How To Write a Problem Statement (With an Example)
In the field of project management and research, mastering the art of crafting compelling problem statements is a crucial skill. This article offers you a comprehensive guide on how to write a good problem statement, packed with examples to enhance your ability to understand the problem. These examples come from my experience managing projects as well as coaching numerous career and business clients through optimal project management.
What is a Problem Statement?
By definition, a problem statement is a clear concise description of an issue that needs to be addressed. It encapsulates the essence of a problem, its significance, and who it impacts. It's like a lighthouse, guiding your project or research towards the right path by focusing on what's a problem statement. It doesn't suggest a solution or show a bias towards a particular strategy but stimulates creative thinking and outlines the problem effectively. A great method for critical thinking to apply when trying to solve the problem is Divergent thinking.
What are the Features of a Problem Statement?
An impactful problem statement should possess certain characteristics:
- Clarity and Precision: A problem statement should be well-articulated, devoid of technical jargon, and easy to understand.
- Focus: It should zero in on a single problem without digressing into multiple issues.
- Justification: The problem statement should elucidate why the problem needs attention and its implications if left unresolved.
- Feasibility: It should present a problem that is solvable within the constraints of resources, time, and technology.
When to Use a Problem Statement
To Clarify Expected Outcomes
A problem statement is a tool used when there is a problem need to be articulated with clarity and precision about the outcomes you aim to achieve at the end of a specific project. Defining a problem statement plays a key role in uniting the team members, aligning their efforts towards a common goal. Moreover, it acts as a strategic roadmap, providing clear directions for achieving the desired outcome, ensuring that the project stays on track and meets its intended goals.
As a Project Guide
In a project scenario, the role of problem statements is similar to that of a compass. It serves as an essential navigational tool, guiding the project team through the various stages of the project's lifecycle. By framing the problem and keeping the team's focus on the main issue, the problem statement effectively prevents them from deviating from the core objective they are striving to achieve.
How to Write a Problem Statement
Writing a powerful problem statement involves several steps:
1. Describe How Things Should Work
Firstly, it's necessary to outline the ideal scenario or the desired state of affairs. This provides a benchmark against which the current situation can be compared and the gap between the actual and the desired state can be identified. This process of setting the scope is a crucial part of problem statements.
2. Explain the Problem and State Why It Matters
Next, you need to state the problem in clear, simple terms and explain why it's important to resolve this issue. This includes detailing who is affected by the problem and the negative consequences if the problem is not addressed. This is a critical step in problem identification as well as resolution. Identifying who is affected by the problem identifies who is a stakeholder when it comes to brainstorming solutions.
3. Explain Your Problem's Financial Costs
If relevant, outline the financial implications of the problem. This could include the costs incurred due to the problem and the potential financial benefits of resolving it. Applying this to business problems is one of the best ways to gain support for the project. Additionally it gives you some metrics/accomplishments to discuss during your annual performance review.
Related Article: Annual Performance Review Prep.
4. Back Up Your Claims
In the problem statement format, support your statement with credible evidence. This can include data, research findings, or examples. This substantiates your claims and adds credibility to your problem statement.
5. Propose a Solution
While the problem statement template itself doesn't suggest a solution, you can propose a potential solution after stating the problem. This solution should be presented as a logical response to the problem rather than an integral part of the problem statement.
6. Explain the Benefits of Your Proposed Solution(s)
Detail the advantages that your Specific Measurable, Attainable, Relevant, and Time-bound proposed solution(s) would bring (SMART Solution). This includes the positive impact on those affected by the problem and the potential improvements in processes, systems, or business outcomes.
7. Conclude by Summarizing the Problem and Solution
Wrap up your problem statement by summarizing the problem and the proposed solution in a concise, impactful manner. This helps in reinforcing the components of a problem statement and leaves a lasting impression.
Example
Consider a business problem statement related to a company facing high employee turnover. A problem statement for project example for this could be:
"Company X is experiencing an annual employee turnover rate of 25% which is significantly higher than the industry average of 15%. This high turnover rate is leading to increased recruitment costs, loss of organizational knowledge, and disruption of projects. Based on initial investigations, low job satisfaction and inadequate opportunities for career progression have been identified as key factors contributing to this issue. Addressing these factors could lead to improved employee retention, reduced recruitment costs, and enhanced organizational productivity." This is a statement of the problem example, and it's one of the good problem statement examples.
Additionally it is inline with industry surveys around employee development and turnover statistics.
What Not to Include in a Problem Statement
When developing a problem statement, avoid including unnecessary details, assumptions, or solutions. Stay clear of technical jargon and make sure the well written problem statement is easily understandable. Do not include multiple problems in one statement and refrain from blaming any individual or group for the problem.
Tip: Use Hemingway app for your problem statement to make sure it is written to a 5th grade reading level to ensure it is simple and easy to understand.
Conclusion
The critical step of 'how to write a problem statement' in any project or research endeavor is not to be overlooked. It's a key element that sets the direction for your work and guides you towards the specific measurable outcome you desire. By following these steps, including the 'five W questions', you can construct a template for a problem statement that will serve as a solid foundation for your project or research.
Some of the biggest difficulties that come with any skill development, like writing a problem statement, is creating actionable items for yourself. This is where a career or business coach can come in and create an action plan for taking your career to the next level. Schedule a consultation call Today! If you have enjoyed this article please share on social media and with a friend because this expands Acquired Salary's reach which is important to helping allow us to continue to keep making free valuable content.
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