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Home › Blogs › Chris's blog

How To Write A Problem Statement

Wed, 03/18/2009 - 15:42 — Chris
SUMMARY

 A problem statement is a clear description of the issue(s), it includes a vision, issue

statement, and method used to solve the problem.
 The 5 'W's can be used to spark the discussion about the problem.
 A problem statement expresses the words that will be used to keep the effort focused
and it should represent a solveable problem.

How to Write a Problem Statement

A problem statement is a clear concise description of the issue(s) that need(s) to be addressed
by a problem solving team. It is used to center and focus the team at the beginning, keep the
team on track during the effort, and is used to validate that the effort delivered an outcome
that solves the problem statement. It has a specific form:

 Vision - what does the world look like if we solve the problem?
 Issue Statement - one or two sentences that describe the problem using specific issues.
It is not a "lack of a solution" statement. For example, our problem is that we don't
have an ERP system.
 Method - the process that will get followed to solve the problem. For example,
DMAIC or Kaizen.

How to get started

The 5 'W's - Who, What, Where, When and Why - is a great tool that helps get pertinent
information out for discussion. From the [poem] from Rudyard Kipling's "The Elephant's
Child" which opens with:

I keep six honest serving-men

(They taught me all I knew);
Their names are What and Why and When
And How and Where and Who.

Who - Who does the problem affect? Specific groups, organizations, customers, etc.

What - What are the boundaries of the problem, e.g. organizational, work flow, geographic,
customer, segments, etc. - What is the issue? - What is the impact of the issue? - What impact
is the issue causing? - What will happen when it is fixed? - What would happen if we didn’t
solve the problem?

When - When does the issue occur? - When does it need to be fixed?

Where - Where is the issue occurring? Only in certain locations, processes, products, etc.

Why - Why is it important that we fix the problem? - What impact does it have on the
business or customer? - What impact does it have on all stakeholders, e.g. employees,
suppliers, customers, shareholders, etc. Each of the answers will help to zero in on the
specific issue(s) and frame the Issue Statement. Your problem statement should be solveable.
That is, it should take a reasonable amount of time to formulate, try and deploy a potential
solution.
Example

Consider a software development and hosted data services company that supplies products
and services to wireless carriers. They had issues deploying new software releases into the
production environment. Deployment in this case is the work necessary for taking a
production ready binary and installing, testing and releasing it into the production
environment. The company failed to deploy the releases on-schedule over 50% of the time.

Problem Statement:

We want all of our software releases to go to production seamlessly, without defects, where
everyone is aware and informed of the outcomes and status. (Vision)

Today we have too many release failures that result in too many rollback failures. If we
ignore this problem; resources will need to increase to handle the cascading problems, and we
may miss critical customer deadlines which could result in lost revenue, SLA penalties, lost
business, and further damage to our quality reputation. (Issue Statement)

We will use our Kaizen Blitz methodology in evaluating the last release to help us improve
our processes. (Method)

Conclusion

A problem well stated is half solved, Wally Davis taught me that one.  And he's right, the
better the clarity around what the team is attempting to fix, the more efficient they'll be in
solving the problem, the solution will better 'fix' the issues, and the team can get back to
executing the business versus fixing it.

Our experts are trained and well seasoned in defining problem statements and keeping teams
on track to deliver results.  Let us help your team get better solving your problems.  Contact
us today.

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Comments
Thu, 01/27/2011 - 11:43 — Anonymous

Perfect Guidelines for Writing a Problem Statement

This is particularly helpful in explaining why a problem statement is beneficial, and how to
create a problem statement.

 Login or register to post comments

Tue, 01/04/2011 - 08:05 — xermaine07

helps a lot

thanks to this info. it really helps me a lot since i'm still a student and i'm making a research
paper for the 1st time.. Godbless and more power..

 Login or register to post comments

Mon, 10/04/2010 - 13:05 — Anonymous

precise and informative

It was really helpful for undergraduates like me(pursuing BE in Computer Engineering) to

have an idea of writing problem statement for project synopsis

 Login or register to post comments

Wed, 10/21/2009 - 19:19 — Anonymous

21st Century Business

I would like to thank you for your talk today at EdCC

 Login or register to post comments

Thu, 09/16/2010 - 07:16 — Anonymous

This guide have a big part in

This guide have a big part in my very wide knowledge I already have at this time. I would
like to thank the writer who wrote this article-it really helped me a lot. Good Job!!

