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Last Updated on September 4, 2019

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 a 5 Whys?

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 Don’t 5 Whys 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 About Problem Solving

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

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Christopher Alarcon

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

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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