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How to Use The 5 Whys For Root Cause Analysis (With Example)

If you want a long-term solution to any problem or issue, then you have to uncover its root cause. The 5 Whys technique is a very simple and valuable tool to obtain the actual cause of a problem.


In comparison with other approaches such as FMEA (Failure Mode and Effects Analysis), which prevents possible failure, this method lets you quickly pick out the fundamental cause of the problem. With this methodology, one is nudged towards going deeper into problems to discover what is really causing them, making solutions come through more sensibly and sustainably.


Understanding The 5 Whys Technique


The 5 Whys technique is a valuable methodology for root cause analysis. Here is a quick breakdown of the 5 Whys technique:


  • Developed by Sakichi Toyoda, founder of Toyota.

  • It asks "why" up to five times to peel back the layers of the problem.

  • Every response highlights the root cause of the real problem.

  • It is highly used by businesses because it is easy to apply and no specialized tool is needed for its application.

  • Using the root cause of problems, firms will be able to identify a solution to the real problem and prevent the issue from happening again.


Why Does The 5 Whys Technique Work?


  • Simplicity and Efficiency: The 5 Whys method does not require any sophisticated equipment or specific expertise. All that is required is to ask easy "why" questions and the team will be able to dig into the core of the problem right away and resolve it.

  • In-Depth Analysis: This method compels you to dig deep into the problem by asking you, repeatedly, "Why?" This way, you are able to discover the unseen problems, rather than solving symptoms.

  • Encourages Teamwork: The 5 Whys approach fosters teamwork. For example, those who have expertise in various fields can offer input that will enable viewing a problem from multiple perspectives and hence direct you to more effective solutions.


Implementing the Technique of 5 Whys in Your Business


Step 1: Define the Problem

Start by clearly defining a problem. Make sure that everyone involved with the problem knows exactly what needs to be corrected.


Step 2: Ask the First "Why"?

Ask why the problem happened. Write it down and use it as a basis to come up with the next question.


Step 3: Ask Why Four More Times

Keep asking "why" for every answer until you have asked it five times or until the root cause becomes clear.


Step 4: Root Cause Identification

Now that you have the root cause, jot it down. It is the main issue, and once solved, it's going to prevent this problem from happening again.


Step 5: Develop and Implement Solutions

Once you have the root cause, brainstorm possible solutions to solve this. Pick the best of them and implement it in action.


Example of the 5 Whys Technique


Benefits of the 5 Whys


  • Addresses Root Cause: The method ensures that you are addressing the cause and not its symptom, which normally leads to a long-term solution.

  • Cost-Effective: The 5 Whys methodology is an extremely inexpensive technique and does not require any expensive resources, thus it is highly compatible with any business and organization irrespective of size.

  • Promotes Continuous Improvement: The more you practice the 5 Whys, the more critical thinking and problem-solving skills you can develop, which makes it harder for bigger problems to arise in your business.


Typical Mistakes and How to Avoid Those


  • Stopping Too Soon: Do not stop asking "why" too soon. You want to get to the main source of the problem or issue, not just the surface-level answer.

  • Lack of Collaboration: Invite members from different areas to get a complete view of the problem.

  • Focusing on Symptoms: If you are only going by symptoms, keep asking "why" until you find what is the real cause of the issue.


Best Practices Using the 5 Whys


  • Bring on the Right People: Involve team members who are knowledgeable about the problem. The knowledge will make the process of finding the root cause of the problem faster.

  • Document the Process: Record all questions and answers. It becomes easier to follow and review the solutions later.

  • Be Persistent: Do not stop asking questions unless you are convinced that you have identified the root cause.


5 Whys Example: A Restaurant's Customer Complaints


Here is a basic illustration of how a restaurant might utilize the 5 Whys technique in resolving an issue of complaints by customers that the restaurant services are too slow.


Problem: Customers are complaining that the service is too slow.


Why are customers complaining about slow service?

  • Because their food is taking too long to be served.

  

Why is the food taking too long to be served?

  • Because the number of orders can't be accommodated by the kitchen during peak hours.


Why does it not accommodate the orders during peak hours?

  • Because there are not enough chefs scheduled to work during those times.


Why aren’t there enough chefs to work during the peak hours?

  • Because they haven't adjusted their staffing based on peak customer times.


Why did the restaurant not adjust its staffing to peak times?

  • They have not analyzed customer flow, nor have they established an effective need for staffing.

 

Immediate Cause: The restaurant's staffing schedule doesn't align with peaks in customer demand.


Solution: The restaurant might alter its scheduling pattern to have more cooks working at the peak hours. It could then make a decision over the busiest times based on customer flow data and have extra people on when that is needed. Another area of management control they could incorporate would be training, where the restaurant puts emphasis on improving the back-of-house kitchen operations during peak times.


This approach not only solves the superficial problem of slow service but addresses the root cause–improper scheduling–and prevents the same type of problem from happening again in the future.


Ready to Utilize the Power of 5 Whys for Your Business?


5 Whys is a very simplistic yet powerful tool for determining the root cause of any problem. You ask "why" enough times in a row, and then you identify the core problem and create solutions that last, not superficial ones that are just temporary fixes to a temporary problem.


Book a discovery call to explore how we can help you or your team become more innovative.

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