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Must-Have Root Cause Analysis 5 Whys Templates With Examples and Samples

Divyendu Rai

There is a thread in the complex tapestry of problem-solving that, when carefully plucked, can reveal the mysteries of setbacks and lead to long-lasting solutions. Greetings from the realm of Root Cause Analysis (RCA), where the pursuit of solutions starts with a straightforward but important query: "Why?"

Many people who work in the field of problem-solving become ensnared in a web of complexity and struggle to understand the elusive nature of underlying difficulties. Finding the source of a problem is crucial to finding a workable solution, whether it is in the context of engineering, business, or personal struggles. But the path to identifying these causal elements is frequently paved with challenges, trapping individuals and groups in a web of guesswork and incomplete information.

Also check-out our Must Have 5 Whys Template by clicking on the following link . 

This is where it all comes down to: if Root Cause Analysis is not done in an organized manner, it can result in lost resources, misdirected efforts, and problems that keep coming back like weeds. It's like trying to cure a disease's symptoms without first identifying its cause—a fruitless undertaking that will only be repeated.

Thus, how can one successfully negotiate this maze of unknowns and land on the shores of understanding and closure? The 5 Whys methodology, which is a remarkably straightforward yet incredibly powerful strategy for removing layers of complexity and exposing the primary problems at hand, holds the key to the solution.

Having some trouble creating your report? Allow us to help you with our Top 10 Analysis report Template.   

But do not worry—we will not abandon you to walk this journey by yourself. We are pleased to present our indispensable Root Cause Analysis 5 Whys Templates, a full toolkit that will serve as your beacon of hope when you face the most difficult situations. Our templates will transform your attempts at problem-solving in the following ways:

• Methodical Approach : Bid adieu to random speculation and haphazard guesses. Our templates offer an organized structure for carrying out Root Cause Analysis, guaranteeing that no detail is overlooked in your search for solutions.
• Seeing Clearly in the Middle of Chaos : Bid farewell to the misunderstanding that envelops complicated situations. With the help of our templates, you may break down issues with surgical accuracy, shedding light on the way to comprehension.
• Efficiency Redefined : Redefining Efficiency When taking on urgent difficulties, time is of the importance. By using our templates, you may optimize productivity without sacrificing thoroughness in your RCA process.
• Boosting Teamwork : Problem solving is rarely a solitary activity. Our templates encourage teamwork and mutual understanding, utilizing teams' combined knowledge to uncover secrets.
• Sustainable Solutions : The true measure of RCA lies in its ability to yield lasting solutions. Our templates guide you towards not just addressing symptoms, but eradicating root causes, ensuring issues remain vanquished for the long haul.

Join us as we take you on a trip to understand the process of Root Cause Analysis and provide you the tools you need to overcome even the most difficult obstacles. Together, let's solve the puzzles, one "Why" at a time.  

Template 1: Get to the Root Cause Root Cause Analysis Using 5 Why PPT Powerpoint Slide Portrait Template

With the help of the effective 5 Whys approach, precisely identify the core of customer concerns. Introducing our template, the secret to improving the quality of your presentations. This template is designed to lead your audience through a thorough problem analysis process. Its five steps are carefully constructed to do more than just provide information; they are meant to provoke thought. Asking "why did it happen?" and "why did that happen?" will help you delve deeply into the heart of problems until you've removed all the layers and found the main cause. Recall that the true start of innovation in the problem-solving process is the "why" question. With our dynamic 5 Whys structure, you can unleash the power of your presentations and take your audience on a fascinating voyage of discovery.

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Template 2: Five Whys Kaizen Root Cause Analysis Technique Training PPT Template

With the help of our template, discover the secret to solving problems effectively! Explore the core of your problems in great detail as each slide reveals more insight, leading you on an iterative journey of discovery and inquiry. This is your road map to identifying the underlying reasons of the problems you're facing; it's not just a presentation. So grab a seat, and get ready for an investigation that will change you from the inside out. Each slide will lead you closer to answers that work for you.

Template 3: Five Whys Root Cause Analysis Template Training PPT Template

Incorporating our template into your analysis process allows you to effortlessly navigate through the maze of complexities inherent in identifying root causes. With each slide, you embark on a journey of discovery, peeling back the layers that shroud the heart of your business challenges. Delve into the depths of inquiry, guided by the probing questions meticulously laid out: Why did the problem occur? Why did it elude detection? Why did the quality check falter? These queries serve as beacons, illuminating the path to understanding and resolution. Our template isn't just a set of questions; it's a tool that empowers you to unearth insights and drive meaningful change. Embrace the clarity and precision it offers, for when you grasp the 'why,' the 'how' reveals itself with unmistakable clarity, paving the way for decisive action and transformative solutions.

Template 4: 3 Legged 5 Whys And Hows To Determine The Root Cause Of Problem QCP Templates Set 1

The mentioned slide provides a comprehensive overview of the Five Whys technique, demonstrating its universal applicability in aiding organizations to pinpoint the root causes of operational issues within specific areas. With the 3 Legged 5 Whys And Hows To Determine The Root Cause Of Problem QCP Templates Set 1, you have at your disposal a powerful tool to deliver an outstanding presentation on this critical topic. Dive into the intricacies of Machining Center, Process Specific, and Detection Control with confidence, as each slide is meticulously crafted to provide clarity and insight. Whether you're addressing a team, stakeholders, or executives, these templates empower you to dispense information effectively and present a thorough explanation of the root cause analysis process. Elevate your presentations and lead your organization towards proactive problem-solving with this invaluable resource.

