Your ability to make thoughtful choices is drained by decision fatigue.

Do you feel overwhelmed by the number of daily problems? According to Eva Krockow, a lecturer at the University of Leicester in the United Kingdom, your brain makes as many as 35,000 decisions per day, according to Eva Krockow (source: CNN 2022). So it’s no wonder we may feel exhausted and drained as the day progresses. Would you believe it if I told you it was possible to re-energize and recharge your brain in 15 minutes?  

Yes, it's possible! A simple problem-framing activity helps organize and manage your decision-making process, ensuring you can effectively communicate your needs.

In this article, you will take away a straightforward method for effectively framing your problems, which can make your life easier and assist you in tackling even the most difficult challenges. Then, we'll break down each step, from identifying the issue to defining and communicating it, in a way that reaches your target audience.

Try our 5-step approach to think through your problem properly. Read to the end to download a free problem-solving template to clarify and communicate your problem effectively.

“Your problems never cease. They just change.”

— Phil Jackson

1 | Identify the problem

The first step to effectively solving any problem is identifying it. It's easy to feel overwhelmed when facing challenging issues. However, before genuinely tackling them, we must recognize the problem at its core. Unfortunately, many people get caught up in the symptoms of the pain rather than its root cause and forget to think about the outcome they want to drive versus the challenge they want to solve. 

Is this a challenge? Why do I want to solve it? Who can help me solve it? 

Once you have established why the problem is, in fact, a problem, try to define it in a single, outcome-focused statement. To help you, try a 5-minute "Problem Funnel" exercise to simplify and clarify your problem. 

2 | Write a problem statement in 40 words.

The next step is to formulate a problem statement in 40 words, which should be a concise and laser-focused statement of the problem at hand. 

A problem statement is defined as a clear definition of the problem and the desired outcome. A problem statement is a concise, actionable sentence or question that defines your purpose and direction and identifies a desired result without jumping to a specific solution. 

Example of a problem statement (in 40 words): 

How might we create remarkable work experiences that recognize contributions and drive the career growth for women in technology roles so that they feel valued and supported so we are considered a top employer across the Canadian technology industry?

In this example, a software company articulated the problem by defining a user, their crucial pain point, and the desired outcome to create a clear, actionable statement.

• Targets the user: Women in tech roles.

• What they need: recognition & opportunities to advance.

• The desired outcome: women invested in and valued.

• The business driver: recognized as a top employer.

Notice how the problem statement is framed as a question without jumping to a solution. Instead, it focuses on what needs to change, why, and what value or positive change it will drive. This approach allows you to think up new, inventive solutions without inserting your biases or being too influenced by past experiences. Assumptions and Hypotheses. Whatever the goals, a clearly defined, shared problem statement will help you and your team make better decisions faster and focus on what is most important to the users that fuel your business.

Once we've done that, we can move on to the next step, cutting it down to 20 words to simplify the problem and make it easier to understand.

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3 | Cut your Problem Statement to 20 words.

As we’ve uncovered, identifying the problem is the first and most critical step to solving it. If you follow along and apply this to a current, real challenge, you might feel slightly more relaxed. But don’t get too cozy; the fun is about to begin!

Next, we will slightly increase the difficulty level and present the problem in a concise and well-defined way, this time in only 20 words.

Example of a problem statement in 20 words: 

How can we drive career growth for women so they feel valued and help us become a top industry employer?

This framework will help us understand the core of the problem and refine our focus for the next step: refining it to 10 words.

Download our free Problem Funnel Template for PDF and Digital Whiteboard.

4 | Refine your Problem to 10 words.

To truly understand the core of a problem, we need to be able to express it in clear and focused terms. So let’s dial it up again and challenge ourselves to refine the statement to only 10 words. 

Writing out a problem statement in 40 or 20 words is a good start, but to truly get to the crux of the challenge, we need to aim for brevity. This exercise forces us to strip away the extraneous details and get to the heart of the matter. 

Example of a problem statement in 10 words: 

We must improve work for women to help us attract/retain talent.

Once we have honed our problem statement to just 10 words, we can move on to the next step: narrowing it down to just 5 words.

Download our free Problem Funnel Template for PDF and Digital Whiteboard.

5 | Narrow it Down to 5 words. 

This exercise forces us to strip away the extraneous details and get to the heart of the matter. Then, once we have honed our problem statement to just 10 words, we can move on to the next step: narrowing it down to just 5 words.

Because it forces us to get even more specific and concise, it requires some deep thought about the problem's essence and communicating it most effectively. Think of it like a headline or tagline that immediately captures attention and communicates the crux of the issue. 

Example of a problem statement in 5 words: 

We must improve work for women.

Once we have our problem statement down to just 5 words, we have a powerful tool. It becomes a quick and easy way to communicate the problem to others and ensure everyone is on the same page without convoluted language, premature solutions, and unnecessary details. This is crucial when working with a team or seeking help from others. The more effectively we can communicate our problem, the more likely we will find a successful solution.

Next up, let's explore the power of effectively communicating your problem.

Download our free Problem Funnel Template for PDF and Digital Whiteboard.

The Power of Effectively communicating your problem

After you've defined your problem in 5 words, it's time to communicate it to others and leverage the resources and people you need to validate your thinking and gain support as you pivot toward solving it. When working with a team, asking for advice, or venting, this step is essential and makes a massive difference in how you'll get buy-in and find solutions quickly.

When communicating your problem, be clear and concise. You now have four statements you can use depending on your audience and their pre-existing knowledge of the problem or challenge at hand. Use the simplified language you’ve constructed by distilling your problem statement from 40 words to 20, 10, and then 5. Get feedback as you discuss with peers and partners, and modify your information to be as clear and concise as possible. 

Legendary Communicators Tips

• Avoid using technical jargon or industry-specific terms that others might need help understanding.

  • Remember that only some will have the same knowledge or expertise as you.

  • The goal is to find common ground with your audience.

• Be specific.

  • For example, don't simply say, "I'm having a hard time."

  • Instead, describe the challenge you're facing and how it's impacting you.

  • The goal is to clarify your thoughts and feelings.

• It is essential to ask for help.

  • If you need additional support or guidance to find a solution, be honest about your needs and open to their feedback.

  • Don’t pretend to appear overconfident or knowledgable

  • The goal is to learn from others for perspective and assistance.

Let us know if you need help solving your problem.

You now have a quick 15-minute model to help build on your problem-solving skills. In addition, you can now gain a clearer understanding of the situation and communicate it to others effectively by segmenting your problem statement into smaller, more manageable pieces. 

Don't let decision fatigue hold you back any longer. Instead, try our 15-minute problem-solving activity today and take the first step towards a simpler, more fulfilling life. As the saying goes, "A well-stated problem is a problem half-solved."