How to write a problem statement
What this guide covers
This guide provides a general introduction to problem statement and how you might create a problem statement for the coursework.
What is a problem statement?
It defines the problem being addressed in a way that is clear and precise. It is generally quite short; a few sentences or paragraphs.
Typically, a problem statement outlines the negative points of the current situation and explains why this matters.
Its aim is to guide the scope of the project. It also serves as a communication tool, helping to get explain the project to others.
Typically, it does not describe the solution, only the problem.
Examples of a problem statement
University hackathon
"Students in the university come from different environments. Every student has some strengths and weaknesses. Recommend or suggest methods/ways to improve or work on their weaknesses. The input to the system can be students personal information, background that he comes from, things in which he is good at etc. The recommendations should be in terms of improvements required in communication skills, writing skills, technical skills, way of presentation etc."
Essential attributes of a well-framed problem statement
“The end to end sales process takes between 5 and 10 days to complete, with an average of 8 days. This does not match customer expectations against our competitors. In a recent survey customer satisfaction had fallen by 5 points in the last quarter, which they directly attributed to speed of service. In the last month the speed of service problem has lost us 20 customers, and an estimated loss in revenue of 20K.”
Career Foundry
"Busy working professionals need an easy, time-efficient way to eat healthily because they often work long hours and don’t have time to shop and meal prep."
Approach to writing a problem statement
There is no single approach to writing a problem statement.
Typical steps would include:
- Ask yourself 'Who, What, Where, When, Why and How' questions e.g.
- What is the problem that needs to be solved?
- Why is it a problem?
- Where is the problem seen (location, product)?
- Who is affected by this problem (customers, businesses)?
- What is the outcome of the problem in terms of revenue, productivity, operations, or production?
- How are they affected? What are the symptoms?
- When does this problem occur? How often does the problem occur?
- Write your problem statement.
- Read your problem statement and consider:
- Does it consider the problem from a customer or target user's perspective?
- Does it focus on an existing problem?
- Can you quantify the problem in any way?
- Share it with peers on the course and ask for feedback (use the PBL and/or the tutorial meetings)
Note: In the real world you would start with a business need or problem and then look for data that might help you to address this. In the coursework you are asked to do the reverse as finding a suitable data set and gaining UCL ethics permission to use it is time-consuming. You have therefore been given a data set and are asked to identify a problem that the data set could be used to help solve.
Format
There is no single or specified format for writing a problem statement. If you find you prefer to work to a particular structure then there are freely available examples such as the ones below.
Example format 1: ProProject Manager
Replace the suggestions in parentheses with your own words to express your company’s situation.
Problem: (department or affected personnel) are (current situation with quantification, including timeframes), (_ ramifications of the current situation_). This is a (productivity, expense, liability) issue and results in (_ decreased sales, wasted time, lowered productivity, lost revenue, increased expenses_). XYZ company is going to (_ examine our processes, determine the root causes through review, generate a business plan, implement a specific piece of software_) in order to (reduce expenses, increase revenue, increase productivity, decrease liability).
Example format 2: isixigma
Gap: Identify the gap (pain) that exists today.
Timeframe, location and trend: Describe when and where the problem was first observed and what kind of trend it is following.
Impact: Quantify the gap (cost, time, quality, environmental, personal, etc.)
Importance: To the organization, the individual, etc. to better understand the urgency.
Example 3 Medium Data Science blog
The problem (insert the problem as defined by the company) has the impact (insert the negative impacts/pain points of the problem) which affects (insert the parties that are affected. It could be the business, the customers or a third party.) so a good starting point would be (insert the benefits of solving the problem).
Alternative techniques for defining the business need
The following are some alternative approaches to define the purpose of your project; if you search you should also find other techniques.
CRISP-DM Business Understanding phase
Project vision e.g. APM or PMI
Agile product vision or vision statement
Agile design sprint - not really possible to do for the coursework!