How do you define the problem your business analysis project solves?

1 Understand the context

Before you start writing your problem statement, you need to understand the context of the problem. This means gathering relevant information about the current situation, the root causes, the impact, the scope, and the assumptions. You can use various techniques to collect and analyze data, such as interviews, surveys, observation, document review, brainstorming, root cause analysis, and SWOT analysis. The more you know about the problem, the easier it will be to define it.

2 Use a problem statement template

A problem statement template can help you structure your problem statement and ensure that it covers the essential elements. A common template is the SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) criteria, which helps you write a concise and realistic problem statement. A SMART problem statement might look something like this:

The current customer service system is outdated and inefficient, resulting in long wait times, low customer satisfaction, and high staff turnover. The project aims to implement a new customer service system that will reduce wait times by 50%, increase customer satisfaction by 20%, and decrease staff turnover by 10% within six months.

3 Validate and refine your problem statement

Once you have written your problem statement, you need to validate and refine it. This means checking if your problem statement is accurate, clear, relevant, and aligned with the project objectives and stakeholder expectations. You can use various methods to validate and refine your problem statement, such as feedback, testing, prototyping, and benchmarking. The goal is to ensure that your problem statement reflects the real problem and the desired solution.

4 Communicate your problem statement

Finally, you need to communicate your problem statement to your project team and stakeholders. This helps you establish a common understanding of the problem and the project scope, as well as gain buy-in and support. You can use various tools and formats to communicate your problem statement, such as presentations, reports, diagrams, charts, and stories. The key is to use clear and simple language that conveys the problem and the value proposition.

Defining the problem your business analysis project solves is not a one-time activity, but an ongoing process that requires constant review and adjustment. By following these tips and best practices, you can write a problem statement that guides your analysis and delivers value to your stakeholders and customers.

5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?