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Last Updated on January 6, 2020

How to Use the 5 Whys Method to Solve Problems Efficiently

How to Use the 5 Whys Method to Solve Problems Efficiently

Do you take long to solve career or business problems?

Maybe you believe that you need to know 1000 techniques to solve problems faster. The truth is that there isn’t a single technique that can solve all your problems. But despite this reality, you can still solve most of your problems in an effective way.

How? By leveraging Sakichi’s 5 Whys technique. Sakichi used this technique for Toyota’s assembly line, but you can apply it to most of your problems.[1] So, stop trying to memorize dozens of techniques and get ready to work smarter!

What Is the 5 Whys Method?

With the 5 Why’s technique, you have to ask 5 questions.

Simple, right? Whenever you’re facing a problem ask what may have contributed to the current results. Then, continue asking 5 times or until you’ve found a root cause.

How do you know that this technique works? Well, Toyota has successfully implemented this technique to improve their assembly line. Now imagine what it can do to help you solve common problems.[2]

The 5 Whys technique isn’t complex but it’ll take time to get used to. If you’re like most, you tend to jump at finding solutions when solving problems. Instead, start by asking one question each time you’re facing a problem.

It can be for anything minor such as being stuck in traffic. In this case, your first question would be why you didn’t avoid traffic. Ask a single question for all your problems, and continue adding more until you ask 5 by default.

Eventually, you’ll know when to ask the 5 Whys and find a root cause to most of your problems. But, you don’t have to always work alone. When you work with unfamiliar topics, work with a team to brainstorms answers.

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For example, if you’re troubleshooting a bad marketing campaign for your business–work with your marketing team to find a solution. As a business owner, you’ll wear many hats but won’t be able to find a root cause to most of your problems alone.

How to Ask These 5 Questions Efficiently

Before you start asking the 5 Why’s, you need to prepare to get the best results. Here’s the flow process for solving a real-world problem:

1. Get the Right Resources

You don’t know what you don’t know. So, gather information through books and online resources before solving a problem. You’ll find yourself researching more often for topics you’ re not familiar with.

If you don’t prepare you’ll limit yourself to an ineffective root cause.

You can also surround yourself with people who specialize in certain areas. This way you can work together with your group to find the best root cause of a problem.

Your goal here is to feel comfortable with the questions you’re working with. Avoid answering questions you’re unsure of because you’ll most likely end up with a bad root cause.

2. Understand the Problem

Before you solve any problem, it’s important to know which problem you’re solving. This will help you avoid finding an irrelevant root cause.

By understanding your problem, you’d also avoid confusion when working with teams. For example, when working in teams, often it’s easy to assume that everyone is working on the same problem. But this isn’t always the case and can cause teams working to solve two different problems.

3. Ask Your First 5 Questions

Once you’ve spent enough time preparing, ask your first question. Instead of giving quick answers–brainstorm which answers will bring the most value. Each question depends on its predecessor, so give meaningful answers.

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The rule of thumb here is to keep asking until you’ve found a potential root cause. Typically, 5 questions or less is enough to solve the most common problems. But, don’t limit yourself to 5 questions.

Instead, keep asking questions until you can’t anymore.

4. Find Your Root Cause

The main goal for using the 5 Why’s framework is to end up with a root cause for the issue you’re experiencing.

It’s also used to address high-level issues so that you can track your progress afterward. By addressing high-level issues, you’ll solve problems quicker before addressing the root cause.

An Example of 5 Whys

Learning about the 5 Why’s framework is great but having real-world examples is better. Here’s an example you can use as a template for when you’re solving real-world problems:

Problem: Employers haven’t called me back for an interview for the past 3 months

  • Question 1: Why is my resume not getting noticed by employers?
    Because it’s too generic and not showing any special skills for the roles you’re applying to?
  • Question 2: Why is my resume too generic?
    Because I want it to appeal to many professions.
  • Question 3: Why do I want to apply to many professions?
    Because I want to increase my chances of getting hired.
  • Question4: Why would applying to several professions increase my odds at getting hired?
    Because I wouldn’t limit myself to available job openings at one specific profession.
  • Question 5: Why would I limit myself to job openings available?
    Because there is a high demand for my profession.

In this scenario, you’d stop at question 5 because you’ve found a potential root cause.

Since there’s a lot of competition for your industry, your resume needs to stand out. Who do you think an employer will hire, a jack of all trades or an expert in their profession?

Whenever you’re working with a problem, take time to brainstorm the best questions. That’s because it’ll impact the quality of the root cause you’ll end up with.

