ACTIVITY: The 5-Whys Problem-Solving Session
ACTIVITY: The 5-Whys Problem-Solving Session
Dig deeper into a current problem to uncover its root cause and find unexpected solutions.
Every so often, I’ll suggest a short activity to help you feel less overwhelmed and more purposeful. You should be able to complete it in less than 15 minutes.
We often tackle problems at a surface level, applying quick fixes that don't address the underlying issues. But what if you could get to the heart of the matter in just 15 minutes?
That’s what the "5-Whys" technique can help with. It’s a simple, quick, and powerful tool for uncovering the root cause of any problem.
Here's how to conduct your own 5-Whys session:
Identify the Problem (2 minutes) Choose a current problem you're facing. It could be work-related, personal, or anything in between. Write it down in a clear, concise statement. Example: "I'm constantly running late for appointments."
Ask "Why?" Five Times (7 minutes) For each answer you give, ask "Why?" again. Don't worry if you can't get to exactly five whys—the key is to keep digging until you reach an underlying cause that feels significant.
Here’s an example dialogue, based on the problem of frequently running late. ⬇️
1. Why am I constantly running late for appointments?
Because I often underestimate how long it takes to get ready and travel to the location.
2. Why do I underestimate the time needed?
Because I don't factor in traffic, potential delays, or unexpected interruptions that might come up along the way.
3. Why don't I factor in these potential issues?
Because I tend to be overly optimistic about how smoothly things will go.
4. Why am I overly optimistic about my schedule?
Because I don't like the feeling of having "wasted" time if I arrive too early.
5. Why do I view early arrival as wasted time?
Because I feel pressure to always be productive and don't value the potential benefits of buffer time.
Reflect on the Root Cause (3 minutes) Look at your final "why" answer. Does this feel like the root of the problem? If not, you might need to dig a little deeper. Once you've identified the root cause, take a moment to reflect on how this realization makes you feel. Are you surprised? Relieved? Challenged?
Brainstorm Solutions (3 minutes) Now that you've identified the root cause, brainstorm potential solutions that address this deeper issue. In the example of running late, solutions might include:
Practice seeing buffer time as an opportunity for mindfulness or small tasks
Challenge the belief that productivity equals worth
Experiment with arriving early and noting the benefits (reduced stress, time to prepare, etc.)
Important: the goal isn't always to solve the problem completely in 15 minutes, but to gain a deeper understanding that can guide your actions moving forward.
P.S. Long ago I used a version of the below image (I’m not sure of the original source) as my laptop background image. Every day when I opened the computer, I’d see the question before I did anything else. Very helpful!
Ah, you are speaking my quality language for sure!
If anyone is looking for additional resources, I suggest looking up the Fishbone Diagram. Really, the only thing you need is this:
What are the major categories of the problems at hand? If you can't think of any, then use the categories below:
- What METHODS are you using that are causing the problem?
- What EQUIPMENT is lacking or out of date that is causing the issue?
- What MANPOWER is lacking or causing the pinch point?
- What MATERIALS would you need to make things better / easier / different
- What MEASUREMENTS do you need to make things better or are you measuring anything at all?
- What ENVIRONMENTAL changes do you need to make to make this better / easier / different?
You can use the 5 Why's on each to see if there is something you can Pareto into existence (the concept being 80% of the value comes from 20% of the changes).
Also, as much as people dislike AI, this is a prime use example of what AI can be used for. We have our own blindspots and AI can generate multiple unique suggestions and ideas for every category.
I really appreciate that you used the example of always arriving late. That's a characteristic I have, and largely for the reasons you noted. I could also add that I usually have lots of projects and I want to finish them before I go somewhere else, which also puts me behind. This was very relatable and I'm glad I'm not alone.