What are some common pitfalls to avoid when framing a problem statement?

Problem definition is a crucial step in any problem-solving process, as it sets the direction and scope of your analysis and solution. However, many people struggle with framing a clear and concise problem statement that avoids common pitfalls. In this article, we will discuss some of the techniques and tips for defining a problem effectively and some of the mistakes to avoid.

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1 Use the 5W1H method

One of the simplest and most useful techniques for defining a problem is to use the 5W1H method, which stands for Who, What, When, Where, Why, and How. These are the basic questions that you need to answer to understand the context, causes, and consequences of the problem. For example, if you are trying to improve customer satisfaction, you might ask: Who are the customers and what are their needs and expectations? What are the current issues and gaps in the service delivery? When and where do these issues occur and how often? Why do these issues happen and what are the root causes? How can these issues be resolved and what are the potential solutions?

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2 Avoid vague and broad statements

Another common pitfall in problem definition is to use vague and broad statements that do not specify the scope and magnitude of the problem. For example, saying that "the sales are low" or "the quality is poor" does not provide enough information to guide your analysis and solution. Instead, you should use specific and measurable terms that indicate the current situation and the desired outcome. For example, you could say that "the sales have decreased by 15% in the last quarter compared to the same period last year" or "the defect rate has increased by 10% in the last month compared to the industry average".

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Damien Brooks

Helping Childcare Center & Dance Studio Owners Grow Their Enrollment and Increase Retention Through Proven Sales & Marketing Strategies | Father of 1!
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A problem statement that is too broad or vague can make it difficult to identify specific solutions or take actionable steps. Let's say that a company is experiencing a decline in sales and wants to address the issue. A vague problem statement for this might be: "Our sales are down and we need to improve them." To make this problem statement more specific and actionable, the company could consider: -Defining what "down" means in terms of sales figures or percentages. -Identifying which product or service lines are experiencing the greatest decline in sales. -Analyzing the root causes of the decline, such as changes in the market, competitors, or customer behavior.

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3 Involve stakeholders and experts

Another important technique for defining a problem is to involve the relevant stakeholders and experts in the process. Stakeholders are the people who are affected by or have an interest in the problem and its solution, such as customers, employees, managers, suppliers, or regulators. Experts are the people who have the knowledge and experience in the domain or field of the problem, such as consultants, researchers, or specialists. By involving them, you can gain different perspectives, insights, and feedback on the problem and its causes, effects, and solutions. You can also validate and refine your problem statement based on their input and expectations.

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4 Use a problem statement template

One of the final techniques for defining a problem is to use a problem statement template that summarizes the key elements of the problem in a clear and concise way. A problem statement template can help you organize your thoughts and communicate your problem effectively to others. There are different formats and variations of problem statement templates, but a common one is the following:

[Problem] affects [stakeholders] by [impact]. A successful solution would [criteria].

For example, a problem statement for improving customer satisfaction could be:

Low customer satisfaction affects the company's reputation and revenue by increasing customer churn and reducing referrals. A successful solution would increase the customer satisfaction score by 20% and the retention rate by 10%.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Marija Todorović

Web | CMS | Mobile App | Digital Platform Manager | Digital Transformation Manager | Digital Consultant | Digital Manager | Automation | E-commerce | Data | CMS | Cloud | Freelance | Contract
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Use your own words, speak from your prospective, and let the experts translate that into their requirements. This will encourage them to consider wider range of solutions.

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What are some common pitfalls to avoid when framing a problem statement?

1

2

3

4

5

1 Use the 5W1H method

2 Avoid vague and broad statements

3 Involve stakeholders and experts

4 Use a problem statement template

5 Here’s what else to consider

Problem Solving

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What are some common pitfalls to avoid when framing a problem statement?

1

2

3

4

5

1 Use the 5W1H method

2 Avoid vague and broad statements

3 Involve stakeholders and experts

4 Use a problem statement template

5 Here’s what else to consider

Problem Solving

Rate this article

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