4W1H & 5W1H with examples!!

Hi readers! Today we will discuss about 4W1H & 5H1H. These tools are generally used in Six Sigma, TPM SGA, Quality circle etc.  We will also be sharing the format for the same.

Let us understand first about the 4W1H.

4W1H	Meaning
W	WHAT
W	WHERE
W	WHEN
W	WHO
H	HOW

How to use?

If we want to describe / analysis a problem, it can be described with the help of 4W1H. In other words, we can say demonstration of physical phenomenon of a problem.

4W1H	Meaning	Statement
W	WHAT	What is the problem?
W	WHERE	Where is the problem?
W	WHEN	When does the problem occur?
W	WHO	Who noticed the problem?
H	HOW	How much?

Example 1 : Suppose  ABC is a Coffee Cafe.               

    Problem Area –   Where coffee preparing process is taking place.

4W1H	Meaning		Statement
W	WHAT	What is the problem?	Liquid coffee is leaking
W	WHERE	Where is the problem?	At mixture machine
W	WHEN	When is the problem occurring?	During the running of machine
W	WHO	Who noticed the problem?	Coffee operator
H	HOW	How much?	2 litres

• Coffee operator has noticed that 2 litres of liquid coffee was leaking from mixture machine during the making of coffee.

Example 2 : Suppose XYZ a plastic product company. Problem area – Where Plastic moulding process is occurring.

4W1H	Meaning	Statement	Observation
W	WHAT	What is the problem?	MTBF is low
W	WHERE	Where is the problem?	Machine Breakdown frequency is high.
W	WHEN	When is the problem occurring?	During Mould change at machine
W	WHO	Who noticed the problem?	Machine operator
H	HOW	How much?	1.5 Hrs.

• Machine operator has noticed that MTBF is reduced by 1.5 hours.due to high frequency of machine breakdown during mould change at machine

4W1H FORMAT

WHAT	WHERE	WHEN	WHO	HOW

5W1H

5W1H is nothing but the action plan. Suppose we are doing the improvement project with the help of TQM tools then in that case 5W1H format is required to explain the action plan of a particular problem.

5W1H	Meaning
W	WHAT
W	WHEN
W	WHERE
W	WHO
W	WHY
H	HOW

Why to use?

Suppose top management is asking to implement the Total Productive Maintenance (TPM) in the factory and asking to submit the action plan/ necessary activity so that case factory manager should submit the action plan in the form of 5W1H.

5W1H	Meaning	Statement
W	WHAT	What things need to be done?
W	WHEN	When will it be done? Start date & End date.
W	WHERE	Where will it be done?
W	WHO	Who will do it?
W	WHY	Why will it be done?
H	HOW	How will it be done?

Let us understand it with an example.

If we recall in example 1, problem was leaking of coffee during the mixing process.

5W1H	Meaning	Statement	Action
W	WHAT	What things need to be done?	Seal needs to be changed
W	WHEN	When will it be done? Start date & End date.	Say today 3pm
W	WHERE	Where will it be done?	At Coffee making machine
W	WHO	Who will do it?	Fitter
W	WHY	Why will it be done?	No more leakage of coffee, safe workplace
H	HOW	How will it be done?	Fitter will open the coffee machine and change the damaged seal with a new one.

Fitter will change the damaged seal of coffee making machine with new seal today from 3 pm to keep workplace safe and no leakage during mixing process. 

5W1H FORMAT

WHAT	WHEN	WHERE	WHO	WHY	HOW