Why?
Looking into one of the most fundamental questions that can help identify problems
Last week, a long time reader loved last week’s article, but put forward a great point: “You need to talk about the Five Whys!” Well, our good reader was spot on. As we look at the fishbone diagram, the five why approach helps us fill in the diagram and make sense of some of the issues facing the organizations we are here to run.
The “Five Whys” Approach: Simplicity with Remarkable Depth
The “Five Whys” is not some weird or quirky approach to problem discovery; in reality, it is as straightforward as it sounds. When a problem arises, you repeatedly ask “Why?”—usually five times, though the exact number can vary—to drill down to its root cause. Each answer forms the basis for the next question. While deceptively simple, this recursive questioning reveals assumptions, exposes miscommunication, and illuminates the often unseen links in your organization’s processes.
Take an example familiar to many nonprofits: Why did our latest grant application miss the submission deadline?
Because the program manager didn’t finalize the required documents on time.
Why? Because she was unaware of the new compliance checklist.
Why? Because the checklist wasn’t distributed in the last staff meeting.
Why? Because meeting time was spent addressing urgent fundraising issues.
Why? Because fundraising shortfalls have become increasingly common, crowding out other priorities.
Notice how what started as a missed deadline has unraveled a pattern of resource competition and communication breakdown. The “Five Whys” transforms a surface symptom into a tangible roadmap for action.
Enter the Fishbone Diagram: A Visual Roadmap to Complexity
While the “Five Whys” excels at linear probing, nonprofit challenges are rarely linear. The Fishbone Diagram, also called the Ishikawa Diagram or cause-and-effect diagram, tackles this complexity head-on. It visually maps out all potential contributors to a problem under categories such as people, processes, policies, and external factors.
Imagine you’re facing chronic staff burnout. The Fishbone Diagram allows your team to visually lay out every possible contributing factor—heavy caseloads, confusing procedures, poor communication, limited vacation time, volunteer shortages—grouped under logical headings. This visual tool makes it easier to spot connections and ensure nothing is overlooked.
Why These Methods Work Together
The real magic happens when the Fishbone Diagram and the “Five Whys” are combined. First, use the Fishbone Diagram in a team setting—either in-person or over Zoom—to collect every suspected cause. Then, apply the “Five Whys” to each major branch. This process forces your group not just to catalog issues, but to interrogate them systematically until you reach the core.
For executive directors with modest staffs, this pairing ensures you address root causes, not just surface issues. It provides structure without complexity and can be completed in a one-hour staff meeting, a board retreat, or even asynchronously via shared online documents.
Practical Advice for Implementation
Start with a single, well-defined problem. Gather your team—even if that’s just two or three people. Draw a Fishbone Diagram on a whiteboard or digital platform, labeling the main “bones” with categories relevant to your situation. Populate branches with every conceivable factor. Next, pick the most likely contributors and run them through the “Five Whys.” Insist on evidence over speculation, but allow honest conversation. Document each step and review whether the identified root causes are actionable.
Encourage regular use. Make the process a staple of quarterly reviews or crisis meetings. Empower junior staff to lead sessions—these methods don’t require advanced analytics skills, just curiosity and commitment.
The Takeaway for Nonprofit Leaders
The “Five Whys” and Fishbone Diagram don't require costly consultants, specialized training, or extra hours your team doesn’t have. What they do require is disciplined, inquisitive thinking and a willingness to dig past the obvious. Used together, they transform root cause analysis from an abstract concept into a practical, collaborative tool, helping your organization fix problems for good, even on a shoestring budget.
Root cause analysis doesn’t just solve today’s issue—it fortifies your nonprofit against tomorrow’s challenges, making sure your limited resources drive maximum impact.