 Login or register to post comments

Sat, 10/02/2010 - 10:01 — Anonymous

The Big Picture

I'm taking a course and the instructor ask us to write a problem statement on a company that
we been studying and on the assignment he just says write a problem statement on """"" and
that's it Thanks for the help A big help

 Login or register to post comments

Sat, 11/06/2010 - 15:34 — Anonymous

this was very helpful.

this was very helpful.

 Login or register to post comments

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How to write a problem statement
Published on April 15, 2019 by Shona McCombes. Revised on May 3, 2021.

After you have identified a research problem for your project, the next step is to write a
problem statement. An effective problem statement is concise and concrete. It should:

 Put the problem in context (what do we already know?)

 Describe the precise issue that the research will address (what do we need to know?)
 Show the relevance of the problem (why do we need to know it?)
 Set the objectives of the research (what will you do to find out?)

Table of contents
1. When should you write a problem statement?
2. Contextualize the problem
3. Show why it matters
4. Set your aims and objectives

When should you write a problem statement?

There are various situations in which you might have to write a problem statement.

In businesses and other organizations, writing a problem statement is an important step in

improvement projects. A clearly defined and well-understood problem is crucial to finding
and implementing effective solutions. In this case, the problem statement is usually a stand-
alone document.

In academic research, writing a problem statement can help you contextualize and understand
the significance of your research problem. A problem statement can be several paragraphs
long and serve as the basis for your research proposal, or it can be condensed into just a few
sentences in the introduction of your paper or thesis.

The problem statement will look different depending on whether you’re dealing with a
practical real-world problem or a theoretical scientific issue. But all problem statements
follow a similar process.

Step 1: Contextualize the problem

The problem statement should frame your research problem in its particular context and give
some background on what is already known about it.

Practical research problems

For practical research, focus on the concrete details of the situation:

 Where and when does the problem arise?

 Who does the problem affect?
 What attempts have been made to solve the problem?

Example

Voter turnout in region X has been decreasing steadily over the past ten years, in contrast to
other areas of the country. According to surveys conducted by organization Y, turnout is
lowest among under-25s and people on low incomes. There have been some effective
attempts at engaging these groups in other regions, and in the last two elections parties A and
B increased their campaigning efforts in region X, but these interventions have yet to have
any significant effect on turnout.

Theoretical research problems

For theoretical research, think about the scientific, social, geographical and/or historical
background:

 What is already known about the problem?

 Is the problem limited to a certain time period or geographical area?
 How has the problem been defined and debated in the scholarly literature?

Example

In the past ten years, the “gig economy” has become an increasingly important segment of the
labour market. Under-30s are more likely to engage in freelance, contracted or zero-hour
work arrangements instead of traditional full-time jobs. Research on the reasons for and
consequences of this shift has focused on objective measures of income, working hours and
employment conditions, but there has been little work exploring young people’s subjective
experiences of the gig economy.

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Step 2: Show why it matters
The problem statement should also address the relevance of the research: why is it important
that the problem is solved?

This doesn’t mean you have to do something groundbreaking or world-changing. It’s more
important that the problem is researchable, feasible, and clearly addresses a relevant issue in
your field.

Practical research problems

Practical research is directly relevant to a specific problem that affects an organization,

institution, social group, or society more broadly. To make it clear why your research
problem matters, you can ask yourself:

 What will happen if the problem is not solved?

 Who will feel the consequences?
 Does the problem have wider relevance (e.g. are similar issues found in other contexts)?

Example

Low voter turnout has been shown to have negative associations with social cohesion and
civic engagement, and is becoming an area of increasing concern in many European
democracies. When specific groups of citizens lack political representation, they are likely to
become more excluded over time, leading to an erosion of trust in democratic institutions.
Addressing this problem will have practical benefits for region X and contribute to
understanding of this widespread phenomenon.

Theoretical research problems

Sometimes theoretical issues have clear practical consequences, but sometimes their
relevance is less immediately obvious. To identify why the problem matters, ask:

 How will resolving the problem advance understanding of the topic?

 What benefits will it have for future research?
 Does the problem have direct or indirect consequences for society?