Unveiling the Power of Root Cause Analysis

These Root Cause Analysis Musts The 5 Whys Templates with Examples and Samples are essential resources for any organization aiming to achieve ongoing enhancement. Based on the concepts of Kaizen methodology and Root Cause Analysis, these templates offer an organized strategy for breaking down complicated problems and identifying their underlying causes. Organizations can go beyond superficial symptoms and work toward long-term solutions that directly address fundamental issues by implementing the 5 Whys technique.

The dynamic nature of modern business makes it imperative to quickly identify and address core issues. With these templates at your disposal, you have the tools necessary to bring about significant change and promote a proactive, continuous improvement culture. With these priceless tools at your disposal, embrace the philosophy of Kaizen and the power of root cause analysis as you confidently set out on a path to greatness. Give the Five Whys a guiding role in your journey to achieve long-term success and strengthen your organization.

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What Are The Five Whys? 5 Whys Root Cause Analysis Explained!

Have you ever encountered never-ending problems in your professional or personal lives? In their problem-solving and continuous improvement journey, organizations find challenges that require intensive research to reach their root causes. Sometimes, finding the leading cause of problems that make your processes inefficient is hard. The 5 Whys Root Cause Analysis is one of the most effective techniques for the same. Principles of systematic inquiry guide this method and allow teams to delve into problems at a root level to unravel the underlying causes. This method makes way for sustainable solutions. 

Through this blog, let’s delve into the concept of root cause analysis, how it works, and its practical applications in various industries. It also shows 5 why examples and templates.

What Are The 5 Whys?

Let’s discuss what are the 5 whys. It is a structured problem-solving approach developed by Toyota as part of its continuous improvement practices within the Toyota Production System. 

Sakichi Toyoda , the father of the Japanese industrial revolution and the founder of Toyota Industries, introduced the concept of asking a simple question – ‘Why’ to business problem-solving . He developed a managerial problem-solving tool called 5 Why Root Cause Analysis.

It is a straightforward yet powerful tool; it simply asks “why” with regard to any problem until its root cause is found. It gets its name from the idea that it generally takes around five times of saying “why” to unravel an issue to its root cause. However, the number isn’t fixed but is rather contingent on the complexity of the problem. 

This number of asking “why” can increase or decrease depending on the complexity of the problem. Simpler problems might need fewer times of asking “Why”. Similarly, Larger problems may require more questions to discover the actual cause of the problem.

Owing to its effective and lean nature, this Root Cause Failure Analysis (RCFA) Tool has gained popularity. You must have understood what are the 5 whys of root cause analysis. So, let’s discuss its benefits.

What Are The Benefits Of The 5 Whys Analysis?

Five Whys root cause analysis method offers multiple benefits to organizations and professionals who want to understand the actual reason behind a problem. Some of the key benefits are discussed as follows:

1. Identifying Root Causes

The 5 Whys method helps teams dig deeper beyond surface-level symptoms By systematically asking “why” multiple times. It ultimately helps to uncover the fundamental root causes of problems.

2. Improved Decision-Making 

It gives insight that will be of use in decision-making and strategic planning . It establishes causes and ensures an understanding of what causes problems. It enables an organization to design, apply effective interventions, and utilize resources toward priority areas.

3. Simple and Time Saving 

It is simple and requires very little training; hence, it is accessible to teams at any organizational level. Its simplicity encourages even novices to use it, thus making teams empowered to act in problem solving. It ensures that the team accurately recognizes the problem to be able to solve it in effective and efficient ways, hence allowing them to get back on track within the shortest time possible while maintaining the normal flow and levels of productivity.

4. Cost-Effective Solutions

Compared with treating symptoms, addressing root causes directly can lead to more efficient and cost-effective solutions. It means that the organization may focus resources on solving a problem to avoid recurring or repeating its cost. 

5. Future Problem Prevention

It would also help organizations prevent a repetition of the problem in a similar manner because it helps to identify and mitigate the root causes. It provides a proactive approach that helps the organization build resilience and avoid future failures or disruptions.

6. Fosters Problem Solving team culture 

5 Whys promotes a culture of questioning, learning, and innovation. The teams become habitual to questioning the core facts and challenging the status quo. Hence, continuing with the pursuit of deeper understanding will bring about continuous improvement and growth of the organization. This step of involving the employees in root cause analysis process helps employees take ownership and responsibility. This fosters a culture of accountability, collaboration, and improvement amongst the team.

When To Use Root Cause Analysis?

5 Why analysis is a tool commonly employed to determine the role and accountability of human and system processes in the event of a human error. It is used to understand the cause and effect of a problem to prevent similar occurrences in the future. You can use this technique for the below-mentioned tasks:

• Repetitive Issues : You can use it when you notice frequent problems or issues in a process or system.
• Complex Problems : It can be used in complex processes or operations where multiple factors are involved.
• Quality Control : 5 Whys is a tool to help a manufacturing or service industry find out defects, errors, or failures in the product or service, all in such a way that they never recur.
• Safety Incidents : All these analyses help businesses improve their safety management and come to know about the loopholes in the safety procedure for future hazards.
• Process Improvement : This technique is very much used by organizations at the time of process analysis to find out the inefficiencies or bottlenecks that are hindering high productivity or quality.
• Project Failure : Reason or reasons that have caused the project to fail to meet objectives or deadlines. Recommend corrective action for this and future projects.

How Do You Conduct 5 Whys Root Cause Analysis?

