Tool 12/30 - 5W1H

 The objectives of this short ten minute exercise -

1. To learn a tool that will be helpful in work life 
2. To apply the learning within a few minutes of learning
3. To use this as a morning ritual to start a great day 

Step 1 - the warm up

Keep your journal and pen at hand

Sit in a relaxed position with an intent to go into a ‘flow state’ to learn something new

Take three deep, powerful breaths to lock in your focus and start the next step

Step 2 - the learning

About 5W1H

5W1H (Who, What, Where, When, Why, How) is a problem-solving and analysis tool used to gather comprehensive information and identify root causes. Popularized by journalist Rudyard Kipling’s poem, The Elephant's Child (1902) and later adopted in business by Toyota during the mid-20th century, it’s essential for structured thinking in quality and project management.

Situations (examples) where this tool can be best used

• Improving customer service
• Investigating a decline in sales
• Streamlining operations

The top three mental muscles (competencies) developed by practicing this tool

• Problem-Solving - Addressing challenges thoughtfully and decisively
• Critical Thinking - Analyzing information and evaluating evidence
• Communication Skills - Conveying ideas effectively and listening to others

A corporate story to understand the usage of this tool

Mark Zuckerberg (Facebook) story - Redefining Social Networking and the Metaverse

Who: Mark Zuckerberg, the visionary behind Meta (formerly Facebook), redefined the digital landscape by connecting billions globally. His recent focus is on the metaverse, a virtual reality (VR) universe that promises immersive social and economic experiences.

What: Zuckerberg envisioned the metaverse as the next evolution of social interaction. It integrates technologies like VR, augmented reality (AR), and artificial intelligence (AI) to create a seamless virtual world where users can work, socialize, and play.

When: Meta’s transition began in 2021 with a bold rebranding from Facebook to Meta, signaling a long-term commitment to developing the metaverse over the next decade.

Where: The metaverse spans global digital spaces, accessible through Meta’s VR headsets (Oculus) and AR devices, creating a boundaryless platform for users worldwide.

Why: Zuckerberg identified limitations in traditional social networking and saw an opportunity to pioneer a new era of digital interaction, driven by advancements in technology and changing user expectations.

How: Meta invests heavily in R&D, partnerships, and infrastructure, including Reality Labs, to innovate metaverse technologies. Collaboration with developers and businesses accelerates adoption, ensuring scalability and inclusivity.

Conclusion: Using the 5W1H framework, Zuckerberg’s strategic approach underscores Meta’s mission to redefine human connectivity through the metaverse.

A story from the World Wars

My personal story

The context - I was once assisting Ranjan, our Chief Business Officer, to set up a management review system for our company. Ranjan was clear in his mind as to how the system would work. Ranjan was busy so he gave me the tasks in one or even half a sentence.

One day I had to make him sit with me for an hour so that I could get clarity from him. 5W1H helped me get clarity. These were my questions to him. 

What - What are the objectives of the Review system?

Who - Which Business Heads to present, in what order? Who should attend?

Where - Where will the presentations take place? Duration allocated to each presenter?

When - Frequency of the meetings?

How - Which data should be presented? How? Do we create a standard template?

Why - Why are we doing the whole thing?

Dear Ranjan Majamdar, you are no more in this world. I feel the loss even today.

Step 3 - the reflection

Sit back, go down memory lane, think of various events in your work life where you could have used this learning.

If nothing comes to mind, think of a situation that would help you answer any one of these interview questions.

1. “How do you set and achieve your goals?” - Use 5W1H to share your goal-setting strategy
2. “Can you walk us through a time you handled a crisis or unexpected situation?” - Explain Who was impacted, What the crisis was, When it occurred, Where it happened, Why it was critical to address, and How you managed to resolve it successfully
3. “Can you give an example of a time you had to make a difficult decision?” - Use 5W1H to outline the decision-making process so that you won’t miss out some key details e.g. Who was involved or affected by the decision? What was the decision that needed to be made? When did the decision need to be made? Where did the situation take place? Why was the decision difficult, and what factors were at play? How did you make the decision, and what steps did you take to ensure it was the right one?

Step 4 - the practice

Apply your learning to the situation you selected above.

• Who
• What
• When
• Where
• Why
• How

Step 5 - the victory lap

Celebrate your achievement for a minute. Maybe a quick victory lap doing some energizing exercise?

**

To those who felt, “Some management tools emphasize long-term planning, which doesn’t align with those focused only on short-term wins.” - Do you feel that the last ten minutes were worth the effort?

I must tell you that some inspirational companies have institutionalised this tool (Toyota, Google, Amazon, Apple, Procter & Gamble) 

This exercise is not only about management tools. It’s about building a neural pathway. And it’s about my mantra for creating small daily acts of feeling successful and happy. 

Don’t forget to carry this image 👇 in your mind. There could be a great situation where you may want to use the tool. Keep a log of all such situations. This practice will help you when you want to train someone.

My congratulations for your first dose of the day of success and happiness. Have a great day ahead.