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Getting to the Root of a Problem Quickly

By the Mind Tools Content Team

5 Whys Root-Cause Analysis

Have you ever had a problem that refused to go away? No matter what you did, sooner or later it would return, perhaps in another form.

Stubborn or recurrent problems are often symptoms of deeper issues. "Quick fixes" may seem convenient, but they often solve only the surface issues and waste resources that could otherwise be used to tackle the real cause.

In this article and in the video, below, we look at the 5 Whys technique (sometimes known as 5Y). This is a simple but powerful tool for cutting quickly through the outward symptoms of a problem to reveal its underlying causes – so that you can deal with it once and for all.

Origins of the 5 Whys Technique

Sakichi Toyoda, the Japanese industrialist, inventor, and founder of Toyota Industries, developed the 5 Whys technique in the 1930s. It became popular in the 1970s, and Toyota still uses it to solve problems today.

Toyota has a "go and see" philosophy. This means that its decision making is based on an in-depth understanding of what's actually happening on the shop floor , rather than on what someone in a boardroom thinks might be happening.

The 5 Whys technique is true to this tradition, and it is most effective when the answers come from people who have hands-on experience of the process or problem in question.

The method is remarkably simple: when a problem occurs, you drill down to its root cause by asking "Why?" five times. Then, when a counter-measure becomes apparent, you follow it through to prevent the issue from recurring.

The 5 Whys uses "counter-measures," rather than "solutions." A counter-measure is an action or set of actions that seeks to prevent the problem from arising again, while a solution may just seek to deal with the symptom. As such, counter-measures are more robust, and will more likely prevent the problem from recurring.

When to Use a 5 Whys Analysis

You can use 5 Whys for troubleshooting, quality improvement, and problem solving, but it is most effective when used to resolve simple or moderately difficult problems.

It may not be suitable if you need to tackle a complex or critical problem. This is because 5 Whys can lead you to pursue a single track, or a limited number of tracks, of inquiry when, in fact, there could be multiple causes. In cases like these, a wider-ranging method such as Cause and Effect Analysis or Failure Mode and Effects Analysis may b e more effective.

This simple 5 Whys technique, however, can often direct you quickly to the root cause of a problem. So, whenever a system or process isn't working properly, give it a try before you embark on a more in-depth approach – and certainly before you attempt to develop a solution.

The tool's simplicity gives it great flexibility, too, and 5 Whys combines well with other methods and techniques, such as Root Cause Analysis . It is often associated with Lean Manufacturing , where it is used to identify and eliminate wasteful practices. It is also used in the analysis phase of the Six Sigma quality improvement methodology.

How to Use the 5 Whys

The model follows a very simple seven-step process: [1]

1. Assemble a Team

Gather together people who are familiar with the specifics of the problem, and with the process that you're trying to fix. Include someone to act as a facilitator , who can keep the team focused on identifying effective counter-measures.

2. Define the Problem

If you can, observe the problem in action. Discuss it with your team and write a brief, clear problem statement that you all agree on. For example, "Team A isn't meeting its response time targets" or "Software release B resulted in too many rollback failures."

Then, write your statement on a whiteboard or sticky note, leaving enough space around it to add your answers to the repeated question, "Why?"

3. Ask the First "Why?"

Ask your team why the problem is occurring. (For example, "Why isn't Team A meeting its response time targets?")

Asking "Why?" sounds simple, but answering it requires serious thought. Search for answers that are grounded in fact: they must be accounts of things that have actually happened, not guesses at what might have happened.

This prevents 5 Whys from becoming just a process of deductive reasoning, which can generate a large number of possible causes and, sometimes, create more confusion as you chase down hypothetical problems.

Your team members may come up with one obvious reason why, or several plausible ones. Record their answers as succinct phrases, rather than as single words or lengthy statements, and write them below (or beside) your problem statement. For example, saying "volume of calls is too high" is better than a vague "overloaded."

4. Ask "Why?" Four More Times

For each of the answers that you generated in Step 3, ask four further "whys" in succession. Each time, frame the question in response to the answer you've just recorded.

What Is a 5 Whys Template?

The diagram, below, shows an example of 5 Whys in action, following a single lane of inquiry.

Figure 1: 5 Whys Example (Single Lane)

The 5 Whys method also allows you to follow multiple lanes of inquiry. An example of this is shown in Figure 2, below.

In our example, asking "Why was the delivery late?" produces a second answer (Reason 2). Asking "Why?" for that answer reveals a single reason (Reason 1), which you can address with a counter-measure.

Similarly, asking "Why did the job take longer than expected?" has a second answer (Reason 2), and asking "Why?" at this point reveals a single reason (Reason 1). Another "Why?" here identifies two possibilities (Reasons 1 and 2) before a possible counter-measure becomes evident.

There is also a second reason for "Why we ran out of printer ink" (Reason 2), and a single answer for the next "Why?" (Reason 1), which can then be addressed with a counter-measure.

Figure 2: 5 Whys Example (Multiple Lanes)

Step 5. Know When to Stop

You'll know that you've revealed the root cause of the problem when asking "why" produces no more useful responses, and you can go no further. An appropriate counter-measure or process change should then become evident. (As we said earlier, if you're not sure that you've uncovered the real root cause, consider using a more in-depth problem-solving technique like Cause and Effect Analysis , Root-Cause Analysis , or FMEA .)

If you identified more than one reason in Step 3, repeat this process for each of the different branches of your analysis until you reach a root cause for each one.

6. Address the Root Cause(s)

Now that you've identified at least one root cause, you need to discuss and agree on the counter-measures that will prevent the problem from recurring.

7. Monitor Your Measures

Keep a close watch on how effectively your counter-measures eliminate or minimize the initial problem. You may need to amend them, or replace them entirely. If this happens, it's a good idea to repeat the 5 Whys process to ensure that you've identified the correct root cause.

Appreciation

A similar question-based approach known as "appreciation" can help you to uncover factors in a situation that you might otherwise miss.

It was originally developed by the military to assist commanders in gaining a comprehensive understanding of any fact, problem or situation. But you can also apply it in the workplace.

