Problem statement templates are structured frameworks used to clearly define and communicate a problem that needs to be addressed. They provide a consistent method for articulating issues, ensuring everyone understands the core challenge.
A problem statement template is a pre-designed format that guides individuals or teams through the process of documenting the essential details of a problem. Based on the reference, using such a template helps to:
- Define a clearly articulated problem statement.
- Identify the scope of the problem.
- Identify the context in which the problem occurs.
- Identify the significance (or impact) of the problem.
- Facilitate communication about the problem with stakeholders.
- Support discussion, often in a structured workshop.
Why Use a Problem Statement Template?
Using a template brings structure and clarity to what might otherwise be a vague or poorly defined issue. Key benefits include:
- Consistency: Ensures all problem statements are captured in a similar format.
- Clarity: Forces concise thinking and precise language about the problem.
- Alignment: Helps stakeholders gain a shared understanding and agree on what problem is being solved.
- Focus: Provides a clear reference point for subsequent analysis, ideation, and solution development.
Common Elements of a Problem Statement Template
While templates can vary, they often prompt users to answer key questions that cover the essential aspects of the problem. These commonly include:
- The Problem: What is the specific issue?
- The Who: Who is affected by the problem?
- The Where: Where does the problem occur?
- The When: When does the problem occur or when did it start?
- The Why: Why is this a problem? (Often related to the impact)
- The Impact: What are the consequences if the problem is not solved?
- The Goal: What does a successful resolution look like? (Sometimes included or implied)
Here's a simplified representation of typical components:
| Element | Description | Example Prompt |
|---|---|---|
| What is the problem? | Describe the specific issue. | Users cannot complete action X. |
| Who is affected? | Identify the individuals or groups experiencing the problem. | Our customers, specifically elderly users. |
| Where & When? | Contextual details (location, timeframe, condition). | On our mobile app, since the last update. |
| Why is it a problem? | Explain the root cause or contributing factors. | Due to a confusing navigation flow introduced. |
| Impact/Significance | Describe the consequences or negative effects. | Leads to reduced feature adoption and complaints. |
Applying the Template
Problem statement templates are invaluable in various settings, such as:
- Project kick-offs
- Requirements gathering sessions
- Root cause analysis
- Innovation workshops
- Business analysis
By using a template, teams can ensure they thoroughly investigate and document the problem before jumping to solutions, leading to more effective and targeted outcomes.