Example

In the literature on the gig economy, these new forms of employment are sometimes
characterized as a flexible active choice and sometimes as an exploitative last resort. To gain
a fuller understanding of why young people engage in the gig economy, in-depth qualitative
research is required. Focusing on workers’ experiences can help develop more robust theories
of flexibility and precarity in contemporary employment, as well as potentially informing
future policy objectives.

Step 3: Set your aims and objectives

Finally, the problem statement should frame how you intend to address the problem. Your
goal should not be to find a conclusive solution, but to seek out the reasons behind the
problem and propose more effective approaches to tackling or understanding it.

The aim is the overall purpose of your research. It is generally written in the infinitive form:

 The aim of this study is to determine…

 This project aims to explore…
 I aim to investigate…

The objectives are the concrete steps you will take to achieve the aim:

 Qualitative methods will be used to identify…

 I will use surveys to collect…
 Using statistical analysis, the research will measure…

Practical research aims and objectives

The aim of this research is to investigate effective engagement strategies to increase voter
turnout in region X. It will identify the most significant factors in non-voting through surveys
and interviews, and conduct experiments to measure the effectiveness of different strategies.

Theoretical research aims and objectives

This project aims to better understand young people’s experiences in the gig economy.
Qualitative methods will be used to gain in-depth insight into the motivations and perceptions
of under-30s engaged in freelance and zero-hour work across various industries. This data
will be contextualized with a review of recent literature on the gig economy and statistical
analysis of demographic changes in the workforce.

The aims and objectives should lead directly to your research questions.
Effective Problem Statement Examples
A problem statement addresses an area that has gone wrong. In writing one, you must discuss
what the problem is, why it’s a problem in the first place, and how you propose it should be
fixed. Take a look at these four effective problem statement examples to better understand
how you can write a great problem statement of your own, whether for a school project or
business proposal.

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Stating a Problem in Scientific Research

The best way to write a problem statement is to start with a basic structure. This will ensure
that you hit on all the key points. When formulating a research proposal in science or for a
school project, you can focus on four key aspects: context, issue, relevance, and objective. In
an actual statement, you would not need to label these four parts; they’re simply labeled here
for clarity.

After exercising, the human body is depleted of hydration and electrolytes from sweating.
(Context)

The person then needs to decide how best to rehydrate the body and replenish the lost
electrolytes. (Issue)

Not all beverages are equally beneficial after exercise. The coach must decide what drink to
offer volleyball players during a game or practice. (Relevance)
In this experiment, we will investigate the electrolyte content found in standard sports drink
compared to what is found in plain coconut water. (Objective)

Formulating Effective Business Objectives

In business, it’s incredibly valuable to be able to write a clear and direct statement of the
problem. This is true even in the context of an informal business proposal, like an email you
might send to your manager. Again, sticking to a basic prescribed structure helps you to focus
on the problem and how to solve it. For instance, you might format your proposal with a
vision, an issue statement, and a proposed method.

Remote workers across the company should be able to communicate with one another
seamlessly and effortlessly, without getting bogged down in unnecessary or irrelevant
messages. (Vision)

Right now, messages tend to get lost or cluttered through multiple email strings. This results
not only in lost productivity, but also multiple problems in miscommunication. (Issue
statement)

I propose that all employees sign up for Slack and use it for the majority of in-company
communication. Conversations can be easily searched and organized by channel. Only more
formal communication, like official announcements, should be sent over email. (Proposed
method)

Engineering Problem Statement Example

The best examples of problem statements stick to a clear and obvious structure. Engineering
problems are no exception. While the exact words may differ from example to example, the
main parts of an effective problem statement are fundamentally the same.

The manufacturing and assembly process for Product X is as efficient as possible. (Ideal)

Currently, certain parts need to be transported from one assembly line to the next and
installed by hand. (Reality)

The incremental loss in efficiency means that Company Y has not been meeting its
production goals this year. (Consequences)

To reduce the need for manual transport of parts, conveyor belts and mechanical robot arms
should be installed between assembly lines. This way, workers can stay at their respective
stations rather than having to walk back and forth across the assembly room floor. (Proposal)

Advertisement

Describing a Healthcare Issue

Another way to think about writing problem statements is to ensure that you include all five
Ws (and one H). Who is this problem for? What is it? When and where does this problem
exist? Why does it need to be addressed? How can we solve it? Here’s an example from the
context of healthcare:

Townsville General Hospital (where) operates 24 hours a day, 7 days a week. As such,
patient needs must be addressed all around the clock. For the overnight shift (when), there are
currently no cardiology technologists scheduled (what), which can create issues for
emergency staff (who).