Starting with a fact, you first ask the question, "So what?" – in other words, what are the implications of that fact? Why is this fact important?

You then continue asking that question until you've drawn all possible conclusions from it.

The major difference between this and the 5 Whys technique is that appreciation is often used to get the most information out of a simple fact or statement, while 5 Whys is designed to drill down to the root of a problem.

Tips for Using the 5 Whys Technique

• Try to move quickly from one question to the next. That way, you'll have the full picture before you jump to any conclusions.
• The "5" in 5 Whys is really just a " rule of thumb ." In some cases, you may need to ask "Why?" a few more times before you get to the root of the problem. In other cases, you may reach this point before you ask your fifth "Why?" If you do, make sure that you haven't stopped too soon, and that you're not simply accepting "knee-jerk" responses.
• Know when to stop! The important point is to stop asking "Why?" when you stop producing useful responses.

Frequently Asked Questions About 5 Whys

1. what is the 5 whys technique.

The 5 Whys Technique is a problem-solving method involving repeatedly asking "why?" It's a way of quickly getting to the root cause of a situation.

2. Who Invented 5 Whys?

The 5 Whys technique was invented in the 1930s by Sakichi Toyoda, the Japanese industrialist, inventor, and founder of Toyota Industries.

5 Whys Infographic

See our infographic on the 5 Whys and use it to get to the root of your problems!

Bear in mind that appreciation can restrict you to one line of thinking. For instance, once you've answered your first "So what?" question, you might follow a single line of inquiry to its conclusion. To avoid this, repeat the appreciation process several times over to make sure that you've covered all bases.

The 5 Whys strategy is a simple, effective tool for uncovering the root of a problem. You can use it in troubleshooting, problem-solving, and quality-improvement initiatives.

Start with a problem and ask why it is occurring. Make sure that your answer is grounded in fact, and then ask the question again. Continue the process until you reach the root cause of the problem, and you can identify a counter-measure that will prevent it from recurring.

Bear in mind that this questioning process is best suited to simple or moderately difficult problems. Complex problems may benefit from a more detailed approach, although using 5 Whys will still give you useful insights.

[1] Pojasek, R. (2000). 'Asking "Why?" Five Times,' Environmental Quality Management , Volume 10, Issue 1, 79–84. Available here . [Accessed July 1, 2022.]

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Problem Solving using the 5 Whys

This post is also available in: German

The 5 Whys template is a simple, yet powerful tool used for root cause analysis. Based on the technique developed by Sakichi Toyoda , it takes an iterative approach to problem-solving. Starting with an initial problem statement, a question beginning with ‘why’ is asked 5 times in order to zero in on the root cause. 

Along with the Fishbone Diagram , the 5 Whys template is a seminal technique for problem-solving through a deeper understanding of causal relationships. Let us understand this method in a little more detail. Or directly use the template . 

What is the 5 Whys root cause analysis?

The 5 Whys problem-solving method was originally developed for Toyota Motor Corporation’s production facility. The technique starts with a single problem and asks a ‘why’ question based on the answer to the previous question. 

The iterative process of asking ‘why’ ensures that each step is logically connected to the previous by a cause and effect relationship. Each ‘why’ takes you one step closer to finding the root cause. 

5 Whys analysis in six sigma

Six sigma is all about waste reduction, process optimization and quality improvements. The simplicity of the 5 Whys method lends itself well to the analysis stage of six sigmas. Since the technique eschews complex statistical methods, individuals from across functions and departments can participate in the process. It’s a great technique for driving process improvements and ensuring past mistakes do not reoccur.  

How to use the 5 Whys template

Since a 5 Whys session is in essence a brainstorming session, it is important to work with a whiteboard and sticky notes. Mapping out the process on an online whiteboard helps people better visualize what happened. Multiple stakeholders can work on Conceptboard’s collaborative template in real time and add their ideas on digital sticky notes . The template is completely editable.

Steps to using the 5 whys template

• Asking the right question – Before you embark on a 5 whys analysis, it is important to start with the right question. Here, a problem statement template can come in handy.
• Gather the right people – All key stakeholders and especially decision makers should be involved in the session.
• Assign a moderator – It is important for the moderator to drive the conversation, ensure each of the steps are followed and assumptions avoided 
• Prepare the board in advance – Load the template by clicking the ‘+’ button and choosing ‘Insert template’. Drag and drop the 5 Whys template and share the board with the team.
• Add sticky notes and write down your comments for each round of the process.
• Once the analysis is complete, identify the action points and export the board as a PDF or print it out.

5 Whys Example

Here’s an example of the 5 Whys process and the solutions that came up from the analysis.

• Why was the hospital’s new health care app delayed by 4 weeks? Answer : Additional complexities were revealed in the testing phase.
• Why did additional difficulties come up? Answer : The creation phase did not include a solution for a major use case.
• Why did the creation phase miss a major use case? Answer : The original brainstorming sessions did not include employees from the department.
• Why were key employees missing from the brainstorming sessions? Answer : The brainstorming session was led by a particular department. In this case, additional departments were brought in later in the development process.
• Why is this process managed by a particular department? Answer : This is how it’s always been done.

Solutions found:

Create a new process that builds on the strengths of all departments and encourages interdepartmental collaboration. Ensure key employees from every department are present in all brainstorming sessions throughout all phases.

If you’ve like this template, we’ve also rounded up 15 of our favourite brainstorming techniques and templates that help you generate new ideas and drive innovation. For additional problem-solving templates, you can use our A3 problem-solving template .  Also check out our list of retrospective ideas and templates you can use today with your team.

Use the free template with your team & customize as you go!

Use Template

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2 Comments . Leave new

I disagree with your statement “Six sigma is all about waste reduction, process optimization and quality improvements.”

Six-Sigma is all about “variation reduction” using statistical tools and techniques and pioneered by Motorola.

Lean is all about “Waste reduction” using Lean tools and techniques as part of Lean Manufacturing/the Toyota Production System developed by Toyota.

(1) The example solution is not a solution, it is the recognition that something new needs to happen, followed by requirements on how that is to be achieved.

