and implement practical solutions to address them. This will require researching our users' needs and behaviours, designing a user-friendly interface, and enhancing the application's performance. By improving the user experience of our mobile application, we aim to increase user satisfaction and retention, ultimately leading to tremendous success in the market.

How to use a problem statement

Developing research objectives and hypotheses

Creating a coherent and impactful problem statement is an essential step in developing research objectives and hypotheses. This key element guides and enhances the research process, providing substantial insights into the gravity of the research problem To effectively utilise a problem statement in developing research objectives and assumptions, try specific steps such as:

Identify the research problem

Start by identifying the research problem that you want to investigate. This could be a gap in knowledge, a controversial issue, or a practical problem that needs to be addressed.

Formulate hypotheses

Based on the research objectives, formulate hypotheses that can be tested through research. A hypothesis is a tentative statement that explains the relationship between two or more variables.

Refine the problem statement

Use the research objectives and hypotheses to refine and improve the problem statement. The refined problem statement should be clear, concise, and specific and provide a clear direction for the research project.

Guiding the research design and methodology

Define the scope of the study

Use the problem statement to define the scope of the study. It should specify the specific population or sample of interest, the geographical area or context, and the time frame for the study.

Select the research design

The problem statement can help guide the selection of the appropriate research design that aligns with the research question and the scope of the study. The research design can be either qualitative or quantitative.

Select the research methodology

Use the problem statement to select the appropriate research methodology to collect data that relates to the research question. The research methodology should be aligned with the research design and the scope of the study.

Determine the research variables

Leverage the problem statement to identify the independent and dependent variables that will be investigated during the study. 

Develop the research instruments

Use the problem statement to develop the appropriate research instruments for data collection. Ensure these instruments are valid and reliable.

Providing a framework for data analysis and interpretation

Define the scope of the analysis

Once the problem has been identified, it is necessary to define the scope of the analysis. This could include determining the populations to be studied, the period under consideration, or any other relevant parameters.

Articulate the significance of the problem

The problem statement should explain why the research question or problem is important. Shed light on the potential implications of the analysis and what insights could be gained from it.

Provide a clear and concise problem statement

The problem statement should be brief, reflecting the research question or problem being addressed. It should be easily understood by anyone who reads it.

Use the problem statement to guide the data analysis

Once the problem statement has been established, it should be used throughout the data analysis process. This will help ensure the study stays focused on the research question or problem being investigated.

Conclusion

A problem statement is key in steering a study's research design and methodology. It helps to identify the research question, define the scope of the study, select the research design and process, determine the research variables, and develop the research instruments.

A well-written problem statement can carve a clear and focused path for data analysis and interpretation. It helps define the parameters of the study and provides a guiding principle for data analysis.

FAQs

1. What is the purpose of a problem statement?
   ⁠A problem statement describes the issue or question that a research project aims to address. Its purpose is to guide the research process by providing a clear and specific focus for analysis.
   ⁠
2. What are the components of a problem statement?
   ⁠The components of a problem statement encompass a comprehensive definition of the problem or research question, its significance, and the scope or parameters of the study. It should be concise and easily understandable, providing a guiding principle for the research process.
   ⁠
3. How do I write a problem statement?
   ⁠To craft a problem statement, distinctly identify your problem and articulate its importance. Then, use concise language and substantiate your claims with evidence or examples.
   ⁠
4. What are common mistakes to avoid when writing a problem statement? 
   ⁠Some of the common mistakes to avoid include being too vague and general, failing to provide sufficient evidence or data to back the problem, not considering all stakeholders, overemphasising symptoms rather than the root cause, and not clearly stating why the issue is significant.
   ⁠
5. How can I ensure that my problem statement is effective?
   ⁠Follow these essential steps to formulate a problem statement that captures attention, guides research, and sparks problem-solving momentum: 
   ⁠

   • Clearly define the problem that you are addressing.

   • Present evidence or data to support the existence and severity of the problem.

   • Consider all relevant stakeholders and their perspectives.

   • Identify the root cause of the problem rather than just its symptoms.

   • Articulate why it is important to solve the problem.

   • Ensure that the problem statement is concise and easy to understand.

   • Double-check the information to make sure that it is relevant and impactful.

   • Seek feedback from others, such as colleagues or stakeholders, and incorporate it into your problem statement.

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