How to Use the 5W2H Method in Your Organization

The 5W2H tool grew out of a practical methodology for defining and carrying out actions. It is widely used to complement an action plan, for projects large and small.

You can think of the method as a checklist that supports the execution of specific activities. But do you know what the characters in 5W2H stand for? Let us explain.

GET TO KNOW 5W2H

The tool is made up of 7 guiding questions that need to be followed; when executed well, they help eliminate doubts that may arise while working through processes. Get to know the guidelines and what the characters mean:

In other words, it is a method built on key questions whose answers make it possible to control and develop effective processes with clear, objective definitions. It is important to keep records of each application of the 5W2H method.

PUT THIS METHOD TO USE

Whether you are implementing new ideas or using it as an improvement tool, 5W2H streamlines processes and provides solid support for recording and planning any action. Whenever you need detailed control over a procedure, you can apply this method, which can also be used for:

• Corrective actions;
• New implementations;
• Continuous improvement processes;
• Strategic planning.

You will save time and reduce costs, because actions become more assertive and execution gets easier — which in turn improves productivity and reduces rework. Managers will know what to do, when, where, and how.

5W2H can be applied at many different moments — not only in your organization but in your personal life as well. Here is an example: imagine you need to organize a birthday party. With this method, you can keep overall control of the party simply by answering the key questions.

Now, back to your organization: you can use this tool at many different times — for example, when promoting a new product or implementing a system. Among the most common uses of the 5W2H method are:

• Strategic planning;
• HR department processes;
• Equipment maintenance.

This method can be considered a good quality management tool, since it makes tasks easier to execute and helps maintain the certifications you have earned, such as ISO 9001.

5W2H can be used together with other quality management tools, such as the PDCA cycle: combining them makes it possible to make better decisions and know, with confidence, what needs to be done to solve problems or how to execute new processes.