How It Works
The free RACI Matrix app is designed to guide you through a proven process for defining project roles and responsibilities. It helps you move from initial stakeholder discussions to a clear, shareable project plan.
The accuracy of your RACI matrix depends entirely on the quality of information you gather. This crucial first step happens outside the app, through collaborative discussions with your project stakeholders.
Your goal is to facilitate conversations (e.g., workshops, interviews, team meetings) to collectively identify every task needed to complete the project, who is involved, and what their level of involvement should be.
Come Prepared
Draft an initial list of project phases and key tasks before the discussion begins. Having a rough outline provides the team with a concrete starting point to react, refine, and add their own ideas.
Focus on Tasks, Not People
Frame the discussion around the work itself. Instead of asking “What will Jane do?”, ask “Who is responsible for completing the market analysis?”. This keeps the process objective.
Ask Clarifying Questions
Use questions like “Who has the final say on this?” to identify the Accountable person, or “Who needs to provide input before this task can be completed?” to find those who should be Consulted.
Use a Whiteboard
Visually mapping out tasks and potential roles in real-time can help facilitate understanding and encourage participation from everyone in the room.
Once you have gathered your information, the free app provides a structured environment to document it. The interface is divided into two main parts:
This is the main grid where you’ll define your project tasks and assign roles. The left-hand column lists your project tasks, which can be grouped into logical phases. The top rows represent your team’s roles, organized by categories.
You can add or remove roles and reorder tasks using a simple drag-and-drop feature to match your project’s structure.
The app includes a separate table that links to the sub-roles defined in the matrix. Here, you can add important details for each person, such as their name, contact information, and department. This table ensures all team information is consolidated in one place.
The main benefit of using this app is the final deliverable: a comprehensive and visually clear RACI matrix that serves as a single source of truth for your project.
Let’s take a look at key benefits you will gain.
Clarity and Accountability
The matrix eliminates confusion by clearly showing who is Responsible for doing a task and who is ultimately Accountable for its completion.
Improved Communication
By identifying who needs to be Consulted or Informed, the matrix streamlines communication and prevents key stakeholders from being left out of the loop.
Effortless Reporting and Sharing
Export your completed matrix as a .json file for sharing or as a static .html file for easy viewing, printing, or including in a project charter.
The Responsible person is the one who does the work to complete the task. The Accountable person is the single individual who is ultimately answerable for the correct and thorough completion of the task. Think of it as the ‘doer’ (Responsible) vs. the ‘owner’ (Accountable).
Yes, it’s common for a team of people to be jointly responsible for completing a task. However, if you find too many ‘R’s for a single task, it might be a sign that the task is too broad and should be broken down into smaller, more specific sub-tasks.
Assigning a single ‘A’ ensures there is no confusion about who has the final authority and ownership. When multiple people are accountable, it can lead to diffusion of responsibility, where everyone assumes someone else is in charge. A single point of accountability is key to effective decision-making.
Disagreements are a healthy part of the process and often highlight unclear aspects of the project. Use this as an opportunity to clarify the task’s scope and objectives. If consensus can’t be reached, the project manager or the person with the ‘A’ for the higher-level project phase should make the final decision.
The RACI matrix is a living document. It should be reviewed at the start of new project phases, when a new team member joins, or when there’s a significant change in the project’s scope. A quick review during regular project meetings can also help ensure it stays relevant.
It is time for a better way. Our RACI Matrix tool helps you align your team and achieve your goals with ease.
