A RACI chart template is an important document for any business. They used it in a project when they require the application of a RACI model in the firm. As a business owner, you should know all about a RACI diagram in detail.
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What is a RACI chart?
A RACI is a straight forward technique to determine the functional areas. This charting is also used to determine the roles and responsibilities in an organization to complete the desired task. A RACI diagram eliminates the ambiguities and differences in the cross-functional environment.
Furthermore, a RACI matrix allows the managers from different and same organizational levels to participate actively in an organized and concentrated discussion regarding activities and actions. This discussion should be done for the successful completion of tasks. The RACI matrix is an organized way of verifying functional roles or departmental positions.
Moreover, actions and communications required to deliver an acceptable service or product. The expectations of participation are also resolved by RACI charts. Managers and supervisors delegate tasks as they are not accountable to do everything in the organization. Thus, the RACI diagram makes sure that responsibilities are divided equally among employees.
Four aspects of a RACI model:
Let us understand the RACI model properly;
R- Responsible
This is the individual who is responsible to accomplish the task. They are the doers. They are responsible for the actions and implementation of rules. We can say that they have to get the job done. Moreover, they can share the responsibility but accountability needs to be maintained.
A- Accountable
This is the person who is accountable or answerable for all the activity in the decision. They make sure that all responsibilities are allocated properly in the RACI matrix. They have the authority of saying yes or no to anything. In a plan, there is only one A.
C- Consult
This is the role of the people who are experienced enough for consulting. Before taking a final decision or action, they need to be consulted. Also, before implementing any ideas, all the input needs to be discussed with them first. These consultants are active participants. They are always in the loop. In addition, providing information about the project is also their responsibility. According to experience, this subject matter expert task can be given to several people.
I- Informed
This is the one who informs participants after a decision has been made. This is a one-way communication process. These people are kept in the picture as they require updates on the progress and decisions being made.
Using a RACI chart template:
Here are four basic steps to use a RACI chart template;
Determine all project tasks and list them down
Firstly, select the template of your choice and then under the tasks or activity column, list all jobs in the project. In some templates, you may record tasks in a row. In order to make sure that more important tasks are completed first, you should make a sequence from high to low-priority tasks. It would be better to categorize the tasks into phases so that things should remain organized.
Specify all the individuals involved in the project
Specify in the template all the team members either they work directly or indirectly on the project. Include their names and job titles.
To every task, assign R, A, C, and I acronyms
R, A, C, or I acronyms is assigned to every task that is listed in the template. We have discussed in detail what these letters indicate.
When you have all done with the template, the final document should be shared with team members in the project. The RACI matrix proves very useful for all team members to clearly understand their roles.
How do you make a RACI matrix?
You can take guidance from the RACI template if you want to know how to make a RACI diagram or matrix. However, you should follow the below steps to make a RACI matrix;
- At first, determine all the tasks for the project. Then, you can start with the high-impact areas in order to know about the tasks.
- Next, you should also list down all the stakeholders on the other side of the chart.
- The next step is to fill the sections identifying who is responsible and accountable. Also, before doing every task, you should state that who will be consulted and who will be informed.
- You have to make sure that everyone has at least one stakeholder. For each task, they will be responsible.
- After assigning the duties and responsibilities, it’s time to discuss and get feedback on it. For this, distribute the RACI chart among everyone and ask them to provide their advice and ideas. If you find these ideas necessary then update it. This way, your RACI diagram depends on mutual decision.
Things to consider:
You should keep the following rules in mind before making the RACI matrix for your organization;
- There is only a single person who is answerable and responsible for the task.
- You must have communication with the consultant.
- It is compulsory to inform the required stakeholders.
Along with the length and completion time of the project plan, there might be chances of confusion between the roles and obligations of participants. Before issues such as blaming others for not getting the job done, concern over decision matters. You should also concern questions over who does what occur in your organization arise. You should try to form a RACI matrix. You can also download the RACI chart template online to save your time.
The benefits of a RACI chart:
Let us discuss below some advantages of a RACI chart;
It streamlines communication
Throughout the lifecycle of a project, a RACI chart proves very useful. You can streamline communication instead of involving every single person in every single decision. You can speed up sign-offs and decision-making by having the RACI in place.
You can avoid work overload and silos
Project managers have a lot of responsibilities as well as often they have multiple roles on a project. This tool helps in avoiding project manager burnout.
It helps to set clear expectations
By using a RACI chart for your project, you can make a lot of efficiencies. You can use RACI chart at the beginning of the chart to set expectations for who is responsible for work going forward. Furthermore, it can assist in removing role confusion by identifying who is liable for a task’s completion.
Some disadvantages of using a RACI chart and tips for avoiding them:
- The RACI chart can make confusion due to lack of understanding of differences among the terms.
- A lot of time is required to make it.
- It can get ignored after approval.
- Unnecessary complexity is added to the project.
Here are some ways to avoid above issues;
- People often think that the project manager is responsible for every default. This is because project manager is delivering everything of the project. People should move away from this line of thought. Since every team member has assigned a task, so when some issue arises then identify who is responsible for it either designers, developers, business directors, etc.
- Responsible and Accountable are close in the definition. They can also lead to confusion as the Accountable is responsible for the task or deliverable. On the other hand, Responsible is the role doing the task. Here, the other types of definitions can assist.
- When you are assigning Consulted and Informed, you should ensure that the deliverable is clearly communicated upfront and feedback on the roles of the assignment is agreed to.
Conclusion:
In conclusion, a RACI chart template is an effective tool that describes the roles and responsibilities of everyone involved in a particular task. This document brings clarity and structure in your task.
Faqs (Frequently Asked Questions)
The 4 elements of RACI are;
1- Responsible
2- Accountable
3- Consulted
4- Informed
It represents a level of task responsibility on a project.
