How to do Root Cause Analysis?

Are you faced with persistent problems or incidents in your organisation? Do you find yourself repeatedly failing to understand the underlying causes? If so, it’s time to know How to do Root Cause Analysis (RCA). 

RCA is a powerful methodology that enables you to delve deep into the core reasons behind issues, allowing you to develop effective solutions and prevent future occurrences. However, unawareness about How to do Root Cause Analysis can hamper an organisation’s efficiency and reputation.  

If you want to achieve a competitive edge in the market, it’s time to learn how to effectively implement this methodology effectively. Read this blog to learn about How to do Root Cause Analysis. Explore the step-by-step description and learn how RCA can benefit your organisation. 

Table of Contents 

1) How to Perform Root Cause Analysis?  

2) The 3 Rs of Performing Root Cause Analysis

3) Popular Root Cause Analysis Methods

4) Tips for Performing Effective Root Cause Analysis

5) Conclusion

How to Perform Root Cause Analysis? 

RCA follows a systematic approach that identifies the underlying causes of problems or incidents. By understanding this approach, organisations can implement effective solutions and prevent issues from recurring. So, let’s understand How to do Root Cause Analysis through the following step-by-step guide:

Step 1: Define the Problem 

The first step in performing RCA involves clearly defining the problem or incident that requires analysis. Organisations should take time to understand the nature and scope of the problem. A well-defined problem statement helps ensure that the analysis remains focused and targeted.

Step 2: Gather Data 

The next step in Root Cause Analysis is collecting relevant data and information related to the problem. This may involve the following: 

a) Reviewing incident reports 

b) Examining documentation 

c) Conducting interviews 

d) Gathering other sources of information 

The data collected should be comprehensive and accurate to provide a solid foundation for the analysis. 

Step 3: Identify Possible Causes 

Step 3 involves extensive brainstorming sessions. Here, the team engages in the following activities: 

a) Identifying potential causes that may contribute to the problem 

b) Engaging a diverse group of individuals with different perspectives 

c) Utilising techniques such as the "5 Whys" method or "Cause and Effect" analysis to dig deeper into the underlying factors and connections. 

Step 4: Analyse Causes 

Once you have identified the potential causes, it’s time to analyse each one in detail. This step involves evaluating the probability, impact, and relevance of each cause of the problem. The team also engages in prioritises the causes based on their significance and likelihood of contributing to the issue. 

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Step 5: Determine the Root Cause 

After analysing the causes, pinpoint the root cause — the fundamental reason behind the problem. The root cause is the factor that, when addressed, will prevent the problem from recurring. It involves utilising Root Cause Analysis Tools like the "Ishikawa diagram" or "Pareto analysis" to aid in the identification of the root cause. 

Step 6: Develop Solutions 

Once the root cause is identified, the next step in Root Cause Analysis is to develop appropriate solutions to address it effectively. Here, the team brainstorm potential solutions that directly target the root cause. They also consider feasibility, cost-effectiveness, and potential impact in selecting the most suitable solution(s) for implementation. 

Step 7: Implement Corrective Actions 

Implement the selected solutions and monitor their progress. It involves allocating necessary resources, communicating responsibilities and ensuring effective collaboration. Further, regularly assessing the progress and adjusting the solutions can prevent their recurrences. 

Step 8: Monitor and Evaluate 

Monitoring effectiveness and evaluating the outcomes becomes the last step in implementing RCA. Here, the teams measure Key Performance Indicators (KPIs) and gather stakeholder feedback. If the results are satisfactory, consider the problem resolved. If not, refine the solutions and iterate the process as required. 

By following this step-by-step guide, organisations can effectively perform RCA, enabling them to understand the underlying causes of problems and implement solutions that prevent their recurrence. 

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The 3 Rs of Performing Root Cause Analysis

Root Cause Analysis (RCA) can be distilled into three key steps. Let's take a look at them:

a) Recognise: Begin by pinpointing the issue with a clear problem statement to guide a thorough investigation into its underlying cause.

b) Rectify: After identifying the root cause, implement solutions to prevent recurrence. A repeated issue may indicate only superficial symptoms were addressed.

c) Replicate: Testing the resolution involves replicating the problem or the conditions for a successful outcome to confirm the root cause has been effectively addressed. 

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Popular Root Cause Analysis Methods

There are many methods for conducting RCA, but some of the most popular ones are:
 

Fishbone Diagram

This Root Cause Analysis Fishbone method uses a visual diagram that resembles a fishbone to identify and categorise the possible causes of a problem. The head of the fish represents the problem, and the bones represent the main categories of causes, such as people, processes, equipment, environment, etc. Each category can be further divided into subcategories and specific causes. This method helps to organise and analyse the information and find the root cause. 

Pareto Chart

This method uses bar and line graphs to show the frequency and impact of different problem causes. The bars represent the number or percentage of occurrences of each cause, and the line represents the cumulative percentage of the total occurrences.

The causes are arranged in descending order of frequency, from left to right. This method helps to identify the most significant causes of a problem and prioritise them according to the Pareto principle, which states that 80% of the effects come from 20% of the causes.

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The 5 Whys

This method uses a series of questions to drill down to the root cause of a problem. The process starts with asking “Why?” to the problem statement and then asking “Why?” again to the answer until the root cause is reached. Usually, five questions are enough to find the root cause, but more or less may be needed depending on the situation. This method helps to explore the causal relationships and avoid jumping to conclusions. 

Failure Mode and Effects Analysis (FMEA)

This proactive approach identifies and evaluates potential failures and their effects on a product, process, or system. The process involves listing the possible failure modes, their causes, and their impact and rating them according to their severity, occurrence, and detection.

The ratings are multiplied to obtain a Risk Priority Number (RPN) for each failure mode. The failure modes with the highest RPNs are then targeted for improvement actions. This method helps to prevent or reduce the risk of failures and improve quality and reliability.

Tips for Performing Effective Root Cause Analysis

Some tips for performing practical Root Cause Analysis are:

a) Involve a team of people with different perspectives and expertise to identify and analyse the possible causes of a problem. 

b) Use a structured and systematic approach, such as the Fishbone Diagram, the Pareto chart, the five whys, or the FMEA, to organise and visualise the information and find the root cause. 

c) Focus on the facts and evidence, not on opinions or blame. Ask how and why something happened, not who was responsible. 

d) Prioritise the most significant and frequent causes of a problem and address them with specific and actionable solutions. Use the Pareto principle to guide your decision-making. 

Monitor and evaluate the effectiveness of your solutions and make adjustments as needed. Seek feedback and data to measure the impact of your actions. Explore the advantages and disadvantages of root cause analysis for deeper insights into problem-solving strategies. 

Conclusion 

Learning How to do Root Cause Analysis empowers organisations to tackle problems, enhance decision-making effectively, and drive continuous improvement. By following a systematic approach to identifying the underlying causes of issues, RCA provides a solid foundation for problem resolution and prevention. 

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