How do you ensure that the 5 Whys technique is consistent and objective across different teams or projects?

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The 5 Whys technique is a simple and effective tool for root cause analysis, which is the process of identifying and solving the underlying problems that cause undesirable outcomes. By asking "why" five times, you can drill down to the core cause of an issue and avoid superficial or incomplete solutions. However, the 5 Whys technique is not foolproof and can be influenced by human biases, assumptions, and limitations. How do you ensure that the 5 Whys technique is consistent and objective across different teams or projects? Here are some tips to improve your 5 Whys practice and make it more reliable and effective.

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Juan Valdez, CLSSBB

Mechanical Engineering | Program Management |Lean Six Sigma Black Belt | NPI | Continuous Improvement | R&D |…
Vallabh Chitnis

Scaling Startups with Strong Growth Foundations | Fractional COO & CPO | Mid-Career Transition Mentor

1 Define the problem clearly

Before you start asking why, you need to have a clear and specific definition of the problem you are trying to solve. A vague or broad problem statement can lead to irrelevant or misleading answers. For example, instead of saying "the customer is unhappy", you should say "the customer reported a defect in the product". A clear problem statement helps you focus on the facts and avoid jumping to conclusions.

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Juan Valdez, CLSSBB

Mechanical Engineering | Program Management |Lean Six Sigma Black Belt | NPI | Continuous Improvement | R&D | Increase Sales & EBIT% | Reduce Costs | Innovator |
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To ensure consistency and objectivity with the 5 Whys technique, start by defining the problem clearly and specifically. Avoid vague statements; instead, focus on precise issues, like “the customer reported a defect in the product” rather than “the customer is unhappy.” A well-defined problem helps teams focus on relevant causes and avoid misleading conclusions. Additionally, use the 5W+2H tool to structure your analysis, asking why, what, where, when, and how to clarify the issue comprehensively. This approach promotes uniformity and accuracy across different teams or projects.

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2 Involve multiple perspectives

The 5 Whys technique can benefit from the input of different people who have different knowledge, experience, and perspectives on the problem. By involving multiple stakeholders, you can avoid relying on one person's opinion or assumption and get a more comprehensive and accurate picture of the problem. For example, you can invite the customer, the product manager, the engineer, and the quality assurance specialist to participate in the 5 Whys analysis and share their views and insights.

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3 Use supporting evidence

The 5 Whys technique is based on asking questions, not making statements. Therefore, you should always back up your answers with supporting evidence, such as data, facts, observations, or documents. This will help you avoid basing your analysis on guesses, beliefs, or preferences and ensure that your answers are valid and verifiable. For example, instead of saying "the defect was caused by human error", you should say "the defect was caused by a missing step in the production process, as shown by the checklist".

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4 Validate your root cause

After you have asked why five times, you should have reached the root cause of the problem, which is the most fundamental and actionable cause that you can address. However, it is essential to validate your root cause by testing it against the problem statement and making sure it meets certain criteria. Specifically, it should be specific and not a generalization, within your control and not external, realistic and not hypothetical, and actionable and not abstract. For instance, if your root cause is “the production process is not standardized”, you must ask yourself if this is a valid explanation for the defect in the product.

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5 Document and communicate your findings

The final step of the 5 Whys technique is to document and communicate your findings and recommendations to the relevant parties. This will help you share your insights, gain feedback, and implement solutions. You should document your 5 Whys analysis in a clear and concise format, such as a table, a diagram, or a report. You should also communicate your findings to the stakeholders, such as the customer, the management, or the team members, and explain how you arrived at the root cause and what actions you propose to take to prevent or resolve the problem.

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Vallabh Chitnis

Scaling Startups with Strong Growth Foundations | Fractional COO & CPO | Mid-Career Transition Mentor
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Once you understand the root cause, expand it to: What - What needs to be changed/refined? How - How will it be changed/refined? Who - Who will be involved in the change/refinement? When - Define a timeline for the action plan. That should bring a proper closure to the root cause analysis.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you ensure that the 5 Whys technique is consistent and objective across different teams or projects?

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1 Define the problem clearly

2 Involve multiple perspectives

3 Use supporting evidence

4 Validate your root cause

5 Document and communicate your findings

6 Here’s what else to consider

Root Cause Problem Solving

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