Some patients wait for four hours or more for a medical laboratory assistant to administer an
electrocardiogram (ECG), a task better suited for a cardiology technologist to perform and
interpret. This results in poorer patient care and worse health outcomes (why).

The hospital should always have a cardiology technologist available, even if they are only on
call for the overnight shift (how).

Solution to the Problem

Just like all the other writing that you do, the most important point to keep in mind with
writing problem statements is to be clear and concise. The person reading your problem
statement should immediately understand the issue and the proposed solution. For more
practice in this style of writing, try your hand at some technical writing assignments. Focus
your writing so that it’s useful and descriptive. This is a very practical kind of writing.

How to Write a Problem Statement Step by

Step (with an Example)
February 23, 2021
By: Indeed Editorial Team
When employees show their initiative and problem-solving skills, they are demonstrating the
ability to handle complex or unanticipated circumstances in the workplace. Companies rely
on individuals and teams who can assess problems effectively and propose viable solutions.
This article will aim to provide you with a guide to using your problem-solving skills to
create a problem statement. In this article, we've included step-by-step instructions as well as
a comprehensive example for reference.

What is a problem statement?

A problem statement is a statement of a current issue or problem that requires timely action to
improve the situation. This statement concisely explains the barrier the current problem
places between a functional process and/or product and the current (problematic) state of
affairs. This statement is completely objective, focusing only on the facts of the problem and
leaving out any subjective opinions. To make this easier, it's recommended that you ask who,
what, when, where and why to create the structure for your problem statement. This will also
make it easier to create and read, and makes the problem at hand more comprehensible and
therefore solvable. The problem statement, in addition to defining a pressing issue, is a lead-
in to a proposal of a timely, effective solution.

Related: 6 Tips for Effective Teamwork

Why is a problem statement important?

A problem statement is a communication tool. Problem statements are important to
businesses, individuals and other entities to develop projects focused on improvement.
Whether the problem is pertaining to badly-needed road work or the logistics for an island
construction project; a clear, concise problem statement is typically used by a project's team
to help define and understand the problem and develop possible solutions. These statements
also provide important information that is crucial in decision-making in relation to these
projects or processes.

Problem statements have multiple purposes

The problem statement has other purposes, too. One is to identify and explain the problem in
a concise but detailed way to give the reader a comprehensive view of what's going on. This
includes identifying who the problem impacts, what the impacts are, where the problem
occurs and why and when it needs to be fixed. Another purpose of the problem statement is to
clarify what the expected outcomes are. Establishing what the desired situation would look
like helps provide an overarching idea about the project. The proposed solution and scope
and goals of the solution are made clear through this statement.

Problem statements help guide projects

The problem statement provides a guide for navigating the project once it begins. It is
continually referenced throughout the duration of the project to help the team remain focused
and on track. Near the completion of the project, this statement is again referred to in order to
verify the solution has been implemented as stated and that it does indeed solve the initial
problem. This can help in making sure that proper steps are being taken to prevent the same
problem from happening again in the future.
Bear in mind that the problem statement does not attempt to define the solution, nor does is
outline the methods of arriving at the solution. The problem statement is a statement that
initiates the process by recognizing the problem.

Related: Analytical Skills: Definitions and Examples

How to write a problem statement

A problem statement is a tool used to gain support and approval of the project from
management and stakeholders. As such, it must be accurate and clearly written. There are a
few key elements to keep in mind when crafting a problem statement that can have a positive
impact on the outcome of the project.

1. Describe how things should work.

2. Explain the problem and state why it matters.
3. Explain your problem's financial costs.
4. Back up your claims.
5. Propose a solution.
6. Explain the benefits of your proposed solution(s).
7. Conclude by summarizing the problem and solution.

1. Describe how things should work

To begin, you'll want to provide some context that will make it easier to understand the
problem. Start by explaining how this particular process should work. Concisely describe
how the process would function if the current problem didn't exist before mentioning the
problem, keeping the end-user in mind. For example, let's say that you have an idea of how to
increase efficiency in a process to maximize the best use of resources. You might begin by
describing a theoretical situation in which the system is more efficient and working toward
your proposal from there, always keeping in mind who, what, when, where and why to keep
yourself on track.

