When setting up a new PMO, you start by understanding the needs of the business. Then, you meet the stakeholders and whiteboard your way through several reams of sticky notes. Finally, you get to an understanding of WHY the PMO is needed and WHAT problems it will solve.
But what happens next can be tricky. Even with a shared vision, there can be confusion about who will do the work, who will be accountable for the work, and who we need to talk to to get things moving. Fortunately, we have a management model for that, and it’s called a RACI chart or sometimes a RACI matrix. This tool is particularly useful for complex projects where increased team size and stakeholder involvement can lead to confusion and miscommunication.
What is a RACI Matrix?
The RACI matrix is a chart that maps out the activities and decisions involved in a project. It is an essential part of the project management process, ensuring clarity in roles and responsibilities. The chart helps everyone understand roles and responsibilities. The RACI lays out clearly which positions or people are Responsible for each item, which are Accountable, and who, if anyone, needs to be Consulted or Informed. As you probably already guessed, the acronym RACI comprises the four roles that can be assigned in the matrix.
The RACI matrix is sometimes referred to as a Responsibility Assignment Matrix (usually by PMI in their PMBoK guide) and even less frequently as a Linear Responsibility Chart.
What are the four RACI roles?
- Responsible: In the RACI definition, this is the role or individual who will do the work required to complete the task or decide. Several positions or people can be jointly responsible.
- Accountable : Best practice dictates that only one stakeholder is deemed Accountable for a piece of work. This is usually the ‘owner’ of the work and will typically be the individual that signs off on the completion of the work. Someone can be both Responsible and Accountable.
- Consulted : Working on a solution with blinkers on is never a good idea. Our Consulted stakeholders need to provide input into the process before the work can be signed off or before a decision is made.
- Informed : Our informed stakeholders also need to know what is going on. However, they are provided with updates and outcomes rather than being active participants in the process.
Benefits of Using a RACI Matrix in Project Management
The RACI matrix offers numerous benefits to project managers and teams. By clearly defining roles and responsibilities, it enhances communication, reduces conflicts, and improves team collaboration. The RACI matrix also ensures that all stakeholders are appropriately involved, which is crucial for project success. Additionally, it helps to identify gaps in roles and responsibilities, allowing project managers to develop an effective plan for allocating resources accordingly.
One of the primary benefits of using a RACI matrix is that it provides a clear understanding of task ownership. By assigning specific roles and responsibilities to team members, project managers can ensure that each task is completed efficiently and effectively. This, in turn, helps to reduce confusion and overlapping work, ultimately leading to improved project outcomes.
Furthermore, the RACI matrix is a valuable tool for project managers who need to track the various tasks and roles associated with a project. By tracking these roles, it helps to ensure that everyone involved in the project is held accountable for their individual tasks. This accountability is essential for project success, as it ensures that team members are motivated to complete their tasks on time and to the best of their abilities.
In conclusion, the RACI matrix is a powerful tool that offers numerous benefits to project managers and teams. By clearly defining roles and responsibilities, it enhances communication, reduces conflicts, and improves team collaboration. Its ability to provide a clear understanding of task ownership and ensure accountability makes it an essential tool for project success.
Why are RACI models used?
The RACI matrix is a chart that maps out the activities and decisions involved in a project. The chart helps everyone understand roles and responsibilities. The RACI lays out clearly which positions or people are Responsible for each item, which are Accountable, and who, if anyone, needs to be Consulted or Informed. As you probably already guessed, the acronym RACI comprises the four roles that can be assigned in the matrix.
- No one actually doing the work.
- People completing work that has no apparent business owner.
- Individuals making decisions without having the correct authority to make them
- Teams wasting time consulting with people who don’t need to be consulted
- Confusion over who is doing what
- Duplication of effort as different functions overlap
As well as being a good tool for project planning and decision-making, they are also helpful for project turnarounds and for defining the responsibilities of different types of PMO in a project organization. For projects hitting the buffers, drawing up a RACI chart can have an immediate positive impact by clarifying who should be doing what. And nothing inspires progress more than seeing your name in big letters as the person who is Accountable for success and Responsible for delivery! Assigning clear roles and responsibilities is an essential part of project management, and the RACI model is a simple, industry-standard way of presenting the data.
