Smooth operations: The role of Root Cause Failure Analysis in food and beverage

When it comes to the competitive food production industry, operational efficiency, product quality, safety and productivity are non-negotiable factors for success. The ability to identify and address underlying causes of failures in production processes is crucial to maintaining smooth operations. One of the most powerful tools in achieving this is Root Cause Failure Analysis (RCFA).

RCFA is a systematic approach to identifying the fundamental causes of problems that lead to production disruptions, quality defects, safety hazards and inefficiencies. By focusing on the root cause rather than just addressing symptoms, RCFA enables organizations to prevent recurring issues. This method allows teams to get to the true root cause of the issue, then puts permanent corrective actions in place.

Our days are often filled with challenges, making it hard to introduce RCFA due to time constraints. Initially, firefighting will continue alongside RCFA, but soon recurring issues will decrease, allowing more time for strategic initiatives and decision-making that advance the business.

The Role of RCFA in food production

Food production operates within a highly regulated environment with stringent standards to ensure safety, quality and traceability. Any failure in the process can have severe consequences, including safety risks, regulatory violations, production delays or reputational damage. RCFA can be particularly impactful in food manufacturing by reducing downtime, improving consistent quality of the product, meeting regulations, improving safety results and reducing costs.

How RCFA impacts food production

1. Productivity and efficiency: By using RCFA, manufacturers can pinpoint the exact cause of issues like machine breakdowns, delays in supply chain delivery, or underperforming employees. Whether the failure is related to equipment, maintenance schedules, or employee training, RCFA ensures that root causes are addressed, leading to more efficient operations. OEE and efficiency gains will always be positively impacted by using RCFA efforts.

2. Safety: Accidents or unsafe practices not only put employees at risk but can also result in costly product recalls and loss of customer trust. RCFA identifies the true cause of safety incidents, whether it’s equipment malfunction, unsafe work practices or lack of proper training. By preventing future failures, RCFA helps create a safer work environment for employees and a more reliable food product for consumers. It is common to see companies post their safety records but rarely do you find Joint Health and Safety Committees that use RCFA as a part of accident investigation. Yet it is, by far, the most impactful tool to reduce and ultimately eliminate accidents in the workplace.

3. Employee engagement: Employees are key stakeholders in food production operations. RCFA engages employees in problem-solving by encouraging them to contribute to the analysis of failures. This inclusivity helps foster a culture of continuous improvement, boosting employee morale and engagement. Furthermore, when employees see that their concerns are addressed through corrective actions, it strengthens their commitment to maintaining high standards. For this key component of RCFA, it’s advisable to avoid complicated, multi-page forms. Instead, develop something simple that can be easily used on the production floor.

4. Logistics and supply chain: Whether it’s a delay in raw material delivery, equipment malfunction or packaging defects, RCFA helps track down the causes and ensures the smooth flow of materials and goods. By identifying and solving these underlying issues, companies can optimize their logistics and supply chain systems, avoiding costly disruptions and improving lead times. RCFA activities should include the logistics providers, as well as other suppliers.

5. Regulatory compliance and quality control: Food production is subject to strict regulatory requirements, ranging from food safety standards to labeling accuracy. Non-compliance can lead to fines, recalls, or even shutdowns. RCFA is essential in ensuring adherence to regulations by helping organizations detect problems early in the production cycle and correct them before they escalate. It also improves overall quality control, which is vital in maintaining product consistency and meeting consumer expectations.

RCFA methodology: The “5 Whys” approach

One of the simplest yet most effective methods used within RCFA is the 5 Whys technique. The 5 Whys involves asking “why” repeatedly (typically five times) until the root cause of an issue is uncovered. This iterative process helps peel back layers of symptoms, allowing teams to focus on the underlying cause rather than just surface-level fixes. It is human nature to jump to conclusions regarding the cause of an issue, especially when experience may point us in a specific direction. However, when a team relies solely on experience or opinion, we often wind up working on the wrong things. Then we are disappointed when the issue continues to occur.

A common mistake is that someone performing the analysis will provide five different reasons why a problem occurred. That is not using the 5 Why process correctly – rather each of the “Whys” builds on the answer to the previous question.

For example, let’s consider a food production scenario where a batch of food products fails quality control:

1. Why did the batch fail quality control?
   Because the temperature exceeded the acceptable range during processing.
2. Why did the temperature exceed the acceptable range?
   The heating system malfunctioned.
3. Why did the heating system malfunction?
   A faulty sensor caused the system to misread the temperature.
4. Why did the sensor fail?
   The sensor had not been properly maintained and cleaned.
5. Why was the sensor not maintained?
   The scheduled maintenance was missed due to a lack of proper maintenance tracking.

By following this approach, the organization realizes that the root cause was not the sensor itself, but rather an ineffective maintenance scheduling system (CMMS). Armed with this insight, they can implement preventive measures such as improving maintenance tracking and ensuring that the system is regularly cleaned, which will prevent similar failures in the future.

RCFA is a problem-solving tool

In the food production industry, even the smallest failure can have far-reaching consequences. Food safety is a public health concern, and any contamination or product defect can lead to recalls, health risks and a damaged reputation. RCFA is especially important in food production because it allows companies to dig deeper into incidents and uncover causes that may not be immediately obvious. Whether it’s contamination due to improper handling, equipment failure or inadequate staff training, RCFA provides a framework for thoroughly investigating issues.

Moreover, food production processes are often complex, with numerous touchpoints where failure can occur. RCFA ensures that no stone is left unturned, helping to streamline processes, reduce waste and maintain compliance with stringent regulatory requirements.

RCFA is more than just a problem-solving tool; it is an essential practice for sustaining long-term success in food production.

This article originally appeared in the spring 2025 edition of Food & Beverage Engineering and Maintenance, a digital ebook by MRO.

Kim Wolf has her own Leadership Coaching and Manufacturing Consulting where she is able to work with manufacturers across Canada and the US, leveraging her vast experience in six-sigma, lean manufacturing, team development, document and visual management and other continuous improvement tools.

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