(2) A single thread down (one answer per question) is insufficient for most difficult problems (i.e. ones that require a 5-why’s!) Each question will generate several answers, each of which is drilled down on. Then answers to different questions that are the same are linked into a lattice. If you are lucky it all comes together into a single item at the bottom of the diagram. One ends up with several dominant threads from top to leaf nodes, each of which has to be dealt with.

(3) The 5-why’s identifies several possibly independent causes. These must be dealt with using a problem solving method — which 5-why’s is not. It is a problem identification method.

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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 Template

Analyze and understand the root of a problem or issue with the 5 Whys template. Create the conditions for creative solutions.

Trusted by 65M+ users and leading companies

About the 5 Whys Template

The 5 Whys framework is a simple yet effective tool for problem-solving. The technique is based on the idea that by asking "why" five times in a row, one can uncover the root cause of a problem. This consistent questioning approach can help to pinpoint the essence of a problem, which can lead to practical solutions.

The 5 Whys template is a structured visual representation of this technique, designed to guide a systematic exploration of problems. The template includes a central problem area at the top, followed by five other sections labeled from "Why 1" to "Why 5." Each section is dedicated to exploring the consecutive layers of causes linked to the central issue. To use the template, start by stating the initial problem and then progressively address each "why" until the root cause is identified.

How to use the 5 Whys template effectively

Follow these simple steps:

Identify the problem: Start by writing down the main problem or concern you are investigating in the designated area.

Use sticky notes for whys: For every subsequent "why," use sticky notes to jot down the underlying cause associated with the previous layer or statement.

Iterate until the end: Continue this process down the branches until you reach the fifth "why" or you have identified the root cause.

Add contextual artifacts: To give a deeper understanding, you can drag and drop any relevant artifacts (documents, images, links) onto the board adjacent to your "whys." With just a few clicks, the template can be easily edited to suit the specific needs of your investigation, making it a versatile tool for various scenarios.

Why should you use a 5 Whys template?

A 5 Whys template is a powerful tool that can be used to identify the root cause of an issue. It is a structured approach that provides a systematic method to address problems, ensuring that no aspect is overlooked. The template offers a visual representation that fosters collaborative brainstorming and team-based problem-solving.

Here are some key reasons why you should consider using a 5 Whys template:

Root cause analysis: The 5 Whys template effectively uncovers the root cause of issues rather than just addressing superficial symptoms. By asking "why" at least five times, you can identify the underlying cause of a problem and develop a solution that addresses it directly.

Collaborative problem-solving: The visual nature of the template makes it easy to engage in collaborative discussions and team-based problem-solving. It encourages everyone to share their ideas and perspectives, which can lead to a more comprehensive and effective solution.

Structured approach: The template provides a structured approach to problem-solving, ensuring that you follow a logical process and consider all relevant factors. This can help prevent overlooking important details or making hasty decisions.

Versatility: The 5 Whys template can be used in various scenarios, from business processes to personal introspection. It is a versatile tool that can be adapted to suit your specific needs and goals.

Documentation and reference: By using the template, you create a record of your analysis that can be referred to in the future or shared with stakeholders. This can help you track your progress and demonstrate the effectiveness of your problem-solving efforts.

5 Whys template example

Let's say you're trying to ship an app that your team has been working on. You were prepared to ship on time, but you ended up delivering the app two days overdue.

Here's how you might use the 5 Whys template to uncover the reason that happened and how you can avoid delays in the future.

Start with the broadest possible question, then try to answer it.

Example: Why was the app late? It was late because there was a production delay.

Based on this answer, you can narrow the question slightly.

Example: Why was there a production delay? There was a production delay because the engineering team had to deploy a last-minute patch, which the product team did not know about until launch day.

Narrow the question even further, and then answer it.

Example: Why didn't the product team know about the patch? The product team didn't know about the patch because engineering didn't communicate it to them.

Keep narrowing and answering the question.

Example: Why didn't the engineering team communicate to the product team? The engineering team didn't communicate with the product team because they did not know how to communicate that information.

Ask the question one last time to zero in on your solution.

Example: Why didn't the engineering team know how to communicate with the product team? The engineering team didn't know how to communicate with the product team because the product team had no clear point of contact or processes for communication.

Is the 5 Whys technique limited to only five questions?

No, the number "5" in the 5 Whys is more a guideline than a strict rule. If you find the root cause before reaching the fifth "why", you can stop. Conversely, if it requires more than five iterations to get to the core issue, continue asking.

Can I change the template to suit my needs?

Absolutely. The template is designed to be flexible. If you need additional sections or want to make stylistic changes, you can easily do so.

Is it possible to use the 5 Whys for personal introspection?

Yes, while commonly used in business and manufacturing, the 5 Whys can be a valuable tool for personal growth and introspection.

How important is collaboration when using the 5 Whys template?

While you can use the 5 Whys individually, collaboration often provides diverse perspectives, leading to a more comprehensive understanding of the issue.

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Cisco Recommended Security Architecture Template

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Determine the Root Cause: 5 Whys

Updated: May 17, 2023 by iSixSigma-Editorial

Asking “Why?” may be a favorite technique of your 3-year-old child in driving you crazy, but it could teach you a valuable Six Sigma quality lesson. The 5 Whys is a technique used in the Analyze phase of the Six Sigma DMAIC (Define, Measure, Analyze, Improve, Control) methodology. It is a great Six Sigma tool that does not involve data segmentation, hypothesis testing, regression or other advanced statistical tools, and in many cases can be completed without a data collection plan.

By repeatedly asking the question “Why” (five is a good rule of thumb), you can peel away the layers of symptoms which can lead to the root cause of a problem. Very often the ostensible reason for a problem will lead you to another question. Although this technique is called “5 Whys,” you may find that you will need to ask the question fewer or more times than five before you find the issue related to a problem.

Benefits of the 5 Whys

• Help identify the root cause of a problem.
• Determine the relationship between different root causes of a problem.
• One of the simplest tools; easy to complete without statistical analysis.

When Is 5 Whys Most Useful?

• When problems involve human factors or interactions.
• In day-to-day business life; can be used within or without a Six Sigma project.

How to Complete the 5 Whys

• 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.
• Loop back 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.

