How to Write a Problem Statement That Get Results (with 3 Examples)

A problem statement is a clear, concise description of an issue that needs to be addressed. It identifies the gap between the current situation and the desired outcome, helping to focus on the root cause of the problem.

Writing an effective problem statement is crucial for finding actionable solutions, especially in research or project management.

This guide will explain how to write a problem statement and provide examples to help you craft your own.

What is a problem statement?

A problem statement is a short, clear explanation of an issue or challenge that needs to be solved. It defines the problem, explains why it matters, and often points to potential solutions.

In research and project management, a problem statement helps focus efforts on solving the right problem by outlining the gap between the current situation and the desired result. An effective problem statement makes sure everyone involved understands the issue at hand.

When to use a problem statement

Use a problem statement when you need to clearly define an issue before starting a project or research. It helps in project management, research papers, and business proposals by outlining the problem that needs solving.

A problem statement is useful when you want to align your team or stakeholders on a specific issue and guide them toward actionable solutions.

It is also important when you’re looking to solve complex problems, and you need to ensure everyone understands the challenge clearly before moving forward.

How to identify a problem statement

Identifying a problem statement is the first critical step in solving any issue, whether it’s in research, business, or project management. It involves more than just recognizing that a problem exists—you must fully understand the nature of the problem, its impact, and the necessary steps to address it.

Here’s a detailed process to help you effectively identify a problem statement:

1- Understand the Issue at Hand:

Begin by gaining a deep understanding of the problem you’re facing.

Ask yourself:

What is going wrong? 

Is there an inefficient process, a gap in knowledge, or a system that isn’t functioning as expected?

This step requires analyzing the current situation in detail and identifying where things are breaking down. Take the time to study the problem from different angles to ensure you’re not missing any hidden issues.

2- Ask Key Questions:

To fully grasp the scope of the problem, ask yourself and your team several essential questions:

• What is the specific problem? Clearly define what’s not working or what needs improvement.
• Why does this problem matter? Consider the consequences of the problem if left unresolved—will it affect productivity, customer satisfaction, or performance?
• Who is impacted by this problem?Determine the stakeholders involved, whether they are employees, customers, or another group. Identifying the affected parties helps clarify the importance of addressing the issue.

These questions will help you focus on the actual problem and avoid getting sidetracked by less relevant concerns.

3- Gather Information to Pinpoint the Root Cause:

Once you’ve identified the problem, it’s important to dig deeper and uncover the root cause. Often, symptoms of a problem can mask the real issue.

For example, if there are delays in project completion, the cause could be anything from lack of resources to inefficient workflows.

Gathering data, reviewing past performance, and consulting with those affected by the problem will help pinpoint the core issue.

This process ensures that your problem statement addresses the real cause and not just its symptoms.

4- Be Specific About the Gap:

The next step is to be clear about the gap between the current state and the desired outcome.

What is the situation now, and what should it look like in the future?

For example, if you’re dealing with a customer service issue, your current state might be long response times, while the desired outcome would be faster, more efficient service.

This gap serves as the foundation for your problem statement, and being specific helps focus efforts on finding actionable solutions.

5- Ensure the Problem is Clear, Actionable, and Relevant:

Lastly, make sure that the problem statement is clear and easy to understand.

Avoid using overly technical language or jargon that might confuse stakeholders.

The problem statement should be actionable—something that can realistically be solved within the scope of your project or research.

Additionally, it must be relevant to the overall goals of the project. If the issue doesn’t align with your project’s objectives, solving it won’t have a meaningful impact.

What are problem statements used for?

Problem statements are essential tools in various fields like business, research, and project management.

Their primary purpose is to define the core issue that needs to be addressed clearly. By focusing on the key problem, they help align everyone involved toward solving it efficiently and effectively.

Here’s a more in-depth look at how problem statements are used across different contexts:

1- Defining the Core Issue:

The most important use of a problem statement is to identify the core issue or challenge that requires attention clearly. It eliminates ambiguity by specifying exactly what needs to be solved.

This is crucial because a vague or poorly defined problem can lead to wasted resources, unfocused efforts, and ineffective solutions.

By outlining the exact issue, a problem statement ensures that everyone working on the project or research knows what the main objective is.

