Imagine the following scenario: a team gathers around a table for a project retrospective. The previous session didn’t quite hit the mark, so everyone is keen to get the next one right. Eager to find a solution, Sarah from design is advocating for a more user-friendly interface. However, Sam from engineering believes optimizing the back-end processes is the way forward. Meanwhile, Mike the product manager insists that what's needed is a campaign to highlight the software's features. Hours go by and the whiteboard is filled with colorful sketches, diagrams, and lists...
Then, a voice from the back of the room, belonging to Ana, a new team member, quietly asks, "What exactly is the problem we're trying to solve?" Silence ensues. It dawns on everyone that while they've been diligently brainstorming solutions, they might not have been addressing the same problem.
This scene underscores a common pitfall in many professional settings, not just in software development. Before leaping into solutions, it's critical to ensure everyone agrees on the problem. Define the problem statement—it's the tool that ensures every team member starts from the same page, aiming for the same goal.
Problem statement defined
In the simplest terms, a problem statement is a concise explanation of an obstacle to be examined. It's not just a statement; it's a starting place to ground the team and keep everyone focused in the same direction.
- Clear description – A finely crafted problem statement doesn't just highlight the issue—it provides context. The critical questions it answers are: Where are we currently? What is our desired destination?
- The Five W’s – The Five W’s are a great tool to use when defining a problem statement. Capture the Who, What, When, Where, and Why of your goal.
Benefits of a problem statement
The beauty of a well-crafted problem statement lies in its multifaceted advantages:
- Centering the team – Before diving into the sea of execution, aligning your team is the anchor that ensures everyone is focused on the right challenge.
- Measurement tool – At the end of a project, metrics or measurable data points act as a ruler, assessing whether the outcome truly addresses the initial problem.
- Enhancing team synergy – When everyone speaks the same language, misunderstandings are reduced. A shared problem statement bridges the gaps between departments, stakeholders, and even customers.
How to apply your problem statement
Embedding the practice of creating problem statements isn’t a one-off event; it's a part of all project phases:
- Discovery and framing – As you set off, make this the cornerstone of your kick-off sessions, ensuring the team is aligned.
- Midpoint check-ins – A compass is only useful if you check it regularly. Review the problem statement often to ensure everyone is on track.
- Stakeholder engagements – When you present updates or seek approvals, let your problem statement guide your narratives.
- Iteration planning meetings (IPMs), sprints, and meetings – From ideation sessions to sprint planning, let the problem statement be the filter through which all ideas pass.
- Sales and marketing – A clear problem and solution narrative helps create compelling stories for potential customers.
Templates
Crafting a problem statement can vary based on the amount of information you have. Here are some templates to guide you:
- Know a little – [XYZ feature] allows [Persona A] to [be enabled to do something]. We have noticed [these problems and needs arising].
- Know enough – Given [something has happened], [Persona A] has a problem with [XYZ] because [ABC].
- Know a lot – (as customer type/user persona)
- I am trying to (the job they are trying to accomplish)
- But (obstacle, challenge, problem)
- Because (root cause of the obstacle)
- Which makes me feel (emotion words)
Get started
Problem statements are not merely a jumble of words, but rather, a framework that encapsulates the challenge and the context. By adopting a clear problem statement, we ensure everyone starts from the same Point A, remains focused on reaching the same destination, and believes in the feasibility of the journey.
As you approach your next project, big or small, take a moment to craft a concise and clear problem statement. Establish alignment with every team member, and watch how this simple yet profound step transforms the efficiency of your communication.
Contact us to learn more about how VMware Tanzu Labs builds products with accuracy problem statements.
