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You may recall learning in class the “5W-1H” approach to storytelling, where each story must address each of the following questions:

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

It turns out, this framework extends well beyond the classroom. It is great for problem solving, analysis, project management, marketing, and communication.

Communication Gaps

Miscommunication or lack of communication usually stems from a gap in this simple framework. Asking these questions helps to fill in that gap and strengthen communication.

Real Life Situations

Here are some real-life situations:

• The Infamous Group Email: “Please complete the project by Friday.”
• Spouse to Spouse: “You should just know what needs to be done around here and pitch in where needed.”
• Employee to Boss: “No, I didn’t finish that proposal. I was working on this contract.”
• Friend to Friend: “We need to get together.”
• Employee to Employee: “This is a dead-end job.”
• Parent to Child: “Go clean your room!”

Do You See the Gaps?

• The Infamous Group Email: “Please complete the project by Friday.”

The Problem:

The problem here is that no one knows WHO is leading the project. No one is accountable for making sure it gets done, so what inevitably happens is that everyone assumes someone else is doing it.

The Resolution:

Define the WHO. Define who is responsible for leading the project and who is responsible for each task. This gives your team members the gift of clarity. Bonus points if you base your WHO according to who has the strengths best suited to the task at hand.

• Spouse to Spouse: “You should just know what needs to be done around here and pitch in where needed.”

The Problem:

Most spouses sincerely do want to help, but they don’t always know WHAT help is needed. There is no list except the one that lives in the mind of the other person. And that person is assuming the other person just doesn’t want to help. It creates a vicious cycle that can erode the relationship.

The Resolution:

Define the WHAT. Write it down and go through the list of what it takes to run your household. This may be a shockingly big list. You will likely see that your spouse is doing more than you realize, and they will see the same for you. From there, it is just a matter of sharing the rest of the load based on strengths and availability, or determining that some things should be delegated to outside resources.

• Employee to Boss: “No, I didn’t finish that proposal. I was working on this contract.”

The Problem:

Employees are busy juggling priorities all the time. Ideas and initiatives come fast, but execution takes time. This is why defining WHEN is very important. If your employee knows when something is due, they can factor that into their prioritization. And, just for the record, “ASAP” is not a clear definition of WHEN.

The Resolution:

Define the WHEN. For every project, determine the deadline and key milestones with your team. And don’t forget to get feedback as to the reality of those deadlines. Aggressive deadlines can energize a team; but impossible deadlines can demoralize them.

• Friend to Friend: “We need to get together.”

The Problem:

You know, when it is this general, those get-togethers never happen. With indefinition long enough, the otherwise treasured friendship will wither from neglect.

The Resolution:

Define the WHEN and WHERE. Relationships matter, and generalities erode them. Give your friend and yourself the gift of intentionality and clarity. Decide when and where you will get together, and bonus points if you do it regularly. This is how you build connection.

• Employee to Employee: “This is a dead-end job.”

The Problem:

The leader has failed to show the employee why their work matters and how it serves others. If an employee is doing the same repetitive job hour after hour, and day after day, that job can become monotonous.

The Resolution:

Define the WHY. If that employee knows the contribution they are making to the company, and how important that job is that they are doing, that WHY will make every day purposeful and every detail important. Work is done in service to others. Be sure your team knows WHY their work matters from a bigger picture point of view.

• Parent to Child: “Go clean your room!”

The Problem:

In most cases, they haven’t been taught how. It feels like punishment.

The Resolution:

Define HOW. For a time, work alongside your child so they can see what “clean” means and how to achieve it. Then make a checklist and follow up with them. Celebrate a job well done. Knowing how to clean their room gives them clarity and helps them know what it means to complete a project. And that, by the way, is a very important life lesson.

The 5W-1H Action Plan

Think back over the problems you encountered the past week. Were any of them related to one of these questions?

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

If you see a pattern, for instance, where you tend to not define “when”, you can then put that into practice this week.

If you are not getting the results you want, think about your communications. Are any of these missing?

Do you define these facets for each project, so your team is crystal clear?

How is the morale of your team? Do they seem disconnected? This may indicate that you need to define “why” they are doing what they do and how important it is to the people you collectively serve.

So, yes, back to class, folks – and to the 5W-1H framework. What you do each day tells a story and creates a legacy. Define it well. Make answering the 5Ws and 1H a daily habit.

For valuable resources on Leadership Strengths and Tools, click here.

Deb Ingino is a highly sought-after executive coach, mentor, consultant, and speaker worldwide. Deb is well versed in business operations and in the importance of asking key questions most business leaders won’t ask themselves. She brings deep experience in leadership development, strategy, high performance team building and effective communication. She has a passion for leading people to discover and maximize their strengths as well as those of fellow team members, while offering advanced strategies to achieve high performance. Deb is the perfect fit if you’re ready to take your leadership and impact to the next level!