How to write a problem statement + tips and examples

Everyone wants to embrace change. Do you want to fix a workplace issue? Propose solutions to end rush-hour traffic? You have to take that first step: identify and articulate the problem you're trying to solve. When conducting a research project or starting a proposal, a solid and concise problem statement must guide you.

• When to use a problem statement
• 5 key elements of a problem statement
• Writing problem statements
• Common mistakes to avoid in problem statement
• How to write an effective problem statement
• 3 Problem statement examples
• How to use a problem statement
• Summary
• FAQs

What is a problem statement? A problem statement identifies a specific problem or challenge you're trying to solve. It highlights the difference between the situation you're in and the desired outcome.

Learning how to write a problem statement is a good skill to have when working in Singapore. It can help with practical problem-solving, decision-making, and project management. It can also contribute to a better work environment.

A problem statement provides focus and direction for any endeavour. This article aims to help you develop a clear and concise problem statement when needed.

When to use a problem statement

You can use problem statements for different situations in the workplace:

Problem-solving and innovation

Use a problem statement to identify problems in your field. This helps you come up with creative ideas and out-of-the-box strategies.

For instance, your company may struggle with low employee engagement. A problem statement articulates this and makes it possible for you to see what's not working — and fix it.

Stakeholder engagement and collaboration

You can facilitate effective communication and collaboration with a well-written problem statement. When a problem's significance is clearly explained, everyone understands what they need to do. This leads to a productive work environment where everyone involved can find a solution fast.

Policy development and implementation

Do you help make policies and find ways to implement them? In Singapore, people value evidence-based policymaking to address societal and economic challenges. A problem statement pinpoints critical issues and helps policymakers develop sound recommendations.

Continuous improvement and efficiency

Writing a problem statement can help you identify areas for improvement in the workplace. Use it to help you define what's not working and find possible solutions. Then, apply changes such as optimised workflows and operations.

5 key elements of a problem statement

Every problem statement should have the following components:

Problem description

The problem description is a brief and clear explanation of the issue that needs to be solved. It should clearly show the difference between how things are now and how you want them to be.

Purpose statement

What is the goal or desired outcome the study or project seeks to achieve? The purpose statement provides the answer to this question. It ensures that all action points are directed towards the common goal of solving complex problems.

Scope

The scope defines the boundaries and limitations of the study or project. It tells you what to include and what to exclude from the study. A broad or ill-defined scope can overwhelm researchers or project managers.

In contrast, a clearly defined scope helps you focus on relevant aspects of the problem. It also sets realistic expectations every step of the way.

Methodology

The methodology outlines the approach or methods to be used to investigate and address the problem.

Significance of the study

This highlights the importance and potential impact of the study or project. A problem statement has to include what change can happen because of your project. It should state who will benefit from the proposed solution. This component shows why your project or study is relevant and worth investigating.

Writing problem statements

Writing the problem description

A well-written problem description defines the boundaries of the problem and captures its key elements. Start by answering the following questions:

• What problem are you or your team trying to solve?
• What evidence supports this problem?

Be specific and avoid vague or general statements like “employees are dissatisfied.”

Add context, evidence, or relevant data to support the problem description. For example, you can write, "Attrition rates in the company have risen 20% since we introduced a hybrid setup."

Writing the purpose statement

The purpose statement should be concrete. It has to concisely describe the expected outcomes of the study or project in one or two sentences.

What are the goals of this project or study? Do you want to create possible solutions that will help ease the climate crisis? Do you want to reduce your company's attrition rate by 10%? Answering these questions can help you arrive at an effective purpose statement.

Defining the scope of the problem

When defining the scope, consider the available resources and project objectives. What does this study or project cover? Who are the stakeholders involved? How long will the project take?

Scope may include — but isn't limited to — the budget, manpower, capacity, and even your team's skill sets. When you state the scope, you manage expectations. You also ensure that the research or project remains feasible and manageable.

Selecting the methodology

Selecting an appropriate methodology involves determining the research design, data collection techniques, analysis methods, and other procedures.

Ask yourself, how will you gather solid data? What particular process will you use to solve the problem?

Describing the significance of the study

When describing the significance, consider the broader implications of the study or project. How will addressing the problem contribute to the field? Will it make a difference in the lives of individuals or communities? Describing the significance helps stakeholders understand the value of your research or project. It emphasises your project's potential viable solutions.

Common mistakes to avoid in problem statement

Lack of specificity

One of the most common mistakes in writing a problem statement is vagueness. As a communication tool, a problem statement should avoid generalisations or ambiguous language that can confuse readers. An example: “This study aims to find out why employees are leaving”

Provide specific details about the problem. Use precise language to describe it and its characteristics. Include relevant data or evidence to support the problem description.

Failure to address the problem of research project

Sometimes, the problem statement may fail to address the research problem. This happens when the problem statement tries to solve multiple issues.

To avoid such a scenario, focus on a specific problem for each project. Don't try to encompass many issues within a single statement. For instance, if you write, "People in Singapore work too hard and find it difficult to have work-life balance," you're making a blanket statement. It's unclear how you plan to solve this problem.  

