5 Whys template

A project deadline slips. A campaign underperforms. A customer churns unexpectedly. These are everyday challenges for teams across industries. However, treating the visible symptoms often means the real problem goes unchecked and continues to occur. That’s where the 5 Whys technique comes in. By asking "why" five times, you can peel back the layers of a problem and get to its root cause.

Our 5 Whys template simplifies problem-solving processes so you can stop guessing and start fixing. Whether you're troubleshooting a technical issue, improving team workflows, or addressing customer feedback, this template helps you dig deeper, structure your thinking, and implement lasting changes. It’s fast, easy to use, and built into Asana, so you can collaborate in real-time and take immediate action.

Who benefits from 5 Whys templates?

One of our product managers recently shared how they used a 5 Whys template to uncover why a product launch kept slipping. It wasn’t just the dev team's timeline. The analysis traced the issue back to unclear stakeholder input.

The 5 Whys technique is ideal for anyone who needs to uncover the root cause of a problem, not just its surface symptoms. That includes:

• Product and engineering teams troubleshooting complex issues.

• Ops and QA leads running root cause analysis (RCA) after missed KPIs.

• Customer support teams addressing recurring complaints.

• Agile teams using the 5 Whys method for sprint retrospectives.

• Healthcare, finance, and manufacturing teams focused on continuous improvement.

If your team tackles complex problems and prioritizes long-term solutions, this template is for you.

Why use Asana's 5 Whys template

During one of our sprint reviews, the design team used this 5 Whys template to determine why mockups were consistently late. It turns out that it started with inconsistent intake requests, which was a fix they could implement immediately.

Asana's 5 Whys analysis template makes this lessons learned process not only faster but also easier to manage across teams. You don’t need a separate whiteboard or tool. Everything lives where your work already happens.

Here’s why teams use this template:

• Follow a well-defined, repeatable process to uncover root causes

• Add context and organization with linked tasks, files, and owners.

• Track patterns and recurring issues over time.

• Involve the right stakeholders without extra meetings.

How to use this 5 Whys template

The 5 Whys template is ready to use. Simply duplicate it and begin diagnosing the root causes of the problem. You can explore more templates in Asana’s template library to support every part of your project management process.

1. Define your problem statement

Start with a well-defined description of the specific problem you’re trying to solve. Aim for a factual summary of the issue, not a guess at the root cause. For example: "The client didn’t receive their report on time."

In the template, you'll see this step listed under “Define the Problem.” Use this section to align your team on what you’re solving for and to enter relevant background details in the task description. You can also assign an owner to this step.

2. Ask why the problem occurred

Begin the first "why" by asking what caused the initial problem. Encourage your team to think factually. For example: "Why didn’t the client receive the report? Because it was delivered one day late."

Asana’s 5 Whys analysis template breaks this process into five clear tasks labeled “Ask Why 1” through “Ask Why 5.” For each step, click into the task to add your answer and provide any necessary links or documentation. Assign the task to a facilitator or SME to confirm accuracy.

3. Continue asking "why" at least four more times

Build on each answer by asking "why" again to reach deeper levels of understanding. Aim for at least five whys of questioning. Doing so helps reveal underlying causes and avoids relying on surface-level fixes.

For each "why," continue entering the next level of reasoning under the corresponding “Ask Why” section. The task descriptions let you expand on each answer while tracking the conversation in one place. While this analysis tool comes with five whys by default, you can always add more tasks or sections as needed.

4. Collaborate and document as you go

Involve team members by using comments and task descriptions to record key insights. You can even assign owners to specific follow-up items to clarify next steps.

Use the fields visible in the List View, like Root Cause, Impact Level, and Responsible Party, to document critical findings and assign accountability. Mention teammates in comments to invite feedback or loop in others with knowledge of the issue.

5. Turn insights into action

After identifying the root cause of an issue, assign tasks, set deadlines, and use Asana’s automation features to implement corrective measures that prevent recurrence.

Wrap up the analysis by filling in the “Develop Solutions” section of the template. Here, you can log proposed fixes, track solution status, and assign follow-up tasks using built-in columns such as Solution Status, Estimated Effort, and Follow-Up Plan. 

Asana problem-solving features

Templates are just the start. Asana features turn a simple problem-solving technique into a powerful tool for systemic improvement. Features help you collaborate, document, and take real action all in one place. Here are a few of our favorites.

Project Views

Visualize your 5 Whys analysis template in the format that best fits your team's style. You can choose a list for step-by-step tracking, a Kanban board for agile collaboration, or a timeline for mapping dependencies. Flexible views enable stakeholders and facilitators to understand and contribute effectively, regardless of their preferred work style.

Custom Fields

Custom fields help you categorize causes, assign risk levels, or tag issues by department. A well-structured field setup brings clarity and makes trend analysis easier over time. For example, labeling root causes as process, people, or tools reveals recurring themes across teams.

Task Dependencies

Some causes depend on others to be fully understood. With task dependencies, you can create logical links between each step in the five whys investigation. Mapping these relationships supports a more transparent RCA structure and improves project flow.

Comment Threads and Mentions

Use comments to document insights from each step, especially when working across teams or time zones. Mention specific team members to bring in their expertise or feedback. Creating a detailed, collaborative space ensures that your RCA remains both accountable and transparent.

Templates and Task Duplication

You can standardize your approach to root cause analysis by duplicating a finished five whys project or starting with the original template. Using consistent formats helps teams act quickly and develop a reliable process for solving recurring problems.

Reporting Dashboards

When your team completes multiple 5 Whys analyses, reporting dashboards provide visibility into long-term trends. Use them to track which causes appear most frequently, identify at-risk departments, and monitor the effectiveness of your corrective actions over time.

Recommended integrations

Integrations let Asana connect with other apps your team already uses, like Slack, Google Drive, or Jira, so everything you need to solve a problem is in one place.

Integrations reduce context switching by pulling relevant files, updates, and conversations directly into your workflow. You can browse the complete list in our app gallery.

Slack

Connect Slack with your 5 Whys project to keep stakeholders informed in real time. You can automatically push updates to relevant channels when progress is made, new tasks are added, or a root cause is identified. Keeping the team aligned becomes much easier with integrated communication.

Google Workspace

Attach important documents, spreadsheets, and evidence from Google Drive directly to your Asana tasks. Having this reference material in the exact location as your analysis reduces time spent hunting for information. The result is a cleaner, more organized workflow.

Lucidchart

Create and embed visual diagrams, such as fishbone diagrams or process maps, to complement your 5 Whys analysis. Providing visual context helps teams understand complex problems more easily. These diagrams also support more transparent communication during team reviews or postmortems.

Zoom

Run brainstorming sessions or follow-up meetings without leaving Asana. With the Zoom integration, you can schedule calls, add meeting links to tasks, and automatically link call transcripts and recordings back to your project. It’s a simple way to keep real-time discussions tied to your root cause analysis.

Jira Cloud

Integrate Jira with Asana to link technical investigations with broader RCA tasks. Developers can stay focused on their bug tracking while still contributing insights to the 5 Whys process. Connecting both tools ensures your analysis reflects the full scope of the issue.

FAQs about 5 Whys root cause analysis templates