Building Cross-Functional Teams for a Successful Apollo Root Cause Analysis Facilitation

In the realm of problem-solving and incident investigation, one truth remains: no problem stands in isolation. Every challenge, every incident, and every disruption has a complex web of causes, often hidden beneath the surface. Recognizing this complexity, organizations have turned to Apollo Root Cause Analysis (ARCA) as a transformative tool for uncovering the underlying truths and finding sustainable solutions.

Yet, the journey to an effective ARCA session is not a solitary one. It is a collaborative effort, requiring the collective wisdom and insights of individuals from various corners of the organisation. Read on to delve into the art of building cross-functional teams for successful Root Cause Analysis, including the vital role of varied perspectives, personal accounts, and independent facilitation.

The Power of Cross-Functional Teams in Apollo Root Cause Analysis

When it comes to problem-solving and incident investigation, diversity is the key to success. Cross-functional teams, comprising of individuals from different departments, bring a wealth of expertise and viewpoints to the table. This diversity not only enriches the RCA process, but also ensures a holistic understanding of the issue/s at hand.

Say there is a complex machinery breakdown in a manufacturing plant. While engineers may offer technical insights, the operator who noticed the first sign of trouble and the janitor who often observes the factory floor may hold crucial pieces of the puzzle – that would be missed or overlooked without them. Cross-functional teams facilitate the integration of these diverse perspectives, into unified account of events – enabling a comprehensive Root Cause Analysis.

Choosing the Right RCA Team Members

The composition of an ARCA team is critical to its success. To construct an effective incident investigation team, individuals who possess specific qualities and skills should be carefully selected. While subject matter experts are valuable, individuals with first-hand accounts of events, even those in roles you often wouldn’t associate with RCA, can often be the missing link in the puzzle.

So how do you choose the right people to involve in the Apollo RCA process?

Expertise: Seek individuals with subject matter expertise relevant to the incident investigation. Their technical knowledge can provide valuable insights into potential causes.

First-Hand Accounts: Prioritise including team members who were directly involved in or witnessed the events leading up to the issue in the RCA facilitation. Their personal accounts are invaluable in understanding the sequence of events – and vital to finding the root cause in Apollo Root Cause Analysis.

Communication Skills: Apollo RCA Facilitation team members should be adept at articulating their observations and insights. Effective communication ensures that critical information is shared and understood throughout the team.

Problem-Solving Aptitude: Look for individuals who possess strong problem-solving skills, particularly if they are going to be facilitating the session. ARCA is not just about identifying root causes but more so about uncovering effective solutions.

Open-Mindedness: Encourage individuals who are open to diverse perspectives to be involved in ARCA facilitations – especially those willing to collaborate with colleagues from different backgrounds.

The Role of Personal Accounts in Apollo Root Cause Analysis

At the heart of an effective ARCA facilitation lies the collection of evidence; personal accounts play a pivotal role in the evidence collection process. These accounts are like pieces of a puzzle that when assembled, reveal the complete picture of what occurred.

Here’s why personal accounts are critical to the Apollo RCA process:

Completing the Puzzle: Personal accounts provide real-time narratives of events, helping to reconstruct the timeline and sequence of actions accurately.

Consider the puzzle analogy – there is nothing more frustrating than nearly finishing a puzzle to discover the final piece is missing. Leaving out personal accounts, even of those in seemingly ‘minor’ roles is often that missing piece during an ARCA facilitation.

Confirmation of Facts: Different perspectives from team members help to cross-verify facts and identify discrepancies or missing information. This is particularly useful for details that aren’t written down or recorded and may be subject to the individual’s memory.

Uncovering Hidden Causes: Employees in non-traditional roles often notice irregularities that others might overlook. Their observations on things that may seem unconnected or minor, can uncover hidden causes within the incident investigation.

Enhancing Problem Understanding: Personal accounts humanise the problem, making it easier for the team to empathise with those affected. This also helps to understand the broader impact the problem has on the organisation – alongside the implications of different events.

Identifying Process Weaknesses: Personal accounts often reveal flaws or weaknesses in existing processes that contributed to the problem – and allow for them to be rectified. This even allows for preventative action to take place.

For example, imagine there is a sudden power outage in a data centre, resulting in critical data loss. While the IT team may possess technical expertise, the facility maintenance personnel and security staff may hold other critical observations. The janitor, for instance, might have noticed unusual sounds or fluctuations in the days leading up to the outage. Each personal account contributes a unique piece to the puzzle, enriching the Apollo RCA process.

Important considerations to build this culture within your organisation include:

Leadership’s Role: Leadership sets the tone for collaboration, especially within an RCA investigation. Leaders should actively encourage open communication and create an environment where employees feel supported and safe to share their insights.

Knowledge Sharing: Establish platforms or mechanisms for knowledge sharing. Putting these in place encourages employees to document their observations and share them with relevant teams.

Team Building: Invest in team-building activities that promote trust and cooperation among cross-functional team members. Building strong working relationships is key to effective collaboration in Apollo Root Cause Analysis.

Feedback Mechanisms: Implement feedback mechanisms that allow team members to provide input on the Apollo RCA facilitation process and suggest improvements.

Inclusivity: Ensure that all voices are heard and valued equally during ARCA sessions. Facilitators should actively solicit input from team members and make space for diverse perspectives.

In the complex arena of problem-solving, Apollo Root Cause Analysis is a powerful tool used to uncover the reasons behind organisational challenges. It is a highly collaborative process, necessitating input from diverse roles within a company.

Successful ARCA facilitations rely on the formation of cross-functional teams that bring diverse expertise and viewpoints to the table. Selecting team members for an ARCA session requires careful consideration of their expertise, firsthand experience, communication skills, problem-solving aptitude, and open-mindedness.

Personal accounts form an integral part of ARCA, offering unique insights that help accurately reconstruct event timelines and uncover hidden causes. Finally, forging a work culture focused on collaboration is crucial for the success of ARCA, with leadership playing a key role in fostering open communication and inclusivity. Through these steps, organisations can optimally utilise ARCA for effective and sustainable incident investigation.

Interested in training your team to facilitate Apollo RCA sessions? Talk with the Apollo Root Cause Analysis experts at Holistic Asset Management for training tailored to your organisation.