Unit 01: LO 3 - 3.1 - Tools to identify problems

Evaluate

Examine strengths and weaknesses, arguments for and against and/or similarities and differences. Judge the evidence from the different perspectives and make a valid conclusion or reasoned judgement. Reference to current research or theory may support the evaluation.

Step 1: Identify the Problem (Head of the Fishbone):

• Start by clearly defining the problem or issue you want to investigate. Write it down at the "head" of the fishbone diagram. This problem will be the central focus of your analysis.

Step 2: Identify Major Categories (Bones of the Fish):

• Draw a horizontal line extending from the problem statement, like the spine of a fish.

• Identify the major categories or factors that could be contributing to the problem. These categories depend on the specific problem but might include things like "People," "Processes," "Materials," "Environment," or "Equipment."

• Draw diagonal lines extending from the spine to represent these categories.

Step 3: Brainstorm Possible Causes (Branches):

• For each major category, brainstorm and list all possible causes or factors that could be contributing to the problem. These are like the "branches" of the fishbone.

• Encourage a group discussion or gather input from relevant team members to generate ideas.

• Use concise phrases or keywords to describe each cause.

Step 4: Analyze and Organize Causes:

• Review the list of causes for each category and identify any sub-causes or factors that might be contributing to them. These can be represented as smaller branches stemming from the main branches.

• Organize the causes in a logical and meaningful way, ensuring that they relate to the major categories.

Step 5: Identify the Root Cause:

• Continue to ask "Why?" for each cause listed. This is often done through the "5 Whys" technique to get to the root cause of each issue.

• The goal is to trace each cause back to its origin to identify the underlying or root causes of the problem.

Step 6: Prioritize and Take Action:

• Once you've identified the root causes, prioritize them based on their significance and impact on the problem.

• Develop action plans or strategies to address each root cause, making sure to involve the appropriate stakeholders.

• Implement the necessary changes or improvements to mitigate the identified causes.

Step 7: Review and Monitor:

• Periodically review the effectiveness of the actions taken to address the root causes.

• Update the fishbone diagram as needed to reflect any changes or improvements in the process.

Using a fishbone diagram helps teams systematically explore and understand the various factors contributing to a problem, making it easier to develop targeted solutions. It's a valuable tool for problem-solving and continuous improvement in various fields, including manufacturing, healthcare, and project management.

Do people actually use the 5 why's as a problem solving tool?

Yes, people do actually use the "5 Whys" as a problem-solving tool. It's a simple but effective technique for identifying the root cause of a problem by repeatedly asking the question "Why?" until you reach the underlying issue. Here are some key points about its use:

1. Widespread Application: The 5 Whys technique is commonly used in various industries, including manufacturing, healthcare, and IT. It's particularly popular in lean manufacturing and Six Sigma practices.

2. Practical Examples:

   • Manufacturing: If a machine breaks down, asking "Why?" five times can help identify if the root cause is a lack of maintenance, operator error, or a faulty part.

   • Healthcare: If a patient receives the wrong medication, asking "Why?" can uncover issues such as mislabeling, poor communication, or lack of training.

   • IT: If a website crashes, the 5 Whys can reveal if the problem is due to server overload, software bugs, or inadequate testing.

3. Benefits:

   • Simplicity: It's easy to use and doesn't require specialized training.

   • Focus: Helps teams focus on finding the true cause rather than just addressing symptoms.

   • Prevent Recurrence: By identifying and addressing the root cause, it helps prevent the problem from happening again.

4. Limitations:

   • Depth: Sometimes, five whys may not be enough to uncover very complex problems.

   • Bias: The effectiveness can be influenced by the biases of those asking and answering the questions.

   • Interdisciplinary Issues: In some cases, problems might span multiple areas, and a single line of questioning might not cover all aspects.

Here's an example to illustrate:

Problem: A car won't start.

1. Why? The battery is dead.

2. Why? The alternator is not functioning.

3. Why? The alternator belt has broken.

4. Why? The alternator belt was well beyond its useful service life and was never replaced.

5. Why? The car was not maintained according to the recommended service schedule.

By asking "Why?" five times, the root cause (lack of proper maintenance) is identified, allowing for a solution that addresses the underlying issue rather than just replacing the battery.

While the 5 Whys technique is a useful and simple tool for problem-solving, it does have some limitations and potential drawbacks:

1. **Surface-Level Analysis**:

   - Sometimes, the 5 Whys may not delve deep enough to uncover complex root causes, especially in intricate systems or multifaceted problems.

2. **Bias and Subjectivity**:

   - The process can be influenced by the biases of the person asking the questions. They might steer the answers towards their preconceived notions or preferred solutions.

   - Different people might arrive at different root causes for the same problem, leading to inconsistency.

3. **Lack of Data and Evidence**:

   - The technique often relies on anecdotal or observational answers, which might not always be accurate or evidence-based. This can result in incorrect conclusions.

4. **Single Line of Inquiry**:

   - The method follows a linear path of questioning, which might not capture all contributing factors, especially if the problem has multiple root causes.

   - It might miss interrelated issues that need to be addressed simultaneously.

5. **Over-Simplification**:

   - Complex problems might require more sophisticated analytical tools and methods. The 5 Whys might oversimplify these problems, leading to incomplete solutions.

6. **Assumption of Causality**:

   - The technique assumes that each "Why?" leads directly to the next cause. In reality, problems can be the result of multiple, interrelated factors rather than a simple, linear cause-and-effect relationship.

7. **Lack of Documentation and Follow-Up**:

   - Without proper documentation and follow-up, the insights gained from the 5 Whys might not be effectively implemented or shared within an organization.

8. **Focus on Symptoms Rather Than Systemic Issues**:

   - There is a risk of stopping the questioning too early and addressing only immediate symptoms rather than systemic or underlying issues.

Despite these cons, the 5 Whys remains a valuable tool, especially for initial root cause analysis. For more complex problems, it can be supplemented with other techniques such as fishbone diagrams, Failure Mode and Effects Analysis (FMEA), or more rigorous statistical methods to ensure a comprehensive understanding and solution.