Understand how to better distribute responsibilities with the RACI Matrix – WAU
The RACI Matrix is focused on project management, in order to determine which person is responsible for a task that will make the project be delivered within the proposal and expected time.
As the SWOT analysis points out, every marketing manager needs to know what the strengths and weaknesses of a business are in order to develop new ideas that can strengthen the company and bring it closer to its goals. When this involves creating projects, it is essential to use the RACI Matrix.
You know those corporate projects that end in a big mess, because nobody knows for sure what the responsibilities of each member are? Or even those that never start because everyone gets discouraged before they even start?
Using the RACI Matrix can solve these problems and many others. For you to know how it works, in addition to having access to a step by step and tips on how to use it in your company, follow us and enjoy reading!
What is the RACI Matrix?
The RACI Matrix is also known as the responsibility attribution matrix or linear liability graph. She describes the use of various functions related to the activities performed in a company. The letters of the acronym mean:
- Responsible (Responsible);
- THEccountable (Authority);
- Çonsulted (Consultant);
The role of the head office is to define the roles and responsibilities of each person involved in the company’s projects and processes. Especially because a single employee is capable of exercising several functions, which is why they need to be documented.
Let’s look at an example: a marketing team is composed of 10 analysts and a manager. However, within a project, one of the analysts assumes the role of manager of that project, therefore, he must answer as responsible for the project, even if his role in the company is that of an analyst.
In the workplace, he needs to be able to exercise both his analyst and project manager duties.
To better understand how this works within the RACI Matrix, let’s look at the meaning of each of the letters in the acronym.
The first letter is intended for those who do the work in order to complete a task. As much as the person who fits that letter has the work delegated to other people, it is he who should answer for task delivery.
A (Accountable or Authority)
This letter refers to those who are responsible for the proper completion of a task, that is, they are the ones who delegate the work that must be done by people in favor of the task assigned to the responsible person.
They are, those whose opinions are sought, then, normally, are subject matter experts and with whom there is communication in both directions. The people who fit this letter are those sought by those involved in the project to better understand a certain subject. They are usually experts in these matters.
I (Informed or Informed)
Those informed are updated on the progress of the project, which usually occurs when the task is completed and delivered.
Often, the role that is responsible for a task or delivery can also be responsible for completing it (indicated in the matrix for the task or deliverable, having a role responsible for it, but no role responsible for its completion, that is, is implied ).
As we said earlier, a person can perform more than one function within a project, which is very common in lean teams. Thus, the person responsible for a task (letter R) can also be the person responsible for delegating it (letter A).
However, if a person who corresponds to the letter I is missing to make sure that the deliveries were made properly and there is also no one in charge of the letter C to provide more specific consultations, the matrix is not complete and the project is unlikely to be successful.
Thus, in addition to all letters being filled, for organizational reasons, it is recommended that each person corresponds to only one. To make this clearer, let’s see now how the RACI Matrix can be created.
How to create a RACI Matrix?
We surveyed here the 5 steps necessary to create the RACI Matrix within a project in your company. Look at that!
Step 1: specify the roles of the project
The first step is to determine who is involved in the project. A confusion that usually happens even in the best companies is that there is more than one person responsible for a task, making other members not know who to turn to, besides the essential functions, when they are not performed by anyone.
We suggest identifying people by the letters of the matrix, but you can also use the names of your team. Even if you call Jaspion’s manager, for example, the most important thing is that everyone knows that his tasks correspond to the assignments of the letter R.
Step 2: identify project tasks and deliverables
Once all roles have been assigned, review the project and break it down into tasks that must be performed and delivered. Preferably, as with a content marketing strategy, document all of them (can be in spreadsheets), specifying in one column what should be done and, in another column, who will do it.
Also determine the deadlines by which these tasks must be delivered and make it clear that everyone must respect them. Otherwise, anyone involved can fall into the trap of saying things like “I know I promised to deliver on Monday, but as I am very busy, I will deliver on Friday”.
This cannot happen, as it becomes a snowball in which many people will be able to do the same, which harms or even cancels the delivery of the project.
Step 3: apply the RACI Matrix for each role and task
Now that the tasks are assigned, the time has come to apply the RACI Matrix within them. Although we recommended this in the first step, in practice, the functions of each person are not always clear within the letters of the matrix. However, here, this work must be done.
With that in mind, choose carefully those responsible, consultants and informed. For example: if you have a person on your team who is still not in the position of an expert, it is not convenient to put him as a consultant.
Step 4: get everyone involved to agree
In projects, it is common for the hierarchical functions of a company to be exchanged. For example: a team manager can become the executor of a task managed by an analyst. That is, while a professional manages the work of the other in the main activities performed by them, in the project, this can be reversed.
So, before starting work, hold a meeting with the team to ensure that everyone agrees with the assigned functions, as well as the commitment they will have to the project.
It is recommended that this meeting be simple and objective. It doesn’t even have to be in person, it can be done by audio or videoconference. This way, you avoid creating unnecessary topics that are recurring in longer discussions.
Once the announcement is made and everyone agrees, you’re all set to start the project, right? Wrong. See the last step below.
Step 5: Define the project tools and deadlines
Do you know those ideas that you had and that you even developed some things to put into practice, but you never did? Projects are susceptible to this same risk. In the excitement, everyone agrees to carry it out, but, days later, they stop prioritizing the project and simply let it go.
So that this does not happen, define the work tools to prevent those involved from neglecting deliveries because they can’t do it and meet deadlines.
Premium tools like Asana are very efficient for project management. But if you don’t have a budget for that, Google Drive spreadsheets and events in Google Calendar can also do.
You may be interested in these other content on management and productivity!
Project Prioritization: know the 6 best methods
GUT Matrix: know what it is, what it is for and how to assemble your
Proactivity: learn how to become a professional with initiative
Ansoff Matrix: how to plan business strategies with it
What are the benefits of the RACI Matrix?
Finally, we list below the main advantages you have when using the RACI Matrix. Follow us!
Do you know when a job has its tasks distributed among many people and they are not sure why it was done? This does not happen when applying the RACI Matrix, as everyone is aware of their roles in favor of the project, which simplifies communication between those involved.
In many jobs, when a person takes full responsibility for him, he ends up getting stressed out about having so many things to do and solve.
This overhead is also set aside through RACI, starting with the differences between responsible, consultant and informed, tasks that usually fall on the shoulders of a project manager, but that end up being distributed among different people in the matrix.
Clear definition of expectations
Once the RACI Matrix is incorporated into a project, everyone involved starts to have the right expectations of how the project will be carried out, as well as the responsibilities that each one has on it.
After all, when a new idea comes up and a group decides to work on it, it is common for a person initially assigned to accomplish one task to end up executing many others or to do nothing, which breaks the initial expectation of when the project started.
The RACI Matrix does not let this happen, since, from the first moment, everyone knows what they will need to do, which helps to have a vision of how the project will be ready.
By following these steps and tips presented in this post, you can successfully implement the RACI Matrix in your company, ensuring greater efficiency and agility in completing tasks.
We remember that, in this work, it is important to make sure that everyone is productive, as the Eisenhower Matrix teaches. Check out this post to learn more about this matrix and how it can increase your team’s productivity!