2- Guiding Focused Efforts:

Once the problem is clearly defined, a problem statement serves as a guide that keeps all efforts focused.

In any project, it’s easy to get distracted by secondary concerns or unrelated issues. The problem statement ensures that everyone—whether it’s a team in a business setting or researchers in a lab—remains aligned on the main issue and works together toward solving it.

This focused approach increases the chances of finding an effective solution.

3- Aligning Teams and Stakeholders:

In business and project management, various stakeholders, including team members, managers, and clients, may have different perspectives on a problem.

A problem statement helps bring everyone onto the same page by clearly stating the issue. It reduces misunderstandings and ensures that all parties involved are working toward the same goal.

This alignment is essential for efficient problem-solving and successful project execution.

4- Identifying the Root Cause:

A well-crafted problem statement goes beyond the surface-level symptoms of an issue and helps identify the root cause.

For example, if a company is losing customers, the problem statement might reveal that the real issue lies in poor customer service or a lack of product features.

By pinpointing the root cause, teams can focus on addressing the actual problem instead of wasting time and resources on superficial fixes. This leads to more effective and long-lasting solutions.

5- Proposing Actionable Solutions:

Although the problem statement itself doesn’t include detailed solutions, it lays the groundwork for proposing actionable steps.

Once the problem is defined and understood, it becomes easier to brainstorm and propose realistic solutions. The problem statement provides the context needed to ensure that the proposed solutions directly address the issue and lead to meaningful change.

Without a clear understanding of the problem, any solutions proposed may be irrelevant or ineffective.

6- Evaluating Success:

The problem statement also serves as a reference point for evaluating whether the problem has been successfully solved.

Once actions have been taken to address the issue, teams can compare the results to the original problem statement to see if the gap between the current situation and the desired outcome has been bridged.

This makes it easier to measure success and determine whether further actions are necessary.

7- Maximizing Resource Efficiency:

In business and project management, resources such as time, money, and workforce are often limited.

A well-defined problem statement ensures that these resources are used effectively by focusing efforts on solving the right issue.

Without a clear problem definition, teams may end up using resources inefficiently, working on tasks that don’t contribute to solving the core problem.

The problem statement helps prioritize activities and ensures that resources are directed toward achieving the desired outcome.

8- Building a Case for Support or Funding:

In many cases, a problem statement is also used to gain support or funding for a project. Whether in a business environment or research, stakeholders and investors want to know that the issue being addressed is significant and that the resources they provide will be put to good use.

A clear and concise problem statement can help build a strong case for why the issue needs to be solved and what the potential benefits of addressing it are.

It demonstrates that the team has a solid understanding of the problem and is ready to work on finding a solution.

3 examples of problem statements

Here are three 3 problem statement examples:

1- Example of a Problem Statement in Business:

“The customer service department is experiencing a 20% increase in response time, leading to lower customer satisfaction scores. This issue impacts customer retention and brand loyalty. Addressing this problem requires optimizing response workflows and reducing bottlenecks.”

2- Example of a Problem Statement in Research:

“Low voter turnout in local elections has resulted in underrepresentation of key community groups. This research aims to identify the barriers to civic engagement and propose strategies to increase voter participation.”

3- Example of a Problem Statement in Education:

“Students in grade 6 are struggling with basic math skills, as reflected in a 30% drop in test scores over the past year. The goal is to implement targeted interventions to improve understanding and performance in core math areas.”

Components of a problem statement

A problem statement typically includes four key components:

1. Problem Description: A clear, concise statement that defines the issue or challenge. It describes the gap between the current situation and the desired outcome.
2. Impact: Explains why the problem matters. It outlines the negative consequences if the issue is not addressed, such as inefficiencies, customer dissatisfaction, or resource waste.
3. Cause of the Problem: Identifies the underlying factors or reasons contributing to the issue. Understanding the root cause helps in finding effective solutions.
4. Proposed Solution or Outcome: Suggests the direction for resolving the problem, focusing on achievable and actionable solutions. It defines what success looks like once the problem is solved.

How do you write a problem statement in 5 Steps?

Here’s how to write a problem statement in five simple steps:

1- Describe the Problem:

Start by clearly outlining the issue at hand.

