How to Use a RACI Chart to Streamline Project Management

A RACI chart is a responsibility assignment matrix that clearly defines every task and goal, or deliverable, in a project. Originally known as the Decision Rights Matrix, the RACI chart has many names—RACI Model, RACI Matrix, linear response chart (LRC). This project management tool provides simple, effective, and visual ways to clarify individual or group roles for each project team member.

Team members will be assigned to each task and responsible for completing them. To designate each role, project managers will create a RACI chart using a spreadsheet in which each of the project tasks or milestones will be listed in individual columns, with team members listed in individual rows. Project managers then assign a particular task to each team member and define their role within that task by inserting one of the four letters in RACI to the cell in each corresponding column and row. Once all project stakeholders approve the RACI, each job is completed by its corresponding team member until completing the entire project.

RACI is an acronym that stands for responsible, accountable, consulted, and informed, which represents each team member’s roles in a responsibility assignment matrix known as the RACI chart. The definition for each role in the RACI chart is as follows:

• Responsible: Also known as the recommender, this person carries out the work required to complete each task. Each task needs at least one responsible team maker to oversee decision-making. There can be more than one responsible team member per task.
• Accountable: Also known as the approver or approving authority, this team member assigns each task and signs off on the completed work before submitting it. The accountable team member is typically the project manager (but not always). The responsible team member can also pull double-duty as the accountable person, but there should only be one accountable person per task.
• Consulted: The consulted team member, also known as a consultant or counsel, is usually a subject matter expert who provides input, often to the responsible team member, to help complete each task. There can be as many consulted team members on each task as necessary.
• Informed: The informed team member, or informee, receives information via one-way communication about each task’s progress without direct input into its completion. They can also step into other project roles if a member leaves the project or is assigned elsewhere. Again, there can be as many informed people as required.

A variation on the RACI chart, called RASCI, adds one more role: supported, which is the team member that provides resources to the responsible team member. Beyond this additional role, there’s no real difference between a RACI and RASCI model.

There are many benefits to using a RACI chart to complete a project, including:

• Encourages responsibility. When team members understand their tasks and how to complete them, they, in turn, will take more personal responsibility for completing the work than those given poorly defined or redundant roles or tasks.
• Provides greater support for complex projects. Any project that needs multiple resources, requires the co-occurrence of different tasks, or has a high level of team member turnover, can be tackled with greater efficiency by using the RACI chart.
• Reduces confusion. Assigning a task to each team member and providing them with clearly defined responsibilities and expectations resolves any confusion the responsible party has about the role or completion of the task. Project workloads are distributed evenly, which prevents resentment with teams or departments.
• Streamlines communication. Team members with specific roles can communicate with greater efficiency with other team members, departments, and project managers.

There are several tips that project managers can employ to make the RACI chart work even more efficiently for them, including:

1. 1. Ensure each team member is on board. Every team member should agree to their particular roles or provide input on why they should have different roles. Ensure that all stakeholders and management sign off on the RACI chart before implementation for best results.
2. 2. Tasks should apply to the project. The roles and tasks listed on the RACI chart should match the project’s functions and duties. Adding unnecessary work won’t streamline your project.
3. 3. Assign the right people. Know your team members’ strengths, and put them in the right roles. Consultants should be subject matter experts. Keep a list of the RACI definitions handy if you aren’t sure which role would best apply to specific team members.
4. 4. Balance the workload. There should be at least one responsible and one accountable team member per task. Adding more than you need will slow down progress.
5. 5. Keep communication open. Team members, especially consultants and informed team members, need to be aware of their responsibilities and project progress. Ensure that everyone has easy access to the project plan.

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