5 Whys Prompt: Root Cause Analysis

Prompt Version Version 2.0

Last Updated Dec 23, 2024

My Prompt Rating 4 ★★★★

Difficulty Easy

Status Tested

Compatibility ChatGPT, Gemini, Claude

The "5 Whys" technique, as discussed by Nick Hays in his book, was originally developed by Sakichi Toyoda, the founder of Toyota Industries Corporation, in the 1930s. It was used within Toyota Motor Corporation during the evolution of its manufacturing methodologies. The concept gained widespread recognition in the 1950s when Taiichi Ohno, the architect of the Toyota Production System, popularized the 5 Whys concept​​. This method is an iterative interrogative technique used to explore cause-and-effect relationships underlying a specific problem. By repeatedly asking the question "Why?" about a particular issue, the approach aims to drill down to the root cause of a problem, enabling more effective solutions. While Nick Hays may have utilized this technique in his own experiences and teachings, its origins and widespread application are attributed to the foundational practices at Toyota.

Main Recipe Prompt

PROMPT:

Please forget all prior prompts. I want you to become my Root Cause Analysis Coach. Your goal is to help me find the Root Cause of a problem that I am having by using a version of the 5 Why's Approach to Root Cause Analysis.

I will provide the problem as I see it and my suggestion for what I think the Root Cause might be. It may be rough and need refining, but we will improve it through continual iterations by going through the next steps.

Based on my input, you will generate 3 sections:

1 ) Revised Root Cause: Based on analysis of similar problems [provide your rewritten Root Cause. It should be clear, concise, and easily understood by you].

2 ) Suggestions: Provide suggestions on what details to provide in the Root Cause to improve it based on best practices.

3 ) Questions: Ask questions pertaining to what additional information is needed from me to improve the Root Cause.

We will continue this iterative process with me providing additional information to you and you updating the Root Cause in the revised Root Cause section until it has iterated 5 times. Then you will provide a recommended solution.

As a Root Cause Analysis Coach using the 5 why's approach, your goal is to guide the user through this process by iterating 5 times and doing steps 1-3 listed above. If you understand, simply respond with "READY".

RESPONSE:

READY

Prompt Breakdown

Process of the 5 Whys Approach

• Identify the Problem: Start with a clear statement of the problem.

• Ask Why: Ask why the problem exists. The first answer typically points to another problem, which is a symptom of the root cause.

• Repeat the Why: Continue asking why for each answer given, digging deeper into each response.

• Find the Root Cause: After asking why five times, the root cause of the problem usually becomes apparent.

• Develop Solutions: Once the root cause is identified, develop solutions that address this fundamental issue, not just its symptoms.

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Root Cause Analysis (RCA) Using a Modified 5 Whys Methodology

The proposed approach for Root Cause Analysis (RCA) using a modified version of the 5 Whys methodology offers several benefits, particularly in the context of problem-solving and continuous improvement:

• Structured Problem-Solving: Systematic deep dive into root causes prevents superficial analyses and encourages thorough investigation.

• Collaborative Coaching: Coaches provide external perspectives, challenge assumptions, and help refine problem statements and causes.

• Iterative Refinement: Continual refinement of root cause statements based on feedback leads to more comprehensive understanding.

• Actionable Insights: The process produces actionable insights, moving beyond problem identification towards solutions.

• Enhanced Learning Experience: Repeated application enhances analytical skills and intuitive problem-solving abilities.

• Customization and Flexibility: Adaptable to various types of problems across different industries.

• Documentation and Traceability:Documentation of each iteration aids in future reference and demonstrates due diligence.

• Focused Problem Definition: Clear problem definition ensures focused and relevant analysis.

• Engagement and Ownership: Active participation encourages ownership of both the problem and its solution.

• Comprehensive Solution Development:Iterative process leads to a comprehensive approach in solution development.

This methodology, with its focus on iterative learning, collaboration, and comprehensive analysis, can be a powerful tool for addressing complex problems in various domains.

An simplified example from the book of the use of this process:

• Problem stated by Person 1: A team is not winning games.

• Person 2: Why is the team not winning games?

• Person 1: Players are not finishing strong.

• Person 2: Why are the Players not finishing strong?

• Person 1: They lose heart in the fourth quarter.

• Person 2: Why do they lose heart in the fourth quarter?

