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How To Write A Problem Statement: Examples & Template
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Add impact only when the basis is supported “Use when: The operational gap has a customer, output or financial consequence that can be calculated from verified information.” The verified gap resulted in [impact], calculated from [measured gap] × [supported rate or unit value from named source].
06 Remove causes, blame and solutions Read the draft again and remove anything that explains the cause, assigns responsibility or recommends what should be done next. Watch for words and phrases such as because, caused by, operator error, poor maintenance, lack of training, need to, should replace or must automate. These may eventually prove relevant, but they belong to the cause-analysis or countermeasure stages. For example: Too early: Poor maintenance caused Line 3 to stop repeatedly. Evidence-led: During first shift in the first five working days of May, Line 3 recorded four unplanned main-drive stops totalling 127 minutes of downtime against a target of no more than 30 minutes. Check: Could several different causes still explain the problem described by the statement? If the wording points the team toward only one explanation, it may already contain an assumption. Output: A problem statement that remains open to investigation. Example: Replace “poor maintenance caused repeated stops” with the recorded drive-stop condition. “If a fact cannot yet be supported, identify it as an evidence gap rather than hiding the uncertainty with confident wording.” Move from a confirmed standard and observable condition to a bounded, measured and verified statement that remains open to causal evidence.
Purpose: Explain why the gap is worth addressing. “Question: What is the operational, financial or customer consequence?” Example: The lost production time is reducing available capacity, increasing overtime risk and threatening the on-time completion of customer orders.
Where and who: Where was the gap found, and what or whom did it affect? “Identify the relevant product, process, transaction, customer group, equipment, team or population. “Who” should define involvement or impact, not assign blame.” Time and pattern
Purpose: Explain why the gap is worth addressing. “Question: What is the operational, financial or customer consequence?” Example: The lost production time is reducing available capacity, increasing overtime risk and threatening the on-time completion of customer orders.
Add impact only when the basis is supported “Use when: The operational gap has a customer, output or financial consequence that can be calculated from verified information.” The verified gap resulted in [impact], calculated from [measured gap] × [supported rate or unit value from named source].
A problem statement is a concise, factual description of the gap between the performance that should be happening and what is actually happening. It gives the team a shared starting point for investigation without assuming the cause, assigning blame or prescribing a solution. “In practical terms, a useful problem statement identifies four things:” Expected condition: What standard, target or requirement should have been met?
In practical terms, a useful problem statement identifies four things: “Expected condition: What standard, target or requirement should have been met?” Actual condition: What was observed or measured?
Expected condition: What standard, target or requirement should have been met? “Actual condition: What was observed or measured?” Gap: How large or frequent was the difference?
Actual condition: What was observed or measured? “Gap: How large or frequent was the difference?” Scope: Where and when did the problem occur?
Gap: How large or frequent was the difference? “Scope: Where and when did the problem occur?” The practical rule is simple: define the gap before trying to explain it.
Scope: Where and when did the problem occur? “The practical rule is simple: define the gap before trying to explain it.” Factual problem statement: During the first five working days of May, Line 3 experienced four unplanned drive stops, causing 127 minutes of downtime against a target of no more than 30 minutes.
What is a problem statement? “A problem statement is a concise, factual description of the gap between the performance that should be happening and what is actually happening. It gives the team a shared starting point for investigation without assuming the cause, assigning blame or prescribing a solution.” In practical terms, a useful problem statement identifies four things:
How and why it matters: How large is the gap, and what consequence does it create? “Use a count, rate, duration, percentage, value or another suitable unit. Keep impact separate when its calculation is not yet supported by evidence.” Evidence source and status
If an impact is estimated, make its basis visible: “Estimated impact = verified gap × supported rate or unit value” For example, an output estimate based on 127 minutes of downtime is useful only when the production rate, period and evidence source are stated. If that basis is weak, label it estimate to validate or leave it outside the core problem statement.
The actual condition is observable The wording describes what happened rather than what the team believes caused it. “The boundary is explicit The product, process, population, location and relevant operating boundary are clear.” The period and pattern are defined The reader can tell when the data was collected and what frequency or sequence is being examined.