Improve your Project with a RACI Matrix
Increase your project success by clarifying who does what and how each member works as part of the team. It's easy to do using the RACI method. This article is part of the Project Management Fundamentals Series.
RACI Helps Projects
Confirm What needs to be done
Agree Who will do the work
Check How they will work together
Have you ever seen a basketball or other sports team in action? They each have roles to play based on their skills and training. These roles provide accountability to the team. Teams can adapt quickly, no matter what happens on the court, if they understand the roles and how to play them.
A RACI matrix provides the project team with the same clarity of action. When each member knows what they are doing and how they relate to other team members, they know where to focus and when to hand off so that the team can get the job done.
A high-performing team is productive because the workload is clear, shared, and balanced. 'In the flow' teams are generally more successful and happier. See more about High Performing Teams here.
What is the RACI Matrix?
The RACI Matrix (also known as the RACI chart, RACI diagram, or responsibilities matrix) is a tool that describes the roles and responsibilities of project team members. Documenting each person's role and responsibilities helps to avoid confusion with work tasks and project deliverables.
A RACI Matrix is not hard to create. It just takes a process and a format. Let me show you how.
Responsible: Every Task requires at least one Responsible. The person(s) who will do the work. One or more people need to execute the Task. The work can be divided based on skills, experience, availability, or effort needed to get the job done. Sometimes you need 'all hands on deck. It is best if the Responsible staff are responsible as a team. This creates a sense of shared effort and focus on the task results.
Responsible roles make sure they:
understand the task and timing.
have what they need to do the work.
update the accountable person on the work status.
Accountable: Every Task requires one Accountable person. If several people are given accountability, then no one has accountability.
Accountable role ensures:
that the responsible people have what they need to do the work.
solve issues or escalate problems to be addressed.
that the task is aligned with other related tasks.
outcome are understood and right for the Project or the product.
That those that need to be informed or consulted are.
communication of work hand-offs are correctly done
Consulted: Every Task may have several people or teams to Consult.
Consulted role give :
help, provide advice or feedback to the task deliverables.
share related task information to allow for task integration.
provide subject matter expert content, information or review of work.
Informed: Every Task may have several people or teams to Inform. The informed team member simply wants to get task updates regularly. They do not contribute directly to the tasks but may need progress updates for reporting or solution information for documentation. The responsible team members need to know how and when to communicate with the informed team members or stakeholders.
How to create a RACI Matrix Chart?
The process is simple.
Four steps can get you from start to finish.
Define the Work. The first step to creating a RACI matrix chart is to do a simple task audit and note down all the tasks and deliverables of the Project concerning the project plan. List all of them on the left-side column of your chart.
Assign the Tasks. Write the roles and names of every team member involved in the task along the top row of your chart. If you have multiple team members in one role, you may group them or allocate individual work on the RACI depending on the level of detail you need for your Project.
Agree and Communicate. Each cell in your chart now represents the intersection between your team roles or individual members and a task. Now fill each cell with responsibility value (RACI) as documented above. It is best to do this in a draft form first and then review it as part of a team meeting to discuss and confirm the work allocation.
Test and Update. Once the RACI is in place, make sure it is working. Adjust as needed or discuss issues in team meetings to address hand-over or solve problems that come up. Keep things on track by checking in with the team to ensure the RACI is how things are actually done. And if things change, update the RACI and make sure the changes are shared.
RACI Chart Matrix Example
Here's what a roles and responsibilities chart looks like for a Web Design project example Use the Button below to access this PDF version ready for you to complete for your team.
Want RACI Chart on Excel? Here a simple excel ready RACI template.
RACI chart Best Practices
6 RACI Tips make the process even better
Explain the concept of RACI. The RACI method only works if everyone understands it. So take time to review the schedule and explain how it works and what it means. Post the RACI in a place others can see and reference it. All documents should include the RACI legend for reference (see my example)
Document the Effective Date. Each RACI document should have the phase of the Project and the effective date for the information. Clarity needs context, so be clear about which version of the RACI is active.
Detail as needed. Sometimes the RACI may need more detail. A RACI is a standard method, but there may be some unique details to your Project. If so, make a note, add an external group or additional detailed actions a role needs to take.
Share the RACI. Not just with your team but with stakeholders, externals who are impacted, or other teams that will be working 'upstream' or 'downstream' from your Project. Communication is key to project success, so share the information. Show leadership by being transparent in your way of working.
Leave room for discussion and changes: Check when things need to change. A RACI chart is not set in stone. Make sure the chart reflects how things really work and how they really should work. Update it whenever needed and communicate the new version to all who need to know.
Clarify the Job Roles vs. Task Roles. The job role is what you do. Task Roles are the way you do it. RACI describes the duty you have to your fellow teammates. See more on Project Roles Here.
Ready to RACI?
Now you know the What, Who, and How of the RACI Matrix. Now you can use this simple process to improve your project success. It does not matter the phase. It is never too late to start making the RACI roles clear to your team and stakeholders. When everyone pulls together, everyone wins.
I hope you found this information helpful. If you have a question or comment, please leave it in the box below. Let's get a conversation started about Project Skills! I appreciate your feedback - see you next time.