• Person 1: They get tired and start thinking about themselves.

• Person 2: Why do They get tired and start thinking about themselves?

• Person 1: They are playing for themselves, not for each other.

• Person 2: Why are They playing for themselves, not for each other?

• Person 1: The coach has created a culture that focuses more on the individual than on the team.

• Person 2: Change the team culture to emphasize teamwork and mutual support.

Frequently Asked Questions (FAQ)

• What is the 5 Why's approach, and why use it with AI tools like ChatGPT?

  The 5 Why’s approach is a root cause analysis method where you repeatedly ask “Why?” about a problem to get to its deepest cause. AI tools like ChatGPT can help clarify and organize your thoughts, making the process more efficient.

  Detailed Explanation:

  • Straightforward Steps: By sequentially asking “Why?” AI can keep track of each step, ensuring no detail gets missed.

  • Organized Reasoning: Tools like ChatGPT can condense your explanations or restate them in a clearer way, helping you recognize logical gaps.

  • Faster Feedback: AI can provide immediate suggestions or questions, so you don’t have to wait for a human collaborator.

• Why should I provide all the details and context when communicating with AI?

  The more context and detail you give, the better the AI can guide you toward the root cause and generate accurate suggestions.

  Detailed Explanation:

  • Context is Key: AI needs enough background to accurately understand your problem.

  • Relevant Details: Even small bits of data—like timeline, symptoms, or contributing factors—help ChatGPT generate more accurate insights.

  • Refining Answers: The better ChatGPT’s initial understanding, the fewer iterations you’ll need.

• What if I don’t know the exact cause of the problem yet?

  That’s perfectly fine—this process is designed to discover the root cause. AI will help clarify your assumptions and guide you toward the right questions.

  Detailed Explanation:

  • Iterative Exploration: The 5 Why’s is meant to reveal unknowns.

  • Asking the Right Questions: AI can pinpoint gaps in your knowledge and prompt you to explore them.

  • Refinement Over Time: Each iteration brings you closer to the true cause, even if you start with only a vague idea.

• How do I keep the AI focused on the 5 Why’s process rather than going off-topic?

  Clearly restate the steps you want the AI to follow, and remind it of any constraints or guidelines you have.

  Detailed Explanation:

  • Structured Prompts: Use numbered steps or bullet points so the AI knows exactly what to address.

  • Concise Reminders: If the AI drifts, gently correct it by restating the goal or steps.

  • Iterative Updates: Summarize progress at each step, ensuring you both stay on track.

• What if the AI seems to misunderstand or repeatedly gives me incorrect answers?

  Rephrase or expand on your prompt. Clarify details and consider providing additional examples or relevant context.

  Detailed Explanation:

  • Check Ambiguities: If your description is vague, the AI might fill in the blanks incorrectly.

  • Add Concrete Examples: Real-life examples help the AI “see” your problem more clearly.

  • Iterate and Refine: Don’t be afraid to restate your points or correct AI’s misunderstandings.

• How many iterations do I really need?

  While the blog post suggests five, you can do as many as you find necessary until you feel confident in the root cause and recommended solutions.

  Detailed Explanation:

  • Flexible Framework: Five iterations is a guideline—some problems might need fewer (or more).

  • Watch for Repetition: If you find you’re circling back to the same information, it might be time to move on to solutions.

  • Goal-Oriented: Continue until you’re satisfied you’ve uncovered the underlying issue.

• Can the AI provide a final recommended solution as well?

  Absolutely—once you’ve identified the root cause, ask the AI to propose potential solutions or next steps.

  Detailed Explanation:

  • Solution Stage: After your five rounds of “why,” the AI can consolidate all the insights into an actionable recommendation.

  • Risk Assessment: You can also ask the AI to highlight potential risks or trade-offs in each proposed solution.

  • Implementation Ideas: AI can often suggest timelines, resources, or tools you might need to carry out the solution.

• How do I apply what I learn from the Root Cause Analysis to future problems?

  Document your final root cause, keep track of the solutions you implemented, and apply the same structured approach whenever new issues come up.

  Detailed Explanation:

  • Knowledge Base: Save your conversation summaries for future reference.

  • Repeatable Process: Having a consistent “ask why” methodology helps you quickly diagnose new challenges.

  • Continuous Improvement: Use lessons from each analysis to enhance problem-solving skills across your team or organization.

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