5 Whys Examples

Problem Statement: Customers are unhappy because they are being shipped products that don’t meet their specifications.

1. Why are customers being shipped bad products? – Because manufacturing built the products to a specification that is different from what the customer and the sales person agreed to.

2. Why did manufacturing build the products to a different specification than that of sales? – Because the sales person expedites work on the shop floor by calling the head of manufacturing directly to begin work. An error happened when the specifications were being communicated or written down.

3. Why does the sales person call the head of manufacturing directly to start work instead of following the procedure established in the company? – Because the “start work” form requires the sales director’s approval before work can begin and slows the manufacturing process (or stops it when the director is out of the office).

4. Why does the form contain an approval for the sales director? – Because the sales director needs to be continually updated on sales for discussions with the CEO.

In this case only four Whys were required to find out that a non-value added signature authority is helping to cause a process breakdown.

Let’s take a look at a slightly more humorous example modified from Marc R.’s posting of 5 Whys in the iSixSigma Dictionary.

Problem Statement: You are on your way home from work and your car stops in the middle of the road.

1. Why did your car stop? – Because it ran out of gas.

2. Why did it run out of gas? – Because I didn’t buy any gas on my way to work.

3. Why didn’t you buy any gas this morning? – Because I didn’t have any money.

4. Why didn’t you have any money? – Because I lost it all last night in a poker game.

5. Why did you lose your money in last night’s poker game? – Because I’m not very good at “bluffing” when I don’t have a good hand.

As you can see, in both examples the final Why leads the team to a statement (root cause) that the team can take action upon. It is much quicker to come up with a system that keeps the sales director updated on recent sales or teach a person to “bluff” a hand than it is to try to directly solve the stated problems above without further investigation.

5 Whys and the Fishbone Diagram

The 5 Whys can be used individually or as a part of the fishbone (also known as the cause and effect or Ishikawa) diagram. The fishbone diagram helps you explore all potential or real causes that result in a single defect or failure. Once all inputs are established on the fishbone, you can use the 5 Whys technique to drill down to the root causes.

Take-away Quotation

“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 own answer. Asking questions is the ABC of diagnosis. Only the inquiring mind solves problems.” – Edward Hodnett

About the Author

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5 Whys Root Cause Analysis

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Identify, analyze, and solve problems effectively

What is 5 whys root cause analysis template.

The 5 Whys Root Cause Analysis Template is a simple yet powerful tool for identifying the root cause of a problem and finding effective solutions. It involves asking 'why' five times, or as many times as needed, to get to the root of a problem. Each 'why' leads to the next, helping you to dig deeper into the issue. This template provides a structured way to document the problem statement, the reasons behind it, the root cause, and the proposed solutions.

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Who is this 5 Whys Root Cause Analysis Template for?

This template is a must-have for anyone who wants to solve problems effectively and prevent them from recurring. It is particularly useful for:

- Business leaders and managers who want to improve their problem-solving skills and lead their teams more effectively.

- Quality control teams who need to identify the root causes of quality issues and develop effective solutions.

- Project managers who want to prevent project delays and ensure successful project delivery.

- IT professionals who need to troubleshoot and resolve technical issues quickly and efficiently.

- HR professionals who want to address employee issues and improve job satisfaction.

- Marketing and sales teams who want to improve their strategies and achieve their targets.

Why use this 5 Whys Root Cause Analysis Template?

Using the 5 Whys Root Cause Analysis Template can bring numerous benefits to your organization:

- Improved problem-solving: By asking 'why' multiple times, you can uncover the underlying cause of a problem and find effective solutions.

- Prevents recurrence: By addressing the root cause, you can prevent the problem from recurring, saving time and resources in the long run.

- Enhances communication: The template provides a clear and concise way to document and communicate the problem, the root cause, and the proposed solutions.

- Encourages teamwork: The process of asking 'why' encourages team members to collaborate and share their insights, leading to better problem-solving.

- Increases efficiency: By solving problems at their root, you can improve the efficiency of your processes and operations.

Get Started with 5 Whys Root Cause Analysis Template.

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2. After signing up for Lark, you will be directed to the 5 Whys Root Cause Analysis Template on Lark Base. Click 'Use This Template' on the top right corner of Lark Base to copy a version of the 5 Whys Root Cause Analysis Template to your workspace.

3. Change fields of the template to fit your needs

4. Take advantage of the full potential of this 5 Whys Root Cause Analysis Template.

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Campaign Brief

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Approval Matrix Whiteboard

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Shift Schedule

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5 whys template

Get to the root of any problem

Use the 5 whys analysis template to drill down on a problem and discover the root cause of a problem. The template includes three different spaces to write a problem statement and identify the root cause of each one.

The 5 whys technique involves asking "why" questions to identify the root cause of a problem or issue. By asking "why" 5 times for each following answer, the underlying cause of the problem can be uncovered.

The 5 whys template helps you:

• Identify the root causes of a problem
• Improve problem-solving and drive outcomes
• Prevent a problem from recurring
• Encourage collaboration in a group setting

How to use the 5 whys template

Start by identifying a broad problem that you need to solve and write that at the top. Then ask “Why” and write your answer as a statement. Then ask “Why” of the second statement and write down your answer. Repeat that three more times to identify your root cause.

1. Invite team members to collaborate

Bring together a team with which to conduct the workshop. A cross-functional team may offer more insight into potential issues, but this depends on the type of problem. 

2. Define the problem

The problem should be as broad as possible, so you can hone in on the elements of what’s causing it as well as the root cause. 

Try phrasing the problem as a statement rather than a question, so you can ask yourself, “Why?” in the space below.

3. Start asking “why”

Explore why the core problem is occurring with your group. Once you have identified a root cause, ask “why” again and explore that reason. Do this three more times, exploring each subsequent reason. 

Asking “why” five times is the standard for the 5 Whys technique, but you may have to go through several more rounds.

4. Brainstorm solutions

Now that you have some root causes, you can explore with your collaborators what the right course of action should be to resolve the problem.

5. Plan next steps and take action

Take your solution and carry out a plan to solve your root problem. Don’t forget to follow up with your collaborators and stakeholders so you can share information and prevent similar problems from happening again in the future.

