Why every project needs a clear problem statement
The very first thing I ask when I begin working on a project — whether in a project management or evaluation role — is:
“What is the problem you are trying to solve?”
WHY IT’S OFTEN MISSING
Projects often get bounced around organisations — from Finance to Marketing to Project Management Office teams — until the original reason for starting them has been lost to history.
Other times, projects are created instinctively or in response to funding opportunities, and no one ever stopped to ask: what problem are we solving?
Why a Problem Statement Matters
So, why bother creating a problem statement?
Because it gives us a touchstone to return to throughout the life of the project or service. It helps us reflect, refine, and stay on course.
For me, a clear problem statement underpins everything I do, from project plan to change management plan and, very importantly, the engagement strategy and survey design.
I loathe answering surveys that are pages long with questions that feel irrelevant. That’s why, when I write surveys, every single question must “earn its place” by connecting directly back to the problem statement. I continually ask, ‘What do I want answered and will this question contribute to the answer?’
Take this theoretical example:
Regional communities face difficulty accessing allied health professionals due to thin market constraints.
Underneath this statement, we can draft reasons why:
Client demand for allied health services in each hospital is not enough to sustain a full-time role.
Professionals may need to travel between hospitals, making it financially and logistically unattractive.
Many professionals relocate to metropolitan areas for better pay and hours.
Regional healthcare centres lack the funding to employ dedicated staff.
Then you may want to outline the impact of the problem now and if it is not solved.
Regional communities are disadvantaged by lack of access to allied health services
Regional areas have high ageing population who often cannot access essential allied health services
Families are suffering stress and hardship when one parent needs to travel to metropolitan areas to access allied health services for themselves or their children.
As you review secondary data or consult with stakeholders, you may refine or adjust these reasons. Eventually, you arrive at a problem statement that feels solid and supported.
HOW IT GUIDES THE WORK
Once you’ve articulated the problem, you can use it to:
Draft a project plan
Build a project logic
Shape surveys or workshop questions, and even who you will engage.
In short, a good problem statement tells you:
Who is affected
Why they are affected
And it guides you in ensuring that what you deliver genuinely addresses their problem.