Here’s the 5 step process that can be used to determine the root cause of recurring business issues in the organization.

Form And Assemble The Team

Team selection is the first essential and critical step of the process. The Five Whys method suggests involving everyone who is affected by the problem in some manner. Team members should be chosen across shifts, departments, or regions. If you are dealing with a shop floor problem, include factory workers alongside your managerial team. It is crucial to make this a team exercise and be open to all perspectives. It is advisable to include a facilitator to steer these meetings.

Brief The Team

The next step is to give the meeting agenda and brief your team on the purpose of this 5 whys exercise. The original methodology recommends using a white paper/ whiteboard during this process instead of a computer. Ideally, the facilitator should write down the problem on the whiteboards to ensure the team is collectively aware of it. Allowing cross-discussion will help to formulate a more comprehensive problem statement. Often, defining the problem statement itself is half the solution.

The facilitator should lead the conversation by asking the first why. They should encourage answers based on facts rather than assumptions or emotions. The focus should be on finding the root cause rather than the symptoms or complaints. The process can become a rather lengthy one if the answers are not precise. Sometimes there could be more than one root cause. The root causes should be one word or short phrases rather than lengthy statements.

Repeat Four Times

Each reason listed out in the previous step needs to be reframed into a question. The facilitator should be able to demonstrate the cause-and-effect relationship to the team. For example, if the cause listed in Step 3 was – ‘Reminder email wasn’t sent to the client’ it would have to be reframed into a question – Why wasn’t the reminder email sent to the client?

Repeat this step four times or until you have determined the root cause. 5 Whys technique is an exemplary method of dealing with problems arising from human error. This team problem-solving approach minimizes the risk of hurting sentiments. The team approaches the problem without playing the blame-game and searches for the solution together in a constructive manner.

This 5 Why method seeks to set in place processes and best practices to avoid the problem rather than assigning blame to a single team member. In other words, the cause needs to be as specific as possible. The team should avoid listing causes as human errors or employee inefficiencies.

Verify the Causes 

Check the answers for common themes or patterns of root causes that could, if corrected, prevent recurrence of the problem. Verify that the root causes are indeed factors of the problem. Sometimes, further investigation or data analysis may be necessary to confirm the validity of the identified causes.

Define Solutions

Now, you have discussed all the sources of errors with your team. The next part is to define solutions. Brainstorm with your team and form possible solutions or action plans to rectify the problems. After this, you need to implement the solutions and track their effectiveness.

Follow Up & continuous improvement

Access the effectiveness of the implemented solutions consistently. Watch the problem so that it does not occur. Take care of the new problems arising. Use the insights developed from the analysis of 5 Whys to help the organization continually improve its processes, systems, and procedures. Build a learning and problem-solving culture.

5 Whys Examples

Now, you have understood the concept and learned about how to conduct the method. Let’s discuss some 5 whys examples to help you better equip yourself with the concept.

practical, real-life business scenario using five whys method

Example 1 : A renowned advertising agency is facing an acute problem. A client has threatened to pull out due to the increasing delay in deliverables. The agency calls for a meeting of the responsible managers and executives.

• There was one instance of late delivery.
• The creatives weren’t approved by the Creative Head as scheduled.
• The Creative Head was on sick leave for two days
• A substitute for the Creative Head hasn’t been appointed in the organization
• We hadn’t predicted the situation, and clients are becoming more particular about their deadlines.

Solution : To avoid delays, let’s designate a substitute for the Creative Head and some other critical profiles. 

Let’s discuss another 5 whys example 

Example 2 : Manufacturing equipment keeps breaking down.

• Because the bearings failed.
• Because they were not lubricated properly.
• Because the maintenance schedule wasn’t followed.
• Because the maintenance team was not adequately trained.
• Because there wasn’t a standardized training program in place.

Root Cause : Lack of a standardized training program for the maintenance team.

Solution : Conduct a standardized training program for the maintenance team.

These examples must have helped you how to conduct a 5 Y’s analysis. Lets discuss an example for professionals in their daily life

5 whys example for daily lives of professionals

Example 1 : I am Feeling stressed and overwhelmed most of the time.

• Because I have too many tasks to complete.
• Because I need help with time management and prioritization.
• Because I don’t set clear goals or deadlines for my tasks.
• I often procrastinate and avoid planning.
• Because I feel overwhelmed and don’t know where to start.

Root Cause : Lack of clear goal-setting, deadlines, and effective time management strategies.

Solution : Set clear goals with deadlines.

5 Whys Root Cause Analysis Templates

After spending considerable time in Root Cause Analysis, you ought to present your Analysis in the most persuasive manner to influence decision-makers. Keeping that in mind, we have designed a collection of Templates for you. The templates’ design ensures the analysis is conveyed clearly.

Root Cause Analysis PowerPoint Template

You can use this List Template to showcase a structured approach to the root causes of the problem. The question ‘Why’ is asked repeatedly until the most basic answer, i.e., the root cause, comes up.

This Template has a list design that makes it easy for the audience to understand the sequence of problems listed. You can edit the slides with your preferred text. Add Background Images and colors to personalize this Template according to your brand identity.

5 Whys Leaf PowerPoint Template

This framework uses attractive infographic vectors to break the problem into stages to find out the root cause affecting the business.

Using this approach, we can find the root cause of a problem and develop corrective or preventive solutions. It consists of five leaf petals that can denote the “Whys.” This beautiful leaf style makes the template beautiful and signifies an eco-friendly approach. The middle leaf indicates the main why, and the following leaves denote the subsequent whys. Simply download this template and customize it to your preferences.