Example of a 5 whys exercise

In this example, your problem statement is: customer service agents aren’t able to answer all incoming calls throughout the day. The first “Why?” is about the problem statement. Your answer might be, “Because there aren’t enough agents to answer calls.” The second “Why” is asking, “Why are there not enough agents?” This goes on until you’ve asked “Why” five successive times.

Let’s look at this example as a completed exercise:

Problem : Your customer service agents aren’t able to answer all incoming calls throughout the day.

Why? There aren’t enough agents to answer the volume of calls.

Why? We are experiencing more calls than we forecasted, and so we’re not properly staffed.

Why? We forecasted inaccurately. 

Why? We didn’t accurately anticipate the volume of calls regarding issues with a new product release.

Why? We didn’t proactively answer our customers’ possible questions about our new product. 

A five whys analysis helps you see individual elements that could be contributing to the problem you’re having and how those elements eventually lead to a root cause. The 5 Whys Template aims to help users avoid making assumptions about a problem. The goal is to understand exactly what’s causing the problem, so you can eliminate those barriers and begin to uncover potential solutions.

Tips for running a 5 whys root cause analysis

• Clearly define the initial problem or issue being addressed. This ensures that everyone involved in the analysis is on the same page and understands the problem.
• Facilitator tip: If you’re concerned about groupthink, try using Mural’s Private Mode so team members can work independently to identify the core issue.
• While the 5 Whys analysis involves asking "why" five times to get to the root cause of the problem, keep asking “why” until the underlying cause is identified.
• Try using the 5-whys method for different use cases: fix workflows, understand resourcing issues, optimize project management hiccups, and more.

How to create a 5 whys template

Get started with this template right now.

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5 whys template frequently asked questions

What is a 5 whys analysis, who should be involved in a 5 whys exercise, can the 5 whys template be used for both internal and external problems, where does the five whys methodology come from.

Template by Taiichi Ohno

Mural is the only platform that offers both a shared workspace and training on the LUMA System™, a practical way to collaborate that anyone can learn and apply.

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• 5 Why Problem Solving

One applies the 5 why problem solving tool to determine the root cause of a problem.

As customers become more experience in forcing suppliers to provide corrective action, they will request documentation that covers the 8D approach and 5Y analysis. This article deals with the five why analysis.  

The Five Why Model

In theory, one can easily learn this tool. In practice, this tool is much more difficult to apply.

When a problem initially occurs, we all have an immediate reaction as to the cause of that problem. However, that immediate reaction is a surface reaction only. When it comes to examining processes or systems, there are other deeper root causes for that problem. 5Y helps us find the fundamental root causes of a given problem. 5 why problem solving methodology helps us uncover the details behind the problem.

8D Manager Software with 8D, 9D, 5Y and 4M report generator. Your corrective action software for managing, measuring, and reporting issues.

How does the 5Y tool work? Here is a quick flow...

• Problem occurs
• Why did that problem occur = sub root cause #1
• Why did sub root cause #1 occur? = sub root cause #2
• Why did sub root cause #2 occur? = sub root cause #3
• Why did sub root cause #3 occur? = sub root cause #4
• Why did sub root cause #4 occur? = key root cause #5

5Y means we asked the question "why" 5 times from the problem statement until you reach the primary root cause. The primary root cause or key root cause directly determines the other sub root causes. When solving the problem, you focus your efforts on the key root cause.

For each why question, you focus on the last sub root cause. When applying this tool, asking "why" 5 times may not be necessary. You may only need to ask "why" 3 times to come to the correct root cause. The number 5 is an arbitrary number. The 5Y method is a process of asking why a sub root cause occurred until you reveal the key root cause.

When doing the 5Y analysis, use a team approach to determine the root causes. Document each determined sub root cause. When you identify the key root cause, be sure to positively identify that root cause on your document with a check mark or underline.

Additional 5Y Actions

As mention above asking "why" five times may not be sufficient, you may need to ask more than 5 times.

Once you determined the key root cause from the 5 why problem solving methodology process you are not finished with the 5 why analysis. You need to verify that root cause. You verify the key root cause by witnessing the root cause in action. Then check to see that you duplicated the problem.

After verification of the root cause, you must determine your corrective actions for that key root cause. Document the corrective actions on the 5Y form. Implement these corrective actions. If you are completing a corrective action for a customer, proceed with the 8D analysis.

5 Why Problem Solving and Formal Corrective Action

Customers may require one of two different systematic methods when using when using the 5 why problem solving tool. These are;

1) Prevent - Predict - Protect 2) Problem - Containment - System

When a customer request one of these 5y analysis from you, you apply the 5 why problem solving template tool to each of the 3 elements. So for Prevent - Predict - Protect method you apply a 5Y approach separately to Prevent, Predict and Protect processes at your company.

Prevent - these are the processes at your company that did not prevent the problem from occurring. Why did your process not prevent the failure from occurring?

Predict - These are the process at your company that did not predict this issue from occurring. Why did your current processes not predict this failure mode? Why did your planning or development process not see this as a potential issue?

Protect - These are the processes at your company that protects the customer from receiving defective product. Why did your quality processes not protect the customer from the failure mode?

Problem - This is the root cause to the problem. Why did the problem occur.

Containment - This is the root cause reason why defects escaped your facility. Why did you process not catch these defects prior to shipment?

System - These are the root systems that did not foresee this potential root cause. This could also be lack of systems to prevent the root cause. Why did your systems not predict or catch this failure mode.

When conducting 5 why analysis, use a template that lets you capture the data. The template needs to isolate each of the 3 elements. This allows the customer to quickly review your analysis. If you use 8D Manager , you can quickly create a 5Y form for each 8D corrective action. 8D Manager software separates each of the elements.

More on Five Whys

Description:.

The Five Whys also named 5-whys analysis method is used to isolate the true root cause of a problem.

When dissecting a problem, ask why the issue occurred. For each reason given, ask why that reason happen. After asking why repeatedly for every reason, you will identify the true root cause.

5 why means 5 cycles, but you may not need 5 cycles. Sometimes 3 or 4 cycles isolates the cause. By the time you get to the 4th or 5th why, most likely you're looking squarely at management practices.

