Describe without blaming
Write the gap between expectation and reality: “Approval takes two extra days for three out of five requests” is clearer than “The team is disorganised.” Ask where the delay appears, what information you have and what you do not know. Do not turn the first explanation into a fact.
Investigate a possible cause
Ask “why?” more than once, but treat the answers as hypotheses to verify. The issue may be missing information, a decision or timing rather than the person visible at the last step. The five-whys practice helps organise questions; it does not automatically reveal the truth.
Test and review
Choose a change you can assess on a small scale, such as adding one question to a request form. Decide when to review its effect and when to undo it. For comparing options, continue to decision-making. For daily priorities, read time management.
Practices linked to this guide
Frequently asked questions
Is there one set of steps for every problem?
Do five “whys” always reveal the root cause?
Apply the questions to a recurring issue