Being too broad or too narrow

If the problem statement is too broad, you'll find it difficult to conduct focused research or find practical solutions. But if the problem statement is too narrow, you may face many limitations that prevent you from conducting a comprehensive investigation. You might even miss important insights.

Unclear research question

Another common mistake is having an unclear or poorly defined research question. An example of an ambiguous question is: "How many people in Singapore are unhappy with their current jobs?" A survey can easily answer this, but it will not lead you to find possible solutions. A better question would be, "Why are Singaporean professionals discontented with their current jobs?"  

Ignoring the significance of the study

The significance of the study highlights the potential impact of addressing the problem. When you neglect to address the project's importance and relevance, you end up undermining your goal.

How to write an effective problem statement

To write a good problem statement, consider the following strategies.

Start with a SMART research question

A clear research question provides focus and direction for the problem statement. It should be specific, measurable, achievable, relevant, and time-bound (SMART).

The research question should address the core issue and guide you with the next steps of the project. For example, you can ask, "Why do 20% of employees in this company quit within their first year? What changes can we make to stop this?"

By starting with a straightforward research question, you lay the foundation for a strong and effective problem statement.

Use simple language

Use clear and straightforward language so a wider audience can understand you. Avoid technical jargon or complex terms that may confuse or alienate readers. Write easily understandable sentences to convey the problem and its significance.

Simplicity in language promotes clarity and promotes team alignment around your problem statement.

Be specific and concise

A good problem statement should be specific and concise. Avoid broad statements that can be interpreted in different ways. It helps to define the problem's boundaries and focus on relevant details. Provide enough context to justify the problem's importance.

Also, make sure the problem statement is actionable. This allows for targeted investigation and problem-solving.

Consider the audience

Your problem statement should consider the audience who will be reading or reviewing it. Are they the company's younger generation? Branch managers? Policy makers? You can highlight the problem's relevance to your audience's interests, needs, or professional experience.

Seek feedback and revise

Ask for feedback from colleagues, mentors, or subject matter experts. Be open to discussions. When you incorporate constructive feedback, you can refine and improve the problem statement.

Revisit and revise the statement based on the insights gained from these interactions. Keep revising until the problem statement is on point. It has to capture the essence of the problem and align with the research objectives.

3 Problem statement examples

Example 1: Improving employee satisfaction in a healthcare organisation

Problem description:

In our healthcare organisation, we've seen a noticeable decline in employee satisfaction levels. This has led to increased turnover rates and decreased productivity. We have also observed low employee morale, frequent absences, and reduced engagement in the workplace.

Purpose statement:

We want to create a supportive and engaging work environment. We aim to enhance employee well-being, reduce turnover, increase productivity, and improve patient care outcomes.

Scope:

This study will focus on the factors that influence employee satisfaction. These include work-life balance, career development opportunities, recognition and rewards, leadership effectiveness, communication channels, and organisational cultures. The study will target frontline healthcare workers, administrative staff, and support personnel across different departments.

Methodology:

The study will use a mixed-methods approach. We will combine quantitative and qualitative data collection and analysis techniques. Our team will distribute a comprehensive survey to gather quantitative data on employee satisfaction levels, demographics, and perceptions of various workplace factors. We will also conduct in-depth interviews with a select group of employees. The aim is to gain insights into their experiences and suggestions for improvement. We will analyse the collected data using statistical techniques and thematic analysis to know key themes, patterns, and correlations.

Significance of the Study:

Improved employee satisfaction in a healthcare organisation means enhanced patient care, higher staff retention, and better overall performance.

Example 2: Reducing carbon emissions in urban areas

Problem Description:

Urban areas are witnessing a significant rise in carbon emissions. This contributes to environmental degradation, air pollution, and climate change. The growing population, increased industrialisation, and high vehicular traffic contribute to this problem. High carbon emissions pose severe health risks. They also threaten urban communities' long-term sustainability and livability.

Purpose Statement:

This project aims to identify and put in place measures to reduce carbon emissions in urban areas. It will target key sectors such as transportation, energy use, waste management, and urban planning. We aim to reduce the environmental impact of urbanisation and create healthier, more sustainable cities.

Scope:

This study will focus on urban areas with high population density and significant carbon emission levels. It will examine various factors that contribute to carbon emissions. These include transportation patterns, energy consumption, waste generation, and land-use practices.

We will also consider stakeholders' perspectives. They include specific groups such as government authorities, urban planners, transportation agencies, environmental organisations, and residents.

Methodology:

We will adopt a multidisciplinary approach, integrating quantitative and qualitative methods. Data collection will involve:

• Analysing existing emission data.
• Conducting surveys and interviews with stakeholders.
• Collecting relevant information on urban planning policies and technological advancements.

We will analyse the collected data using statistical techniques, GIS mapping, and qualitative analysis to find patterns, trends, and opportunities for emission reduction. The study will review best practices and case studies from other urban areas that have successfully implemented carbon reduction strategies.

Significance of the study:

The study seeks to find ways to improve urban air quality and ensure the well-being of urban residents.