This methodology is closely related to the Cause & Effect (Fishbone) diagram, and can be used to complement the analysis to complete a Cause & Effect diagram.

Here is a real world example from a kitchen manufacturer:

Root Cause:  Company management did not understand lean manufacturing, and did not set appropriate project targets when the plant was launched.

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How to Conduct a 5-Why

this blog post was updated on 09/10/2021.

5-Why Cause Mapping ® Root Cause Analysis

With a few minor adjustments, conventional 5Whys can significantly improve the way organizations communicate and solve problems. Knowing how to ask why questions and then organize the answers is an important part of digging into an issue. There are strong views on the usefulness of conventional 5Whys. Some organizations strictly adhere to the approach. Others think it’s too simple and provides no value. Cause Mapping root cause analysis makes changes to the traditional 5Whys tool that simplifies the documentation, organizes the causes more clearly and allows the analysis to expand into a 10- or 15-Why if needed.

What is 5Whys?

Conventional 5Whys is a part of the problem-solving toolkit for most quality groups. It’s used within Kaizen, lean and six-sigma. The concept is simple. It starts with a problem that gets broken down with a series of why questions. The answer to the question, “Why did this happen?” is the basis for the next why question. This continues five times.

Toyota is typically cited as establishing 5Whys as a formal method almost 100 years ago. But if you’ve ever had a 3-year-old in your life you’ve experienced recurring why questions. A three-year-old asks why questions because they want to understand things. This same approach will work for your organization too. More on the "criticisms of the 5-Why approach."

5Whys Purists

Those who subscribe to conventional 5Whys apply it literally. They write sentences down the page and consider the answer to the fifth why question to be the root cause . Their mental model is that the fifth cause is special because the problem can be eliminated if that cause is solved. It seems to work so perfectly, but things are not as they seem. Any one of the causes before or after the fifth why can have even better solutions.

There is nothing special about the number five. Asking why questions is part of explaining an issue, but there’s no reason to limit the analysis to five. A few why questions are a great way to start an analysis, but depending on the magnitude of the issue, more causes may need to be revealed. A 5-Why Cause Map ™ diagram is only a phase of an investigation that can expand into a much more detailed analysis.

Anti-Why Crowd

Some individuals don’t like why questions. They think it yields too many different answers and makes people defensive. Some feel 'how' is a better question. But 'how' and 'why' are both used to identify cause-and-effect relationships. They go hand in hand when explaining something. Cause-and-effect relationships supported with evidence are what explain how things work: how a smartphone works, why hot air rises, how pain medication blocks receptors, why the tides move in and out, how an injury occurred and why the equipment failed. Accurately explaining cause-and-effect relationships is the basis of a scientific approach.

Unfortunately, some organizations overlook this basic principle. They think problem-solving is a combination of tools, techniques and terminology. They believe a problem-solving method provides structure to the incident – like a Fishbone or 5Whys. In contrast, a Cause Map diagram reveals the structure that is already within the incident. There is no secret sauce or technique for explaining a problem; there are basic principles.

"Why" Questions are Fundamental

A why question is an easy way to identify a cause-and-effect relationship. And it is cause and effect that explains how things happen. All problem solving happens within the domain of cause and effect. Why a specific solution was effective or how your operations work is all explained by cause and effect. It’s the basis of all problem-solving and troubleshooting. People sometimes miss important signals within their operations because they aren’t asking enough why questions. The ability to ask and answer why questions is essential for understanding both the things that go badly and the things that go well.

Benefits of 5-Why Cause Mapping ® Root Cause Analysis

Three advantages of building a 5-Why Cause Map diagram for an issue are that it’s easy to get started, quick to layout and even though it’s basic, it can expand into as much detail as needed. Cause and effect is easy to understand and can be applied to any type of issue. It doesn’t change from incident to incident. A simple 5-Why Cause Map diagram is not a comprehensive analysis, but it’s a great way to begin. Regardless of how complex the issue is, the analysis can begin with just one or two why questions, then expand as needed. A 5-Why Cause Map diagram is just an initial phase of a more thorough investigation.

Don’t Write Sentences - Make a Diagram

The conventional approach for documenting 5Whys is sentences written down the page. They’re typically numbered from one through five. Writing a sentence, then asking a why question and writing down another sentence can take too many words. Cause-and-effect relationships are much easier to show as a diagram. We suggest building a 3- to 5-Why using Cause Mapping root cause analysis. Each cause is written in its own box. It lays out horizontally across the page with an arrow pointing to the left, from the cause to the effect.

The Toyota Welding Robot example shows a conventional 5Whys written in sentences using 81-words. The same issue is built in a 5-Why Cause Map diagram with only 31 words. Test this approach on some of your problems or contact us for help.

5-Why Cause Map ™ Diagrams Do Not Need to be Repeatable

One of the criticisms of conventional 5Whys is that it’s not repeatable. Different people build different 5Whys. This criticism reveals the confusion about the basics of cause and effect. Different people naturally build different analyses because different people see problems the different ways—they have different backgrounds and areas of expertise.

Some people argue that 5Whys is not scientific because it’s not repeatable, but their premise is flawed. Three people can make three different 5-Why Cause Map diagrams that all combine to into one, more complete explanation of the issue. If each 5-Why Cause Map diagram is built accurately, they’ll combine without any contradiction. This is much easier to demonstrate using an example. The Titanic 5-Why video shows how three different 5-Why Cause Map diagrams build into one, accurate 9-Why Cause Map diagram. This works precisely because of cause and effect.

Improving the Improvement Tool

Expanding a 5-Why Cause Map diagram is simple, but it’s not what conventional 5Whys teaches. Most 5Why users have been taught to restrict the analysis to five questions. Starting an investigation as a 5-Why Cause Map diagram is smart. Limiting it to a 5-Why is not. It’s another example of how a prescriptive method can alter the explanation of an issue.

A problem-solving method should not distort an issue. It should reflect it. A map of your town should look like your town. A Cause Map diagram of your problem should look like the issue – regardless of what level of detail you reveal—5, 15 or 25 causes. All the different Cause Map diagrams for an incident are accurate, they’re just at different levels of detail. Don’t limit the clear explanation of your problems. Experiment with this approach on some problems in your company and reach out to us if you need any help trying it out.

