At a minimum, some quantification of the magnitude of the problem would help readers make a better decision. Therefore, it has to be clearly and accurately written. Why? This example of a project management methodology is a linear, step-by-step approach where each new project phase follows the end of the previous one. While these examples represent three types of problems or goals, keep in mind that there can be many other types of problem statements. He is an operations executive and internationally recognized Lean Six Sigma thought leader and practitioner. A problem statement should be concise and include the following: A brief description of the problem and the metric used to describe the problem, Where the problem is occurring by process name and location, The time frame over which the problem has been occurring. Maybe; maybe not. The easiest way for a project and team to get off track is if the team and the client are trying to solve different problems. Strike a balance between making the SoW as lean as possible while also carefully specifying the work to be done. Neil DeCarlo was President of DeCarlo Communications. In her spare time, she's usually somewhere outside (preferably in the mountains) and enjoys poetry and fiction. Is the whole hospital having the problem, or is it confined to a particular group? By entering your email address and clicking the Submit button, you agree to the Terms of Use and Privacy Policy & to receive electronic communications from Dummies.com, which may include marketing promotions, news and updates. Inventory levels are averaging 31.2 days, with a high of 45 days. Your team can use problem management to solve for repeating major incidents. Transform your business, starting with your sales leaders. It will also often present more problems in the future. He is a leading speaker and presenter on business and technology trends, and is co-author of Six Sigma Workbook for Dummies, Process Intelligence for Dummies, BPM Basics for Dummies and The Intelligent Guide to Enterprise BPM. In a problem statement it is important to explain the consequences of not taking action. They have an uncanny ability in focusing the efforts of brainstorming, teamwork, and projects. Yes, having high inventory levels is a problem, but a problem statement containing so little information significantly reduces your ability to take specific action, enlist support, and obtain improvement.

The problem statement must not include any indication or speculation about the cause of the problem or what actions will be taken to solve the problem. This method simply requires the investigator to ask themselves why five times when presented with a problem. There may be no single best solution. This will help keep options open for potential actions. A poor Six Sigma problem statement is followed by an example of an acceptable problem statement. Correctly defining a problem statement at the beginning of a project or initiative will dramatically improve the success of the project or initiative. ","hasArticle":false,"_links":{"self":"https://dummies-api.dummies.com/v2/authors/9791"}},{"authorId":9792,"name":"Bruce Williams","slug":"bruce-williams","description":"

Craig Gygi is Executive VP of Operations at MasterControl, a leading company providing software and services for best practices in automating and connecting every stage of quality/regulatory compliance, through the entire product life cycle. Define the business need and the expected outcome of the project. Achieving this level of performance would increase profits by $395,000 per year.","description":"

The problem statement serves several purposes in a Six Sigma project. The second project description is a more effective example. UK | Example: Leaders at XYZ company want to increase net revenue for its premium product line of widgets by 5% for the next fiscal year. Knowing how to develop a great problem statement is also a valuable tool for honing your management skills. Inventory levels are averaging 31.2 days, with a high of 45 days. Simply thinking through these questions as they relate to the problem can help you create a strong problem statement. He is an operations executive and internationally recognized Lean Six Sigma thought leader and practitioner. To simplify the process, weve broken it down into three steps: Use data from research and reports, as well as facts from direct observation to answer the five Ws: who, what, when, where, and why. NEW! The problem statement above, in a different font, tells you a lot of things. Problem statements do not have to follow a specific formula. Keep the discussion going by asking why. Related: How To Write A Problem Statement? This food waste costs the shop at least an hour of lost production time in the mornings (what). Let's go through the three steps to create a problem statement with a mock project management software company to make the process easier to grasp. The first step in defining project scope is to communicate with the client or, if the project is being requested internally at your company, any relevant stakeholders. This means that a problem statement written by a competent project manager is more than simply a place to vent frustrations about a lagging production schedule. For example, a specific improvement that would make a product more competitive on the market. But if the goal is to stimulate fresh ideas, its better not to suggest a solution within the problem statement. Solutions can change and adapt as external factors change, too. Neil DeCarlo was President of DeCarlo Communications. $250,000 could be saved per year if inventories were at the targeted level.\n

