Leadership

5 WHY – Find the Root Cause.

In the 1930s, Sakichi Toyoda, founder of Toyota Industries, developed a simple method to uncover the root cause of problems.

It works just as well today.

When to Use It

Run a 5 WHY session when:

• Delivery is repeatedly blocked or delayed

• Quality problems keep resurfacing

• Retrospectives highlight the same frustrations

• You’ve “fixed” the symptom before… but it came back

Best done as a group activity in a retro or an impromptu problem-solving session.

Step-by-Step Guide

1. Frame the Problem Clearly

• Start with a specific, observable event. Write it in one sentence.

  • Example: “We missed the sprint goal… again.”

  • Example: “Customers are reporting the same bug after multiple releases.”

• Tip: Be factual, not emotional.

2. Ask “Why?” — Five Times

• As a group, ask “Why?” repeatedly, each answer building on the last (like a ladder).

  • Why did we miss the sprint goal?
    → Because 3 stories weren’t finished.

  • Why weren’t those stories finished?
    → Because we underestimated the work.

  • Why did we underestimate it?
    → Because the scope changed mid-sprint.

  • Why did the scope change?
    → Because a stakeholder added new requirements.

  • Why did that happen without a change process?
    → Because we don’t have one.

• Tip: Stop when you hit a process gap or lack of ownership — that’s usually the root cause.

3. Identify the Root Cause

• Circle the real problem revealed in your final Why.

• It’s usually a process, communication, or decision issue — not a person.

4. Decide What to Do Next

• Turn the insight into action:

  • Update a process or template

  • Clarify ownership or responsibilities

Team Rules for Running 5 WHYs

• Blame the process, not the people — keep the discussion safe and productive.

• Be specific — avoid vague answers like “We didn’t plan well.”

• Don’t force it — sometimes 3 WHYs are enough; other times, you might need 6.

• Capture actions — insights alone don’t change anything.