Last Updated on 12 September 2023
A problem statement is a short description of the issue that you’re trying to tackle with your Six Sigma project. It is most useful to prepare during the Define phase of DMAIC, when you are defining the project you are trying to tackle. It is also used as the first box of the A3 problem solving process.
What is a problem statement?
A problem statement is a clear and concise statement that identifies and defines a specific problem at hand. It is a crucial component of any problem-solving process as it sets the foundation for finding a solution. A well-crafted problem statement helps stakeholders and researchers understand the problem, its significance, and potential solutions.
When to use a problem statement
Problem statements are valuable tools in various situations. Let’s explore when to use a problem statement:
To clarify expected outcomes
A problem statement helps in clarifying the desired outcomes of a project or initiative. It ensures that all stakeholders have a common understanding of what needs to be achieved. By clearly defining the problem, a problem statement serves as a guide for decision-making and resource allocation.
As a project guide
Problem statements are also useful in guiding project management. They provide a clear direction and focus for the project by outlining the problem that needs to be addressed. A well-defined problem statement helps in defining project objectives, scope, and success criteria.
How to write a problem statement
Now that we understand the importance of a problem statement, let’s dive into the process of writing one. Here are seven steps to help you write an effective problem statement:
1. Describe how things should work
Start by describing the ideal state or how things should work in an ideal scenario. This sets the context and provides a benchmark for identifying the problem.
2. Explain the problem and state why it matters
Clearly explain the problem at hand and provide a concise summary of its impact. State why it matters and articulate the key challenges associated with the problem.
3. Explain your problem’s financial costs
In this step, highlight the financial costs associated with the problem. Provide insights into the potential losses or missed opportunities if the problem is not addressed effectively.
4. Back up your claims
Support your claims by providing evidence, data, or expert opinions that validate the existence and significance of the problem. This strengthens the credibility of your problem statement.
5. Propose a solution
Suggest possible solutions or approaches to solving the problem. This demonstrates your understanding of the problem and highlights your problem-solving skills.
6. Explain the benefits of your proposed solution(s)
Explore the potential benefits of your proposed solution(s). Show how they address the root cause of the problem and how they can lead to positive outcomes.
7. Conclude by summarizing the problem and solution
In the concluding part of your problem statement, summarize the problem and the proposed solution(s). Leave the reader with a clear understanding of what needs to be done.
Rules for writing a problem statement
The method is easy: write a brief description of your problem. The rules you need to follow are:
- Make it concise; at most 3 sentences
- It should be accessible without jargon
- Add metrics to quantify the problem including scale, cost etc.
- Define the scope of the project required
- Keep it SMART, or Specific, Measurable, Achievable, Relevant and Timely
- Don’t anticipate any conclusions as to cause of the issues
Problem statement examples
In this section, we will provide you with some problem statement examples to illustrate the concept. Let’s have a look:
Example 1:
Problem Statement for Order Processing Time: Over the past quarter, there has been a noticeable increase in the average time it takes to process a customer order in our e-commerce business. The current average processing time is 72 hours, up from the previous average of 48 hours, potentially impacting customer satisfaction and loyalty.
Example 2:
Problem Statement for Product Defect Rate: ABC Company’s manufacturing line has seen a 15% increase in the defect rate of Product X over the last six months, resulting in increased costs due to rework and waste and decreased customer satisfaction due to product quality issues
Example 3:
Problem Statement for Hospital Admission Time: In the ER department, patient admission time has risen from an average of 30 minutes to 60 minutes over the past six months. This increase in admission time contributes significantly to patient dissatisfaction and could potentially impact patient care quality.
By effectively crafting problem statements, you lay the groundwork for finding answers and developing solutions. A well-defined problem statement focuses your efforts and drives you towards the desired outcomes.
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