There’s always something to deal with when managing a project. One responsibility of the project manager is to identify what’s wrong and devise a way to resolve it. This requires getting to the cause of the problem, which is what the 5 whys technique was created to do.
What are the 5 whys and how can it be used in project management as well as other disciplines? We’ll get to that and how to use it. Then we’ll provide a real-life example and even a link to a free 5 whys template to download and use.
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5 Whys Template
Use this free 5 Whys Template for Excel to manage your projects better.
What Is the 5 Whys Analysis?
The 5 whys analysis is a problem-solving technique used to identify the root cause of an issue by asking “why” five times (or as many times as needed) to dig deeper into the cause-and-effect chain. Sakichi Toyoda originally developed it and it is widely used in lean and Six Sigma methodologies.
It is particularly effective for troubleshooting recurring issues and is useful in quality control, process improvement and incident investigations. The 5 whys are a simple yet powerful tool that enables teams to uncover the underlying reasons behind problems rather than merely addressing surface-level symptoms.
Of course, the 5 whys only sets up the successful mitigation of whatever issue is plaguing the project. Resolving it requires creating a plan of action. In other words, there needs to be a project. To implement a project properly, that plan must be created and executed with project management software.
ProjectManager is award-winning project and portfolio management software that has multiple project views to schedule and execute work. Project managers can schedule tasks, resources and costs on Gantt charts, including linking dependencies to avoid costly delays, filter for the critical path and set a baseline to track progress in real time. Teams can use kanban boards or task lists to manage their work, while the calendar view offers a monthly overview of progress to keep stakeholders updated. Get started with ProjectManager today for free.
When to Use the 5 Whys Analysis Technique
The 5 whys analysis technique is a powerful tool for identifying the root cause of problems, making it useful in various scenarios where understanding the underlying issue is crucial. It is most effective when applied to recurring problems, process inefficiencies or unexpected incidents. By asking “why” multiple times, it digs deep into cause-and-effect relationships, helping teams develop targeted solutions.
Project Management
In project management, the 5 whys technique is used to analyze project issues, delays or failures. It helps project managers understand why a project is not meeting its objectives, whether due to resource constraints, miscommunication or scope creep. By uncovering the root cause, teams can implement corrective actions, making sure that similar problems don’t arise in future projects. It’s particularly useful during post-mortem reviews to learn from project challenges and enhance planning and execution.
Business Process Improvement
For business process improvement, the 5 whys technique is instrumental in identifying inefficiencies and bottlenecks. It helps teams understand why a process is underperforming or producing defects. By addressing the root cause, organizations can streamline workflows, reduce waste and improve productivity. This approach aligns with methodologies like lean and Six Sigma, where continuous improvement and waste reduction are key goals.
Operations Management
In operations management, the 5 whys technique is valuable for troubleshooting operational issues such as equipment breakdowns, supply chain disruptions or quality control failures. It allows operations managers to identify why problems occur, whether due to maintenance lapses, inadequate training or poor supplier performance. By resolving the underlying cause, businesses can enhance operational efficiency, minimize downtime and maintain consistent quality. This approach supports preventive maintenance and process reliability strategies.
How to Implement the 5 Whys Analysis Technique
The 5 whys analysis technique is a straightforward yet effective method for identifying the root cause of problems. As noted above, by repeatedly asking “why” a problem occurred, teams can dig deeper into the cause-and-effect chain, revealing the underlying issue rather than just addressing symptoms. This structured approach ensures that solutions are targeted and effective, preventing recurring problems. Here’s how to implement the technique step by step.
1. Identify and Describe the Problem
The first step is to identify and describe the problem. This involves defining the issue in specific, measurable terms. It’s important to be precise and avoid vague statements. For example, instead of saying “production is slow,” a more detailed problem description would be “production output is 20 percent below the target for the past month.” Gathering data and involving team members familiar with the process helps ensure an accurate understanding of the issue.
2. Ask 5 Whys to Find Underlying Causes of the Problem
Next, ask “why” the problem occurred and continue asking “why” to each subsequent answer. Typically, this is done five times, but the number of repetitions can vary depending on the issue’s complexity. The goal is to move past symptoms and superficial causes to uncover the underlying reasons. It’s important to maintain objectivity, rely on facts and avoid assumptions. Documenting each question and answer helps maintain clarity and traceability.
3. Identify the Root Cause of the Problem
After completing the questioning process, identify the root cause of the problem. This is the fundamental reason behind the issue, often related to a process failure, policy gap or system weakness. At this stage, it’s crucial to confirm that the root cause is within the organization’s control and actionable. Once the root cause is identified, develop and implement corrective actions to eliminate it, ensuring the problem does not recur. Regularly reviewing the effectiveness of these solutions helps maintain continuous improvement.
5 Whys Analysis Template
To further explain the usefulness of this technique, download our free 5 whys template for Excel. It lays out the structure for the process and allows users to simply input the data and come to the root cause of the problem they’re experiencing.
