Root Cause Analysis: How 5 Whys Is The Ultimate Tool?

Have you ever dealt with the same problem over and over again?

If yes, you are not alone. Most people run after a quick fix instead of getting to the root of the problem.

A Root Cause Analysis (RCA) refers to understanding the main reason behind a core problem. Identifying, analyzing, and eliminating the root of the problems helps you from preventing them in the future. With certain steps, this technique helps reach the origin of the problem. It focuses on eliminating the what’s and why’s in question. The entire analysis runs by the theory that different actions are simulated based on one core issue. To break the chain, one must identify the origin to put a stop.

There are many different methods available to conduct a Root Cause Analysis. But today, we will go into the depths of 5 Whys to understand its effectiveness in solving major issues.

How 5 Whys Help Companies/Individuals In Problem-Solving?

5 Whys is one of the most common RCA tools individuals, and businesses use. It provides a systematic understanding of the underlining root cause to take relevant future actions.

The technique was introduced by Sakichi Toyoda, the founder of Toyota industries, in 1930, and the company still uses this tool for problem-solving. The practical approach to problem-solving emphasizes what’s happening in real. It eliminates the time involved in creating hypothetical scenarios for understanding the problem better.

It focuses on identifying the issue, solving it, and preventing it in the future. You lose a lot of time, effort, and money if the inappropriate actions continue. It repeatedly emphasizes “why” and uses methods like the Cause and Effect Diagram until you catch the root cause. The effectiveness of this tool is majorly seen when used by someone with complete knowledge and experience of the process in question.

Let’s look at how Toyota used this technique to get to the root of some severe problems.

Problem: the server crashed frequently→identified as a technical issue→an architect speculated human error

Solution: used the 5Whys technique to get to the root.

Why?→ A new API was pushed to the server.

Why?→ We launched a new feature.

Why?→Because a new engineer had no idea about the appropriate usage of the API

Why?→ A lack of training

Why?→ The manager never believed in the power of providing adequate training.

In the end, a human error was detected, which was earlier confused as a technical fault.

The above example rightly explains the functioning of the 5Whys technique. But the presentation is one core aspect that determines its effectiveness. An appropriate presentation of the findings gets you halfway through the solution.

Take a look at this 5 Why’s Analysis PowerPoint Template. Many professionals use and recommend a PowerPoint dashboard for depicting these results.

The Root Cause Analysis template is divided into three slides: a framework diagram, horizontal banners, and a place to make questions more descriptive. It offers a seamless demonstration of the issue at hand. The value of your time invested in practicing the technique depends on presenting it using a relevant template.

Note: most companies use the 5Whys approach to problem-solving for tackling simple to moderate issues. Complex issues often consist of more than one cause requiring different measures. But you are likely to obtain results when used for dealing with less severe issues.

Benefits Of The 5 Whys technique

Here are some major benefits that make the 5Whys technique the best choice for a Root Cause Analysis:

• It works great at speeding up processes. You can take quick actions after successfully identifying the real problem.
• The problem-solving process takes a lesser duration and provides efficient results while maintaining the usual pace and workflow with the team.
• Determining the estimated time for solving a problem becomes easier.
• Minimized chances of future instances concerning the same problem.
• The increase in productivity leads to a better Return On Investment (ROI).
• Improve safety when implemented by manufacturing industries.
• A fair reduction in wastage of resources and time.
• Improved worker or employee participation leads to achieving worker commitment.
• Using counter-measures instead of solutions ensures the problem doesn’t arrive again in the future.

How To Practice The 5 Whys Approach Of Root Cause Analysis?

Let’s look at the steps required to use the technique for deriving results effectively:

Step 1: Defining The Problem

Defining the problem is the first step toward solving it. Gather a team with sufficient knowledge about the specifics of the issue at hand. Make sure you dwell on details to understand the overall scenario better. Break it down into different aspects and prioritize your focus accordingly.

Step 2: Time To Begin The Interrogation

Divide the problem into layers and keep asking a why at every level. Try to think hard at every step to derive an appropriate response. Sometimes brainstorming is all you need to get to the root of an issue otherwise ignored. It seems like an easy question, but getting to the root of a problem is not always smooth sailing. Stop only when asking another why doesn’t lead to any effective response.

Step 3: Analyze Your Answers

Every answer at every level must go through the relevant analysis. Is the cause derived from the actual root cause? Sometimes repeated questioning, even after obtaining an answer, is the way to go. Repeating steps 2 and 3 will help you reach the answers you need. Lastly, ask why it is mandatory to get the most out of using this technique at least five times.

Step 4: Fixing The Root Cause

Fixing the root cause emphasizes eliminating any chances of future occurrence. Work on creating a lasting impact instead of finding a quick solution.

Step 5: Monitor Your Results

Keep practicing the 5Whys approach to problem-solving and monitor your results. A lack of results requires modification in the approach followed.

Final Words

There are many different methods of conducting a Root Cause Analysis. Experiment with the 5Whys technique to measure its efficiency. Irrespective of the method used, conducting an RCA to get rid of your issues is the right way.