Riding the Lightning: How to Turn a Maintenance Failure into an Opportunity for Improvement

When a breakdown hits, it’s easy to start pointing fingers. But once the blame fades, it’s time to do something that actually prevents the next failure - find the real reason it happened.

That’s where Root Cause Analysis (RCA) comes in. RCA isn’t about blame; it’s about understanding the why behind equipment failure so you can build a stronger, more reliable operation. It takes skill and discipline, but the payoff comes fast - fewer surprises, smarter fixes, and more resilient systems.

For teams using a CMMS (Computerized Maintenance Management System) like AnyMaint, RCA becomes even more effective - because your data, tasks, and insights are already in one place.

Root Cause Analysis – Key Steps

1. Containment: Get the machine back up and running as quickly as possible to restore production.

2. Findings:

   Gather all the facts - what happened, when, who was involved, and any supporting evidence such as measurements, photos, or sensor data. Document everything directly in your CMMS so you can build an accurate maintenance history and make data-driven decisions.

3. Quick mapping:

   Create a simple sketch of the process to understand where and how the issue occurred. Show the flow of materials, energy, or information, and mark key components or steps. The goal is to visualize the system and reveal weak links or interactions that may have contributed to the failure.

4. The 5 Whys:

   Ask “why?” repeatedly (usually 3-5 times) until you uncover the underlying, systemic cause - not just the surface symptom.

5. Corrective and preventive actions:

   Identify what needs to change to prevent similar failures. Go beyond “be more careful” - focus on process improvements, design changes, or clearer procedures. Assign and monitor these actions directly through your maintenance management software to ensure accountability.

6. Responsibilities and timelines:

   Assign ownership for each action and define when it should be completed. Accountability ensures follow-through.

7. Effectiveness check:

   After a defined period, review whether the corrective actions actually solved the problem. If not, revisit earlier steps and adjust as needed.

Common Pitfalls to Avoid

• Blaming “human error.”

  For RCA purposes, there’s no such thing. Instead, look for process gaps: missing training, lack of Poka-Yoke (error-proofing), or automation opportunities that could have prevented the error.

• Weak fixes.

  Sending an email or holding a quick briefing isn’t a corrective action. Real change requires action → execution → verification.

• Over-focusing on details.

  Don’t get lost in endless wording debates or micro-scheduling. Keep your eye on outcomes and impact.

Short Example – Overheating Motor

Problem: Repeated stoppages caused by a motor overheating.

After restoring the machine to operation (containment) and gathering the relevant data (findings), the team conducted a 5 Whys analysis to uncover the underlying cause.

5 Whys:

1. Why is the motor hot? Ventilation is blocked.

2. Why blocked? Dust accumulation.

3. Why accumulation? Preventive maintenance wasn’t performed.

4. Why not performed? The task exists, but the Excel file with schedules hasn’t been opened for a month.

5. Why Excel instead of a system with proactive reminders? Because we haven’t yet implemented AnyMaint.
   

Solution and Follow-Up:

• Containment: The team cleaned the ventilation and restored operation.

• Findings: The preventive task was defined, but execution wasn’t being tracked or verified.

• Quick mapping: Not required in this simple case.

• Corrective / preventive actions: Review and update the plant’s preventive maintenance program; migrate scheduling and alerts into a CMMS with automated reminders.

• Responsibilities & timeline: Assigned to the Engineering Department, Plant Manager, and Operations Manager - to be completed within one month.

• Effectiveness check: If after six months no preventive maintenance management method has been adopted, the issue remains unresolved. If implementation is complete, monitor the KPI within the system to confirm long-term effectiveness.

Turning RCA into a Continuous Improvement Tool

When done right, Root Cause Analysis becomes more than a one-time fix - it’s a mindset of continuous improvement supported by data. Modern maintenance management software and CMMS platforms make it easier than ever to document findings, assign actions, and measure results. That’s how maintenance teams move from firefighting to foresight.

And Now - Over to You

How do you conduct RCA in your organization?

Who participates - Maintenance, Production, Quality, or Safety?

Share methods, lessons, or examples that worked for you - and let’s turn every breakdown into a step forward.