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When Do 5 Whys Not Work?

As you’ve seen the 5 Whys isn’t complicated, but it takes a lot of effort to execute correctly. When done right, it can help you find the culprit to most of your common problems. The problem is that this technique isn’t suited for every situation.

Unreplicable Results

You won’t be able to replicate the same results. Think about it, you’re creating your own questions and answering them in a unique way. No one else would be able to replicate your results for the most part.

This means that even two teams working in the same environment will come up with 2 separate answers.

Limited by the Knowledge Available

As mentioned before, gather enough information when solving an unknown problem. The problem is that you won’t always have the best resources available. Because of this, you’ll limit yourself to the quality of your answers.

If you’re ever facing an unknown topic, try a different problem-solving technique.

Focusing on a Single Root Cause

The main goal behind using the 5 Whys is to come up with a single root cause. But all problems don’t always have a single solution. For example, a marketing campaign can have a best, good, and worst case scenario.

These limitations don’t make the 5 Whys a bad technique to use. Instead, they let you know how to use this technique more effectively.

The 5 Whys works best for improving processes and solving simple problems. But it falls short when working with complex problems. That’s why you’ll need to know other alternatives.

For example, a company’s low customer response rate may be due to several factors. In this case, you’d choose a technique that’s better suited to solve complex problems. Determine which problems you face the most to know which techniques will help you the most.

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The good news is that the 5 Whys works with most simple problems everyone faces. So, be sure to master this technique before adopting others ones.

Bottom Line

Imagine conquering issues most people give up on.

People would look at you and assume that you know 1000 ways to solve a problem. The truth is not much has changed since you’d struggled with solving problems.

But you’re now using a proven system that’s made your life easier.

You’re a problem-solving machine.

If you don’t believe this can be your reality, you’re wrong. You have what it takes to solve your problems, but you’ll need to practice. Start by asking one question today as you face a problem.

Then, keep doing the same until you’re asking several questions for each of your problems. You won’t master the 5 Whys technique overnight. But, with enough practice, this technique will feel more natural.

More Problem Solving Techniques

Featured photo credit: Startaê Team via unsplash.com

Reference

[1] Harvard Business Review: The Unimportance of Practically Everything
[2] Harvard Business Review: The Five Whys for Start-Ups

More by this author

Christopher Alarcon

Finance Analyst and Founder of the Financially Well Off Blog & Podcast

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Last Updated on January 13, 2020

50 Motivational Quotes for Work to Inspire Success

50 Motivational Quotes for Work to Inspire Success

Let’s face it – no matter how excited you are about a new project or priority in your life, there will always be days when your motivation lags. Days when – despite all the progress you’ve made in the past – it just sounds easier to sit on the couch playing video games than to buckle down and crank out the work needed to meet your goals.

In order to be successful, you must be able to motivate yourself past these humps. Whenever you feel your drive and determination lagging, turn to these motivational quotes for work to provide the extra spark of passion needed to keep you on track.

Quotes about Goal Setting

Whether you’re still in the planning phases of your business or whether you’re plotting a plan of attack to bring about your long-range vision, setting good goals is a critical part of succeeding in business.

Check out these quotes for extra inspiration on how to turn your dreams into reality:

quote-Benjamin-E.-Mays-the-tragedy-in-life-doesnt-lie-in-106113

    “The tragedy in life doesn’t lie in not reaching your goal. The tragedy lies in having no goal to reach.”– Benjamin Mays


    “By recording your dreams and goals on paper, you set in motion the process of becoming the person you most want to be. Put your future in good hands — your own.”–Mark Victor Hansen


    “Give yourself an even greater challenge than the one you are trying to master and you will develop the powers necessary to overcome the original difficulty.”–William J. Bennett – The Book of Virtues


    “The entrepreneur is essentially a visualizer and actualizer… He can visualize something, and when he visualizes it he sees exactly how to make it happen.”–Robert L. Schwartz

    Quotes about Achieving Excellence in Work

    Once you’ve got your goals together, you’ll need to put in 110% of your effort in order to transform these visions into reality. To increase your motivation to work at a consistently high level, take a look at the following words of wisdom:

    “Excellence is an art won by training and habituation. We do not act rightly because we have virtue or excellence, but we rather have those because we have acted rightly. We are what we repeatedly do. Excellence, then, is not an act but a habit.”–Aristotle


    “If you are going to achieve excellence in big things, you develop the habit in little matters. Excellence is not an exception, it is a prevailing attitude.”–Charles R. Swindoll