Animated 5 Whys Business Analysis PowerPoint Template

Use this template to illustrate the five causes of a business problem creatively. It performs a ‘5 Why Analysis’ using innovative animation. These animations make the presentation attractive and easy for your audience to comprehend.

Using this template, you can identify viable reasons for a business problem by asking 5 ‘Why’ questions. This framework helps you discover the root cause and, thus, formulate an effective solution accordingly. It has multiple slides to present each “Why” separately in a detailed manner. All the slides are fully editable, which you can personalize to suit your brand’s identity.

Our template on Root Cause Analysis with the Tree Design is a very good and visually appealing tool to easily identify and address the issues by any person, individual, and organization. The structure of the tree then outlines the possibility to document the problem statement, primary and secondary causes, and the recommended solutions.

It has personalizable fields and a user-friendly interface that enhances navigation and ease in collaborations among members of the team. In manufacturing, it allows the teams and, in fact, those of the healthcare and project management industries, among others, to be in a position whereby they can draw insights from a perspective of driving improvements effectively or preventing recurrence.

5 Whys 3D PowerPoint Template

This 5 y’s template incorporates 3D elements in its design. It has two sections represented with different colors. Both sections have five lists on which to write the problems and their answers. The left-sided section showcases the Whys, while the right-sided section answers the Whys.

It’s a beautiful presentation that helps the audience understand the problems and their solutions. It also provides a header and footer to write the Problem statement and Conclusion, respectively. The template is fully editable, and you can personalize it per your brand guidelines. 

More Root Cause Analysis Templates

Browse through our Root Cause Analysis template collection for more suitable templates for your presentations. We also have a vast 5 Whys Template library that you can explore. All the templates are availabe for both MS PowerPoint and Google Slides format.

The ‘5 Whys ’ is an ideal problem-solving tool that both entrepreneurs and well-established companies can utilize. Using this approach, we can find the root cause of a problem and develop corrective or preventive solutions. Its success depends on the ability of the team to delve deep into root causes rather than stop at the symptom level. The investigating team should also be open to more than one root cause. This tool can have a substantial positive effect on your organizational process if performed correctly. Explore our PowerPoint Templates and enhance your presentations!

How do I know when to stop asking "why" in a 5 whys?

Knowing when to stop asking “why” depends on reaching a point where the answers lead to actionable insights or when the root cause becomes evident. It’s important to use judgment and common sense to determine when further questioning won’t provide meaningful information.

Are there any limitations to this?

While it is a valuable tool for root cause analysis, it’s not always sufficient on its own. In complex situations, additional methods such as fishbone diagrams, fault tree analysis, or statistical analysis may be necessary to fully understand the problem.

Can the 5 Whys method be applied to personal life?

Yes, the five Whys method can be applied to personal life to address various challenges, such as time management, relationship issues, health concerns, and personal development goals.

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5 Whys Root Cause Analysis

5 Whys is a root cause analysis tool for helping teams quickly get to causes of an issue before developing solutions.

It’s a great team-builder because the group buys-in to the *real* problems as they surface during the process.

Download free slides... enter your email address at the bottom to get this team building activity in your inbox

• check To help the team understand all the causal factors that have a bearing on an issue / problem (i.e. fix the real problem rather than treating the symptoms).

When Would You Use It?

• When you have a problem — it’s a simple diagnostic tool to explore an ‘intractable’ issue.
• Always use before developing a solution — that way you avoid slipping into ‘fix-it’ mode and addressing symptoms rather than causes.

Are There Any Rules?

• Always go through a root cause analysis phase of difficult problems — otherwise solutions may be short-lived and unsustainable.
• Don’t debate each point to death. Identify issues and move onto the next as quickly as possible. It’s important to complete it so you can see the whole picture before drawing conclusions.

Resources Required

• A willing group of people.
• A large square piece of blank paper big enough for everyone to stand around and see comfortably (1m high by 3m long is normally enough).
• Wall space to put the paper up on.
• A private quiet open space surrounding the paper.
• Marker pen for the facilitator (at least one with some spares if required).
• No tables and chairs – this is a standing high-energy exercise.

Roles & Responsibilities

Facilitator.

• Focused on getting through the process.
• Keeps the process on track and avoids getting stuck talking at length about issues.
• Ensures all notes made on the tree are unpacked, clear and understood by not only the participants but people outside the process so it can be used later.

Participants

• Contributes their ideas and expertise.
• Follows the process.
• Helps the team attain the goal.
• Stays positive throughout (lots of issues will be uncovered).
• 1 The Facilitator starts the analysis with a concise statement of the challenge you are facing — in this example the challenge is: “Revenue budgets not balanced”.
• 2 Having captured the issue on the left, move to the right and pose the question: “Why is that?”
• 3 The Facilitator captures the answers to the question as short, succinct phrases rather than single words. For example, rather than ‘Costs’ or ‘Income’, unpack these topics by describing the causes in a succinct phrase, such as ‘Cost are too high’ and ‘Income is too low’.
• 4 Gradually work across, from left to right, as you pose the same question “Why?” at each successive level of your analysis. In this example I have worked the staff cost issues through four levels of analysis.
• 5 Try to work a branch of your analysis to five levels or until you reach a ‘root’ cause — whichever comes first — before returning to a higher level and analysing another branch of the issue.
• 6 The completed analysis identifies all the ‘root’ causes that must be taken into account in your solution to the issue.