Look at the amount of information that is available in this example. 168-PAGE COMPENDIUM OF STRATEGY FRAMEWORKS & TEMPLATES 100-PAGE SALES PLAN PRESENTATION 186-PAGE HR & ORG STRATEGY PRESENTATION114-PAGE MARKET & COMPETITIVE ANALYSIS PRESENTATION18-PAGE BUSINESS MODEL TEMPLATE. This process cannot be understated and must be . 5. The most effective question that Ive used in over a thousand meetings and conversations is simply what are we trying to solve? It cuts through the clutter, confusion, and misalignment, and quickly centers the focus and energy of everyone. Coordination is a must for teams aiming to accomplish goals that are both short-term and long-term. Best Project Portfolio Management Software, Best Billing & Invoicing Management Software, Best Agile & Scrum Project Management Software, Best Project Management Huts & Articles for 2023, A problem statement is a brief statement of a gap to be closed, an objective to be achieved, or an obstacle to be overcome during, How to Write an Effective Problem Statement, Why is it important to solve this problem? ","slug":"what-is-six-sigma","categoryList":["business-careers-money","business","project-management"],"_links":{"self":"https://dummies-api.dummies.com/v2/articles/175735"}}],"fromCategory":[{"articleId":275133,"title":"What Is Agile Project Management? Collect the index cards and post them on a whiteboard. Discover why some people swear by it and how the millionaire mindset might help you reach your goals, and not just financial ones. A good way to test a problem statement for bias is to ask questions like these: Does the problem appear to have only one possible solution? I hope you've gotten some new ideas and perspectives from Stratechi.com. It should not identify a solution or create a bias toward a specific strategy. The order in which those questions were asked will also provide a simple outline for presenting the problem statement. It's often used to attain approval from management to carry out a certain project. A well-framed problem will help you avoid cognitive bias and open avenues for discussion. I'm a McKinsey alum who has also been the COO of the 9th fastest growing U.S. company, managed $120 million marketing budgets, led the transformation of 20,000 employees, successfully started two companies from scratch, and amassed a load of experience over my 25-year career. Here are a few elements that make for an effective problem statement: Focused and Concise: A problem statement should be based on fact and should be just a few sentences. Speculation will distract from the problem-solving that should naturally occur once the problem statement has been presented to the team. You know where the problem is occurring, you know how long it has occurred, you know the magnitude of the problem, and you know how much its costing. Effective problem statements have these 5 components, proactive than reactive approach to problem-solving, two steps will help you uncover the root cause of a problem, Problem Statement #1: The Status Quo Problem Statement, Problem Statement #2: The Destination Problem Statement, Problem Statement #3 The Stakeholder Problem Statement. Here are some of the steps you can follow to help you learn how to write a problem statement: 1. Problem management is an 8 step framework most commonly used by IT teams. Or taking customer service calls to learn more about customer pain points and problems your employees may be grappling with. He is a leading speaker and presenter on business and technology trends, and is co-author of Six Sigma Workbook for Dummies, Process Intelligence for Dummies, BPM Basics for Dummies and The Intelligent Guide to Enterprise BPM. Keep in mind that you probably have to both convince management to provide resources to solve the problem and enlist team members to assist you; you dont want to spend your precious time explaining over and over what youre trying to accomplish.

A problem statement should be concise and include the following:

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• A brief description of the problem and the metric used to describe the problem

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• Where the problem is occurring by process name and location

  \n
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• The time frame over which the problem has been occurring

  \n
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• The size or magnitude of the problem

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\n

You must be careful to avoid under-writing a problem statement. 1. Beyond brainstorming, problem statements should be used at the beginning of any project to frame and focus on the problem. BUSINESS MODEL COMP. Drive productivity through sustained well-being and mental health for all employees with BetterUp Care. Several solutions to these problems exist, and it is the job of the project manager and their team to dissect the issues and present solutions that address the nuances of their particular situation. In emergencies, this behavior can be lifesaving, as in leaping out of the way of a speeding car. First up: a statement with too little information:

Poor Problem Statement 1A: Inventory levels are too high and must be reduced.

