Implementing a RACI Matrix
Step 1: Identify All Tasks and Processes
The first step in implementing a RACI matrix requires identifying all of the tasks, milestones, and key decisions that will be part of the project. This step sets out the basis for assigning roles and responsibilities.
Start by listing all the tasks that need to be done for the project to be successful. This will include everything from high-level tasks like project plans and design, to smaller tasks such as coding a specific feature (in a software project) or preparing a report.
You will also need to identify significant milestones within the project timeline. These are key points in a process where a certain aspect should be completed or reviewed. In DMAIC projects, each part (define, measure, analyze, improve, and control) can set project milestones as it marks out a significant step completion before the next step follows.
You will also need to set out any key points where decisions are made within the project, so you can later assign the RACI categories to these.
This will form your Y Axis on the RACi Matrix
Step 2: Determine the Project Roles
Next, we need to identify all of the roles or stakeholders involved in the project. We have an in-depth guide that covers stakeholder management and identification in our guides section, for full details on this process.
However, in this step, you need to list all of the roles involved in the project, from project managers to team members, department heads, and other internal and external stakeholders like clients or vendors.
You will need to conduct a stakeholder analysis to understand the different stakeholders involved, how they are impacted by the project, and where their level of power and influence in relation to the project might be.
Further, you will need to understand the level of involvement each role will have in the project. Some may be deeply involved in day-to-day activities, while others might play a more advisory or oversight role.
This will form the X-axis of your project. In our example, we used role titles, but you may want to use individual names instead, which is also an acceptable method.
Step 3: Assign RACI to Each Task
Now that you have the basis of your X and Y in the RACI matrix, the next step is to complete the matrix. This involves assigning the roles of responsible, accountable, consulted, and informed to each task for each role identified.
For each task, assign who is responsible, who is accountable, who will be consulted, and who needs to be informed. Ensure that each task has one person responsible and one accountable person. The accountable person usually has a higher-level role than the person who is responsible. There can then be an unlimited number of stakeholders who are consulted and informed about each task.
Step 4: Review and Adjust the Matrix
After the initial RACI Matrix is developed, it’s time to review it with the key stakeholders and team members.
During this step, you should discuss it with the project team and other stakeholders to ensure that everyone understands and agrees with the assigned roles and responsibilities. You can then make any necessary adjustments based on the feedback; this could be reassigning roles or clarifying ambiguities.
Step 5: Communicate and Implement
The final step is to communicate the finalized RACI Matrix to all stakeholders and integrate it into the project management process.
Doing this you should share the finalized RACI Matrix and ensure it is kept accessible in a central location that all stakeholders can access. Ideal is a cloud-based system, so when it is updated by the project manager, all stakeholders can be made aware of any changes. Make the RACI Matrix a part of regular project documentation and reference it in meetings and communications. This ensures that roles and responsibilities are always clear as the project progresses.
And finally, regularly refer back to the RACI Matrix throughout the project lifecycle. Update it as necessary to reflect any changes in the project scope, tasks, or team composition.