Constructing a Problem Statement

Purpose A well-formulated problem statement describes a current problem and a desired

situation with numbers. The 5W2H tool is used to guide the Analyst to create a good
problem statement. The tool is most useful if a draft problem statement already exists
because it provides you with a starting point for the associated questions.
Helpful Tools Process Flowchart, Brainstorming, Value Added & 7 Wastes, SIPOC
Step Action Description
1. Begin with an • Your initial problem statement should state the problem as specific and well
initial problem focused as you can.
statement
Example:
There is too much time wasted on looking for reports and documents. It is
extremely inefficient and is costing the company a lot of money in loss
productivity.
2. Use the 5W2H • Ask the following questions about your problem:
tool o Why do I say it is a problem?
o Why is this problem important?
o Where is the problem located? Where is it occurring in the organization?
o Who is affected by the problem? Who is concerned about the problem?
o What is the nature of the problem? What happens when the problem occurs?
What activities, procedures and parts are involved?
o When does the problem happen?
o How do you know it is a problem?
3. Reformulate • Consider these tips when reformulating the problem statement:
problem o Describe the problem in no more than 2 sentences
statement
o Focus on quality, delivery or cost
o Be measurable
o Include a desired situation
o Ensure that your statement is factual, supported by data and devoid of
opinion and personal sentiment
o Understandable, clear and concise
o Ensure it is feasible in scope

Example:
40% of my time is spent looking for documents.
This should be less than 3%.

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 5W and 2H

Initial Problem Statement

Why do we say it's a problem?

Where is the problem occurring?

Who is affected by the problem?

What is the nature of the problem?

When does the problem happen? Frequency?

How do you know it's a problem? (Evidence)

How Many , How much? (Quantify)

Reformulated Problem Statement:

Current situation:

desired situation:

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