5W2H action plan: a free template with a ready-made example.
Seven questions that turn a meeting decision into action with an owner, deadline, and cost. Download the filled-in spreadsheet or build the plan directly in Tasskee.
Example: reduce delays in order delivery
Download it as a spreadsheet (opens in Excel and Google Sheets) or build it right in Tasskee, with deadlines, assignees and notifications.
| What | Why | Where | When | Who | How | How much |
|---|---|---|---|---|---|---|
| Map the order picking process | Find out at which step the delay happens | Distribution center | 06/10 a 10/10 | Juliana (operations) | Observe 3 shifts and time each step | R$ 0 (internal team) |
| Set a maximum time limit per step | Have a clear goal for each department | Operations meeting | 13/10 | Rafael (manager) | Use the measured times and set the limit for each step | R$ 0 |
| Train the team on the new workflow | Make sure everyone follows the same process | Training room | 20/10 a 24/10 | Juliana (operations) | Two 2-hour sessions, with the workflow printed out | R$ 400 (materials and snacks) |
| Install a barcode scanner at shipping | Eliminate manual checking, which causes rework | Shipping | by 10/31 | Lucas (IT) | Buy 2 scanners and integrate them with the order system | R$ 1.800 |
| Track delivery time for 4 weeks | Measure whether the actions fixed the delay | Metrics dashboard | 03/11 a 28/11 | Rafael (manager) | Weekly review of the percentage of orders delivered on time | R$ 0 |
What 5W2H is
5W2H is an action plan in table form. Each row is an action, and each column answers a question: what will be done, why, where, when, who is responsible, how it will be done and how much it will cost. The name comes from the initials of the questions: What, Why, Where, When, Who, How and How much.
The strength of the tool is its simplicity. A meeting decision like "we need to improve delivery" becomes five concrete actions, each with an owner and a date. Nobody leaves the room thinking someone else will take care of it.
How to fill it in, column by column
| Question | What to write | Common mistake |
|---|---|---|
| What | A verb and a result: "install a barcode scanner in shipping" | Writing a topic ("logistics") instead of an action |
| Why | The problem the action solves or the expected result | Repeating the "what" in other words |
| Where | The place, department, system or channel | Leaving it blank when it seems obvious |
| When | A date or a range with an end | "As soon as possible" — which in practice means never |
| Who | One person, by name | Putting down a whole department ("sales") |
| How | The method or the main steps | Going into too much detail and turning the row into a manual |
| How much | The estimated cost, even if it's zero | Forgetting the cost of team hours on big actions |
Step by step to build yours
- Start with the problem. Write in one sentence what needs to change and how you'll know it changed (for example: "90% of orders delivered on time").
- List the actions. Without judging yet: everything that could attack the cause of the problem.
- Cut and order. Keep the actions that have the most effect and fit the deadline. Five to ten rows are usually enough.
- Answer the seven questions for each one. If a column has no answer, the action isn't ready to go into the plan yet.
- Agree on follow-up. Define who reviews the plan and how often — weekly is the most common.
When 5W2H isn't enough
5W2H is great for actions that are independent of each other. When one step can only start after another finishes, the table doesn't show the knock-on effect of a delay. In that case, combine the plan with a project schedule or a Gantt chart, which links one task to another.
And when several people take part in each action, it's worth completing it with a RACI matrix, which separates who executes, who approves, who is consulted and who only needs to be informed.
The problem with 5W2H in a spreadsheet
The spreadsheet is ready in the meeting and forgotten the following week. In Tasskee, each row becomes a task with an assignee, a due date and an automatic reminder before it expires.
See the automationsHow to use 5W2H in Tasskee
- Create a project for the action plan (or use one that already exists).
- Each row becomes a task: the "what" is the title, the "why," the "where" and the "how" go in the description, the "who" is the assignee and the "when" is the due date.
- If the plan has a cost, record the "how much" in a custom currency field, so it's visible on each task.
- Turn on the "reminder one day before the due date" automation and the "task stalled for 5 days" one: the plan starts holding itself accountable.
- Follow along on the Kanban board in the weekly meeting: what moved, what got stuck, what's late.
Want to go beyond the template? Read the complete 5W2H guide, with examples for operations, marketing, HR and quality.
Frequently asked questions
5W2H FAQ
What does 5W2H mean?
They're the initials of seven questions: What, Why, Where, When, Who, How, and How much. Answered for each action, they remove the ambiguity from a plan.
What's the difference between 5W2H and 5W1H?
5W1H doesn't have the "how much does it cost" question. It describes an action; 5W2H adds the cost, which makes it more useful when the plan needs budget approval.
When should you use 5W2H?
Whenever a meeting ends with "let's do such-and-such": an improvement action plan, a response to a nonconformity, the launch of a small project, or dividing up responsibilities after a problem. For large projects with dependencies between steps, combine it with a schedule.
Does the template work in Google Sheets?
It works. The download is a CSV spreadsheet that opens directly in Excel and can be imported into Google Sheets (File > Import).
How do you track 5W2H once it's done?
In a spreadsheet, someone has to remember to chase each line. In Tasskee, each line becomes a task with an assignee, due date, and automatic reminder, and you see on the board what's done and what's late.
Continue from here
Go further
RACI matrix
Who does it, approves it, is consulted, and is informed, with a website project example.
ViewProject schedule
Stages, deadlines, assignees, and dependencies, with a system implementation example.
ViewWhat is 5W2H
The seven questions of an action plan, with an annotated example and the link to PDCA.
ViewKanban board
Drag the task to another column and the whole team sees the progress.
ViewAutomations
"When → If → Then" rules that assign, notify and create recurring tasks — and explain why they acted.
ViewTurn 5W2H into tasks that hold themselves accountable.
Each line of the plan becomes a task with an owner, due date, and a warning before it's due. Try Tasskee free, no credit card.
15 days with everything unlocked
No credit card
Support in Portuguese