Secret Sauce

• When deciding how best to capture the answer, it is good practice to check whether someone not involved in the analysis could nonetheless follow the logic of the analysis by reading your output afterwards.
• Note: For illustrative purposes in this example I have identified just two causes at each level. In your analysis there may well be more than two answers to “Why?” at each level.
• You might not be able to solve all the root causes you identify, but don’t worry, having the insights from your analysis will ensure that your solution will be better informed and more embracing.

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About the Author

Nick Martin helps leaders & consultants improve team results with resources, advice & coaching through WorkshopBank.com

[…] be used just before a Five Whys Analysis where one of the highlighted issues is targeted for further root-cause […]

Good information for problem solving and root cause analysis Krishna.M

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Hi there Ken … I can see you received and opened the slides so glad you found them ok.

Knowledge content important and impressive

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[…] you want to avoid working on a symptom run a root cause analysis process like Five Whys or Fishbone Analysis […]

Hello all, In one of the Interview i was asked that Why 1st Why is not so effective ???? whats the reason of 2nd why used ,likewise 3rd why , 4th and 5th why ???…………i couldnot answer this kindly need a help from the genius here……Thank you in advance

1st why plainly explain the reason of occurrence of problem, not justify it. that’s why, for justification we use another why.

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5 Whys Infographics

It seems that you like this template, free google slides theme, powerpoint template, and canva presentation template.

Explore now the origin of a given problem using these 5 whys infographics. They focalize on five different points and they are pretty helpful to provide information about something that has taken place. Use them in business and education!

Features of these infographics

• A lot of infographics displaying different sort of connections between items, appearing as lists
• 100% editable and easy to modify
• 31 different infographics to boost your presentations
• Include icons and Flaticon’s extension for further customization
• Designed to be used in Google Slides, Canva, and Microsoft PowerPoint and Keynote
• 16:9 widescreen format suitable for all types of screens
• Include information about how to edit and customize your infographics

How can I use the infographics?

Am I free to use the templates?

How to attribute the infographics?

Attribution required If you are a free user, you must attribute Slidesgo by keeping the slide where the credits appear. How to attribute?

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Root Cause Analysis – The 5 Whys Technique

This elementary and often effective approach to problem-solving promotes deep thinking through questioning, and can be adapted quickly and applied to most problems. For example, asking “Why?” may be a favorite technique of your three-year-old child in driving you crazy, but it could teach you a valuable problem-solving technique.

“If you don’t ask the right questions, you don’t get the right answers. A question asked in the right way often points to its answer. Asking questions is the ABC of diagnosis. Only the inquiring mind solves problems.” – Edward Hodnett

The “5 Whys” is a simple problem-solving technique that helps you to get to the root of a problem quickly, which was originally developed by Sakichi Toyota. It was used within the Toyota Motor Corporation during the evolution of its manufacturing methodologies. It is a critical component of problem-solving training, delivered as part of the induction into the Toyota Production System.

How to Conduct 5 Whys Analysis?

When you’re looking to solve a problem, start at the result and work backward (toward the root cause), continually asking: “Why?” You’ll need to repeat this over and over until the root cause of the problem becomes apparent.

The 5 Whys strategy involves looking at any problem and asking: “Why?” and “What caused this problem?” Very often, the answer to the first “why” will prompt another “why” and the answer to the second “why” will prompt another and so on; hence the name the 5 Whys strategy.

The 5 Whys exercise is vastly improved when applied by a team and there are five basic steps to conducting it:

• Write down the specific problem. Writing the issue helps you formalize the problem and describe it completely. It also helps a team focus on the same problem.
• Ask “Why” the problem happens and write the answer down below the problem.
• If the answer you just provided doesn’t identify the root cause of the problem that you wrote down in Step 1, ask “Why” again and write that answer down.
• Loopback to step 3 until the team is in agreement that the problem’s root cause is identified. Again, this may take fewer or more times than five Whys.
• After settling on the most probable root cause of the problem and obtaining confirmation of the logic behind the analysis, develop appropriate corrective actions to remove the root cause from the system.

Edit this Diagram

5 Whys Example

The vehicle will not start. (The problem)

• Why? – The battery is dead. (First why)
• Why? – The alternator is not functioning. (Second why)
• Why? – The alternator belt has broken. (Third why)
• Why? – The alternator belt was well beyond its useful service life and not replaced. (Fourth why)
• Why? – The vehicle was not maintained according to the recommended service schedule. (Fifth why, a root cause)

Note: A 5 Whys analysis sometime could be taken further to a sixth, seventh, or higher level, but five iterations of asking why are generally sufficient to get to a root cause.

5-Whys Criticisms

Here are each of the criticisms as listed on the Wikipedia:

• Stopping at symptoms, not the root cause
• Limited by the investigator’s knowledge.
• Not asking the right Why questions.
• Not repeatable – Different people build different 5 Whys.
• The tendency to isolate a single root cause

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The 5 Whys Approach for Root-Cause Analysis: Definition, Example, and Template

Fahad Usmani, PMP

February 4, 2024

You often face a problem and conduct a simple brainstorming session to find a solution. You find the solution and implement it, but a little later, the problem resurfaces again with probably more intensity.

Such problems require a more in-depth analysis to find the root causes of the problems and tackle them permanently. The 5 Whys Approach (often referred to as “5Y”) is useful when finding solutions for recurring or difficult problems. 

Today’s article will discuss the 5 Whys Approach and provide examples and templates.

