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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5W1H
The 5W1H Approach: Asking Simple Questions for Great Results
W
W
W
W
H
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The 5W1H Approach
A problem-solving approach that helps in obtaining key information about a
given problem or situation.
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5W1H helps in problem-solving by providing clarity and direction since understanding the
problem is half the way to resolving it.

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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.
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The elements of the 5W1H approach include questioning What, Who, Where, When, Why, and How.

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Applications
This technique is widely applied across diverse fields, including journalism,
investigation, project management, and problem-solving.
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In problem-solving, it can play an important role in methodologies such as
Six Sigma's DMAIC

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Problem-Solving
Mainly used to gather important information and qualify any problem by
looking at it from every angle, particularly in . . .
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Problem Definition Phase
Problem Analysis Phase

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Problem-Solving
//
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• 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

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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
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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.
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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.
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Six Main Components
The 5W1H framework has six main components, each
represented by a question word.
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information
Responsibility
Location
Timing
Reason Method

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What?
Focuses on providing a clear description of the problem,
specifying its type and the conditions under which it occurs.
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What happened?
What is not right?
What should have happened?
What will happen next?
What to do now? What should be done?
information

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Who?
Refers to the individuals related with the problem including those
affected by the problem and those contributed to its occurrence.
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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

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Where?
Indicates the location or place of the problem or situation,
including the specific process where the problem is occurring.
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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

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When?
Involves the time or duration of the problem or situation, including
details such as dates, deadlines, and other time-related information.
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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

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Why?
Focuses on the reasons or motivations behind the problem or
situation and the need for taking actions to address it.
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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

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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.
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How?
Focuses on the mechanics of how something has happened. It
may cover the methods, tools, resources, and costs involved.
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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

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Other Questions
Other questions can be used as long as they help to reveal
what is happening in the current state.
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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?

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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?
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Note that in the 5W2H framework, an additional question is introduced to capture the "How
much" or "How many" aspect.

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Approach
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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

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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
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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?
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Non-Manufacturing Example
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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.

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Manufacturing Example
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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.

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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.
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