Project analysis

5 WHYs Analysis

5W, or 5WHYs, is a technique for analyzing complex problems, the goal of which is to reach the so-called “root cause”, i.e., the main cause. The technique can be used to analyze practically anything, but in the context of a project, it works best for retrospectives or post-mortems.

This approach involves starting from the effects and probing the topic with “why” questions at least 5 times (e.g.: Why did this happen? Why did it cause such effects?) until we reach the main cause. It is worth inviting various team members to a 5WHYs meeting and conducting it in the form of brainstorming. It is worth writing down the answers to the questions (and subsequent problems that may be related), e.g., in the form of post-it notes on a board.

This technique was developed by Taiichi Ohno at Toyota Motor Corporation.

How to use the 5W approach in problem analysis?

Step 1:
Start with the problem

The problem is, e.g.: The application iterations we create do not meet the client’s requirements at the end of the sprint.

Step 2:
Ask the question "Why"
Example flow:
  1. Why do the application iterations we create not meet the client’s requirements at the end of the sprint? → because the client does not provide sufficiently good functional requirements
  2. Why doesn’t the client provide sufficiently good functional requirements? → because the Product Owner does not prepare them well enough
  3. Why doesn’t the Product Owner at the client prepare the functional requirements well enough? → because they do not know how to collect requirements, write user stories, and provide the sources and tools we need, e.g., graphics
  4. Why doesn’t the PO know how to collect requirements? → because they themselves do not know what needs to be done
  5. Why doesn’t the PO themselves know what needs to be done? → because in their organization there is no decision-maker with a product vision
Step 3:
Reach the cause

Example cause: In the Product Owner’s organization, there is no decision-maker with a product vision.

Step 4:
Consider how this cause can be addressed

How can we address this problem?

    • prepare workshops for the client, during which we will develop the final product vision
    • take over providing the necessary materials, e.g., graphics
    • involve a proxy-PO on our side in the project, so that this person helps the PO at the client define requirements, collect materials, write user stories, etc.
    • organize a meeting with the PO’s supervisor, describe the problem, and look for a solution together
    • make decisions for the PO and present the solution for approval
Step 5:
Appoint the person/people responsible for the next actions

Be sure to assign a responsible person to the next steps and actions, and after subsequent iterations, check whether the problem has been solved.

Other tools  in the area of
Project analysis

Project post-mortem meeting

A “post-mortem” is an analysis of a project after its “death”: meaning primarily in projects and initiatives that ended in failure. Do you know what went wrong in your last project and why?

Read more
Scroll to Top