Historical Background of the 5 Whys Approach

The 5 Whys Approach was developed by the Toyota Motor Corporation and popularized in the 1930s by Sakichi Toyoda, a Japanese industrialist and creator of Toyota Industries. Taiichi Ohno was also one of the founders of the technique. In Ohno’s book, Toyota Production System: Beyond Large-Scale Production, he said, “By saying ‘why’ 5 times, the essence of the issue and its solution become evident.”

It evolved and became more popular in the 1970s.

Toyota follows a “go and see” philosophy, where they make decisions based on an in-depth understanding of what is “really” happening on the shop floor rather than someone sitting in the meeting room and assuming what might have happened.

The 5 Why technique follows this philosophy, and it is the most effective when you get answers from people who have experience with the issues or the problem at hand. 

What is the 5 Whys Approach?

The 5 Whys Approach is a problem-solving technique that helps identify the root cause of an issue by asking “why” 5 times to dive deeper into the layers of the problem. 

The 5 Whys Approach is useful in all industries. A study published in the International Journal of Advanced Research in Management and Social Sciences shows how the 5 Whys Approach reduces defects and improves overall quality. The iterative nature of the questioning process helps uncover underlying issues rather than just addressing surface-level symptoms.

By continuously asking “Why?” 5 times, you can get to the source of the problem.

The 5 Hows technique then identifies a solution to the fundamental cause(s). The 5 Whys and 5 Hows are mutually beneficial. You find the root cause using the 5 whys approach, and then you find the solution with the 5 Hows method.

The 5 Whys and 5 Hows technique can help you get to the bottom of a problem and find a solution.

The 5 Whys dig into the issue, and the 5 Hows are used to flesh out the solution. 

When Can You Use the 5 Whys Approach?

You can use the 5 Whys Approach when you have recurring problems. You can also use it to improve product and/or process quality.

This technique is useful for simple to moderate problems or issues as the 5 Why technique leads to a single cause, though a complex problem may have multiple root causes. In such situations, you can use other techniques such as cause and effect analysis , failure mode and effect analysis, etc.

The 5 Whys Approach is a straightforward, adaptable strategy. Even on the first try, you can uncover the root cause swiftly. You should use this method before using more advanced techniques.

As this technique requires time, you should use this method for the problems that affect the project most. You can use Pareto analysis to separate the most recurring issues, then use the 5 Whys Approach to identify a solution to these pressing concerns.

You can use this technique with any framework or methodology. You can use it in project management , lean manufacturing, Six Sigma, etc.

How to Use the 5 Whys Approach

Use the following steps to conduct the 5 Whys Approach :

1. Gather the Experts and Explain the Problem

Bring in people involved with the problem or issue for a brainstorming session. If you are not involved with the problem, get involved before participating in the session. You should also invite some experts who have experience solving similar problems.

Define the problem, write it on a whiteboard or a sheet of paper. Make sure that it is a straightforward problem statement , then write “why” 5 times vertically. Leave enough space between two whys, so you can write questions around them.

2. Ask the First “Why”

Ask the attendees why the problem occurred in the first place. Ensure that the attendees provide factual answers. Don’t allow participants to express their opinions or thoughts.

The attendees should only answer what has happened. This ensures that your assumptions are not included in the problem. This stops collecting a vast number of answers and stops becoming a process of guessing.

Record answers around the first “why.”

3. Ask “Why” Four More Times

You will turn the answer received in the first “why” to a “why” question and ask participants to answer this why again.

You can add why to the answer received from the previous response to make it another “Why.”

4. Stop When the Root Cause is Discovered

When you receive a satisfactory response or the root cause of the problem, there is no need to ask more whys, as it will waste your time.

For example, if you find the root cause of the problem after three whys, don’t go for the fourth why.

If you find more than one cause for the problem, do the same for different branches until you find the root cause for each reason.

The number 5 in 5 Whys is only a rule of thumb . You will often need to stop on the third or fourth why, and sometimes you may need more than 5 whys. As you continue the process, you will know when it is the right time to stop.

5. Determine and Implement Corrective Actions

After identifying the root cause(s), conduct another brainstorming session . You should list approved corrective activities to eradicate the issue’s root cause. You can use the 5 Hows method to figure out the answer. For example, “How can this problem be avoided?” Continue to ask “how” until you find a solution that eliminates the root cause.

6. Monitor the Solution

After implementing the solution, you must monitor it to ensure the solution is effective and the problem is solved entirely. Based on the feedback from the shop floor workers, you can update or modify the solution to make it more robust.

5 Whys Template

Below is an example template for the 5 Whys Approach.

5 Whys Approach Examples

Let’s review the 5 Whys examples to understand this technique better.

Problem Statement 

The client declined to pay the interim payment.

Why does the client refuse to make the advanced payment? 

We didn’t finish the activities on time.

Why didn’t we finish the activity on time? 

Because the action took longer than expected.

What led to the action taking longer than expected? 

First, we didn’t have enough materials for the exercise.

Why didn’t we have enough supplies with us?

We didn’t buy the materials in time.

Why didn’t we buy the materials sooner? 

We didn’t look at the job timetable.

Failure to analyze the job timetable is the root cause of the problem. 

Corrective Actions

To minimize the lack of communication and coordination, the project team should establish strong communication channels and hold regular progress meetings.

