Step 2: Analyze
Identify root causes of the problem using structured analysis tools.
With a clear problem statement in hand, Step 2 digs into why the problem exists. Root cause analysis uses structured tools — the Fishbone Diagram, 5-Why Analysis, Force Field Analysis, and Check Sheets — to move past surface symptoms and uncover the real drivers. Teams that skip this step waste time solving the wrong thing. Teams that do it well solve problems that stay solved.
Key Questions This Step Answers
- Are we looking at root causes or just surface symptoms?
- Have we involved the people closest to the work — the ones who see the problem daily?
- Can we validate our suspected causes with data before jumping to solutions?
- Are there systemic patterns, or is this a one-time event?
Guiding Questions
- What are the major categories of causes?
- What are the contributing factors in each category?
- Why does this happen? (ask "why" 5 times)
- What forces are driving change vs. restraining change?
Tools Used in This Step
Fishbone Diagram
Cause-and-effect analysis using the 6M framework: Man (People), Machine (Equipment), Method (Process), Material (Inputs), Measurement (Metrics), Mother Nature (Environment)
Required5 Why Analysis
Drill down to root cause by asking "why" iteratively
Force Field Analysis
Map driving forces vs. restraining forces for change
Check Sheet
Structured tally sheet to collect and quantify data by category over time periods
Pareto Analysis
Rank causes by frequency or impact to identify the vital few (80/20 rule)
Tips
- •Use the fishbone (Ishikawa) diagram first to map broad cause categories
- •Apply the 5-Why technique on the top 2-3 root causes from the fishbone
- •Rate force field forces on a 1-5 scale to prioritize which to address
- •Challenge assumptions — ask "How do we know this is true?" for each cause
Best Practices
- ✓Involve people closest to the work — frontline staff often see causes leadership misses
- ✓Use the 6M categories for fishbone: Man, Machine, Method, Material, Measurement, Mother Nature
- ✓Stop asking "why" when you reach a cause the team can act on
- ✓Distinguish between symptoms and root causes — symptoms recur if only symptoms are treated
- ✓Validate suspected root causes with data before moving to solutions
Facilitation Guide
Run a 90-minute root cause workshop. Begin by reviewing the problem statement from Step 1 (5 min). Draw the fishbone skeleton on a whiteboard and have each person write causes on sticky notes in silence (15 min). Place and cluster notes on the fishbone, discussing as a group (25 min). Vote on the top 3 root causes using dot voting (10 min). Run 5-Why drills on the top 3 causes (25 min). Summarize findings and validate with available data (10 min).
Completion Criteria
Before moving to the next step, ensure these criteria are met:
- At least one root cause analysis tool has been completed
- Root causes are clearly identified and documented
- Team has reviewed and validated the analysis
Read more in The Never-Ending Quest
Chapter 5 of the PIPS book covers Step 2 in depth — with real-world case studies, facilitator notes, and common pitfalls.
Browse Chapters