Writing clear and focused problem statements

A well-written problem statement shapes the entire specification. It defines what needs to be solved without prescribing how to solve it. To stay effective, it should be short enough to read quickly but specific enough to show a clear understanding of the issue. It must also remain focused on facts, not assumptions. Vague phrasing like “the process is inefficient” or “users are unhappy” weakens the statement because it hides the true cause and measurable impact of the issue.

A strong statement avoids embedding solutions inside the problem. Instead of writing “we need to redesign the app interface,” a more accurate phrasing would be “users fail to complete purchases because navigation between product and checkout pages is unclear.” The second version identifies a concrete obstacle and its consequence, leaving the design of a solution for the next step in the specification. By keeping the statement neutral and specific, teams make it easier for every part of the spec, such as goals, requirements, or success criteria, to align with verified user and business needs.