Problem Statement

Children don’t go outside to play

Benefits of the 5 Whys Approach

• They encourage each team member to submit suggestions for ongoing improvements.
• They are a highly effective, easy-to-use tool.
• They allow you to find the root cause of the problem instead of its symptoms.
• They avoid acting before you determine whether you’ve found the root cause of the problem.
• They create a culture that values continual improvements.

Limitations of the 5 Whys Approach

The following are a few limitations of the 5 whys approach:

• This technique often oversimplifies complex issues, thus leading to a superficial understanding of the problem.
• This technique depends on the quality of the questions. If the questions are not good enough, the analysis may not provide an effective solution.
• This exercise can become a blame game if it is not approached with a collaborative, non-judgmental mindset.
• The 5 Whys are ineffective when dealing with problems that have multiple, interrelated causes.

Q1: What is the 5 Whys Approach?

The 5 Whys Approach is a problem-solving technique that asks “why” repeatedly to get to the root cause of an issue. It helps find the underlying factors contributing to a problem rather than just addressing the symptoms.

Q2: How does the 5 Whys Approach work?

The technique involves asking “why” 5 times in succession to delve deeper into the causes of a problem. Each successive “why” helps identify the immediate cause and pushes towards understanding the fundamental root cause of the issue.

Q3: When should I use the 5 Whys Approach?

The 5 Whys Approach is most effective for addressing recurring problems, complex issues, or situations in which the root cause is not immediately apparent. It’s also valuable for continuous improvement and preventing problems from reoccurring.

The 5 Whys are a problem-solving method to find the root causes of issues. They ask “why” 5 times to dig deeper into problems. They help uncover hidden reasons that allow you to find effective solutions. They are easy to use and can solve various problems, which will prevent them from recurring.

I am Mohammad Fahad Usmani, B.E. PMP, PMI-RMP. I have been blogging on project management topics since 2011. To date, thousands of professionals have passed the PMP exam using my resources.

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5-Whys: A Simple and Effective Problem Solving Tool Tom Farrer February 6 th , 2014

Jul 19, 2014

1.32k likes | 3k Views

5-Whys: A Simple and Effective Problem Solving Tool Tom Farrer February 6 th , 2014. How many of you deal with problems that need solutions as part of your job function?. The Truth about Problems….

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5-Whys: A Simple and Effective Problem Solving ToolTom FarrerFebruary 6th, 2014

How many of you deal with problems that need solutions as part of your job function?

The Truth about Problems…. • “No one has more trouble than the person who claims to have no trouble.” (Having no problems is the biggest problem of all.) -Taiichi Ohno, father of the Toyota Production System • At Toyota: • A problem is defined as the gap between the current situation and the ideal situation • The 5-Why analysis is the primary tool used to determine the root cause of any problem. It is documented in the Toyota Business Process manual, and practiced by all associates

5 Why Training Objective • Objective: To provide a simple, but effective problem solving methodology that will result in identifying the true Root Cause and appropriate Corrective Actions for significant quality issues. • When to Use 5 Why: • When the problem and root cause is not immediately apparent • When you want to prevent the problem from occurring in the future • When analyzing a formal customer complaint • When an Imperative or Departmental metric is RED • When a Significant Quality or Delivery Incident (SQDI) has occurred • When working to resolve an internal audit finding • When a problem has gone unresolved for over 3 weeks • When the problem appears to be a “repeat issue” for the department

What 5 Why IsNOT • 5 Why analysis isNOT: • Magic or a difficult process • A way to find root cause without conducting a proper investigation • A list of five perfect questions, all of which begin with WHY • An absolute number of questions • 3 is OK if that gets to the root cause. • 7 or more is OK if it takes that many • A reporting tool to be filled in after you’ve figured out root cause • A problem solving tool that only applies in the manufacturing environment

What Is It? • 5 Why is a structured approach in which you repeatedly ask WHY? to understand the underlying causes of the issue, AND to generate an effective corrective action to mitigate the incident, and prevent future occurrences. • 5 Why analysis is used to identify and/or to document the • cause/effect relationships associated with a problem/error and its root cause • 5 Why analysis is based on “hands on” observation/investigation, NOT deduction, opinion, or folklore. • – “Understand the process” • – “Talk to the appropriate member or staff personnel” • – “Without data, you are just another person with an opinion” It is a widely used tool used by Lean and Six Sigma leaders Get to the true Root Cause Don’t just “Fix it and forget it”

5 Why – Your first introduction? • Remember back to when you were 5 years old? You asked • “why?” Every answer triggered another “why?” • – Why do leaves change colors? • » They stopped making chlorophyll, which is green. • – Why did they stop making chlorophyll? • » There isn’t as much sunlight in the winter and trees need sunlight to • make chlorophyll. • – Why isn’t there as much sunlight in the winter? • » The days are shorter and sunlight isn’t directly overhead. • – Why are the days shorter and the sunlight not as directly overhead? • » The earth rotates on an axis that isn’t straight up and down. • – Why isn’t the earth’s axis straight up and down? • » Hey, I’ve got an idea! Would you like me to get you some ice • cream?