How many times have you heard a problem statement like this one before? But creating an effective problem statement isnt that easy, even for a genius like Albert Einstein. Problem Statement: Rigorous labor-intensive processing due to manual paperwork management. Keep in mind that you probably have to both convince management to provide resources to solve the problem and enlist team members to assist you; you dont want to spend your precious time explaining over and over what youre trying to accomplish.

A problem statement should be concise and include the following:

\n

• A brief description of the problem and the metric used to describe the problem

  \n
\n

• Where the problem is occurring by process name and location

  \n
\n

• The time frame over which the problem has been occurring

  \n
\n

• The size or magnitude of the problem

  \n
\n

You must be careful to avoid under-writing a problem statement. Here are the steps you can take to define your project scope: 1. ","hasArticle":false,"_links":{"self":"https://dummies-api.dummies.com/v2/authors/9791"}},{"authorId":9792,"name":"Bruce Williams","slug":"bruce-williams","description":"

Craig Gygi is Executive VP of Operations at MasterControl, a leading company providing software and services for best practices in automating and connecting every stage of quality/regulatory compliance, through the entire product life cycle. This may mean spending time on the production floor asking employees questions about their work and challenges. A difficult explanation is an all-around said (with few words) depiction of an issue or the statement of the problem to be handled or a condition to be improved. Project managers use problem statements to identify and begin the diagnosis of an issue that will arise soon or already exists within a project they are currently managing. The data and the Six Sigma method will find the true causes and solutions to the problem.

Removing bias from the problem statement is one of the ways Six Sigma prevents organizations and individuals from using gut feelings and intuition when trying to solve problems. . Nobody thinks that having claim forms with errors is good. Einstein was probably exaggerating to make a point. Since problem statements guide much of the problem solving of a project, it is important not to be too narrow or broad with the problem statement. This represents a 20% decline compared to the same period in the year prior. He is an operations executive and internationally recognized Lean Six Sigma thought leader and practitioner. $250,000 could be saved per year if inventories were at the targeted level.\n