Example 3: Enhancing the customer experience of a mobile application

Problem description:

Our mobile application has received negative feedback due to user interface problems. Users have reported difficulties navigating the app, slow response times, and frequent crashes. These issues affect customer satisfaction and limit the app's potential for success.

Purpose statement:

This study aims to improve the user experience of our mobile application. We need to fix usability issues, improve navigation, boost performance, and reduce technical glitches. By creating an intuitive interface, we aim to enhance user satisfaction and long-term app usage.

Scope:

This study will focus on the customer experience aspects of the mobile application. We will assess user interface design, navigation flow, responsiveness, loading times, error handling, and overall usability. The investigation will target new and existing users to understand their needs, expectations, and pain points.

Methodology:

This study will collect user feedback through surveys, usability testing, analysis of user behaviour and interaction patterns, and assessment of the technical performance of the application.

Significance of the study:

Fixing usability issues and improving the overall user experience and customer satisfaction ratings are crucial to boosting user engagement, attracting new users, and maximising the app's effectiveness.

How to use a problem statement

Now that you know how to write an effective problem statement, here's how you can maximise it for your projects. 

To develop research objectives and hypotheses

A well-crafted problem statement lays the foundation for developing specific objectives and hypotheses. The problem statement acts as a guidepost. It ensures the project remains focused and aligned with the core issue.

To guide the research design and methodology

The problem statement helps determine the appropriate research approach, design, and methods to gather relevant data. It provides insights into the nature of the problem, the target population, and the context in which the research is conducted.

To provide a framework for data analysis and interpretation

During the data analysis and interpretation phase, the problem statement serves as a framework for organising and getting a clear understanding of the collected data. You refer to the problem statement to ensure that the data analysis focuses on the relevant aspects of the problem.

Summary

A well-written problem statement serves as a compass for understanding, investigating, and addressing complex problems. Writing a good problem statement involves:

• Starting with a clear research question
• Using simple language
• Being specific and concise
• Considering the audience's perspectives
• Seeking feedback for continuous improvement

By following this guide, you can craft problem statements that communicate a problem's significance, guide research or problem-solving efforts, and engage stakeholders. An effective problem statement sets the stage for success in addressing challenges. You can then drive meaningful change in the workplace.

FAQs

1. What is the purpose of a problem statement?
   ⁠The purpose of a problem statement is to articulate the specific issue or challenge that needs to be addressed or investigated. It provides a concise and focused description of the problem to guide the research process.
   ⁠
   ⁠A well-defined problem statement helps researchers, decision-makers, or problem solvers understand the scope and significance of the problem. It also identifies research objectives and develops effective strategies for addressing the problem.
   ⁠
2. What are the components of a problem statement?A problem statement has several components:

   • Problem description - Provide a concise description of the issue being addressed

   • Purpose statement - State the purpose or goal of the research or problem-solving effort

   • Scope - Define the boundaries and limitations of the problem, and specify the target population or context

   • Methodology - Briefly describe the research design or approach to address the problem

   • Significance of the study - Explain the importance or potential impact of solving the problem
     ⁠

3. ⁠⁠⁠⁠⁠How do I write a problem statement?

   • Identify the problem and its key aspects

   • Specify the research objectives or goals

   • Clearly define the problem's boundaries and scope

   • Select the appropriate methodology

   • Articulate the significance or potential impact of addressing the problem
     ⁠

4. What are some common mistakes to avoid when writing a problem statement?
   ⁠Common mistakes to avoid when writing a problem statement include:

   • Lack of specificity. Be clear and specific about the problem, avoiding generalisations or ambiguous language.

   • Failure to address the research problem. Ensure the problem statement directly relates to the research problem.

   • Being too broad or too narrow. Find the right balance in defining the problem's scope to make it manageable and meaningful.

   • Unclear research question. State the research question the problem statement aims to answer.

   • Ignoring the significance of the study. Highlight the potential impact or value of addressing the problem.
     ⁠

5. How can I ensure that my problem statement is effective?
   ⁠To ensure that your problem statement is effective:

   • Clearly state the problem, its boundaries, and its relevance.

   • Use simple language and avoid technical jargon.

   • Be concise and specific, avoiding unnecessary details.

   • Consider the audience who will be reading or reviewing it.

   • Ask for constructive feedback to refine the problem statement. This ensures clarity and coherence.
     ⁠

6. Can you provide examples of problem statements?
   ⁠Problem statement examples:

   • Our company's high employee turnover rate is impacting productivity. This requires investigation to identify underlying root causes and develop effective retention strategies.

   • Our city lacks accessible public transportation options. This hinders the mobility and independence of individuals with disabilities. Further research will help guide inclusive transportation solutions.

   • The rising levels of carbon emissions in urban areas contribute to air pollution and climate change. This poses severe health risks and threatens communities' long-term sustainability and livability.

7. How can I use problem statements in my research?
   ⁠Use a problem statement in research to:

   • Guide the formulation of research objectives and hypotheses.

   • Inform the research design and procedure

   • Provide a framework for data collection, analysis, and interpretation.

   • Ensure the research remains focused on addressing the identified problem.

   • Help researchers communicate their study's purpose, scope, and significance to stakeholders.