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

This detailed guide helps you understand how to conduct a 5 Whys Root Cause Analysis. You will get in-depth knowledge about the process, its benefits and application, and some examples & templates to help you get started. After this blog, you can create better Root Cause Analysis Presentations.

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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Unlock the Power of 5 Whys: Root Cause Analysis Made Easy

Delve into the 5 Whys technique, a simple yet powerful tool for uncovering the root causes of problems and implementing effective solutions. Learn how to apply it to various scenarios, from product defects to process inefficiencies.

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Unpredicted problems occur in any team or process. However, problems are just symptoms of deeper issues. Fixing a problem quickly may be a convenient solution; however, it doesn’t protect your work process from recurring mistakes. This is why your team needs to focus on finding the root cause and tackling it properly. The good news is that there's a simple yet powerful tool that can help you get to the bottom of any problem: the Five Whys analysis process.

The 5 Whys method allows uncovering the root cause of a problem by simply asking "Why" five times. This interrogative technique is one of the most effective tools for root cause analysis in Lean management .

Origin of 5 Whys

The 5 Whys method is part of the Toyota Production System and an essential approach to problem-solving. Developed by Sakichi Toyoda , a Japanese inventor, and industrialist, the technique became an integral part of the Lean philosophy.

"The basis of Toyota’s scientific approach is to ask why five times whenever we find a problem … By repeating why five times, the nature of the problem as well as its solution becomes clear." Taiichi Ohno

One of the key factors for the successful implementation of the technique is to make an informed decision. This means that the decision-making process should be based on an insightful understanding of what is actually happening on the work floor.

In other words, the root cause analysis process should include people with practical experience. Logically, they can give you the most valuable information regarding any problem that appears in their area of expertise.

What Is a 5 Why's Example?

When applying the 5 Whys technique, you want to get to the problem's essence and then fix it. Actually, the 5 Whys questions may show you that the source of the problem is quite unexpected.

Often, issues that are considered technical problems actually turn out to be human and process problems. This is why finding and eliminating the root cause is crucial if you want to avoid iteration of failures.

Here is an example of applying the 5 Whys.

Problem : We didn’t send the newsletter about the latest software updates on time.

Questions :

• Why didn’t we send the newsletter on time? Updates were not implemented until the deadline.
• Why were the updates not implemented on time? Because the developers were still working on the new features.
• Why were the developers still working on the new features? One of the new developers didn’t know the procedures.
• Why was the new developer unfamiliar with all procedures? He was not trained properly.
• Why was he not trained properly? Because CTO believes that new employees don’t need thorough training and they should learn while working.

You can notice that the root cause of the initial problem turned out to be something completely different from most expectations.

Furthermore, it is obvious that it is not a technological but a process problem. This is typical because we often focus on the product part of the problem as we neglect the human factor.

Therefore, the 5 Whys analysis aims to inspect a certain problem in depth until it shows you the real cause .

Keep in mind that "5" is just a number. Ask "Why" as many times as you need to complete the process and take appropriate actions.

What Is a Five Why’s Template?

A Five Whys template provides a structured format for conducting the analysis. The template typically includes a series of questions or prompts to guide you through the process of identifying the underlying causes of the problem at hand. A basic Five Whys template might look something like this:

• What is the problem?
• Why did the problem occur?
• Why did the reason in question 2 happen?
• Why did the reason in question 3 happen?
• Why did the reason in question 4 happen?

Thanks to the iterative nature of the model and by answering these questions in sequence, you can trace the problem back to its root cause and develop effective solutions to address it. You may include additional questions or tailor the template to align with specific types of problems and requirements.

How Do You Perform 5 Whys Analysis?

The 5 Whys technique may help you achieve  continuous improvement at any level of your organization. The 5 Why’s process typically includes the following steps.

1. Form a Cross-Functional Team

Try to assemble a team of people from different departments. Each representative has to be familiar with the process that is going to be investigated.

By forming a cross-functional team , you are going to receive unique points of view.

This will help you collect enough information to make an informed decision. Be aware that this is not an individual task, and it needs to be executed by the team.

2. Define the Problem

Discuss the problem with the team and make a clear problem statement. It will help you define the scope of the issue you are going to investigate.

This is important because investigating a wide-scope problem may be a time-consuming exercise with blurred boundaries. Try to be as focused as possible to find an effective solution in the end.

3. Start Asking "Why"

Empower one person to facilitate the whole process. This team leader will ask questions and try to keep the team focused. The answers should be based on facts and real data, rather than on emotional opinions.

The facilitator should ask "Why" as many times as needed until the team can identify the root cause of the initial problem.

Advice 1.   Don’t ask too many Whys. If you keep going, you may end up receiving tons of unreasonable suggestions and complaints, which is not the purpose. Focus on finding the root cause.

Advice 2.   Sometimes there could be more than one root cause. In these cases, the 5 Whys analysis will look more like a matrix with different branches. This may even help you detect and eliminate organizational issues that have permanent negative effects on overall performance.

4. Act on the Root Cause

After the team detects the root cause(s), it is time to take corrective actions. All members should be involved in a discussion to find and apply the best solution that will protect your process from recurring problems.

When the decision is made, one of the team members should be responsible for applying the right actions and observing the whole process.

5. Monitor the Effects

After a certain period of time, the team needs to meet again and check if their actions had a positive impact. If not, the 5 Why’s process should be repeated until you identify the correct cause of the problem.

6. Document the Process

In the end, the analysis process should be documented and shared across the organization. Sharing this information will give an insightful overview of the different kinds of problems a team may face and how those problems can be eliminated.

5 Whys Frequently Asked Questions

What are the 5 why’s questions.

The Five Why’s is a brainstorming method where the audience asks repeatedly the question "Why" until the root cause of a problem is identified and the solution is clear.

What Are the Techniques to Perform Five Why’s Analysis?

Two of the most popular visualization techniques to perform the 5 Why’s analysis include root cause analysis tools such as the Fishbone diagram (also called Ishikawa diagram) or process mapping.

