The 5W1H Approach: Asking Simple Questions For Great Results
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5W1H is a problem-solving approach that helps in obtaining fundamental information about a given problem or situation. This type of checklist is designed to guide the gathering of information and understanding of any current state using six key words, each starting with either ‘W’ or ‘H’. The elements of the 5W1H approach include questioning What, Who, Where, When, Why, and How. This technique is widely applied across diverse fields, including journalism, investigation, project management, and problem-solving.
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The 5W1H Approach: Asking Simple Questions For Great Results
- 1. CITOOLKIT 5W1H The 5W1H Approach: Asking Simple Questions for Great Results W W W W H W
- 2. citoolkit.com The 5W1H Approach A problem-solving approach that helps in obtaining key information about a given problem or situation. 5W1H 2 5W1H helps in problem-solving by providing clarity and direction since understanding the problem is half the way to resolving it.
- 3. citoolkit.com Six Key Words Designed to guide the gathering of information and understanding of any current state using six key words, each starting with either 'W' or ‘H. 5W1H 3 The elements of the 5W1H approach include questioning What, Who, Where, When, Why, and How.
- 4. citoolkit.com Applications This technique is widely applied across diverse fields, including journalism, investigation, project management, and problem-solving. 5W1H 4 In problem-solving, it can play an important role in methodologies such as Six Sigma's DMAIC
- 5. citoolkit.com Problem-Solving Mainly used to gather important information and qualify any problem by looking at it from every angle, particularly in . . . 5W1H 5 Problem Definition Phase Problem Analysis Phase
- 6. citoolkit.com Problem-Solving // 5W1H 6 • Helpful at the definition phase to define the scope of the problem and find out what is part of it and what isn’t. • It provides the basis for formulating a clear and concise problem statement. Problem Definition • Useful when analyzing problems and addressing their root causes. • It prepares the way for effective solutions in later stages of the problem-solving process. Problem Analysis
- 7. citoolkit.com Problem Statements 5W1H improves the focus of a problem statement by addressing the what, who, where, when, and which aspects. Poor service Delayed room service provided to the guests Between 1 AM and 7 AM on weekends, room service for guests at the ABC Hotel is delayed What? Who? Where? When? FOCUS Broad Narrow Generally, a problem statement does not include the Why and How aspects 5W1H 7
- 8. citoolkit.com 5W1H vs. 5 Whys 5W1H isn’t mainly for identifying root causes like the 5 Whys technique. It is rather a set of simple questions to broadly understand the problem, covering the overall aspects rather than deep details. 5W1H 8
- 9. citoolkit.com Benefits The 5W1H framework offers several benefits. Helps organize thoughts and information in a structured way. Minimizes ambiguity and promotes effective communication among stakeholders. Ensures all aspects of a problem or situation are considered. Helps in developing clear and concise problem statements. 5W1H 9
- 10. citoolkit.com Six Main Components The 5W1H framework has six main components, each represented by a question word. 5W1H 10 information Responsibility Location Timing Reason Method
- 11. citoolkit.com What? Focuses on providing a clear description of the problem, specifying its type and the conditions under which it occurs. 5W1H 11 What happened? What is not right? What should have happened? What will happen next? What to do now? What should be done? information
- 12. citoolkit.com Who? Refers to the individuals related with the problem including those affected by the problem and those contributed to its occurrence. 5W1H 12 Who did it (individual or team)? Who was involved? Who is concerned? Who is responsible to do it? Who should provide input or be consulted? Responsibility
- 13. citoolkit.com Where? Indicates the location or place of the problem or situation, including the specific process where the problem is occurring. 5W1H 13 Where did it take place? In what part of the process or operation? Where does it happen most often? Where to do it? Where else can it be done? Location
- 14. citoolkit.com When? Involves the time or duration of the problem or situation, including details such as dates, deadlines, and other time-related information. 5W1H 14 When did it take place? At what frequency? How long does it take? When to do it? When else can it be done? When does it appear or disappear? Timing
- 15. citoolkit.com Why? Focuses on the reasons or motivations behind the problem or situation and the need for taking actions to address it. 5W1H 15 Why did it happen? Why it is problematic? What are the consequences? Why the problem is significant and worth addressing? Why to do it? Why else to do it? Reason
- 16. citoolkit.com Why? Questioning Why can be conducted as a standalone exercise known as the 5 Whys. Problem Why? Why? Why? Why? Why? Asking “Why does this happen?” several times over a problem to identify the root cause. 5W1H 16
- 17. citoolkit.com How? Focuses on the mechanics of how something has happened. It may cover the methods, tools, resources, and costs involved. 5W1H 17 How did it happen? How does the problem show or disappear? How it affects the overall business or process? How to do it? Is there any other way to do it? Method
- 18. citoolkit.com Other Questions Other questions can be used as long as they help to reveal what is happening in the current state. 5W1H 18 How many defects are there? How much energy has been consumed? How good is the current workflow efficiency? How far has the team progressed in implementing the changes? Which approach is most effective? How Much? How Many? Which?
- 19. citoolkit.com How Much and How Many Used to gather quantitative information and aim to quantify aspects of the problem or situation where numerical data is relevant. How much energy has been consumed? How many customers are affected by the defect? 5W1H 19 Note that in the 5W2H framework, an additional question is introduced to capture the "How much" or "How many" aspect.
- 20. citoolkit.com Approach 5W1H 20 There is no standardized approach when using this method There is no fixed sequence for asking the questions This allows to adjust the questions to fit the specific details of the current situation or problem
- 21. citoolkit.com Facilitating a 5W1H Exercise • Write down each of the 5W1H questions on a separate section. • Facilitate a collaborative brainstorming and discuss around each of the 5W1H questions. • Record the answers from the team in their respective sections. • Connect related ideas across the different sections using arrows and lines. • At the end of the exercise, use the visual representation to extract key findings and continue with your problem-solving efforts. With your team, write down the problem on a whiteboard or flipchart 5W1H 21
- 22. citoolkit.com Facilitating a 5W1H Exercise Using a whiteboard or flipchart in a 5W1H exercise can enhance the organization and visualization of information. What? Where? Why? When? Why? Who? 5W1H 22
- 23. citoolkit.com Non-Manufacturing Example 5W1H 23 What What do we know about the problem? Training room is far away from most facilities. Who Who is affected by the problem? Trainer and training participants. Where Where does the problem occur? The conference room at the second floor. When When does the problem occur? When a training event is taking place at the hotel. Which Which hotel facilities are far away from the training room? Break areas, restrooms and the printing center. Why Why training room is far away from most hotel facilities? Second floor layout is designed this way. Possible Questions Possible Answers Why Why it is problematic? More than 80% of participants are not satisfied with the location of facilities.
- 24. citoolkit.com Manufacturing Example 5W1H 24 What What is the problem? Excessive consumption of coolant in the body- maker machine. Who Who is involved? Machine operators and line managers. Where Where did it happen? Within the body-maker machine in Line #3. When When did it happen? During all shifts and has been occurring since last month. Why Why did it happen? Possible causes are lack of maintenance, quality of coolant, or poor system calibration. How How does the problem show? Through an observable increase in coolant usage levels and the frequent refills. Possible Questions Possible Answers How Much How much waste of material? An increase of approximately 30% in material usage compared to previous figures.
- 25. citoolkit.com Further Information Journalists and reporters use the 5W1H framework to guide their newswriting and interviewing, ensuring the addressing of key aspects and the raising of important questions. 5W1H 25
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