Root cause analysis template
Three simple worksheets you can print and start using today. They walk you through asking why until you reach the real cause, grouping everything that might be contributing, and ranking those causes so you know what to fix first. No jargon and no training needed — just plain questions about your business.
Worked example: late deliveries
Below is a complete walkthrough for a small delivery business whose vans keep leaving late. Use it as a guide for your own problem — the language is plain, the numbers are rough, and the aim is to find the one thing to fix first.
1. The 5 Whys chain
Problem
Deliveries were late 9 times last month, costing about £1,200 in credits.
Why 1?
Vans left the depot after the cut-off time.
Why 2?
Loading was not finished when the driver arrived.
Why 3?
Picking lists reached the warehouse late.
Why 4?
Orders are only released after a manual check by one person.
Why 5?
There is no agreed release cut-off, so the check happens whenever they are free.
2. The fishbone (Ishikawa) breakdown
People
Only one person releases orders; no clear backup.
Process / Method
No agreed cut-off; loading waits for all lists.
Machine / Tools
Picking lists are created manually.
Materials / Inputs
Orders arrive at unpredictable times.
Measurement
No alert when release time is missed.
Environment / Management
Daily planning meeting happens after the cut-off.
3. The Pareto ranking
Count how many times each cause contributed to a late delivery over the last month:
| Cause | Times | Fix first? |
|---|---|---|
| No agreed release cut-off | 7 | Yes |
| Only one person can release orders | 5 | Yes |
| Picking lists created manually | 3 | No |
| Orders arrive unpredictably | 2 | No |
| Vehicle breakdown | 1 | No |
1. The 5 Whys worksheet
Start with a measurable problem statement, then answer each why with evidence. Stop when the answer is something you control and can change. The example text is from a late-delivery problem in a logistics business.
Problem statement
Why 1?
Why 2?
Why 3?
Why 4?
Why 5? (root cause)
2. The fishbone (Ishikawa) template
List every candidate cause under the six classic bones. If one bone fills up quickly, that is usually where the root cause sits.
People
- Training gaps
- Unclear ownership
- Handover between shifts
Method
- No standard process
- Steps done out of order
- No cut-off times
Machine
- Equipment downtime
- Systems that don't talk
- Manual workarounds
Material
- Late supplier input
- Wrong stock
- Incomplete information
Measurement
- No data on frequency
- Nobody reviews the numbers
- Wrong measure
Environment
- Seasonal peaks
- Site layout
- Customer behaviour
3. The Pareto ranking sheet
Count how often each cause contributed over the last month, sort highest first, and fix the few at the top before touching anything else.
| Cause | Times it contributed |
|---|---|
| No agreed release cut-off | 12 |
| Manual order check | 7 |
| Stock located incorrectly | 3 |
| Vehicle breakdown | 1 |
Prefer the templates filled in for you?
The whyfound diagnostic asks a short set of questions and builds the why chain, the fishbone breakdown and the Pareto ranking automatically, then gives you a prioritised action list. If several things feel broken at once, it also tells you which issue to fix first.