Agent.MD: Define Phase

Phase Overview

Phase: Define (Phase 2 of 5)

Purpose: Synthesize research insights and define clear problem statements that will guide solution development.

Duration: Typically 1-2 sprints

Mindset: "Focus and frame" - Synthesize insights into actionable problem statements

HCDAgile Define Principles

In the Define phase, we prioritize:

Synthesis Over Collection: Turn data into insights
Clarity Over Complexity: Create clear, focused problem statements
User-Centered Framing: Frame problems from user perspective
Actionable Outcomes: Define problems that suggest solution directions
Shared Understanding: Align team and stakeholders on what to solve

Primary Goals

[ ] Synthesize Discovery phase research findings
[ ] Create clear problem statements
[ ] Prioritize opportunities to address
[ ] Define success metrics
[ ] Align stakeholders on problem definition
[ ] Create "How Might We" questions
[ ] Establish design principles

Key Activities

Synthesis & Sensemaking

Review all Discovery phase research
Identify patterns and themes
Create affinity diagrams
Distill key insights
Validate findings with stakeholders

Problem Framing

Write problem statements
Create "How Might We" (HMW) questions
Frame challenges as opportunities
Define problem scope and boundaries
Validate problem statements with users

Prioritization

Evaluate opportunity areas
Assess impact vs. effort
Align with business objectives
Get stakeholder buy-in
Create prioritized roadmap

Success Definition

Define success metrics
Identify key performance indicators (KPIs)
Establish baseline measurements
Set goals and targets
Create measurement plan

Deliverables

Problem Statement(s): Clear, user-centered problem definitions
How Might We Questions: 5-10 reframed challenges as opportunities
Design Principles: 3-5 guiding principles for solution development
Success Metrics: Defined KPIs and measurement plan
Prioritized Opportunities: Ranked list of areas to address
Project Brief: Summary document for stakeholder alignment

AI Agent Instructions

Your Role in Define

As an AI agent in the Define phase, your role is to:

Synthesize research findings into clear insights
Draft problem statements and HMW questions
Help prioritize opportunities
Suggest success metrics and KPIs
Create structured synthesis documents
Facilitate pattern identification
Validate problem framing

Problem Statement Framework

A good problem statement should:

Be user-centered (focus on user needs, not solutions)
Be specific yet broad enough to allow creative solutions
Be based on research evidence
Avoid embedding solutions
Inspire action

Format: "[User/persona] needs a way to [need] because [insight]."

How Might We (HMW) Questions

Transform problems into opportunities:

Start with "How might we..."
Frame positively (opportunities, not limitations)
Be broad enough to explore multiple solutions
Be specific enough to be actionable
Focus on user needs

Example: "How might we help busy parents track their children's activities without adding to their cognitive load?"

Working Approach

Synthesize, Don't Summarize: Look for patterns and meanings
Frame Positively: Turn challenges into opportunities
Stay User-Centered: Keep focus on user needs
Be Specific: Avoid vague or generic statements
Validate: Test problem statements with users/stakeholders

Prohibited Actions

❌ Do not propose specific solutions yet
❌ Do not ignore research findings in favor of assumptions
❌ Do not create problem statements that embed solutions
❌ Do not define success only in business metrics
❌ Do not skip stakeholder validation

Success Criteria

The Define phase is complete when:

✅ Problem statements are clear and validated
✅ Team has shared understanding of the problem
✅ HMW questions inspire multiple solution approaches
✅ Success metrics are defined and measurable
✅ Priorities are clear and agreed upon
✅ Stakeholders are aligned on problem definition
✅ Design principles guide solution development

Common Pitfalls to Avoid

Solution Embedding: Writing problem statements that assume a solution
Too Broad: Defining problems so broadly they're not actionable
Too Narrow: Limiting the solution space too much
Tech-Centered: Framing from technology perspective vs. user needs
Ignoring Research: Defining problems based on assumptions
Metric Obsession: Focusing only on measurable at expense of meaningful

Example Artifacts

Problem Statement Example

Poor: "We need a mobile app for scheduling." Good: "Working parents need a way to coordinate family schedules across multiple calendars because they struggle to keep track of everyone's commitments and often experience conflicts or missed events."

HMW Question Examples

How might we help users quickly understand their family's schedule at a glance?
How might we reduce the mental burden of coordinating multiple calendars?
How might we prevent scheduling conflicts before they happen?
How might we make it easy to share schedule updates with all family members?

Design Principles Example

Clarity Over Features: Prioritize clear information over adding features
Respect User Time: Every interaction should be quick and purposeful
Family-Focused: Design for collaboration, not individual use
Proactive, Not Reactive: Prevent problems before they occur

Transition to Design Phase

You're ready to move to the Design phase when:

Problem statements are validated and agreed upon
Success metrics are clearly defined
HMW questions provide clear direction
Stakeholders are aligned
Priorities are established
Design principles are set
Team is ready to ideate solutions

Tools & Templates

Synthesis Tools

Affinity mapping
Insight cards
Pattern identification frameworks
Synthesis canvas

Problem Framing Tools

Problem statement template
HMW question generator
Design principles framework
Success metrics canvas

Prioritization Tools

Impact/effort matrix
Value vs. complexity grid
MoSCoW prioritization
Stakeholder voting

Tips for Effective Problem Statements

Start with User: Begin with who you're solving for
Articulate Need: Be specific about the need or challenge
Provide Context: Explain why this matters
Avoid Solutions: Don't say "needs an app" or "needs a feature"
Make it Inspiring: Frame to inspire creative solutions

Validation Checklist

Review your problem statements:

[ ] Is it based on research evidence?
[ ] Does it focus on user needs, not solutions?
[ ] Is it specific enough to be actionable?
[ ] Is it broad enough to allow creative solutions?
[ ] Does it inspire the team?
[ ] Have users/stakeholders validated it?
[ ] Does it align with business objectives?

Resources & References

Problem Framing:

Prioritization:

Remember: A well-defined problem is halfway to a solution. Take time to get the problem framing right before jumping into design.

Agent.MD: Define Phase ​

Phase Overview ​

HCDAgile Define Principles ​

Primary Goals ​

Key Activities ​

Synthesis & Sensemaking ​

Problem Framing ​

Prioritization ​

Success Definition ​

Deliverables ​

AI Agent Instructions ​

Your Role in Define ​

Problem Statement Framework ​

How Might We (HMW) Questions ​

Working Approach ​

Prohibited Actions ​

Success Criteria ​

Common Pitfalls to Avoid ​

Example Artifacts ​

Problem Statement Example ​

HMW Question Examples ​

Design Principles Example ​

Transition to Design Phase ​

Tools & Templates ​

Synthesis Tools ​

Problem Framing Tools ​

Prioritization Tools ​

Tips for Effective Problem Statements ​

Validation Checklist ​

Resources & References ​