5W1H is a method that enables a deeper understanding of the problem at hand. Its name originates from the initials of the questions used to describe its methodology. Questions like What, Where, When, Who, Which, and How are used to gather initial information and understand details about the situation or issue.
The 5W1H method also serves as a starting point in root cause analysis. Its goal is to narrow down the factors influencing the problem until only one or two key causes remain, which are the true sources of the issue. This creates a funnel effect, where the process begins with many factors, which are then filtered out as information is gathered, leaving only the most relevant. This reflects the concept of root cause analysis – ideally, only a few primary causes should remain.
Each question narrows the focus on the problem so that by the end of the 5W1H process, you have a well-defined problem with clear boundaries. For simpler problem-solving methods, such as DMAIC’s White Belt and Yellow Belt levels, focusing on specific parts of the machine or process is crucial. A clear and specific problem description accelerates problem resolution.
What? – What is happening? What do you observe? Describe the phenomenon, the problem in products, processes, materials, equipment, etc., and their impact.
Where? – Where is the problem occurring? Be very specific! Describe in detail the system, component, or process step where the issue arises.
When? – When does the problem occur? Specify the day of the week, shift, during startup, transitions, end of month. How does the severity/frequency change over time?
Who? – Who is involved in the problem? The team, a specific person.
Which? – What conditions are present? Trends related to the issue. Which products, brands, materials, formats are affected?
How? – How does it happen, and how does it differ from expectations? Design, condition, configuration, etc.
By performing an analysis using the 5W1H framework, you can gather enough information to clearly define the core of the problem for your team to address. It is worth investing time in this analysis, and it should be conducted collaboratively with the entire team to ensure that all team members understand how the problem-solving process is being managed.
You can download a 5W1H analysis template via the link.