As you know, managing a project is not easy. And this, especially when it comes to precisely defining the roles and responsibilities of its organization. You need to use powerful tools such as the RACI matrix For save time and stay efficient. If you’re a project manager or have experience managing projects, you’ve probably heard of it.
What is the RACI Matrix? What does this acronym stand for? What are the advantages and what is the procedure to follow for its implementation? Find all the answers to your questions in our article below.
The definition of the RACI matrix
Its principle is simple: give a clear and precise visualization of the distribution of roles for each member of the project team. It also makes it possible to ensure that any activity planned in the project has a person in charge.
The acronym RACI stands for:
- Manager or director;
- Accountable or approver;
- Consulted or consulted;
- Informed or informed;
As you have understood, each letter refers to a specific level of responsibility.
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Why use the RACI matrix for project management?
The RACI matrix can be used by anyone regardless of the size and complexity of a project. Below the benefits you can derive from its use:
- Clarification of roles and responsibilities : it eliminates ambiguities regarding the roles and responsibilities of each member of the project team. Conflicts and frustrations are thus reduced.
- Improved communication : by clearly defining the roles of stakeholders, it promotes open and transparent communication between members of the project team.
- Less risk of delays : a clear distribution of responsibilities minimizes the risk of confusion as to the nature of the tasks to be performed. The project team is not scattered and therefore does not waste time.
- Increased efficiency : stakeholders know exactly what to do and what not to do. They can therefore focus their efforts and the resources made available to them on the tasks entrusted to them.
- Better control and monitoring of project progress : the project manager will have no difficulty in monitoring the progress of the project. Which tasks are completed and which tasks remain to be done?
Noticed : although the use of the RACI matrix is strongly recommended, always keep in mind that its objective is to make you gain in performance. This management method does not guarantee the success, the respect of the delivery and the financial profitability of the project. As you know very well, the success of a project depends on several factors at the same time. The RACI method simply increases your chances of achieving your goals. This remark holds true for many project management methods.
What are the steps for building a RACI matrix?
For the management of your project to be optimal, you must have a robust RACI matrix. And to do this, you need to follow these steps:
Step 1 – Identify the stakeholders
Identify all key players involved in the project. Your list must be exhaustive. Who are the team members, the Project Manager, customers, suppliers, sponsors, coordinators, etc. ?
Step 2 – List the tasks
Make an inventory of all the actions to be carried out to carry out the project. Make sure that the tasks are clear and concise to avoid any ambiguity. Do not hesitate to acquire a task management software to follow them.
Step 3 – Assign RACI roles
Each stakeholder must have a specific role for each defined task. The roles in question are those listed in the first paragraph. Attention ! There should be only one approver and at least one responsible, one consulted and one informed per task.
Step 4 – Communicate the RACI matrix
Communicate the RACI matrix to project stakeholders. They will thus be able to validate it, understand and become aware of their roles and responsibilities. If necessary, adjustments can be made.
Step 5 – Train your team on the use of the RACI matrix
Explain to your team the principle of the matrix so that they can understand its ins and outs.
Step 6 – Integrate the RACI matrix into the project
Be sure that the RACI matrix is visible and easily accessible by all members of the project team. Use it as a reference tool to monitor project progress, enable clear communication, and foster effective collaboration.
Step 7 – Regularly update the RACI matrix
The project and the roles evolve. So think about refresh your matrix over time so you don’t get lost. There’s also nothing stopping you from making some changes to it if you think it might help improve your results.
The different roles of the RACI matrix
The RACI matrix involves 4 main roles, each with different responsibilities. Discover them in detail in the paragraphs below.
Informed
The role of Informed (I) concerns the actors who must be informed of the progress and the results of a task, without however actively participating in its realization.
They receive regular updates to ensure they stay abreast of project progress. The idea here is to maintain transparent communication and of ensure that essential information is shared with interested parties.
Consulted
Actors Consulted (C) are those who provide their expertise and advice on a specific task. They are requested to provide information, recommendations or feedback before the task is performed.
They are not responsible for completing the task, but their input is essential to ensure best practices are followed and potential pitfalls avoided.
Responsible (director)
The role of Responsible(R) is assigned to the person responsible for carrying out the task. This person is responsible for the execution and delivery of the task within the expected time and quality.
She must make sure to understand the expectations, the requirements and deadlines associated with the task. It must also work closely with other stakeholders to ensure a satisfactory outcome.
Accountable (approving)
The Accountant (A) is the individual who has ultimate responsibility for the task. He is responsible for approving and validating the work carried out by the Responsible (R).
He must ensure that the task is carried out in accordance with the objectives and standards of the project and that it meets the expectations of the client or the relevant stakeholders. In the event of problems or failures, the Accountant is held accountable and takes measures to rectify the situation.
An example of a RACI Matrix
Here is an example of a RACI matrix for a project to develop a new mobile application for a company:
| To do-list | Project Manager (A) | Developer (R) | Designer (R) | Tester (R) | Product Manager (C) | Marketing Team (I) |
| Definition of requirements | HAS | VS | I | |||
| Interface design | R | VS | I | |||
| App development | R | VS | I | |||
| Application testing | R | VS | I | |||
| Launching the application | HAS | VS | I |
In this example, the roles for each profession are defined as follows :
Project Manager (A)
He defines the requirements and is responsible for launching the project since he is primarily responsible for the success of the project. It is he who validates and approves the key stages of the process from the beginning (kick off meeting) at the end of the project.
Developer (R)
He is responsible for the development of the application. He ensures that the latter is developed in accordance with the requirements and technical standards provided for this purpose.
Designer (R)
He designs the interface of the application in accordance with the requirements and expectations of users and the product manager (C).
Tester (R)
He tests the app to see if it works as it should. It identifies bugs and performance issues if there are any. Its purpose is to ensure that the application is qualitative.
Product Manager (C)
It provides advice and guidance on the requirements of the product and participates in the evaluation of the deliverables.
Marketing team (I)
She is informed about the different stages of the project (progress, results, etc.) so that it can prepare communication and promotion actions for the application.