Applying Five Why Technique for Root Cause Analysis

 Introduction 

Any organization, team, or process can face unexpected challenges. However, these challenges might only be symptoms of deeper issues. Addressing the immediate challenge may seem like the easiest solution, but it does not guarantee protection from recurring errors. Therefore, it is crucial for organizations or teams to identify and address the root cause of the problem. Among the various tools available for root cause analysis, the 'Five Whys' technique is one of the most effective in lean management. By using the Five Whys, teams can identify the root cause of any problem, preventing future occurrences that could lead to failures . 

  

This blog aims to familiarize you with the Five Whys technique for root cause analysis and demonstrate how it can be effectively used to understand why a particular problem keeps recurring within your process. But first, let's explore the history of the Five Whys. 

  

The Origins of Five Whys 

Sakichi Toyoda is credited with developing the Five Whys technique. He created it to identify the root causes of problems encountered in Toyota's manufacturing units. Over the years, the Five Whys technique has been widely accepted and adapted by social scientists and educators to help develop problem definitions and relevant interventions . The application of the Five Whys is simple: it involves converting a problem into a 'why' question. Participants brainstorm five answers based on their experience and knowledge. The most feasible answer is chosen and turned into another 'why' question. This cycle is repeated five times. Participants are encouraged to hypothesize and theorize about the problems, avoiding unsubstantiated assumptions and relating to their lived experiences. Therefore, the Five Whys technique requires skilled facilitators who are proficient in critical questioning and reflection and capable of creating environments where people feel comfortable sharing . 

  

Applying the Five Whys 

When applying the Five Whys technique, the goal is to reach the essence of the problem and find a solution. Sometimes, the Five Whys reveal an unexpected source of the problem. Often, issues considered technical problems turn out to be process or human problems. Thus, applying the Five Whys is necessary to find and eliminate the root cause, preventing the same problem from recurring . 

  

From the example (Figure 1), the root cause of running through a red light was a simple human error of overlooking a task. However, this problem could recur if remedial steps are not taken. 

  

Conducting a Root Cause Analysis Using Five Whys 

Form a Team 

Assemble a team comprising individuals from the departments affected by the recurrent problem. If you are an individual, seek help from family members or friends to form a core team. Ensure that all team members are aware of the problem to be investigated. Team formation allows for informed decision-making . 

  

Define the Problem 

Discuss the problem with your team members to construct a clear problem statement. This helps outline the scope of the problem to be investigated. Exploring a problem with a wider scope can be time-consuming and unclear, so staying focused is essential for reaching an effective solution . 

  

Ask Why 

One team member should facilitate the entire procedure, asking the questions and ensuring the team remains focused. Each answer to the 'why' questions should be based on real data and actual facts, avoiding emotional responses . 

  

Take Action 

Once the root cause is identified, the team should focus on initiating corrective measures. Each member should participate in finding and applying the most appropriate solution to prevent the problem from recurring. After a specific period, the team should meet again to evaluate the solution's effectiveness. If it has not made a positive impact, the process should be repeated . 

  

Conclusion 

The Five Whys is a robust and potent organizational technique for identifying root causes. Using the Five Whys can add agility to your team and provide your organization with the foundation to respond promptly to emerging problems without over-engineering or overinvesting.