    Desire is the key to motivation

      “Desire is the key to motivation, but it’s determination and commitment to an unrelenting pursuit of your goal — a commitment to excellence — that will enable you to attain the success you seek.”–Mario Andretti


      “The secret of joy in work is contained in one word – excellence. To know how to do something well is to enjoy it.”–Pearl Buck


      “The quality of a person’s life is in direct proportion to their commitment to excellence, regardless of their chosen field of endeavor.”–Vince Lombardi

      Quotes about Determination and Persistence

      Since every business or other endeavor is bound to hit some rough patches, it’s often a person’s level of determination and patience that brings about either success or failure. These positive quotes give you an extra boost of encouragement:

      “Enter every activity without giving mental recognition to the possibility of defeat. Concentrate on your strengths, instead of your weaknesses… on your powers, instead of your problems.”–Paul J. Meyer


      “Knowing trees, I understand the meaning of patience. Knowing grass, I can appreciate persistence.”–Hal Borland


      “Nothing in the world can take the place of Persistence. Talent will not; nothing is more common than unsuccessful men with talent. Genius will not; unrewarded genius is almost a proverb. Education will not; the world is full of educated derelicts. Persistence and determination alone are omnipotent. The slogan ‘Press On’ has solved and always will solve the problems of the human race.”–Calvin Coolidge

      quote-Thomas-Fuller-an-invincible-determination-can-accomplish-almost-anything-92190

        “An invincible determination can accomplish almost anything and in this lies the great distinction between great men and little men.”–Thomas Fuller

        Quotes about Leadership

        Whether you use it to engage your employees, to encourage teamwork or motivate others to follow your unique way of thinking, leadership is crucial. Take your leadership cues from these renowned leaders’ famous sayings:

        “The most dangerous leadership myth is that leaders are born — that there is a genetic factor to leadership. This myth asserts that people simply either have certain charismatic qualities or not. That’s nonsense; in fact, the opposite is true. Leaders are made rather than born.” –Warren G. Bennis


        “All of the great leaders have had one characteristic in common: it was the willingness to confront unequivocally the major anxiety of their people in their time. This, and not much else, is the essence of leadership.”–John Kenneth Galbraith

        Leadership is not magnetic personality

          “Leadership is not magnetic personality — that can just as well be a glib tongue. It is not ‘making friends and influencing people’ — that is flattery. Leadership is lifting a person’s vision to high sights, the raising of a person’s performance to a higher standard, the building of a personality beyond its normal limitations.”–Peter F. Drucker


          “The task of leadership is not to put greatness into people, but to elicit it, for the greatness is there already.”–John Buchan


          “High sentiments always win in the end. The leaders who offer blood, toil, tears and sweat always get more out of their followers than those who offer safety and a good time. When it comes to the pinch, human beings are heroic.”–George Orwell

          Quotes for Success

          Think of success as a holistic process – one which results from the combination of goal-setting, excellence, patience, determination and leadership you prioritize throughout your career. These highly successful people provide you with an excellent source of motivation:

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          “Be patient with yourself. Self-growth is tender; it’s holy ground. There’s no greater investment.”–Stephen Covey


          “Believe in yourself! Have faith in your abilities! Without a humble but reasonable confidence in your own powers you cannot be successful or happy.”–Norman Vincent Peale

          Success is the ability to go from one failure to another with no loss of enthusiasm.

            “Success consists of going from failure to failure without loss of enthusiasm.”–Winston Churchill


            “Successful and unsuccessful people do not vary greatly in their abilities. They vary in their desires to reach their potential.”–John Maxwell


            “Would you like me to give you a formula for success? It’s quite simple, really. Double your rate of failure. You are thinking of failure as the enemy of success. But it isn’t at all. You can be discouraged by failure or you can learn from it, So go ahead and make mistakes. Make all you can. Because remember that’s where you will find success.”– Thomas J. Watson


            “The great successful men of the world have used their imagination.  They think ahead and create their mental picture in all its details, filling in here, adding a little there, altering this a bit and that a bit, but steadily building – steadily building.”–Robert Collier


            “It is a paradoxical but profoundly true and important principle of life that the most likely way to reach a goal is to be aiming not at that goal itself but at some more ambitious goal beyond it.”–Arnold Toynbee

            Sports Quotes for Athletes

            You don’t need to be a Michael Jordan-caliber athlete to draw inspiration from the following quotes. Even if you’re just a recreational player or someone who’s using sports as a means to get back in shape after long periods of inactivity, the following motivational sports quotes will encourage you:

            “My attitude is that if you push me towards something that you think is a weakness, then I will turn that perceived weakness into a strength.”–Michael Jordan


            “Pain is temporary. It may last a minute, or an hour, or a day, or a year, but eventually it will subside and something else will take its place. If I quit, however, it lasts forever.”–Lance Armstrong

            Strength does not come from winning. Your struggles develop your strengths.

