To make a problem statement template, structure it around key components that define, contextualize, analyze, and propose solutions for an issue, based on identifying the problem, putting it into context, finding the root cause, describing the ideal outcome, and proposing a solution with benefits.
What is a Problem Statement Template?
A problem statement template provides a standardized structure and prompts to guide individuals or teams in clearly defining a problem that needs to be addressed. Using a template ensures consistency, clarity, and comprehensive coverage of essential information, making it easier to understand the issue, align stakeholders, and develop effective solutions.
Key Components of a Problem Statement Template
A robust problem statement template is built upon fundamental elements that systematically break down the issue. Based on the provided reference, these elements guide you from recognizing an issue to envisioning a solution.
Here are the core components to include:
1. Problem Identification
This is the starting point, where you name and describe the issue.
- Reference: "Identify the problem. Start by pointing out an issue and gathering data."
- Template Prompts:
- What is the specific problem?
- Where and when does it occur?
- Who is affected by this problem?
- What data or observations support the existence of this problem? (e.g., metrics, customer feedback, trends)
- Example: "Our online checkout process has a high cart abandonment rate (Problem) occurring specifically on mobile devices (Where) during peak shopping hours (When), affecting potential customers (Who). Data shows 65% of mobile carts are abandoned at the shipping information stage (Data)."
2. Context and Impact
Explain the significance of the problem and how it affects those involved.
- Reference: "Put the problem into context. Describe how the problem impacts customers and stakeholders."
- Template Prompts:
- How does this problem impact customers or end-users? (e.g., frustration, lost time, inability to complete tasks)
- How does this problem impact other stakeholders (e.g., business, employees, partners)? (e.g., lost revenue, decreased efficiency, damaged reputation)
- What is the scope or magnitude of the impact?
- Example: "This high abandonment rate frustrates mobile users, leading to lost sales and revenue for the business (Impact). It also negatively affects marketing ROI as acquired traffic doesn't convert (Stakeholders). The total potential lost revenue is estimated at $X per month (Scope)."
3. Root Cause Analysis
Delve into the underlying reasons behind the problem. This goes beyond the symptoms.
- Reference: "Find the root cause."
- Template Prompts:
- What are the primary causes of this problem? (e.g., process issues, technical glitches, lack of training, external factors)
- What evidence supports these root causes? (e.g., user testing feedback, system logs, survey results)
- Example: "User testing reveals difficulty entering shipping information on small screens due to poor form formatting and slow page loading times (Root Cause). Analytics confirm slow loading times on mobile, and user feedback consistently mentions form usability issues (Evidence)."
4. Desired Outcome
Clearly articulate what success looks like once the problem is solved.
- Reference: "Describe your ideal outcome."
- Template Prompts:
- What specific state or result do you want to achieve?
- How will you measure the success of the solution? (e.g., specific metrics, targets)
- Example: "The ideal outcome is a seamless mobile checkout experience (Desired State). Success will be measured by reducing the mobile cart abandonment rate from 65% to below 20% within three months (Success Metrics)."
5. Proposed Solution & Benefits
Briefly outline potential ways to address the problem and the advantages of doing so.
- Reference: "Propose a solution and outline its benefits."
- Template Prompts:
- What potential solutions or approaches are being considered? (A high-level summary, not a detailed plan)
- What are the anticipated benefits of implementing the solution(s)? (How will solving the problem improve the situation?)
- Example: "A potential solution involves redesigning the mobile checkout forms for better usability and optimizing page load speed (Proposed Solution). The benefits would include increased mobile conversion rates, higher revenue, and improved customer satisfaction (Benefits)."
Example Problem Statement Template Structure
You can structure your template using headings and bullet points like the components above, or use a simple table format:
| Section | Description | Key Questions/Prompts |
|---|---|---|
| Problem Identification | What is the issue? Where, when, and for whom does it occur? | - What is the problem? - What data proves it exists? - Who is affected? |
| Context & Impact | How does the problem affect customers and stakeholders? What's the scale? | - How does it impact customers? - How does it impact the business/stakeholders? - What's the estimated loss/cost? |
| Root Cause | What are the underlying reasons? | - What are the main causes? - What evidence supports the causes? |
| Desired Outcome | What does success look like? How will you measure it? | - What is the ideal situation? - What are the success metrics? |
| Proposed Solution & Benefits | How might the problem be solved? What are the advantages of solving it? | - What's a potential solution idea? - What are the main benefits of solving it? |
Tips for Using Your Template
- Keep it Concise: A problem statement should be clear and to the point, typically a paragraph or two per section.
- Be Specific: Use concrete data and observable facts rather than vague generalizations.
- Focus on the Problem, Not the Solution (Initially): While the template includes a solution section, the initial focus is on fully understanding the problem before jumping to conclusions.
- Involve Stakeholders: Gather input from people affected by the problem to ensure accuracy and buy-in.
- Iterate: The problem statement may evolve as you gather more information or analyze root causes further.
Creating a problem statement template based on these structured components helps ensure that crucial information is captured consistently, paving the way for more effective problem-solving efforts.
