Root cause analysis worksheet

A free, printable companion to How to do a root cause analysis. It takes you through the eight steps, with a five whys table and a six-area check, and space to write as you go. No sign-up needed.

Print a fresh copy for each problem you investigate.

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What went wrong
Date found
Investigated by
Date of this worksheet

Step 1. Make it safe to tell the truth

  • Told everyone this is not a witch hunt, and nobody is going to get into trouble
  • The owner has said it too, in front of the team
  • Explained that we are looking for what in the way we work let this happen, so we can fix it together

Step 2. Deal with the immediate problem

What did you do straight away to protect the customer, and when?

Step 3. Gather the facts

Who did you talk to? Start with the person who was there, and include someone who does the job every day.
What evidence did you check? For example: records, emails, photos, video or CCTV footage, and the procedure for the job.
What do the facts show? Write facts, not opinions.

Step 4. Ask why until you reach the process

Start with the problem and ask why it happened. Then ask why that happened. Five is a guide, not a rule: stop when you reach something in the way the work is set up that you can change, and back each answer with evidence.

Why? Because... Evidence
Why 1
Why 2
Why 3
Why 4
Why 5

Step 5. Check the usual suspects

Problems often have more than one cause. Run through these six areas and note anything that played a part.

Area What to ask Did it play a part?
People Training, experience, workload. Did they know how, and did they have time?
Method The procedure or the way the job is done. Is there one, and is it right?
Materials Supplies, parts and information coming in. Was something wrong before it reached you?
Equipment Tools, machines and software. Did anything fail, or make the mistake easy?
Surroundings The workspace, time pressure, interruptions. Was it a busy day?
Measurement Checks, gauges, how you know it is right. Would anyone have spotted it?
The root cause, in one or two sentences

Step 6. Fix the process

What will you change so the problem is far less likely to happen again? Give every action one owner and a due date.

Action Owner Due date Done (date)

Step 7. Check it worked

How and when will you check?
What did you find?
  • If the problem has come back, reopen this investigation and look again at the cause.

Step 8. Share what you learned

  • Told the people who need to know
  • Updated the procedure for the job
  • Updated the training
  • Updated your list of risks
  • Anything else: ____________________

Want a proper written record? Our Root Cause Analysis Template gives you the full investigation and corrective action plan, with a worked example to copy.