In project management work, implementation processes are pivotal to impacting how an organization onboards new work as well as its ability to effectively implement an overall project. Challenges and setbacks are an inevitable part of any project implementation work. Underlying issues that cause the challenges and setbacks may not be immediately apparent to project managers, however, there are tools available for them to use to address underlying causes to problems. Root Cause Analysis (RCA) is one of the key tools that can offer a systematic approach to identifying, understanding, and addressing these underlying causes to problems. According to the National Implementation Research Network, RCA is a “process used to investigate and categorize the root cause of” a project’s problems or needs. The root cause is the highest-level cause of the problem, or the factor that should be eliminated to see improvement in a project.
Many times, we think we know the true source of problems that arise during projects, but without intentionally identifying the true sources, it will be difficult or impossible to address the problems effectively. If we identify the source of the problem anecdotally, and then apply a fix to something that may not be the real issue, it may exacerbate the original problem or lead to additional problems later. RCA allows project teams to dig deeper, peeling back the layers of symptoms to uncover the fundamental reasons behind challenges. By drilling down and pinpointing the true source of the problems, an implementation team can develop targeted solutions that address those underlying issues. This focus can help foster long-term success for a project, allowing the team to be more focused on the problems that it is managing.
Just as gardeners must address the weeds in their gardens so that their flowers or vegetables grow healthy, challenges and setbacks must be addressed in a specific manner during implementation. Addressing all the weeds by using weed killer on all the plants in a garden area will not only kill the weeds but kill the healthy plants that the gardener wants to keep alive. However, if the gardener intentionally pulls the weeds up by the root, rather than arbitrarily spraying weed killer over the whole garden space, they are more likely to not only have less weeds in the moment, but less weeds in the future. This leads to their garden producing and thriving overall. The same can be said of addressing setbacks and challenges by using RCA. It is an intentional process used to root out the problem, without adversely affecting other project pieces and allowing the overall project to continue to move forward. The digging up of the problems by the roots prevents recurrence of those same issues.
Benchmarks’ work is always focused on the principles of continuous quality improvement, which is something that RCA aligns with by fostering a culture of learning and adaptation. We methodically analyze current and past projects to identify recurring patterns of issues, so that our teams can identify areas of improvement and implement preventive measures to enhance future project outcomes. This is quite the iterative process, but it strengthens project management capabilities and drives organizational growth and innovation, not only for our Benchmarks team, but for the teams that we provide consultation and implementation support work for. As we work through RCA, we engage our stakeholders through transparent communication and work together to tackle the problems comprehensively and systematically. This fosters trust and strengthens project relationships, which instills stakeholder confidence.
Benchmarks utilizes RCA as a powerful tool for tackling project challenges head-on and driving successful project outcomes. We use this tool regularly for driving continuous quality improvement and enabling our project teams to navigate complex issues with clarity and precision. RCA integration into our project management practices has been indispensable for Benchmarks’ consultation and implementation project successes!
Root Cause Analysis Resources: Understanding Community Need. (2018). Retrieved March 8, 2024, from https://nirn.fpg.unc.edu/sites...ources_11.7.18_0.pdf
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