You may find yourself knee-deep in a project before you take a step back and think about the real goals and what you are really trying to achieve. But by framing your work in terms of the basics of project management, you may find a clearer path to success.
In this post, you will learn:
What are the 5 Ws?
Examples of the 5 Ws in project management
This is a quick reminder of the basics of project management and to ask the right questions when starting a new project.
When things get complicated in your project, it’s time to go back to the basics. With all the methods, practices, principles, tools, and techniques available to project managers, it’s easy to lose sight of the underlying principles of project management.
What are the 5 Ws?
The Five Ws, also known as the Five Ws and one H or the Six Ws, are basic questions that form the foundation of information gathering. These are Who, What, When, Where, and Why. They are used in many fields, such as journalism, research, and police investigations, to get a complete understanding of a topic.
According to the Five Ws principle, a report or narrative is only complete if it answers these basic questions, each starting with an interrogative word:
Who?—This question identifies the people or groups involved in the situation or event.
What?—This question clarifies the events or actions.
When?—This question sets the timeline and gives context to the events.
Where?—This question identifies the location of the events.
Why?—This question gets to the reasons or motivations behind the events and the underlying causes.
Some authors add a sixth question, How, which can be answered through the other questions:
How?—This question gets into the process or method of how it happened.
Factual Answers
Each of these questions should have a factual answer—information that makes a report complete. None of these questions can be answered with a simple yes or no. They require detailed answers that give context and depth to the story.
Teaching Inquiry Skills
The Five Ws is a type of inquiry that is taught to kids when they are about to start a writing assignment. This basic approach makes kids think critically and ask questions about the topic they are researching.
We must do the same when we want to learn new things or gather information. By using the Five Ws, we can ensure that our inquiries are thorough and that we get the whole story.
5 Ws in Project Management
When starting any project, we should consider the 5 Ws—Why, What, Who, When, and Where—to get clarity and alignment among all stakeholders. Here’s how each question applies to project management:
Why?
The Why question is basic but often ignored. Ask yourself, “Why are we doing this project?” Knowing the reason for the project will help you identify the drivers and benefits it will deliver.
For instance, if a company is launching a new software tool, the “why” might be to improve operational efficiency, reduce costs, or enhance customer satisfaction. By investigating this question, project managers can ensure that the project aligns with the company’s goals and delivers value to customers and stakeholders.
In my experience, projects without a clear “why” often struggle to gain traction and buy-in. Getting stakeholders involved in the discussion about the project’s purpose can create ownership and commitment and ultimately lead to success.
What?
The “what” question is used to define the project scope and gather requirements. It asks, “What do we need to do?” For example, in the same software tool project, the “what” could be to identify specific features, functionalities, and deliverables the tool must have. This gives clarity and sets expectations so that everyone involved knows what the project is about.
I find that defining the “what” upfront can prevent scope creep later in the project. When everyone knows what is included (and what is not), it’s easier to manage changes and stay focused.
Who?
The Who question identifies the people involved in the project. We need to know who our stakeholders, team members, customers, and sponsors are.
For example, in a marketing campaign project, the “who” might include the marketing team, external agencies, the target audience, and senior management who will sponsor the initiative. Knowing the roles and responsibilities of each person involved is key to collaboration and communication.
I believe mapping out stakeholders early in the project can make a big difference in engagement and support. When stakeholders feel included and informed, they will contribute more positively to the project’s success.
When?
The “when” question concerns the project timeline. We need to know when the project will be finished, but this question should be asked after we have clarified the why, what, and who.
For example, if the project involves launching a new product, the timeline should consider key milestones like market research, product development, testing, and the launch date. Having a timeline provides clarity and ensures everyone is aligned with deadlines.
In my experience, setting realistic timelines based on proper planning can avoid unnecessary stress and last-minute rushes. We must build in buffer time for unexpected issues that may arise.
Where?
The “Where” question concerns the location of the project execution and delivery. In today’s global and distributed world, this question can be more complicated than it seems.
For example, if the project has a remote team, the “where” might be the virtual platforms used for collaboration and the geographical locations of the team members. We must also consider where the final deliverables will be implemented or delivered.
I found that defining the “where” early on can simplify communication and logistics. Knowing the project’s physical or virtual environment can lead to better planning and resource allocation.
5 Ws FAQs
Why are the 5 Ws important?
The 5 Ws are important because they provide the foundation of any project. By answering the who, what, when, where, and why questions, you get a clear understanding of the tasks and objectives ahead. This clarity allows you to know the steps to take to deliver the project successfully.
For example, understanding why a project is being done can reveal the underlying business needs or strategic goals the project is trying to address. This aligns the project with the organizational objectives and motivates the team, as they can see the bigger picture and the impact of their work.
With all the basic information at your disposal, you can make informed decisions, allocate resources effectively, and ensure everyone is aligned with the project goals. Having a defined framework helps manage stakeholder expectations as it provides a basis for communication and reporting throughout the project lifecycle.
What is the 5W1H?
The 5W1H approach adds a sixth question to the traditional 5 Ws: How? This question is often the most critical to the entire project management process and should not be ignored. In comparison, the 5 Ws provide the context and details of the project. The “How” is about the execution aspects: deliverables, budget, timelines, challenges, and methodologies.
Knowing the “how” allows project managers to develop actionable plans and strategies to achieve the project objectives. For example, knowing how the project will be executed can mean determining the tools and technologies to be used, the processes to be followed, and the roles and responsibilities of the team members. This overall understanding is key to proper planning and execution.
Who Asks the ‘Who, What, When, Where, Why and How’ Questions?
The responsibility to ask the 5 Ws and 1 H questions usually falls to the Project Manager. The Project Manager is the central figure in gathering information and making sure all the details are considered. This may mean asking several specific questions under each category to get comprehensive answers from the team members and stakeholders.
Other team members may provide input and information, but the Project Manager should lead the inquiry process and share the gathered information with all the stakeholders. This leadership is key to creating an environment where everyone feels empowered to contribute their knowledge and expertise.
How do the 5 Ws Help Project Outcomes?
By systematically asking the 5 Ws, project teams can better understand the project scope and objectives. This structured approach promotes better communication, collaboration, and alignment among team members. When everyone is on the same page about the project goals and requirements, it reduces the chances of miscommunication and misaligned efforts.
The 5 Ws can be a checklist throughout the project lifecycle. Revisiting these questions regularly can help the team stay focused and adapt to any changes or challenges that arise. For example, if a project is delayed, revisiting the when question can help reevaluate the timelines and adjust the plans accordingly.
Ultimately, this clarity will lead to better project outcomes, more efficiency, and higher stakeholder satisfaction. When stakeholders are informed and engaged, they will support the project and contribute positively to its success.
Can the 5 Ws be Used in Other Areas Beyond Project Management?
Yes! The 5 Ws framework is versatile and can be used in many other areas beyond project management. It is used in journalism, research, education, and problem-solving scenarios. By asking these basic questions, individuals and teams can gain a deeper understanding of any situation, identify the key issues, and develop strategies to address the challenges.
For example, in journalism, reporters use the 5 Ws to ensure they cover all the important aspects of a story and provide readers with the complete picture. In research, scholars may use the 5 Ws to frame their questions and ensure they cover all the dimensions of their study.
In education, teachers can encourage students to use the 5 Ws as a tool for critical thinking and analysis so they can formulate well-rounded arguments and understand complex topics. This versatility makes the 5 Ws a valuable tool across many disciplines and industries.