A Better Example: “5 Why Story” The Jefferson Memorial was crumbling to the point that it came close to seriously injuring a tourist Groups Involved: • Congress • Park Service • Public Solutions considered: • Cover the monument! – (acid rain) • Move the airport away from the monument! – (jet exhaust )

Problem Statement :Bird Droppings On The Jefferson Memorial • Why? – Lots of birds were perching on the roof • Why? – They came for the food – lots of spiders • Why? – Spiders came to eat the moths • Why? – Large number of moths accumulate at the Memorial during the early evening (at dusk) • Why?– Moth’s are attracted to light. The flood lights for the Jefferson Memorial were programmed to be turned on 30 minutes earlier than any other monument. (root cause)

Problem Solving 5 Why Funnel Systemic Correct Action

Problem Solving 5 Why Funnel Clearly state the problem. Write it down on a flip chart. If there are multiple problems, write each of them down, and address separately, but choose the most critical. Systemic Correct Action

Problem Solving 5 Why Funnel Gather a diverse team. Gather information. Review the process itself and all related documentation. Educate yourself and the team. Systemic Correct Action

Problem Solving 5 Why Funnel Determine the first Why? Discuss and review with the team. Ask if you are looking at the problem from all aspects. Avoid assumptions! Systemic Correct Action

Problem Solving 5 Why Funnel Repeat the process for the remaining Whys? Keep probing until you come to an answer that you can control. Systemic Correct Action

Problem Solving 5 Why Funnel Agree to root cause. Define the short-term and long-term corrective action. Investigate the “Systemic Issue”. Systemic Correct Action

Problem Solving 5 Why Funnel Investigate the “Systemic Issue”. These three boxes represent the 3 legs of a 3-legged 5 Why analysis Systemic Correct Action

Problem to Pursue “WHY?” (Speculate Causes) Confirm facts, and if there’s no cause-and-result sequence in the cause, stop asking “WHY?” Cause Cause Cause Repeatedly ask “Why?” Cause Root Cause Countermeasure In order to clarify the root cause, thoroughly investigate the process involved Don’t expand the tree until the data suggests that it be expanded If an item is not a Root Cause, do not focus on Countermeasures or corrective actions

NASA Fishbone Diagram

Validate your Root Cause…. Can you recreate the Problem, or turn it “ON” and “OFF”? Are the problem and root cause clearly connected? Use the “Therefore” test as a check “Therefore” logic fails if the analysis: 1) Skips a step 2) Jumps to a conclusion 3) Tries to fix a “known issue” into the flow Root Cause

Therefore Test - Applied • To test the logic start with the root causeand work backwards to the problem statement 1. There’s a hole in the water pipe • Because a nail has been hammered through the pipe • Because the carpenter was not aware of the pipes position • Because the carpenter had not examined a drawing showing the pipes position • Because this is not part of the carpenters standard work to examine a drawing 5. It is not part of the carpenters standard work to examine the drawing 4. Therefore the carpenter had not examined the drawing showing the pipes position 3. Therefore the carpenter was not aware of the pipes position 2. Therefore a nail has been hammered through the pipe 1. Therefore there is a hole in the water pipe

5 Whys – Process Flow Why? Problem to Pursue Therefore Remember to document all causes investigated, along with the Root Cause. Work backwards from the Root Cause asking “Therefore” to confirm your thought process.

5 Whys – Points to Remember Processes Learning Points 1. Do not assume anything… 1. Clearly define the problem. Consider causes without prejudices 2. Thoroughly investigate the process and clarify the work flow; was the process followed? 3. Follow the data to determine the root cause based on “facts” 2. Based on facts gathered during the investigation, keep asking “Why?” 4. Check if one more “Why?” is needed, be logical: don’t over or under analyze …the final number may not be 5 3. Specifythe root cause(s) Root cause should not point to an individual Focus on the process not a person

3 Legged 5 Why • Investigate the causes of each leg of the 3 Legged 5 Why • Leg 1) Why did the error occur, or why did we have the problem? • Leg 2) Why did INPRS fail to protect the member, or fail to detect the error internally? • Leg 3) Why did our business system fail topreventthe error? • Should be completed in the sequence listed • Each leg may require different teams, or different expertise Shift from “fire fighting” to “problem solving” - Leg 1 - Leg 2 - Leg 3 - Error - Detection - Prevention

3 Legged 5 Why Overview

5 Why Guidelines • Problem Definition • – Ensure the analysis is based on the problem as the Customer sees it • – Thoroughly familiarize yourself and your team with the current process prior to completing the 5 Why analysis • 3 Legs • – Does the evidence and documentation support the validity of the cause and effect relationship? Don’t base your analysis on folklore or opinions! • – Are the causes easily understood? • – Is there a true cause-and-effect path from beginning to end of each path? • – Does the path make sense when read in reverse from cause to cause? (e.g., We • did this, “Therefore” that happened) • Corrective Action • – Does the evidence and documentation support the validity of the corrective actions? • – Does each corrective action address the root cause from a path? • » Did you consider more than one corrective action for each root cause? • – Is there a separate corrective action for each root cause? If not, does it make sense • that the corrective action applies to more than one root cause? • – Are the corrective actions irreversible?

Root Cause – Reflection Points

5 Why’s – Final Thoughts • How could this problem/error have been foreseen? Or how could we have protected the member? Do we have the right controls in place? • How will this information be incorporated into our systems? • Are there lessons learned that could impact the Customer? How can • these lessons learned be communicated and investigated in • other areas (Look Across)? 5 Why analysis can be used to demonstrate and clarify the linkage from the top-level problem down to the underlying root cause. Use the 3 Legged 5 Why to also understand the poor detection as well as systemic issues that allowed this event and similar events to occur. Management is usually in the best position to know whether an event may be another example of a systemic problem.

Another format:

For additional information or quality support contact: Tom Farrer Director of Quality Management [email protected]

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The 5 Whys is a technique that can help you get to the root of a problem. Learn how to use it with this handy infographic, then read more about the tool in our 5 Whys article.

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