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5 Whys Template | Word FREE

A screenshot of the 5 Whys Template that you can download for free from this page

What are the 5 Whys

The 5 Whys technique is a simple but effective method used to uncover the underlying cause of a problem. By asking "Why?" multiple times (typically five), you peel away the layers of symptoms that can lead to the root cause of an issue. This iterative questioning process helps ensure that the symptoms of a problem are not mistaken for the root cause. It's widely used in various fields such as manufacturing, business process improvement, and quality management. The method is attributed to Sakichi Toyoda and was developed in the Toyota manufacturing process.

How to do the 5 Whys

  1. Start with a Problem: Begin with a clear, concise statement of the problem. This problem should be specific and actionable.

  2. Ask Why: Ask why the problem is occurring. This involves identifying a cause-and-effect relationship linked to the problem.

  3. Analyze the Answer: Consider the response and verify that it is based on factual evidence. The answer to the first "why" often leads to another underlying issue, which becomes the basis for the next question.

  4. Repeat the Process: Continue asking why for each answer provided, digging deeper into the problem. Each time, the question should stem from the previous answer, driving the analysis further.

  5. Identify the Root Cause: After repeating this process usually five times (though not strictly limited to five), the sequence should reveal a fundamental cause of the problem.

  6. Develop Countermeasures: Once the root cause is identified, develop actions or changes that will address the root cause and prevent the problem from recurring.

Why you need this template

Using this template for the 5 Whys process is beneficial for several reasons:

  1. Structure and Consistency: A template provides a structured and standardized approach to problem-solving. This ensures that each step of the process is followed systematically, making it easier to train team members and maintain consistency across different sessions or projects.

  2. Documentation: A template helps document the process, capturing each question and answer, the thought process behind them, and the eventual root cause. This documentation is crucial for future reference, enabling teams to review the logic that led to the root cause and the solutions proposed. It can also be useful for onboarding new team members or explaining the rationale to stakeholders.

  3. Focus: The template keeps the discussion focused and on track. Without a structured approach, discussions can easily veer off-topic or become mired in unrelated details. The template helps prevent this by guiding the team through each "why" step by step.

  4. Collaboration: A template serves as a collaborative tool that team members can use together. It fosters a sense of collective investigation and responsibility, as everyone can see the development of the questioning process and contribute to it.

  5. Root Cause Analysis: The primary goal of the 5 Whys process is to identify the root cause of a problem. A template helps ensure that the analysis is thorough and that the team does not stop at superficial causes. By systematically questioning and filling out the template, teams can ensure they have delved deeply enough into the issue.

  6. Actionable Solutions: Once the root cause is identified, the template can help teams transition from analysis to action. Many templates include sections for proposing and tracking solutions, which helps ensure that the insights gained from the process lead to concrete improvements.

In summary, a 5 Whys template is a practical tool that helps ensure the effectiveness, efficiency, and thoroughness of the problem-solving process. It aids in keeping teams aligned, focused, and clear on the goals and outcomes of their analysis.

The contents of the 5 Whys template

The template contains a blank table which can be copy and pasted, printed and used multiple times anytime you need to get the root cause of problem. Below the blank table are three real-world examples.

PROBLEM STATEMENT

 

WHY?

 

WHY?

 

WHY?

 

WHY?

 

WHY?

 

ROOT CAUSE(S)

1. 
2.
3.
To check that you have got to the root cause, ask: ‘if you resolved this root cause, would the problem be solved?

Examples

High employee turnover

PROBLEM STATEMENT

Our company is experiencing a high rate of employee turnover.

WHY?

Employees are not satisfied with their jobs.

WHY?

Many employees feel that their work is not recognized or rewarded.

WHY?

There is no system in place for evaluating employee performance and providing feedback.

WHY?

The company has been focused on short-term financial goals and neglected employee development and engagement.

WHY?

Management has not been trained in modern human resource practices.

ROOT CAUSE(S)

1. Lack of a performance evaluation system.
2. Management’s focus on short-term financials goals.
3. Inadequate training in human resource management for the leadership team.
To check that you have got to the root cause, ask: ‘if you resolved this root cause, would the problem be solved?
Declining sales

PROBLEM STATEMENT

Our latest product has been experiencing declining sales over the past three months.

WHY?

Customers are not satisfied with the product.

WHY?

The product does not meet the advertised specifications.

WHY?

The development team cut corners to meet the launch deadline.

WHY?

The project timeline was unrealistic.

WHY?

Market research was rushed, leading to inaccurate estimates for development time.

ROOT CAUSE(S)

1. Inaccurate market research leads to unrealistic expectations.
2. Development team cutting corners.
3. Product not meeting advertised specifications.
To check that you have got to the root cause, ask: ‘if you resolved this root cause, would the problem be solved?

PROBLEM STATEMENT

There has been a significant increase in customer complaints at the restaurant.

WHY?

Customers are reporting long wait times and poor food quality.

WHY?

The kitchen is understaffed, and existing staff are inadequately trained.

WHY?

The recent budget cuts led to a reduction in kitchen staff.

WHY?

The restaurant has been experiencing financial difficulties.

WHY?

There has been a decrease in regular customers and a failure to attract new ones.

ROOT CAUSE(S)

1. Financial difficulties leading to budget cuts and understaffing.
2. Inadequate staff training.

To check that you have got to the root cause, ask: ‘if you resolved this root cause, would the problem be solved?

Optional sections

We have designed this template to be a simple working document that you can scribble on by hand or fill-in on screen. That said, if you want to expand it you can easily add sections. For example:

  1. Background or Context: This section can provide information on the environment, conditions, and circumstances under which the problem was identified. It helps in understanding the broader context of the issue.

  2. Team Members: List the individuals involved in the problem-solving process, their roles, and their responsibilities. This promotes accountability and clarity in the team’s dynamics.

  3. Date and Location: Documenting when and where the analysis is conducted can help in tracking problems and solutions over time and across different areas or departments.

  4. Impact Analysis: Describe the impact of the problem on operations, finances, customer satisfaction, or other relevant areas. Understanding the severity and scope of the problem can help prioritize action items.

  5. Evidence: This section can include data, anecdotes, or other forms of evidence that support the answers to each "why" question. Providing evidence helps validate the root cause analysis and ensures that conclusions are based on facts rather than assumptions.

  6. Countermeasures or Solutions: Detail the specific actions that will be taken to address the root causes. This should include who is responsible for each action, what exactly will be done, and by when.

  7. Success Metrics: Define how the effectiveness of the solutions will be measured. Include specific, measurable objectives that will indicate whether the implemented changes have successfully addressed the root causes.

  8. Follow-Up Plan: Outline how and when the situation will be reviewed to ensure that the countermeasures have been effective. This might include scheduled reviews or the criteria for triggering additional analysis.

  9. Approval: A section for signatures or acknowledgments from key stakeholders or leaders. This can ensure that the analysis and proposed actions have been reviewed and approved by the necessary parties.

Including these additional sections can turn your 5 Whys template into a more effective tool for not only identifying root causes but also for implementing and tracking the effectiveness of solutions, thereby promoting continuous improvement within your organization.

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