How to write problem statements

A problem statement is an indispensable tool in any decision-making process. From setting the stage in scientific research to defining the goals of a business project, a well-articulated problem statement can serve as the guiding light that directs your thoughts and actions towards a specific end goal.

Below, we will delve into what a problem statement is, how to write a problem statement, and how to use problem statements effectively, with examples for clarity.

A problem statement is a concise description of an issue we need to address or a condition we can improve upon. It pinpoints the gap between the current state (what is happening) and the desired state (what should be happening), providing context and direction for any team or individual attempting to address the problem.

For instance, a problem statement for a tech company experiencing a decrease in user engagement might be:

This problem statement describes the issue (decrease in user engagement), specifies its impact (lower revenue and customer retention), and indicates a need for a solution.

Writing an effective problem statement requires a good understanding of the problem and a structured approach. Here are the steps you can follow:

Identify the problem: Understand and articulate the problem in your current scenario. State it in a way that is clear and easy to understand. Avoid jargon unless necessary.

Elaborate on the problem’s impact: Demonstrate why the problem matters. State the adverse effects and implications if the problem remains unsolved.

Specify your goals: Describe what a practical solution would look like, clarifying the desired state of affairs once you resolved the problem.

Here’s a problem statement for a non-profit organisation seeking to raise awareness about climate change:

Once you have crafted a comprehensive problem statement, you can use it to guide your project or research. Here’s how:

Guide research or project planning: The problem statement is a reference point for your research or project. It clarifies the problem your project aims to solve, helping you stay focused and on track.

Stakeholder communication: Problem statements can be shared with stakeholders to ensure everyone understands the problem and the need for its resolution. Sharing promotes alignment and consensus.

Measure success: You can use the problem statement to define success metrics for your project. If your actions address the issue as defined in the problem statement, your project is a success.

For example, consider a university seeking to reduce student dropout rates. A practical problem statement might be:

Using this problem statement, the university can shape a project to investigate the root causes, devise interventions, and measure the success of its initiatives against the reduction in dropout rates.

A problem statement is a critical tool that helps frame an issue, guide research or a project, and measure success. By understanding a problem statement, knowing how to write one effectively, and learning how to use it, you can significantly enhance your problem-solving and decision-making abilities.