The Five Whys Framework

The Five Whys technique was developed by Sakichi Toyoda, the founder of Toyota Industries, as part of the Toyota Production System. It is a widely recognized and freely available methodology designed to identify the root cause of problems through structured questioning. This guide simplifies and adapts the technique for interactive team use, ensuring clarity, collaboration, and actionable outcomes.

Purpose

The Five Whys helps teams to:

• Quickly uncover the root cause of a problem.
• Create targeted, practical solutions.
• Foster collaboration and shared understanding.

Setup and Roles

1. Define the Problem

• Clearly articulate the issue the group is addressing.
   Example: 'Why are project deadlines being missed?'

2. Assign Roles

• Facilitator/Questioner: Guides the session and asks each “Why?” question. Keeps the team on track.
• Recorder: Writes down the responses and ensures clarity of documentation.
• Responders: Share insights and answers based on their experience and observations.

Process

Step 1: Introduction (5 minutes)

• The Facilitator introduces the purpose of the session:
• Example: 'We’ll use the Five Whys to find the root cause of this problem and develop a solution. Everyone’s input is important.'
• Share the problem statement: Example: 'Our team has missed three deadlines in the past two months.'

Step 2: The Five Whys Process (15-30 minutes)

1. Ask the First Why:

• The Facilitator asks: 'Why is this problem happening?'
   Example: 'Why are deadlines being missed?'
   Response: 'Tasks are not being completed on time.'
• Continue Asking Why:

2. For each answer, ask 'Why?' again to go deeper.

• Document responses in a simple format:
  1. Why 1: Tasks are not being completed on time.
  2. Why 2: There’s confusion about task priorities.
  3. Why 3: Project updates are not being communicated clearly.
  4. Why 4: We don’t have a consistent process for sharing updates.
  5. Why 5: No one is assigned to manage communication processes.

3. Stop When You Find the Root Cause:

• When the group agrees they’ve reached the actionable root cause, stop asking 'Why?'
• Example Root Cause: 'We don’t have a designated process owner for team communication.'

Step 3: Brainstorm Solutions (10-15 minutes)

1. The Facilitator asks: 'What can we do to resolve the root cause?'

2. Responders suggest ideas, and the group prioritizes practical solutions.

3. Example Solutions:

1. Assign a team member as the communication owner.
2. Implement a weekly update meeting.
3. Use project management software to track progress.

Step 4: Action Plan (5 minutes)

1. The Recorder organizes the agreed solutions into a simple action plan:

1. Solution: Assign a communication owner.
2. Owner: Sarah.
3. Timeline: By the end of the week.

Step 5: Follow-Up (2-5 minutes)

1. Schedule a quick follow-up session to review progress and ensure the issue is resolved.

Credit:

The Five Whys technique was developed by Sakichi Toyoda as part of the Toyota Production System.