Problem Statements: How to Write a Problem Statement

In business, a problem statement is a written report on a problematic condition that stands in the way of progress. A good problem statement will cover the "five Ws"—who, what, where, when, and why—surrounding the company's current state of affairs. In addition to laying out current pain points and explaining why they are impeding progress, a great problem statement will lay the groundwork for viable solutions or even provide proposed solutions. A problem statement may attempt to identify the root cause of a problem, but it must do this in an objective manner, focusing on clearly observable facts and refraining from injecting a personal point of view.

By writing problem statements, you can quickly unite team members and focus them on a specific problem. As soon as you've achieved buy-in from the necessary stakeholders, the team can pivot to sharing existing knowledge and fleshing out possible solutions. From there, team members can ideate methodologies, set timeframes, and refine the ultimate goals of solving the problem. The team can also delegate who will be given decision-making duties as the group works to resolve the current situation. All of these key elements of problem-solving begin with a well-constructed problem statement.

To write a great problem statement, work from a template that emphasizes the five Ws.

1. 1. What: Begin with a clear, brief statement of the problem. In one to three sentences, explain exactly what the issue is and how the problem affects the company.
2. 2. Where: Explain what sector of your business the problem is affecting and whether it has triggered related problems.
3. 3. Who: Name the stakeholders whose goals are impeded by the specific issue at hand.
4. 4. When: Lay out the timeframe during which the problem has existed.
5. 5. Why: Articulate why this extant problem matters, and why it prevents the company from moving forward toward its goals. This item can include everything from financial costs to damaged morale to literal physical objects blocking a path.
6. 6. Proposed solution (optional): While the problem statement should spend more time identifying the factors surrounding the issue and making a case for taking it seriously, it may be appropriate to provide potential solutions as well. Consider whether it would be more helpful to list proposed solutions or simply provide questions for the team to think about during brainstorming sessions.

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