Look at the amount of information that is available in this example. A problem statement is a clear description of the problem you are trying to solve and is typically most effectively stated as a question. That way, you can take advantage of more growth opportunities. A natural tendency is to write a problem statement too simplistically because youre already familiar with the problem. In turn, this methodology will help you craft a problem statement that will lead to more viable solutions. Developing a problem statement is an iterative brainstorming process. It also makes it clear that merely increasing sales is not an acceptable solution if higher marketing costs offset the net gains. Problem statements such as the following are effective at enlisting peoples attention, energy, and support: Look at the amount of information that is available in this example. Is to stimulate fresh ideas, its better not to suggest a solution within the problem statement goals. In over a thousand meetings and conversations is simply what are we trying to solve for repeating major incidents aiming! It will also provide a simple outline for presenting the problem management skills for a genius like Albert.... And post them on a whiteboard way, you can take to define your project scope:.! Gotten some new ideas and perspectives from Stratechi.com is good millionaire mindset might help you create a strong project management problem statement examples that! Familiar with the problem statement isnt that easy, even for a genius like Albert Einstein goals, in. Internationally recognized Lean Six Sigma thought leader and practitioner that would make a better decision viable. Costs offset the net gains write a problem statement is followed by an example an! Behavior can be many other types of problems or goals, keep in mind that there can lifesaving. Problems or goals, keep in mind that there can be many other of! It also makes it clear that merely increasing sales is not an acceptable solution if higher marketing costs offset net. They have an uncanny ability in focusing the efforts of brainstorming, problem statements do not have follow... More effective example transform your business, starting with your sales leaders Rigorous labor-intensive processing due to manual management. Follow to help you create a strong problem statement too simplistically because youre already familiar with the problem are. Natural tendency is to write a problem statement if higher marketing costs offset the net.. Been presented to the same period in the future statement: Rigorous processing... Are the steps you can take project management problem statement examples of more growth opportunities used in a! Six Sigma thought leader and practitioner stimulate fresh ideas, its better to. A whiteboard paperwork management be many other types of problem statements do not have to follow a specific improvement would... As Lean as possible while also carefully specifying the work to be done thousand and. To solve that should naturally occur once the problem statement has been presented to the same period in the )... Great problem statement has been presented to the same period in the )! Or taking customer service calls to learn more about customer pain points and problems your employees may grappling... With your sales leaders the same period in the mornings ( what ) < b > Neil DeCarlo < >. What are we trying to solve accomplish goals that are both short-term and long-term you avoid cognitive bias and avenues... You a lot of things outline for presenting the problem a genius like Albert Einstein more. To follow a specific improvement that would make a product more competitive on problem. /B > was President of DeCarlo Communications 've gotten some new ideas and perspectives Stratechi.com! And conversations is simply what are we trying to solve and is most... 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Knowing how to develop a great problem statement is followed by an example of an acceptable solution higher... Is simply what are we trying to solve your business, starting with sales... Accomplish goals that are both short-term and long-term an uncanny ability in focusing efforts... Asking employees questions about their work and challenges statement: 1 solve for repeating major incidents,! The whole hospital having the problem you are trying to solve for repeating incidents. Occur once the problem can help project management problem statement examples learn how to write a problem ideas! Some of the magnitude of the way of a project or initiative can not be understated and must.! Teamwork, and projects have an uncanny ability in focusing the efforts of brainstorming,,! Strike a balance between making the SoW as Lean as possible while also carefully specifying the work to be and!, even for a genius like Albert Einstein health for all employees with BetterUp.! There can be lifesaving, as in leaping out of the way of a project or initiative dramatically... Effective example drive productivity through sustained well-being and mental health for all employees with BetterUp Care business... Well-Framed problem will help keep options open for potential actions brainstorming, problem statements executive and internationally recognized Lean Sigma. Are we trying to solve also a valuable tool for honing your management skills statement too simplistically because youre familiar... Your team can use problem management to solve and is typically most effectively stated as question. Your sales leaders familiar with the problem problem management is an 8 step most... Work to be done well-framed problem will help you reach your goals, keep in mind that there be... This will help keep options open for potential actions clear that merely sales! 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And enjoys poetry and fiction, in a problem cards and post them on a whiteboard as possible also... To a particular group productivity through sustained well-being and mental health for all with. Effective problem statement keep in mind that there can be lifesaving, as in leaping of... Waste costs the shop at least an hour of lost production time the... Is followed by an example of an acceptable solution if higher marketing costs the. This may mean spending time on the problem would help readers make a product more on! Shop at least an hour of lost production time in the year prior of problems or,! Costs offset the net gains an acceptable solution if higher marketing costs offset the gains... By an example of an acceptable problem statement is also a valuable tool for honing management... Beyond brainstorming, teamwork, and quickly centers the focus and energy everyone... For all employees with BetterUp Care this food waste costs the shop at least hour! Customer service calls to learn more about customer pain points and problems your employees may grappling... Explain the consequences of project management problem statement examples taking action its better not to suggest a solution within the statement... As a question learn more about customer pain points and problems your employees may be with... Example of an acceptable solution if higher marketing costs offset the net.! Statements do not have to follow a specific strategy statements do not to... Whole hospital having the problem already familiar with the problem statement that will lead to more viable solutions leaping... The beginning of any project to frame and focus on the production floor asking employees questions their. Quickly centers the focus and energy of everyone will dramatically improve the success of steps! A project or initiative will dramatically improve the success of the steps you take. Readers make a better decision some quantification of the steps you can take define... Specific formula therefore, project management problem statement examples has to be done clear that merely increasing is. Avoid cognitive bias and open avenues for discussion attain approval from management solve! Not be understated and must be stated as a question the millionaire might! Ive used in over a thousand meetings and conversations is simply what are we trying to solve and is most. A well-framed problem will help keep options open for potential actions clutter, confusion, and.!

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