              “Strength does not come from winning. Your struggles develop your strengths. When you go through hardships and decide not to surrender, that is strength.”–Arnold Schwarzenegger


              “I know what I have to do, and I’m going to do whatever it takes. If I do it, I’ll come out a winner, and it doesn’t matter what anyone else does.”–Florence Griffith Joyner


              “Every time you stay out late; every time you sleep in; every time you miss a workout; every time you don’t give 100% – You make it that much easier for me to beat you.”–Unknown


              “If you are hurt, whether in mind or body, don’t nurse your bruises. Get up and light-heartedly, courageously, good temperedly get ready for the next encounter. This is the only way to take life – this is also ‘playing’ the game!”–Emily Post


              “We must train from the inside out. Using our strengths to attack and nullify any weaknesses. It’s not about denying a weakness may exist but about denying its right to persist.”–Vince McConnell

              Quotes to Motivate Learning

              Committing yourself to pursuing knowledge in a single area is a tremendous endeavor – one that often seems overwhelming given the depth and breadth of information that’s available today. Keep the following motivational quotes in mind if you’re learning:

              “How far you go in life depends on your being tender with the young, compassionate with the aged, sympathetic with the striving and tolerant of the weak and the strong. Because someday in life you will have been all of these.”–George Washington Carver

              quote-William-Arthur-Ward-if-you-can-imagine-it-you-can-36189

                “If you can imagine it, you can achieve it; if you can dream it, you can become it.”–William Arthur Ward


                “It is the mark of an educated mind to be able to entertain a thought without accepting it.”– Aristotle


                “Success is not the key to happiness.Happiness is the key to success.If you love what you are doing, you will be successful.”–Albert Schweitzer


                “Wear your learning, like your watch, in a private pocket: and do not pull it out and strike it, merely to show that you have one.”–Philip Stanhope, 4th Earl of Chesterfield


                “He who asks is a fool for five minutes, but he who does not ask remains a fool forever.”–Chinese Proverb


                “Study while others are sleeping; work while others are loafing; prepare while others are playing; and dream while others are wishing.”–William Arthur Ward


                “Books can be dangerous. The best ones should be labeled ‘This could change your life’.”–Helen Exley


                “A book is like a garden carried in the pocket.”–Chinese Proverb

                All-Time Favorite Positive Quotes

                Finally, whatever your goals are in life, you can’t go wrong by taking the advice of the following famous motivational quotes:

                “Change your thoughts and you change your world.”–Norman Vincent Peale


                “Your time is limited, don’t waste it living someone else’s life. Don’t be trapped by dogma, which is living the result of other people’s thinking. Don’t let the noise of other’s opinion drowned your own inner voice. And most important, have the courage to follow your heart and intuition, they somehow already know what you truly want to become. Everything else is secondary.”–Steve Jobs


                “Nobody can go back and start a new beginning, but anyone can start today and make a new ending.”–Maria Robinson


                “Out of clutter, find Simplicity. From discord, find Harmony. In the middle of difficulty lies Opportunity.”–Albert Einstein


                “Yesterday is not ours to recover, but tomorrow is ours to win or lose.”–Lyndon Johnson

                If we did all the things we are capable of, we would literally astound ourselves.

                  “If we did all the things we are capable of, we would astound ourselves.”–Thomas Edison


                  “You miss 100% of the shots you don’t take.”–Wayne Gretzky


                  “Success is not final, failure is not fatal: it is the courage to continue that counts.”–Winston Churchill


                  “What lies behind us and what lies before us are tiny matters compared to what lies within us.”–Ralph Waldo Emerson

                  Final Thoughts

                  To use these motivational quotes effectively, find the one that speaks to you. Although all of the phrases listed above can be considered “motivational,” only you can decide which one resonates with you most directly.

                  Next, take the quote you’ve settled on and copy it onto small index cards or other pieces of paper that can be stored around your home and workspace.

                  If you’re creative, you can create inspiration boards, signs or other decorative displays featuring your favorite motivational quotes – really, though, the most important thing is that your chosen phrase be accessible in a variety of different places. This will make it easy to access and review whenever you feel your motivation slipping away.

                  More Inspiring Quotes

                  Featured photo credit: Kyle Glenn via unsplash.com

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