How To Write a Problem Statement Using a Simple Template

If you’re an entrepreneur, you probably prefer coming up with solutions rather than dwelling on problems. But taking the time to really understand a problem before brainstorming any solutions can actually yield better insights.

That’s the idea behind a problem statement. Here’s how to write your own, with a simple template to help you summarize your largest problems. This can help you come up with the right solutions to take your business forward.

What is a problem statement?

A problem statement is a short description of a situation you’d like to change. There are different ways to write a problem statement, but its distinguishing feature is the absence of a proposed solution. A good problem statement defines a problem, identifies its impact, and provides context in just a few sentences. One way to write a problem statement is to describe a current state (how things are today), an ideal future state (your goal or desired outcome), and the gap between the two.

What is a problem statement in UX?

In user experience (UX) design, a problem statement is a standardized way of presenting customer pain points using the formula: 

“I am a [type of customer] trying to [achieve a desired outcome] but [am experiencing barriers to achieving this desired outcome] because of [the root cause for these barriers] which makes me feel [emotions].” 

Ways to use a problem statement

• Brainstorm business ideas
• Solve internal issues
• Conduct a research project

You can write a problem statement for virtually any situation. This problem-solving tool can help you:

Brainstorm business ideas

One of the most effective ways to brainstorm business ideas is to identify a problem that needs solving. A clear problem statement can help you better understand an issue that a new product could solve. Most importantly, a problem statement demonstrates the need for effective solutions. Writing one is a good first step to validating your business idea before diving deeper into development.

Solve internal issues

If you’re a project manager or entrepreneur, you can use problem statements to tackle business challenges. When you understand what makes a problem occur, you begin to understand how to solve it. Problem statements can be especially helpful when creating a product strategy or annual budget.

Instead of jumping to an obvious solution, you’ll look at the factors contributing to the issue and gather data from relevant stakeholders. By clearly articulating the problem and analyzing it from multiple vantage points, you decrease your chances of wasting time on non-viable solutions.

Conduct a research project

You can use problem statements to frame research that is relevant to your business. If you want to study why a particular demographic has stopped using your product, for instance, you could use a problem statement to explain the dip in revenue and describe how it affects your business. 

You could also use a problem statement to better understand the former customers themselves—and prepare a strategy for winning them back. After conducting surveys to identify patterns in customers’ reasons for leaving your brand, you could frame their needs as a problem statement: What problem did they have that your product didn’t quite solve?

📚Learn more: How To Do Market Research

How to write a problem statement

1. Start with a question
2. Identify stakeholders
3. Research the problem
4. Define the problem
5. Analyze root causes
6. Add context

The hardest part of writing problem statements is staying focused on the problem rather than looking for potential solutions. Taking a step-by-step approach can help, as can using a problem statement template to organize your thoughts.

Here’s how to write your own problem statement:

1. Start with a question

Start with a question you want to find the answer to, like: “Why are our sales reps behind on their goals?” or “Is there room in this market for a new product?” 

Your question will help you determine what kind of research you need to do to better understand the problem at hand. It’s also a good way to ensure you take the time to deeply understand the issue before jumping to conclusions. This question won’t become part of your actual problem statement, so it doesn’t need to be polished.

2. Identify stakeholders

Who does this problem impact most? An internal department or team? Your target customer? 

If the problem impacts a segment of customers, it can be helpful to create a persona to represent that segment. A persona is a hypothetical representative customer who has all the defining attributes of the type of person who buys your product. By describing their tastes, wants, and needs in detail, you can better understand the problems they face.

📚Learn more: The Ultimate Guide to Creating Buyer Personas

3. Research the problem

In this information-gathering phase, you’ll discover how the people closest to the problem actually experience it. Conduct interviews with customers or internal stakeholders or send out surveys or questionnaires. If you want to know more about how an issue impacts customers, social listening can be a great tool.

If the issue is internal, job shadowing can help you identify hidden blockers. Spend some time walking through the day-to-day work of the person facing the problem. Note any issues that make it difficult for them to complete the tasks assigned to them.

4. Define the problem

Distill your findings from the research phase into a single issue you’d like to address. If multiple problems surfaced, create a separate problem statement for each rather than attempting to squeeze in everything.

Try using this formula: [A person or group] is trying to [achieve a goal] but [is experiencing these blockers].

5. Analyze root causes

Now that you’ve defined the problem, add context by exploring the root cause of the blockers you identified in the previous step. At this point, you’re not looking for a viable solution, but you do want to ensure your problem statement addresses underlying issues and not simply the symptoms of those issues.

6. Add context

The last step in writing a problem statement is to identify the impact of the problem by asking how this problem makes your customer feel or how it affects your business. This is the “so what” of the problem statement. It should answer the question: “Why is this important?”

Problem statement examples

Here are a couple examples of how to write a concise problem statement for a customer problem versus a business problem:

Customer problem statement

The standard customer problem statement template is:

“I am a [type of customer] trying to [achieve a desired outcome], but [there are barriers to achieving desired outcome] because [of the root cause of those barriers], which makes me feel [emotions].”

For example: 

“I am a dog owner trying to feed my dog healthy food, but the fresh food options on the market are inaccessible and inconvenient because they’re expensive and require preparation, which makes me feel frustrated.” 

Business problem statement

You can easily adapt the customer problem statement template to address business issues:

“In our organization, [role] tries to [achieve a desired outcome], but [barriers to achieving this desired outcome arise] because [of the root causes of those barriers], which [causes a problem that affects our business].”

For example: 

“In our organization, customer service agents try to provide personalized service, but they often don’t have the time because our software is outdated, which reduces customer satisfaction, prompting them to leave negative reviews which discourage potential buyers.”