How do you report root cause analysis findings?

1 Define the scope

The first step in reporting RCA findings is to define the scope of the analysis. This includes the incident details, such as the date, time, duration, impact, and severity. It also includes the objectives, assumptions, limitations, and methodology of the RCA. The scope should be aligned with the expectations and needs of the audience, and should provide enough context for them to understand the findings.

2 Describe the timeline

The next step is to describe the timeline of the incident, from the initial detection to the final resolution. This should include the actions taken by the incident response team, the root causes identified, and the remediation steps implemented. The timeline should be presented in a logical and chronological order, using visual aids such as charts, diagrams, or tables. The timeline should highlight the key events, decisions, and outcomes of the incident response process.

3 Explain the root causes

The main part of the report is to explain the root causes of the incident, and how they contributed to the occurrence and escalation of the incident. Root causes are the fundamental reasons why the incident happened, and they can be classified into different categories, such as human, technical, organizational, or environmental. The report should explain how each root cause was discovered, verified, and measured, using evidence and data. The report should also explain how each root cause relates to the other root causes, and how they form a causal chain or a causal loop.

4 Recommend corrective actions

The final step is to recommend corrective actions to address the root causes and prevent recurrence of the incident. Corrective actions are the specific measures that need to be taken to eliminate or mitigate the root causes, and they can be short-term or long-term, depending on the urgency and feasibility. The report should prioritize the corrective actions based on their impact, cost, and risk, and assign roles and responsibilities for their implementation. The report should also specify the expected outcomes, timelines, and indicators for measuring the effectiveness of the corrective actions.

5 Follow up and update

The RCA report is not a one-time document, but a living document that needs to be updated and communicated regularly. The report should include a follow-up plan to monitor the progress and status of the corrective actions, and to evaluate their results and impact. The report should also include a feedback mechanism to solicit input and suggestions from the stakeholders, and to address any questions or concerns they may have. The report should be revised and updated as new information or changes occur, and should be shared with the appropriate parties in a timely manner.

6 Use best practices

The RCA report should follow some best practices to ensure its quality and clarity. The report should be concise, accurate, objective, and consistent. It should avoid technical jargon, acronyms, or abbreviations that may confuse the audience, and use plain language that is easy to understand. It should also use a standard format and structure that is familiar and recognizable to the audience, and use headings, subheadings, bullet points, and white space to organize the information. The report should also use proper grammar, spelling, and punctuation, and proofread and edit before sending or presenting it.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?