EP198 – The 3×5 Why Method 🎙️
Imagine this: You walk into your factory on a Monday morning, and the production line is at a standstill—again. Not because someone made a mistake, but because the same issue keeps coming back, no matter how many times you “fix” it. Frustrating, right?
I’m Juan Navarro, and on Advanced Quality Programs, we don’t just patch problems—we eliminate them at the root. Today, I’ll show you how the 3×5 Why Method can transform the way you solve problems—for good.
🔖 #AdvancedQualityPrograms #TheQualityGuy #RootCause5b3
🌱 What Are Systemic Problems? (And Why They Matter)
Systemic problems are like weeds—they keep popping up because the roots are still there. It’s not about a single mistake; it’s about how people, processes, and rules interact. Peter Senge calls this “seeing the whole chessboard, not just the pieces.” And Deming reminds us: “Every system is perfectly designed to get the results it gets.” If the same headaches keep repeating, it’s time to look deeper.
Quick Check-in
Have you ever fixed a problem, only to watch it return? Drop a comment or share your story—I’d love to hear it!
🐟 Step 1: Seeing the System – The Fishbone Diagram
Most problems aren’t simple. That’s why we start with a Fishbone Diagram. Picture the problem as the fish’s head and the bones as possible causes—tools, people, processes, environment, and more. Gather your team, define the issue clearly, and brainstorm every potential factor.
This isn’t about blaming anyone—it’s about revealing how elements connect.
Tip: Don’t settle for what’s obvious. Push each other to dig deeper!
🪜 Step 2: Dig Deeper with the Five Whys
Once you’ve picked the top two or three likely causes, ask “Why did this happen?” Then keep asking “Why?” until you reach the root cause. Sometimes three levels is enough. Other times you’ll go six deep. The goal is clarity—not just solving symptoms.
💡 Pro move: Read your answers backwards using “therefore.” If they still make sense, you’ve nailed it.
🔍 Step 3: The 3×5 Why Method – Your Systemic Problem-Solving Blueprint
The real magic of this method lies in applying the Five Whys across three different levels:
- Specific level: Focuses on the immediate issue. Ask why the failure wasn’t prevented—like “Why did the handle break?”
- Detection level: Explores why the issue wasn’t identified before reaching the customer. Ask something like “Why didn’t our tests catch this?”
- Systemic level: Goes broader to understand why these types of issues keep happening. For example: “Why do we keep missing this risk?”
Always involve the right people at each stage—operators, inspectors, system owners. It’s not enough to fix one problem—you need to fix the system that created it.
🔥 Real-World Story: The Milling Machine Fire
Let’s get real. At one client site, a milling machine caught fire. Luckily, there were no injuries—but it was a close call. Instead of just replacing the paper filter with a metal one, the team asked:
- Why did the fire start?
- Why didn’t we spot the risk sooner?
- Why did our system allow this to happen?
They uncovered three key gaps: no formal process for updating safety checklists, unclear risk management practices, and vague instructions. The result wasn’t just a safer filter—it was a more robust and intelligent system.
Takeaway: Most repeat problems boil down to one of three things:
- No standard exists
- The standard isn’t followed
- The standard is unclear or outdated
📦 Another Example: Missing Material Certificates
One manufacturer kept missing deliveries because material certificates were constantly missing—especially after outsourcing. Using the 3×5 Why Method, they discovered poor planning, lack of tracking, and unclear responsibilities in Purchasing. After redefining roles and procedures, the late deliveries stopped for good.
🧭 8 Ways to Free Up Your Time (and Stop Fighting the Same Fires)
- Hunt for systemic causes—they’re behind more problems than you think
- Team up—different viewpoints reveal hidden roots
- Walk the process—see it firsthand
- Brainstorm freely—no judgment
- Focus on just the top two or three causes
- Stay disciplined—one factor at a time
- Loop in system owners—they have the insights
- Test your logic with “therefore”—does it hold up?
🗣️ Question: Where do you spend most of your problem-solving time—firefighting or fixing systems? Let me know below!
📄 How to Use the 3×5 Why Template
Ready to put it into action? Download the template (link in description) and follow these steps:
- Start with a clear problem statement
- Run Five Whys for the Specific and Detection levels
- Apply the “therefore” test to validate your thinking
- List countermeasures—assign owners and deadlines
- Involve system owners for the Systemic level
- Share lessons learned with other teams
💬 Quick Feedback
What’s one systemic problem you’re ready to solve? Comment below or DM me—I’m here to help.
Dr. Deming once said, “A bad system beats a good person every time.”
So this week, challenge yourself: Pick one recurring problem and use the 3×5 Why Method to dig into the system behind it. I’ll feature the best stories in the next episode!
If this episode was helpful, subscribe, rate my books Life Quality Projects and Principles of Quality, and don’t forget to preorder The Quality Mindset. Your feedback helps me help you.
Until next time—let’s build better systems, together!