Run a 5 Whys analysis on a recurring problem
Walks a problem through 5 Whys step by step, checks each link against evidence, and ends with fixes that target the real cause.
The prompt
Run a 5 Whys analysis with me on a problem that keeps coming back.
The problem: [WHAT HAPPENED, where, when, how often - e.g. "customer invoices went out late three months in a row"]
Impact: [cost, customers affected, time lost]
What we know so far: [FACTS, TIMELINE, DATA, NOTES FROM THE TEAM - paste them]
Fixes already tried: [WHAT, and what happened]
How to run it:
1. Write a precise problem statement (what, where, when, how much), with no blame and no cause baked in.
2. Ask "why did this happen?" and give the most likely answer based on my facts. For each answer, state the evidence that supports it, or mark it [NEEDS CHECKING].
3. Repeat until we reach a cause that is a process, system, or decision we control - usually 4-6 levels. Stop earlier if the evidence runs out, and say so.
4. Where there is more than one plausible answer at a level, branch the chain rather than picking one.
5. Test the chain backwards: "if we fixed this cause, would the problem stop?" Flag weak links.
Return:
1. Problem statement.
2. The Why chain(s) as a numbered list, each step with its evidence or [NEEDS CHECKING].
3. Root cause(s) in one sentence each.
4. Countermeasures: a quick containment step and a permanent fix, with owner and date blanks.
5. Questions to ask the team to confirm the weak links.
Rules: "human error" or "someone forgot" is never a root cause; keep asking why the process allowed it. Don't invent facts I didn't give you.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Thinking & Decisions prompts
What to fill in
- cost, customers affected, time lost
- FACTS, TIMELINE, DATA, NOTES FROM THE TEAM - paste them
- WHAT, and what happened
- NEEDS CHECKING
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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