Business Analyst and Root Cause Analysis

Root Cause Analysis (RCA) is a structured problem-solving technique that is used to address the root cause of a problem rather than only solving its symptoms. RCA helps in resolving issues from their origin so that the problem does not recur in the future. In simple words, RCA is the process of identifying, analysing, and eliminating the fundamental cause of a problem to prevent it from happening again. It focuses on long-term solutions rather than temporary fixes and ensures that organisations improve continuously. A Business Analyst frequently encounters defects, process failures, stakeholder complaints, and performance issues in day-to-day work. Root Cause Analysis helps the Business Analyst identify the actual problem instead of making assumptions. It improves processes and efficiency, supports better decision-making, and helps reduce risks, costs, and rework. By understanding the root cause, the BA can recommend sustainable solutions that add long-term value to the project and the organisation. The steps in Root Cause Analysis include identifying the problem, collecting data related to the problem, analysing the data, identifying possible causes, verifying the root cause, implementing corrective actions, and monitoring the results. This is not the end of the cycle; it continues every time a new problem occurs. RCA is therefore not a one-time activity but a continuous improvement approach that helps organisations learn from issues and prevent recurrence. There are several techniques used to perform Root Cause Analysis. Some of them include the Pareto chart rule, the Five Whys technique, PCMA, FMEA, and the Fishbone diagram. The Pareto technique works on the Pareto Principle (80/20 rule). It helps identify the few causes that contribute to most of the problems. It prioritises issues based on their impact so that teams focus on fixing the most critical ones first. It is represented as a combination of a bar chart and a line graph. On the Y-axis, we represent the number of occurrences and the cumulative percentage frequency, while on the X-axis, we arrange the issues in descending order of importance. By analysing this chart, teams can concentrate on the major contributors to the problem and resolve them effectively. FMEA is a technique used to predict, detect, and evaluate potential failures in a system, process, or product. It analyses processes and assesses the impact, severity, and likelihood of failures occurring. This method helps prevent issues before they arise by identifying high-risk areas in advance. In this approach, we analyse the entire process and determine severity, occurrence, and detection ratings. These values are multiplied to obtain a risk priority value. The higher the value, the more severe the problem is considered. Based on this, teams prioritise actions and implement preventive measures. The Five Whys principle is used to identify the root cause by repeatedly asking “Why?” The main purpose of this technique is to find the specific cause behind a problem rather than just addressing its symptoms. In this process, each “Why” is based on the answer to the previous one. By continuously asking questions, we gradually reach the underlying cause and arrive at a logical conclusion. It is simple, effective, and widely used in business and process analysis. The Fishbone technique is another important RCA method that uses a diagrammatic representation. The diagram resembles the structure of a fish. At the head of the fish, the problem statement is written. Along the spine, we list the possible causes of the problem. Each cause is further divided into subcategories representing different ways in which the problem might occur. This structured mapping helps teams visualise all possible contributing factors and analyse them systematically to identify the root cause. PDCA stands for Plan, Do, Check, Act. It is a cyclic and iterative technique used to analyse and improve processes continuously. In the planning stage, we identify the problem and decide the actions required. In the “Do” stage, we implement the changes. In the “Check” stage, we evaluate whether the changes have produced improvements. In the “Act” stage, we standardise the solution or make further improvements. This is not a one-time process; it continues even after improvements are achieved to ensure ongoing optimisation. These are some of the key methods through which Root Cause Analysis is performed. Each technique provides a structured way to understand problems and identify their underlying causes. RCA ultimately focuses on identifying and eliminating the root cause rather than treating symptoms. By doing so, organisations can prevent recurring issues, improve quality, enhance efficiency, and deliver better outcomes. In conclusion, Root Cause Analysis is an essential practice in business analysis and process improvement. It enables teams to move beyond surface-level fixes and develop long-term, sustainable solutions. By continuously applying RCA techniques, organisations can strengthen decision-making, reduce operational risks, and build more reliable systems and processes.