Be specific and focus on what isn’t working or what needs improvement. 

This step is about identifying the current situation that’s causing concern. 

For example, if you’re working on a project, you might state that the process takes too long, is too costly, or isn’t delivering the desired results.

The goal is to define the problem in simple terms so that everyone understands the issue.

2- Explain the Impact:

After identifying the problem, explain why it matters.

Who is affected by this issue, and how?

Discuss the consequences of not addressing the problem.

This can include financial losses, inefficiencies, customer dissatisfaction, or missed opportunities. 

The impact should emphasize the importance of finding a solution.

This step helps to build urgency and justify why solving the problem is crucial.

3- Identify the Root Cause:

Next, dig deeper to uncover the root cause of the problem.

It’s important to go beyond the symptoms and find the core reason behind the issue.

This could be a lack of resources, poor communication, outdated technology, or ineffective processes.

By understanding the root cause, you can focus on solving the actual problem rather than just addressing surface-level symptoms.

4- Propose Solutions:

Once the problem and its causes are clear, suggest possible solutions. These should be actionable and achievable.

In this step, you don’t need to go into great detail but provide a general direction for resolving the issue.

For example, if the problem is slow customer service, a proposed solution might be to automate certain tasks or hire additional staff to improve response times.

The focus here is on what can be done to bridge the gap between the current situation and the desired outcome.

5- Ensure Clarity:

Finally, review your problem statement to make sure it’s clear, concise, and easily understood.

Avoid jargon or overly technical language—your goal is to ensure that anyone reading it, from stakeholders to team members, can grasp the problem quickly.

A well-written problem statement should align everyone involved and keep the project focused on solving the right issue.

If needed, revise and simplify until it captures the essence of the problem without being too lengthy.

By following these steps, you can write an effective problem statement that serves as a roadmap for tackling the issue and finding a solution.

What not to include in a problem statement

When writing a problem statement, it’s important to avoid certain elements that can cloud clarity or derail focus.

Here’s what not to include:

1. Blame or Accusations: A problem statement is not the place to point fingers at individuals or teams. Keep it neutral and solution-focused.
2. Overly Technical Jargon: Avoid complex language or industry-specific terms that may confuse stakeholders. The problem statement should be understandable by a broad audience.
3. Too Much Detail: Stick to the core issue—don’t dive into unnecessary background information or technical details. Keep it concise and to the point.
4. Solutions: Avoid proposing detailed solutions within the problem statement itself. The purpose of the statement is to define the problem, not solve it immediately.
5. Multiple Problems: Don’t try to address multiple issues in one statement. Focus on a single, clearly defined problem to maintain clarity and effectiveness.

By avoiding these elements, you ensure that your problem statement remains focused, clear, and actionable.

Problem statement vs. purpose statement

A problem statement and a purpose statement have distinct roles in research or project management, but they are closely related.

Here’s how they differ:

Problem Statement:

• Focus: Describes the issue or challenge that needs to be solved.
• Goal: Clearly define the problem by outlining the current situation, its impact, and the gap between the present and desired outcome.
• Scope: Explains why the issue is important and why it must be addressed.
• Example: “Customer support response times have increased by 30%, leading to lower customer satisfaction and reduced retention.”

Purpose Statement:

• Focus: Explains the goals or objectives of the project or research.
• Goal: Provide a clear direction by stating the intended outcome or what the study/project aims to achieve.
• Scope: Focuses on how the project or research will contribute to solving the problem.
• Example: “This project aims to reduce customer support response times by 20% through process automation and better resource allocation.”

In short, the problem statement identifies the issue, while the purpose statement explains the intent or goal behind addressing it.

Conclusion

A well-defined problem statement is a critical tool in any project or research. It serves as a roadmap, helping to identify the issue, understand its impact, and guide efforts toward actionable solutions.

By outlining the problem clearly and concisely, teams and stakeholders can stay aligned, ensuring that all resources are focused on solving the right issue.

Whether it’s in business, research, or project management, crafting an effective problem statement ensures that everyone involved has a shared understanding of the problem and its importance, ultimately driving success through targeted, efficient actions.

When done correctly, it sets the foundation for both finding and evaluating meaningful solutions.