Utilizing the Problem Statement Workshop

A problem statement is a simple sentence that clearly explains the specific problem that needs to be solved.

As we all know, solving a problem is all about asking questions, and asking the right questions is the beginning and the key to the whole process. Only if the problem is presented correctly and clearly, then your team will be more comfortable and efficient in solving the problem, and accordingly, you will get the closest to the expected results and satisfy your customers. But coming up with the right problem statement is not as easy as it sounds.

And that's the reason for writing this article, where we try to explain the definition of the model, the scenarios of its use, the process of building it, and some tips, to help you craft your own satisfaction problem statement model, so that you can work more efficiently.

What is the problem statement template?

The Problem Statement template serves as a helpful tool to assist in crafting a problem statement. In the context of Design Thinking, problem statements play a crucial role in understanding and empathizing with customers, as well as addressing their actual needs when developing a service or product. By utilizing this template, you can effectively identify and solve the fundamental problem that lies beneath the surface of the customer's requirements.

The problem statement template helps to:

Clarity: Following a structured template allows an individual or team to succinctly articulate the issue. This will bring clarity to the issue at hand and ensure consensus among all concerned.
Focusing: The template prompts individuals to define the scope and boundaries of the problem and helps to narrow the scope of the solution. It prevents people from straying into irrelevant or peripheral issues and allows them to focus on solving the core problem.
Coherence: The problem statement template encourages individuals or teams to be clear about the goal or expected outcome of the solution. This helps to focus everyone's efforts on a common goal and ensures that the solution will effectively address the problem.
Prioritization: By providing background information and highlighting the impact of issues, templates can help individuals or teams prioritize the issues that need to be addressed and ensure effective allocation of resources.
Communication: The structured format of the problem statement template facilitates effective communication among team members and stakeholders. It provides a framework for discussing and sharing information about the problem, fosters collaboration and leads to better decision-making.

How to use the problem statement workshop？

To effectively use a problem statement workshop, follow these steps:

Identify key stakeholders: Who all will be affected by the problem at hand? Who will be the biggest beneficiaries of this solution? What do we know about the target audience? To figure out these questions, you may need to organize a brainstorming session to identify the key people in each segment and list any facts or assumptions you have about them and the problem they are experiencing.
Define the purpose & problem: Define the purpose of this brainstorming session. Identify the key objects in this solution, as well as the specific problem or issue you want to address and what you expect to get out of the session. Don't forget to prepare materials, which should include sections on background, problem description, impacts, stakeholders, objectives, constraints, etc.
Understanding the Problem: Have participants share their thoughts and insights on the sections of the problem statement template and ask probing questions to deepen their understanding of the problem.
Validate and Prioritize: Review the refined problem statement with participants to ensure everyone agrees on its accuracy and importance. Prioritize problems based on their impact and urgency.
Determine Next Steps: Discuss and determine the next steps for solving the problem. This may involve assigning responsibilities, setting deadlines, or determining further research or analysis needed.
Document and Share: Document the final problem statement and distribute it to all relevant stakeholders. This ensures that everyone is on the same page and can be referred to during the problem-solving process.

8 main scenarios for problem statement template

The problem statement template can be used in various scenarios across different industries and domains. Some common scenarios where this template can be applied include:

Project management

Before starting a project, use the problem statement template to clearly define the project's problem or objective. This helps the team understand what needs to be solved or achieved.

Business analysis

When analyzing a business problem or opportunity, the problem statement template can be used to gather and articulate the key details of the situation. It helps identify the underlying issues and potential solutions.

Product development

In the product development process, the problem statement template can be used to define the problem that the new product or feature aims to solve. This helps focus the development efforts and ensure alignment with customer needs.

Process improvement

When identifying areas for process improvement, the problem statement template can be used to describe the current challenges or inefficiencies. This provides a clear understanding of the problem before designing and implementing improvements.

Research projects

Prior to conducting research, the problem statement template can be used to outline the research problem or question. It helps researchers define the scope and objectives of their study.

Change management

During organizational changes, the problem statement template can be used to describe the current challenges or gaps that require addressing. It helps create a shared understanding of the change and its purpose.

Quality improvement

When addressing quality issues or defects, the problem statement template can be used to define the problem, its impact on quality, and the desired outcome. This guides the quality improvement efforts.

Strategic planning

In strategic planning exercises, the problem statement template can be used to identify and articulate the strategic issues or opportunities that need to be addressed. It helps align the organization's goals and priorities.

Tips for you to better establishing the template

But before you create the template, I'd like to offer some tips to help you build your own problem statement template better and more efficiently when using our whiteboard software:

If you want to work remotely with team members, you can invite them to your whiteboard in three different ways to easily view or edit your templates.
NearHub Board SaaS are infinite canvases that help you think outside the box, with no space limitations, and in addition to this template, you can use other ready-made templates to help you get the job done!
Your whiteboard is portable, just scan the QR code you can take away your work and share it with your clients and members
Use the built-in timer feature to put a time limit on each activity and share it with your team members to drive project progress.
Problem statements are not just for project management, you can use this template in a variety of different scenarios!

Conclusion

Once you have established the basis of your problem statement, your next step is to effectively condense it into a concise sentence. This approach guarantees that you accurately capture the essence of the problem, enabling you to concentrate on discovering the most suitable solution.