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How to Formulate a Problem?

A problem description must formally contain the following elements:

  • Affected persons: Who is affected by the problem?
  • Manifestation: How does the problem appear? (when, where, how often, what causes it)
  • Causes: What causes are linked to the problem?
  • Consequences: What consequences could arise in the future if the problem is not solved?

Example A

Many employees of the company (affected persons) cannot afford the food in the cafeteria (manifestation). Because of this, they are regularly poorly nourished (cause), which results in them being exhausted and unfocused at work (consequences).

Style

A problem should always be described briefly, yet appropriately for the problematic situation. What "appropriately" means regarding text length can vary greatly. Sometimes a longer sentence is enough to clearly and distinctly outline a problem for all involved, while in other cases a more detailed problem analysis is required. Appropriateness relates to the complexity of the initial situation.

When a more extensive problem description is required, it should be preceded by a brief "summary" that outlines the problem in key points. The more detailed description follows in the text box "Problem Description" below.

Solution Neutrality

A problem should always be formulated in a solution-neutral manner, because there are often multiple problem-solutions that need to be weighed against each other to find the best solution.

Example B

Instead: »The food in the cafeteria is too expensive ...«
Better: »Many ... cannot afford the food in the cafeteria ...«

If the problem were that the food is too expensive, there would be only one solution for it, namely that it must become cheaper. But the food prices may already be tightly calculated.

The actual problem is that many cannot afford the food. And for this problem, there are multiple solutions instead of just lowering the prices. The company could consider subsidizing prices for employees; it could distribute food vouchers to employees, or offer food to staff completely free of charge. Another approach would be to raise the wages for employees with the lowest incomes.

Legitimate Interest

The problem description should express the legitimacy of the interest. To what extent does solving the problem serve the interest of the contracting community, and can this be reasonably expected of them?

The wording "Many employees of the company" makes it clear, for example, that there is a connection between the problem and the company in question. It also implicitly makes it clear that the problem occurs with daily regularity, and that the prices in the cafeteria are related to the wages paid by the company. The consequences of this problem – that the poor nutrition of employees affects their work through "exhaustion and lack of focus" – clearly indicate that the company should take this problem seriously.