2. Explain the problem and state why it matters

The problem statement should address not only what the problem is, but why it's a problem
and why it's important to solve it. This will wrap the other 'W' questions in organically, in
most cases. For example: Why should we fix this problem? Because it affects the efficiency
of departments X, Y and Z, wasting resources and driving prices up for consumers. This
addresses what the problem is, who is affected and why the problem should be fixed. You
may also consider including what attempts have already been made to solve the problem and
why they didn't work out. As concisely as possible, explain everything you know about the
current problem.

3. Explain your problem's financial costs

When you state the problem to decision-makers, you'll want to explain the costs of not fixing
it. Seeing as money is the language in which businesspeople speak, it's easiest to frame the
problem and proposed solution in terms of financial costs. For example, if the problem is
actively costing unnecessary money, preventing the company from making more money or
damaging the company's public image (indirectly costing money) make sure you explain it
specifically and clearly in terms they understand. Try to pinpoint exact dollar amounts for the
problem's cost.

4. Back up your claims

Once you claim the problem is costing the company money, you must be prepared to support
your claims with evidence. If you neglect this step, you may not be taken seriously. Do your
research, cite your sources and have the data ready to present.

5. Propose a solution

The problem statement should describe your proposed solution(s) to the problem. At this
point, you won't be focused on finding a single solution, but you should have a solid grasp on
the causes of the problem and be prepared to propose practical approaches to understanding
and remedying it. State your objectives by suggesting well-thought-out plans for attacking the
problem.

6. Explain the benefits of your proposed solution(s)

Now, you've described an ideal scenario in which the problem doesn't exist. You've pointed
out the problem, explaining the ramifications of choosing not to fix it (using dollars and solid
data) and proposed some realistic approaches to finding a solution. Now is a very good time
to demonstrate why this solution will work, again focusing on efficiency and the financial
impact of your solution. Address what expenses the solution will decrease, how this solution
will free up revenue streams and what intangible benefits, such as increased client
satisfaction, your solution will bring. This should all fit into a single short paragraph.

7. Conclude by summarizing the problem and solution

Now you'll move onto your conclusion. This should consist of the problem, why it needs to
be fixed and a summarized argument of why your solution is the best answer to the problem.

Following this format will help all parties who read it to understand the problem and be open
to considering the best solution.

Related: Problem-Solving Skills: Definitions and Examples

Example
Problem statements usually follow the same general format, though they can fluctuate in
length depending on the complexity of the situation. Here's an example of a basic problem
statement:

Problem: Voter turnout in the southwest region of Florida has been significantly decreasing
over the past decade, while other areas of the state continue to see increasing numbers of
voters at the polls.
Background: Surveys conducted by the Florida Voter's Association suggest that voter
turnout is lowest among people between the ages of 18 to 25 and low-income households
(making under $30,000 annually for a two-person household). The research conducted on
voting patterns in other southern U.S. states suggests that this could indicate a broader
trend, but this region's demographics suggest that it could become a more significant
problem [expand and explain with sources]. Other parts of the country have made attempts,
and succeeded, to a degree, to improve voter turnout, but similar solutions haven't had the
desired effect here in southwest Florida [cite sources]. More research is needed on the
reasons these attempts have failed and what strategies might have more of an impact on
reaching younger and lower-income households.

Relevance: Areas with low voter turnout have historically been shown to have lower levels
of social cohesion and civic engagement and higher numbers of instances of civil unrest.
More recently, this has become increasingly concerning for parts of the U.S. [give examples
and cite sources]. Data shows that when certain parts of society lack political
representation, they're more likely to become increasingly disillusioned over time, eroding
society's trust in democracy and systematically triggering challenges in governance
[explanation and sources]. Addressing this problem will give regional parties much-needed
insights to help them adjust their policies and campaign strategies to include more of the
residents of this region. It will also contribute to gaining a more nuanced understanding of
voter behavior trends.

Objectives: The purpose of this research is to examine proactive engagement plans to

increase voter turnout in the southwest region of Florida. It will distinguish the largest
determinants in non-voting through surveys, interviews and social experiments designed to
observe the impact of each of these strategies on voter turnout.