5 Whys Analysis Toolkit

1. 5 WHYS ANALYSIS Uncovering Root Causes with Precision © Operational Excellence Consulting. All rights reserved.

2. NOTE: This is a PARTIAL PREVIEW. To download the complete presentation, please visit: https://www.oeconsulting.com.sg “ symptoms rather than eliminate underlying causes. When we fail to grasp the systemic source of problems, we are left to ‘push on’ PETER SENGE THE FIFTH DISCIPLINE 2 © Operational Excellence Consulting

3. WHAT IS 5 WHYS ANALYSIS? The Problem: Tom is injured A problem-solving technique to identify the root cause of an issue ● Because he had a fall Why is Tom injured? Because the floor was wet Why did he fall? Involves asking “why” multiple times (typically five) to drill down to the underlying cause ● Because there was a leaking valve Why was the floor wet? Because there was a seal failure Why was the valve leaking? Because it was not maintained Root Cause Why did the seal fail? 3 © Operational Excellence Consulting

4. WHY USE 5 WHYS ANALYSIS? Simple and easy to apply ● Helps identify the root cause, not just symptoms ● Promotes a culture of continuous improvement ● Can be used in various industries and for different types of problems ● 4 4 © Operational Excellence Consulting

5. WHEN TO USE 5 WHYS ANALYSIS When faced with recurring issues ● To understand complex problems ● When aiming to improve processes or systems ● In team problem-solving sessions or individual analysis ● 5 5 5 © Operational Excellence Consulting

6. KEY PRINCIPLES OF 5 WHYS ANALYSIS Be honest and objective ● Focus on process, not people ● Collaborate with team members ● Document each “why” clearly and accurately ● 6 © Operational Excellence Consulting

7. COMMON MISTAKES 1. Jumping to Conclusions: Identifying a cause too quickly without thorough analysis 4. Not Following Through: Identifying root causes but not implementing corrective actions 2. Vague or Incomplete Answers: Providing unclear or insufficient reasons for each “Why” 5. Lack of Collaboration: Conducting the analysis in isolation without team input 3. Blaming Individuals: Focusing on people instead of processes Mitigate these issues by relying on observation rather than deduction. 7 © Operational Excellence Consulting

8. 5 WHYS ANALYSIS TEMPLATE Purpose Why Use It When to Use It Provide a structured framework for identifying the root cause of a problem by asking “why” multiple times Enables thorough problem analysis § When faced with recurring problems § Helps prevent recurrence of issues § When seeking to understand complex issues § Facilitates continuous improvement § § When aiming to improve processes or systems 8 © Operational Excellence Consulting

9. 5 WHYS ANALYSIS TEMPLATE 5 WHYS ANALYSIS TEMPLATE GENERAL INFORMATION: Name Project Title Date Submitted Date Approved Approved By PROBLEM OVERVIEW: Date Time Current Condition Ideal Condition Problem Statement 5 WHYS ANALYSIS: Why 1 Why 2 Why 3 Why 4 Why 5 ACTION PLAN: Measure By Whom By When Remarks 9 © Operational Excellence Consulting

10. 5 WHYS ANALYSIS TEMPLATE –EXAMPLE (Customer Complaints) 5 WHYS ANALYSIS TEMPLATE GENERAL INFORMATION: Name Project Title Date Submitted Date Approved Approved By Sally Colton Product Performance Improvement 2024-6-20 2024-6-21 Melissa Harris PROBLEM OVERVIEW: Date Time Current Condition Ideal Condition Problem Statement 2024-6-20 13:00 Increased customer complaints about product performance Consistent product performance meeting customer expectations Increased customer complaints indicate problems with product performance 5 WHYS ANALYSIS: Why 1 Why 2 Why 3 Why 4 Why 5 Inadequate product testing Testing protocols are outdated Lack of investment in testing equipment No feedback loop from customers to design teams No culture of continuous improvement ACTION PLAN: Measure By Whom By When Remarks Upgrade testing protocols and invest in new equipment Product Manager 2024-07-20 10 © Operational Excellence Consulting

11. 1. INPUTING GENERAL INFORMATION 5 WHYS ANALYSIS TEMPLATE GENERAL INFORMATION: Name Project Title Date Submitted Date Approved Approved By PROBLEM OVERVIEW: Date Time Current Condition Ideal Condition Problem Statement Capture essential details about the analysis and ensure accountability and traceability. 5 WHYS ANALYSIS: Why 1 Why 2 Why 3 Why 4 Why 5 ACTION PLAN: Measure By Whom By When Remarks 11 © Operational Excellence Consulting

