5 Whys Template
Identify the root cause of a problem and prevent recurrence through an effective 5 whys analysis
Identify the root cause of a problem and prevent recurrence through an effective 5 whys analysis
Published 12 May 2022
A 5 whys template is a powerful tool used for identifying the root cause of a problem following the 5 whys technique. Teams perform 5 whys root cause analysis using a 5 whys template by stating the problem and asking “why” five times until the root cause is discovered. Solutions are then formulated to prevent the problem from reoccurring.
A 5 whys template helps business teams to identify, analyze, and resolve the root cause of a problem to implement long-term solutions and avoid issue recurrence. It helps follow through on the effectiveness of the solutions and improve employee accountability and productivity. Use this checklist to perform 5 whys analysis with the following steps:
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The 5 Whys is a problem-solving technique developed by the founder of Toyota Industries Corporation, Sakichi Toyoda. It is used by the company to detect manufacturing flaws and improve the quality of their products and processes. Using a 5 whys template can help in monitoring the effectiveness of countermeasures applied to previous problems.
Simply put, the 5 whys questions are literal questions of “Why?” asked 5 times until the root cause of an issue is finally realized. Here’s an example of 5 whys questions:
In this 5 whys RCA example, you will see how the 5 whys questions are used to unravel an issue and come up with a solution to the problem.
Using the 5 whys as a root-cause analysis method may be simple, but it won’t be effective if participants overlook its baseline principles. Here are 3 ways team managers can best facilitate an effective 5 whys analysis, especially when implementing kaizen in the workplace:
Teams often struggle to determine the root cause because they fail to agree on the problem. Team managers should gather their teams and assist in establishing the problem based on current knowledge. It is crucial for 5 whys participants to refrain from blaming people and jumping to conclusions.
5 Whys Analysis Step #1 Example:
✖ Our finance department is incompetent.
✔ Problem: There is a significant decline in the revenue of our company.
5 whys participants should pay attention to the logic of the cause-and-effect relationship. Otherwise, they might keep on coming back to the problem or conclude before they arrive at the root cause. Team managers should train their teams on how to distinguish causes from symptoms. As a rule of thumb, teams should not go further when responses become illogical.
5 Whys Analysis Step #2 Example:
✔ The turnaround of reports is slow. – Why?
✔ It is tedious to complete paperwork. – Why?
✔ Root Cause: Inventory audits using pen and paper are inefficient. – Why?
✖ The inventory checklist contains numerous details. – Why?
✖ We order, store and display a lot of products. – Why?
✖ It is necessary for our business. – Why?
Teams usually encounter the same problems when they neglect following through on the effectiveness of their solutions. To efficiently monitor the implementation of solutions, team managers should delegate responsibilities to their team members. When each member takes action, teams foster an atmosphere of trust and increase accountability.
5 Whys Analysis Step #3 Example:
Solution: Use a digital inspection app to streamline inventory audits and reporting.
✔ Team member 1: Look for digital inspection apps online.
✔ Team member 2: Invite process manager to the next meeting.
✔ Team member 3: Remind each team member for the next meeting.
Team managers should maximize mobile technology to ensure collaboration and accountability when using a 5 whys template. iAuditor by SafetyCulture can be used as a 5 whys software to help business teams improve problem-solving and brainstorming experiences by:
As soon as your team has drilled down to the root cause of a problem, you can create an action and its assignee will receive a notification containing the task information, due date, and priority. When a team member completes or changes the status of an action, the team manager will also receive a notification. Easily track the implementation of solutions and the performance of your team using your smartphone or tablet.
Teams can download the featured 5 whys template and customize it to suit their business needs. Using iAuditor’s web platform, team managers can easily build their own templates and include their business logo and other relevant details. Also, you can choose from over 99,000 free templates in SafetyCulture’s public library.
The moment your team members complete a 5 whys template, a shareable report is instantly generated. Team managers can get the information to the right people with the tap of a finger. For future reference, teams can easily access completed 5 whys templates from their mobile devices. All data is automatically saved and stored in the cloud.
The 5 Whys Analysis is a simple root-cause analysis method usually practiced by sales and marketing teams. Using this digital 5 whys analysis template can help teams to effectively identify a 3-legged root cause of a problem—how the defect was produced, why the problem was not detected and why the possibility for failure existed.
A 5 whys form template is used by business teams to drill down to the root cause of a problem using the 5 Whys technique. This template has been designed to make it easier for teams to ask and answer the question, "Why did this problem occur?" 5 times to discover the root cause. Take or attach relevant photos with the use of this template and complete this digitized 5 whys form with electronic signatures.
The 5 whys root cause analysis template or 5 why rca template is used to analyze recurring problems and help eliminate the main cause of it. It aids cross-functional teams of subject matter experts to construct a good problem statement, gather relevant data, identify the root cause, and implement long-term solutions.