Once users download the free template, it’s customizable if users want to add more whys. As formatted, there’s a space to add the problem, then the five whys and their answers, which leads to the last cell where the root cause is determined.
5 Whys Analysis Example
Let’s look at using the 5 whys in a real-life scenario. For our example, we’ll focus on a manufacturer that has a production line that is not working regularly.
Problem: A manufacturing line experiences frequent equipment breakdowns.
- Why? The equipment overheats.
- Why? The cooling system is not functioning properly.
- Why? Maintenance of the cooling system was delayed.
- Why? Spare parts were not available on time.
- Why? There is no inventory management system for critical spare parts.
Root Cause: Lack of an inventory management system for critical spare parts.
Solution: Implement an inventory management system to track and reorder spare parts proactively.
Benefits of Using the 5 Whys Analysis Technique
There are many advantages of using the 5 whys to figure out the root cause of a problem. Here are some of them.
- Simplicity and Efficiency: It is easy to implement without complex tools or extensive training.
- Cost-Effective: It requires minimal resources and can be conducted in a short timeframe.
- Focus on Root Cause: It avoids superficial solutions by uncovering the underlying issue.
- Promotes Continuous Improvement: It fosters a culture of questioning and learning from mistakes.
Disadvantages of Using the 5 Whys Analysis Technique
That doesn’t mean that the 5 whys are without criticism. There are issues with the method, which are listed below.
- Subjectivity: The quality of the analysis depends on the team’s knowledge and perspective, leading to potential bias.
- Inadequate for Complex Problems: It may oversimplify complex, multi-faceted issues. In such cases, other tools like fishbone diagrams or failure mode and effects analysis (FMEA) might be more effective.
- Risk of Stopping Too Soon: Teams may stop asking “why” prematurely, leading to incomplete root cause identification.
Related Project Management Templates
There are other ways to resolve problems other than the 5 whys, and we have free templates to do so. Below are a few of the over 100 free project management templates for Excel and Word that cover all aspects of managing a project across multiple industries.
Issue Tracking Template
Download this free issue tracking template for Excel to document, manage and monitor issues or problems that arise during a project or within a business process. It helps teams keep track of reported issues, assign responsibilities and ensure timely resolution.
Fishbone Diagram Template
A fishbone diagram, also known as a root cause analysis, is a tool used to identify and organize the potential causes of a problem. Use this free fishbone diagram template for Word to visually map out all possible contributing factors, helping teams analyze complex issues systematically.
Risk Register Template
Use this free risk register template for Excel to identify, assess and manage risks throughout a project or business process. It provides a structured way to document potential risks, evaluate their impact and likelihood, and plan appropriate responses.
How to Manage Problems With ProjectManager
All of the above templates, including the 5 whys, are great for brainstorming the cause of an issue and figuring out a plan to address it, even track it. But the truth is that once the templates have been used to identify the root cause, then it’s time to abandon the templates. These static documents aren’t equipped to handle the dynamic nature of managing a project. Resolving a problem successfully requires project management software. ProjectManager is award-winning project and portfolio management software with multiple project views to plan, manage and track the work in real time.
Robust Resource Management Keep Everyone Productive
After resources are scheduled on the Gantt chart, project managers can onboard their teams. But before assigning them to tasks, our software lets them set the team’s availability. That includes PTO, vacation and global holidays as well as pay rate and skill sets. This streamlines the assignment process and gets the right resources on the right job at the right time.
The color-coded workload chart offers an overview of resource allocation, which makes it easy to see who is overallocated or underutilized. The workload can be balanced from the same chart to keep teams working at capacity without threatening burnout. A team page provides a daily or weekly summary of the team’s activities, which can be filtered by priority and progress. Managers can update tasks without leaving the team page.
Track Work With Real-Time Dashboards, Reports and More
Problems have to be solved within a specific timeline and budget. To ensure that occurs as planned, project managers must monitor and control the execution of project tasks. They can get a high-level project overview with our real-time project or portfolio dashboards. They’re automatically updated with live data that’s displayed on easy-to-read graphs and charts showing time, cost, workload and more.
For a more detailed view, customizable reports on project or portfolio status, variance, timesheets and workload can be generated with a keystroke and filtered to show individual data points or a more general summary that can be shared with stakeholders. Even our secure timesheets help keep track of labor costs to stay on budget.
Related Content
The 5 whys is one way to get to the root cause of a problem. However, there are many different methods to identify and manage issues in project management. Below are some examples from the more recent posts we’ve published on our blog.
- Issue Management Process in Project Management
- How to Conduct a Gap Analysis: Definition, Steps & Example
- What Is an Issue Log? Templates & Tips
- Steps for Effective Problem Management in IT
- What Is Project Risk? 7 Project Risks to Track
- Project Risk Analysis: Tools, Templates & Techniques
ProjectManager is online project and portfolio management software that connects teams whether they’re in the office or out in the field. They can share files, comment at the task level and stay updated on email and in-app notifications. Join teams at Avis, Nestle and Siemens who use our software to deliver successful projects. Get started with ProjectManager today for free.
