The RACI matrix is a chart containing responsibility assignments used to allocate tasks to be undertaken in project work, significant decisions, and milestones. It specifies who is responsible and accountable for what. It also addresses who should be consulted and who should be kept informed throughout the project. Learning how to use a RACI matrix starts from understanding the term RACI stands; the four responsibilities stakeholders can play in every project: responsible, accountable, consulted, and informed.
Why Learn How to Use RACI Matrix?
Learning how to use a RACI matrix helps provide a quick and efficient solution to re-allocate available resources when there is a change in personnel. With RACI Chart, employees can quickly learn their duties and those they’ll interact with for as long as the project spans. Having a grasp of this knowledge also aids a clear definition of roles for individuals who’ll participate in the project.
How to Build the RACI Matrix Using Online Whiteboards
Building the RACI matrix using online whiteboards makes the process an easy and stress-free one, So here’s a 5-step process for building a RACI matrix:
- Establish Project Roles.
Firstly, in using online Whiteboards, you should determine the individuals who will make up the team and those that will fill in as stakeholders. Typically, the roles, i.e., the job titles, would be defined at the top of the matrix. However, if several persons are handling similar jobs, you might specify these people by name. The team is saddled with completing the tasks while the stakeholders need to be informed.
- Identification of Tasks and Deliverables
Make a list on your online whiteboard that contains all the jobs and the deliverables that must be carried out to ensure the teamwork is completed. Arrange them on the left side column of your chart. You may want several tasks, but be sure not to jam-pack your list and make sure they’re explicit to understand.
- Give Each Task a RACI
Thoroughly go through each task on your chart, assign each individual to his appropriate role, and ensure they are responsible and accountable.
- Distribute the Matrix to Your Team
Discuss and distribute your matrix among your team members. Discuss everyone’s roles and responsibilities to resolve any potential conflicts or misunderstandings among duties or assigned roles. Also, solicit input. An online whiteboard helps you a lot here.
- Distribute the Matrix to Key Stakeholders.
Share the matrix with key stakeholders after your team has suggested any changes and approved it. Determine who should be consulted or communicated with throughout the project and establish stakeholders’ approval. This will make it possible to manage expectations and alleviate confusion in the future.
How to Use the RACI Matrix in Your Teamwork
Maneuvering your way around the RACI matrix is very straightforward. Each project task is aligned along the y-axis, while each team member is aligned along the x-axis. Each person is assigned a designation for each task that explains their job responsibilities and level of involvement. Other outlines are highlighted below:
- Firstly use the RACI chart tool to identify key functions and processes within an organization. The organization must then specify the activities that will take place, avoiding any irrelevant activity.
- Identify the work process and draw out about ten to twenty-five actions, beginning with the most high-impact areas. Activities could be sparked by broad queries like “what must the team achieve?”
- Create a list of agents, including persons, groups, or departments from within or outside the company. Roles are preferable to names to resist corporate turnover.
- Begin your RACI matrix with the Rs and then move on to the As, Cs, and Is.
- Solicit buy-in and feedback from participants and make necessary changes to the chart. The facilitator would also need to distribute the chart to stakeholders who cannot attend the meeting and record their responses. At the end of the process, an evaluation is done, and the facilitator modifies the system if required.
When to Use RACI Matrix
The RACI matrix happens to be a resource allocation technique that is especially beneficial for businesses of larger sizes and those that use a matrix structure. In a matrix structure, your project team members report to two bosses: in persons of a functional manager and a project manager.
As a rule, use a RACI chart when questions or confusion regarding the project’s duties and roles arise or if there’s a chance of uneven workload distribution among the team members.
When appropriately used, a RACI matrix could be that one tool you need to make your project run smoothly.