12. 4. DEFINING THE IDEAL CONDITION 5 WHYS ANALYSIS TEMPLATE GENERAL INFORMATION: Name Project Title Date Submitted Date Approved Approved By PROBLEM OVERVIEW: Date Time Current Condition Ideal Condition Problem Statement Describe the ideal action or condition that should have occurred to prevent the problem. 5 WHYS ANALYSIS: Why 1 Why 2 Why 3 Why 4 Why 5 ACTION PLAN: Measure By Whom By When Remarks 12 © Operational Excellence Consulting

13. 4. DEFINING THE IDEAL CONDITION Purpose: Describe the ideal action or condition that should have occurred to prevent the problem Example: ● ● Ideal Condition: ● Details to Include: Stable design requirements with minimal changes ● ● Clear, concise description of the expected outcome ● Clear communication channels with customers for requirements ● Benchmark standards or industry best practices ● 13 © Operational Excellence Consulting

14. 5. FORMULATING THE PROBLEM STATEMENT 5 WHYS ANALYSIS TEMPLATE GENERAL INFORMATION: Name Project Title Date Submitted Date Approved Approved By PROBLEM OVERVIEW: Date Time Current Condition Ideal Condition Problem Statement Summarize why the ideal condition was not achieved. 5 WHYS ANALYSIS: Why 1 Why 2 Why 3 Why 4 Why 5 ACTION PLAN: Measure By Whom By When Remarks 14 © Operational Excellence Consulting

15. 5. FORMULATING THE PROBLEM STATEMENT Purpose: Summarize why the ideal condition was not achieved Example: ● ● Problem Statement: ● Details to Include: ● Frequent design changes disrupt development cycles ● Concise statement capturing the essence of the problem ● Should directly relate to the divergence from the ideal situation ● 15 © Operational Excellence Consulting

16. 6. CONDUCTING THE 5 WHYS ANALYSIS 5 WHYS ANALYSIS TEMPLATE GENERAL INFORMATION: Project Title Identify the root cause(s) of the problem by asking “Why?” five times. Name Date Submitted Date Approved Approved By PROBLEM OVERVIEW: Date Time Current Condition Ideal Condition Problem Statement 5 WHYS ANALYSIS: Why 1 Why 2 Why 3 Why 4 Why 5 ACTION PLAN: Measure By Whom By When Remarks 16 © Operational Excellence Consulting

17. 7. DETERMINING THE MEASURE 5 WHYS ANALYSIS TEMPLATE GENERAL INFORMATION: Name Project Title Date Submitted Date Approved Approved By PROBLEM OVERVIEW: Time Identify the actions or measures to address the root cause. Date Current Condition Ideal Condition Problem Statement 5 WHYS ANALYSIS: Why 1 Why 2 Why 3 Why 4 Why 5 ACTION PLAN: Measure By Whom By When Remarks 17 © Operational Excellence Consulting

18. 7. DETERMINING THE MEASURE Purpose: Identify the actions or measures to address the root cause Example: ● ● Measure: ● Details to Include: Implement a standardized requirements gathering process ● ● Specific actions to prevent recurrence ● Install mistake-proofing (poka-yoke) device ● Steps to implement changes ● 18 © Operational Excellence Consulting

19. 5 WHYS ANALYSIS SELF-CHECK CHECKLIST Item Question Yes/No Comments Date and Time Is the date and time for each event clearly recorded in YYYY-MM-DD and 24-hour format (HH:MM)? Current Condition Are the events summarized concisely without unnecessary details? Current Condition Is the sequence of events easy to follow? Ideal Condition Are the ideal situations clearly defined for each event? Problem Statement Is the problem statement specific and directly related to the Current Condition? 5 Whys Analysis - Logical Flow Does each “Why” logically follow from the previous one? 5 Whys Analysis - Root Cause Is the root cause identified clearly after the fifth "Why"? Measure – Specificity Are the measures specific and actionable? Measure – Responsibility Is the responsible person or team clearly assigned for each measure? Measure – Deadline Is there a clear deadline for implementing each measure? Overall Clarity Is the overall analysis clear and easy to understand? Consistency Are all columns filled consistently and accurately? Follow-Up Plan Is there a plan for follow-up actions if the initial measures are ineffective? 19 © Operational Excellence Consulting

20. ABOUT OPERATIONAL EXCELLENCE CONSULTING Operational Excellence Consulting is a Singapore- based management training and consulting firm specializing in enhancing business performance and effectiveness. We focus on maximizing customer value and minimizing waste through strategic adoption of Design Thinking and Lean management practices. For more information, visit www.oeconsulting.com.sg. © Operational Excellence Consulting