How to create a RACI Matrix
The excellent news about RACI models is that they are simple to produce! There are numerous RACI matrix examples available that can guide you in creating your own. There is no need for fancy RACI project management software. All you need is Excel or your favorite spreadsheet tool. You can use the built-in tables feature to create your own template.
There are five steps to creating a RACI matrix:
Identify the tasks that need to be completed and the decisions that need to be made. Each project task should be listed in the first column in your chart in order of completion.
Identify the key stakeholder groups or individuals and add them as a header row at the top of your chart.
Populate the grid by identifying who has responsibility and accountability for a specific task or decision and then considering which stakeholders need to be consulted or informed.
Ensure each row has at least one person responsible for completing the task and only one accountable person for each particular task.
Communicate your RACI to the team and stakeholders. There is no point in having a well-crafted RACI if it festers on your laptop or in the draw of your pedestal!
Where Portfolio Project Manager software is used within the organization, this project management software will almost certainly have some functionality for including RACI information and making this visible to your key stakeholders.
Tools and Software for Creating a RACI Matrix
There are several tools and software available for creating a RACI matrix. Some popular options include:
Microsoft Excel: The widely used spreadsheet software is ubiquitous in PMO teams, and can be easily used to create a RACI matrix.
Asana: A project management tool that allows users to assign tasks and roles to team members.
Smartsheet: A project management software that allows users to create and manage RACI matrices. Columns for each task showing who is assigned to each of the RACI roles
Jira: A agile software management tool that allows users to assign tasks and roles to team members. RACIs can be created as tables in Confluence, or Jira Marketplace tools can be used to embed RACIs into each Jira Ticket.
When choosing a tool or software for creating a RACI matrix, it’s essential to consider the specific needs of your project and team. Some factors to consider include:
Ease of use: Choose a tool that is easy to use and understand, even for team members who are not familiar with project management software.
Customization: Choose a tool that allows you to customize the RACI matrix to meet the specific needs of your project.
Collaboration and visibility: Choose a tool that allows team members to collaborate and communicate effectively.
- Simplicity: Sometimes the simplest tools are the easiest. Not everything requires a new tool or software. Your existing spreadsheet, wiki, or PPM tool should probably be your first port of call.
Ultimately, the best tool or software for creating a RACI matrix is one that is available, and meets the specific needs of your project and team.
RACI Examples
Family holiday
Here are a couple of examples to bring the RACI model to life.

PMO roll-up reporting

One-way vs. Two-way communication
RACI alternatives
- RAPID: Recommend; Agree; Perform; Input; Decide
- DACI: Driver; Approver; Contributor; Informed
- RACIQ: A standard RACI, with an additional category identifying the responsible parties for quality assurance
- The RASCI Model: Responsible; Accountable; Supporting; Consulted; Informed. The extra role focuses on roles that support the responsible person.
- RACI + F: (See Applying RACI in Agile environments below)
Applying RACI in Agile Project Teams
The Role of the Project Manager in Implementing a RACI Model
The project manager and PMO play a crucial role in implementing a RACI model. Their primary responsibility is to ensure that the RACI matrix is created and used effectively throughout the project / portfolio This involves:
Identifying the key stakeholders and team members involved in the project.
Defining the roles and responsibilities of each team member.
Assigning tasks and roles to team members using the RACI matrix.
Ensuring that the RACI matrix is communicated effectively to all team members.
Reviewing and updating the RACI matrix regularly to ensure that it remains accurate and effective.
The project manager must also ensure that the RACI matrix is used consistently throughout the project. This involves:
Providing training and support to team members on how to use the RACI matrix.
Encouraging team members to refer to the RACI matrix when completing tasks and making decisions.
Using the RACI matrix to track progress and identify areas for improvement.
Ultimately, the project manager’s role in implementing a RACI model is to ensure that the project is completed efficiently and effectively. For the PMO, the responsibility is broader, ensuring the tool is applied consistently across projects. By using the RACI matrix to define roles and responsibilities, the project manager can ensure that team members are motivated and accountable, and that the project has an increased probability of getting completed on time and within budget.
Top Tips for a successful RACI