How Can the Five Whys Analysis Tool Be Used in Practice?

The Five Whys process is deceptively simple, but it can be incredibly effective in a wide range of contexts, from manufacturing and engineering to healthcare, education, and personal life.

What Are Other Problem-Solving Techniques?

Other widespread root cause analysis tools include process mapping , the Failure Mode and Effects Analysis (FMEA), and Scatter diagram .

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Home » Lean Six Sigma Templates » Three Legged Five Why Template

Need to Perform a Three-Legged Five Why Analysis?

Qi macros has a ready-made 3-legged 5 why template for excel.

To create a three-legged five whys analysis in Excel:

• Use Find Tools to locate the "five whys" template
• Enter your data into the template.

Why it Matters: The three-legged five why (3L5W) template is similar to a  fishbone or Ishikawa diagram.  However, the 3L5W template puts additional emphasis on testing the logic of your cause and effects analysis . It also distinguishes between three types of failures using the three legs of: specific problem, detection failure and systemic failure.

Example of QI Macros Three-Legged Five Why Template in Excel

Five why's of root cause analysis: first why happens because of the second why which happens because of the third why.

Test of root cause logic : Third why happens, therefore , the second why happens, therefore , the first why happens.

To Complete a 3L5W Analysis Using QI Macros Template

Open the template by clicking on QI Macros > Improvement Tools > 3 Legged 5 Whys. The template has three tabs. Select the 3L5W Outline.

Analysis of the specific problem

• Enter the problem statement in Cell B2 for the issue (see below)
• Describe the Specific Problem in A2
• Ask Five Whys to complete.
• Check logic backwards using the therefore statements.
• Clear any cells with unused whys.

Analysis of the detection failure

• The Root Cause (last why in the list) of the Specific Problem becomes the Detection Failure problem (A6).
• Ask Five Whys to find root cause of detection failures.

Analysis of the systemic failure

• The Root Cause of the Detection Failure becomes the Systemic Failure problem (A10).

Now click on the worksheet tab labeled "3 Legged 5 Whys" to view the results.

Complete the remaining sections shaded in yellow. Hover your mouse over cells to bring up instructions.

• Permanent Corrective Actions
• Timing for Corrective Actions
• Read Across Actions
• Timing for Read Across Actions
• Lessons Learned Summary

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🛠 > Lean Forms & Tools Directory > Download Free Forms & Tools

5 Whys Form

Last updated by Jeff Hajek on June 5, 2023

The 5 Whys form is a simple tool that helps improvement teams find the root cause of a problem. This simple form documents the problem solver’s progress.

Velaction’s version of the 5 Whys template adds in a unique feature: the confirmation step. One of the drawbacks of the 5 Whys is its limited use of data. The confirmation step requires the problem solver or team to consider whether the presumed cause needs confirmation, and what that confirmation method should be.

In many cases, using the five whys in problem-solving can be done on the fly. There is no need to write down or document this root cause analysis on a form when it is done for a simple problem or a daily kaizen activity .

When the project involves a team, though, recording the thought process helps with communication . Anyone on the team can see how a problem solver arrived at his or her conclusions. It saves a great deal of time talking about the problem-solving process that was used and lets the team focus more on coming up with solutions.

This tool is also useful for training purposes. It allows a mentor to review how the mentee thinks about solving problems. There is a tremendous amount of teaching value in seeing this thought progression written out on the five whys form.

Finally, another large benefit of this form is the confirmation step. One of the drawbacks of the five whys is that it is not a rigorous scientific tool. A single person might come to different conclusions when using it on different days. It is also possible for different people to come up with a different outcome when attacking the same problem. Part of this challenge is that problems seldom have a single root cause.

But there is also the issue that assumptions can work their way into the five whys. This five whys form slows people down and asks them to confirm each progressive cause before proceeding to the next one. If they can’t confirm, they are on the wrong track.

This form can be something of a coach to you. Two of the challenges you face in your problem-solving efforts are a lack of practice and less coaching than you probably need.

The first issue comes from the fact that you are often tied to a process and might only spend a few minutes of your day on kaizen , if that much. Even within a great continuous improvement culture, your skills can atrophy if they are not used on a regular basis. The five whys form is a great refresher for your training.

As for the second issue, even the best of managers is outnumbered by his team. To get better, you need every advantage you can find. Tools such as this five whys form help you focus on using problem solving methods consistently when dealing with issues.

That consistency drives better results, which tends to make your job easier. An added bonus is that becoming an effective problem solver tends to make you stand out from your peers.

This form improves the quality of your team’s problem-solving efforts, especially when they are inexperienced. The structure provided by the five whys worksheet keeps them from taking shortcuts and straying from a good problem-solving methodology. This benefit means not only better results, but also more good results. If people solve problems quicker and with less rework, more issues end up being worked on.

The confirmation step, in a small way, acts as your voice in your team members’ heads. When they get to that little block, they should think of you. That will tend to happen more if you are focused on facts and data when you discuss problems with your team members. If every time you talk to them about an issue, you make them prove their case logically and quantifiably, then every time they uncover a subsequent cause of the problem, they will consider what you would ask them. If you demand rigorous investigation of problems before taking action, this form will reinforce that.

ahmedab · October 19, 2012 at 6:31 am

Thats a quick and easy way to learn

Jeff Hajek · October 19, 2012 at 6:36 am

Thanks for the compliment. Always nice to hear when our stuff is helpful to people.

Regards, Jeff

adityak · April 29, 2012 at 6:41 am

It’s excellent and simple form…I will use it and to translate to my language…hope it works in my environmet…thanks

rcoelho · March 13, 2012 at 8:26 am

simple & too the point. why do some folks make his too complicated?

Jeff Hajek · March 13, 2012 at 8:53 am

Thanks for the compliment. I think most of the Lean tools are really pretty simple.It is getting the discipline and culture to use them regularly that is the hard part.

aims35 · October 12, 2011 at 1:42 pm

This is the most helpful site I have seen for couple of years working as a Lean Process Engineer. For members, the free forms are great to tag with continuous improvement initiatives. Aim

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