Root Cause Analysis Example: From Incident to Insight in 5 Steps

Scott Wiebold, RCFA Subject Matter Expert at International Paper, loves Root Cause Analysis. Drawing insights from his recent appearance on Reliability 4.0, we will walk through the 5 steps required for successful Root Cause Analysis. Scott’s real-world experience shows how a structured process can turn any incident into clear, actionable insights.

By the end, you’ll see exactly how RCA works in practice, why training is key to mastering the process, and how tools like EasyRCA can make the journey from incident to insight faster and more reliable.

What Is Root Cause Analysis?

Root Cause Analysis (RCA) is a systematic approach to identifying the underlying causes of failures, incidents, or near misses. Instead of stopping at surface-level explanations like “human error” or “equipment failure,” RCA digs deeper to uncover contributing factors and systemic issues.

Common RCA methods include:

• 5 Whys – asking “why” repeatedly to drill down to the true cause.
• Fault Tree Analysis – visual mapping of failure pathways.
• Logic Trees – structured branching to explore multiple potential causes.

While these methods are powerful, the challenge lies in applying them consistently and effectively—especially across large organizations. That’s where training and modern RCA tools come in.

The 5-Step Process: An RCA Example in Action

Drawing on Scott Wiebold’s experience at International Paper (Unlocking RCA Excellence at International Paper | Case Study), here’s a step-by-step RCA example you can follow:

Step 1: Define the Incident

Every RCA starts with a clear definition of the problem. 

Key actions at this stage:

• Write a concise problem statement.
• Document when and where the issue occurred.
• Clarify the impact (e.g., downtime hours, financial loss, safety concerns).

Tip: The more specific your incident description, the easier it is to investigate systematically.

Step 2: Gather Data

With the incident defined, the next step is to collect evidence. Scott emphasized how scattered data can slow down investigations—maintenance logs in one place, operator notes in another.

Effective data gathering involves:

• Collecting logs, shift reports, and maintenance history.
• Interviewing operators and frontline staff.
• Reviewing process conditions and environmental factors.

Scott’s team uses EasyRCA, to centralize information, ensuring that all relevant details were captured in one place instead of fragmented systems.

Step 3: Analyze the Causes

This is the heart of RCA. Scott’s team uses structured logic trees to explore multiple cause pathways rather than jumping to assumptions.

Other typical analysis methods include:

• 5 Whys for quick drill-downs.
• Logic trees for branching causes and digging to systemic issues.
• Fishbone Diagram for organizing potential causes into categories such as People, Methods, Machines, Materials, Environment, and Measurement.

Scott highlighted how EasyRCA helps his team utilize a logic tree in a straightforward manner no matter if the person or team doing the RCA experts or conducting their very first one. 

In addition to guiding teams through various RCA methods, EasyRCA offers built-in features that make the analysis stage more effective. The software provides drag-and-drop logic trees, automated 5 Whys templates, and AI-assisted suggestions that help investigators avoid bias and dig deeper into potential causes. Teams can also attach evidence directly to causes, collaborate in real time, and generate professional reports with a single click. These capabilities streamline the process, ensuring nothing gets lost in emails, spreadsheets, or whiteboards—making investigations faster, more consistent, and easier to share across sites.

Step 4: Identify Corrective Actions

Once causes are identified, the next step is to design actions that eliminate or mitigate them. Scott’s team focuses on addressing the causes that their investigation returned.

Example corrective actions include:

• Updating maintenance schedules – adjusting intervals or adding preventive tasks to reduce recurrence.
• Revising standard operating procedures (SOPs) – ensuring workflows and documentation reflect best practices.
• Training operators to recognize early warning signs – building awareness and skill so issues are caught before escalation.
• Improving equipment design or configuration – modifying components or controls to eliminate failure points.
• Enhancing communication protocols – ensuring findings and preventive measures are shared across teams.

The goal is not just to fix the problem but to prevent recurrence.

Step 5: Measure Results and Share Learnings

The final step is ensuring that corrective actions actually work. At International Paper, Scott’s team tracks outcomes to verify improvements in reliability and uptime.

Effective follow-up includes:

• Monitoring KPIs (e.g., downtime reduction, fewer repeat incidents).
• Sharing findings with other sites or teams.
• Adjusting actions if results fall short.

Scott emphasized that this feedback loop—measuring, learning, and sharing—is critical to sustaining a culture of reliability.

Why Training Is Essential to Apply RCA Effectively

In his experience, Scott advocates for specialized training in tandem with tools like EasyRCA. Without RCA training, teams risk:

• Stopping too early in analysis.
• Focusing on symptoms instead of causes.
• Applying methods inconsistently across teams.

Training helps teams build the discipline to apply RCA properly. If you want to master the process like Scott and his team, investing in root cause analysis training is essential.

FAQ: Root Cause Analysis in Practice

What are the 5 steps needed for effective Root Cause Analysis?

1. Define the Incident
2. Gather Data
3. Analyze the Causes
4. Identify Corrective Actions
5. Measure Results and Share Learnings

How do I make RCA consistent across my team?

• Provide standardized RCA training.
• Use structured tools like EasyRCA to guide the process.
• Appoint RCA champions to mentor others.

How long does a typical RCA take to complete?

Depending on complexity, simple RCAs may take a few hours, while major investigations can take days or weeks. Tools like EasyRCA streamline the process and help teams stay consistent.

Can RCA be applied to minor incidents?

Yes. In fact, practicing RCA on small events builds team skill and prevents bigger failures later.

Who should be involved in an RCA?

Cross-functional teams are best, usually including operators, maintenance, engineering, and reliability staff. The broader the perspective, the more complete the analysis.

From Theory to Reliable Practice

This root cause analysis example from Scott Wiebold shows that RCA works best when it’s applied consistently, supported by training, and enhanced with modern tools. Moving from incident to insight requires structure, discipline, and follow-up—but the payoff is fewer failures, stronger reliability, and a culture of prevention.

If you’re ready to move from understanding RCA to applying it effectively, explore how EasyRCA can support your team at every step.

👉 Connect with us to request a demo, download a free template, or start your trial today.

👉 Boost your team’s RCA skills with EasyRCA Training—learn best practices, step-by-step application, and how to leverage EasyRCA features to maximize efficiency and accuracy.