Getting to the Heart of the Problem: Why and How to Conduct a Root Cause Analysis

When a project falters, a service falls short, or outcomes consistently miss the mark, the temptation is to apply a quick fix. But surface-level solutions often lead to recurring issues—draining time, money, and morale. That’s where Root Cause Analysis (RCA) comes in.

As an independent researcher and evaluator, I help organizations dig beneath symptoms to uncover the true source of persistent challenges. Understanding the why behind the what is not just diagnostic—it’s transformative.

What Is Root Cause Analysis?

Root Cause Analysis is a structured, methodical process used to identify the underlying causes of problems or failures, rather than just addressing their symptoms. RCA aims to eliminate the root causes of problems to prevent recurrence, not to merely treat the symptoms.

In program evaluation, strategy, and operations, RCA helps clarify:

• Why issues are happening (beyond immediate triggers)

• What systemic or process-level changes are needed

• How to prevent problems from repeating

Root Cause Analysis isn’t just for engineering or manufacturing. It’s increasingly used in education, healthcare, nonprofit management, and public administration to solve complex, multi-layered issues.

Common Methods for Root Cause Analysis

RCA is not a single tool, but a toolbox. The right approach depends on the complexity of the problem and the context. Here are several widely used RCA methods:

1. The “5 Whys” Technique

Simple but powerful, this method involves asking “why?” repeatedly (usually five times) until the underlying cause of a problem is revealed. It’s ideal for addressing straightforward or moderately complex issues.

Example: Problem: Student engagement is low in an afterschool program.

1. Why? Because attendance is low.

2. Why? Because students don’t find the content relevant.

3. Why? Because activities weren’t co-designed with youth input… and so on.

2. Fishbone Diagram

This visual tool categorizes potential causes into themes like people, process, environment, and equipment. It’s useful for brainstorming and organizing causes of a single effect.

3. Failure Mode and Effects Analysis (FMEA)

Used in high-stakes industries like healthcare or aviation, FMEA identifies where and how a system might fail and analyzes the consequences of those failures. It prioritizes risks and informs corrective action.

4. Pareto Analysis

Based on the 80/20 rule, this method helps you identify the "vital few" causes that contribute to the majority of problems. It’s great for prioritizing which root causes to address first.

5. Process Mapping

Process maps lay out a sequence of steps to identify where breakdowns occur. This method helps teams visualize bottlenecks and decision points where errors are likely to emerge.

When to Use Root Cause Analysis

Root Cause Analysis is especially helpful when:

• A problem keeps recurring despite attempted fixes

• There are unintended or negative outcomes from a program or policy

• A high-stakes failure needs investigation

• You're developing continuous improvement plans

Importantly, RCA works best when it’s participatory. Involving staff, stakeholders, and even clients in identifying and validating root causes leads to more accurate diagnoses and more sustainable solutions.

Let’s Dig Deeper—Together

If you're struggling with recurring problems, unclear failures, or the feeling that something just isn’t working, a Root Cause Analysis can illuminate the path forward. I specialize in helping organizations translate c

omplexity into clarity—and action.

Contact me today to schedule a free consultation. Together, we’ll move beyond band-aids to real solutions.