Key takeaways

  • A RACI chart is a project management tool that defines the level of involvement of different project stakeholders and the tasks they need to accomplish.
  • RACI charts work best for teams working on large-scale projects with static roles and responsibilities.
  • When creating a RACI chart, it is essential that the roles align with the team member’s skills, position, and expertise.
  • Jul. 18, 2024: Marianne De Guzman added sections, explaining key RACI chart concepts and how it is used in real-life scenarios. She updated the text to improve readability and added UX elements such as tables and a free downloadable template.
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What is a RACI chart? 

The RACI chart, also referred to as the RACI matrix, is a responsibility assignment matrix consisting of rows and columns designed to define the task roles of all project stakeholders. Each designation, represented by the letters R, A, C, and I, stands for responsible, accountable, consulted, and informed.

One of the keys to successful project management is a clear understanding of the responsibilities of each stakeholder and the RACI chart is a great tool for achieving this, as it lets you visualize who handles certain tasks throughout the project lifecycle.

Let’s take a further look at the four key roles in the RACI matrix.

Description

Number of people to assign

Examples

Responsible (R)

The person or group assigned to complete a specific task or deliverable

At least one person or more per task

  • Writers
  • Graphic designer
  • Data analyst

Accountable (A)

The person who delegates or oversees task completion

Only one person per task

  • Product owner
  • Department head
  • Team lead

Consulted (C)

The person or group that provides expertise and advice during the project

Can be one or multiple consultants

  • Creative director
  • Legal adviser
  • Compliance officer

Informed (I)

People or groups who need to be updated on project progress or decisions

Can be one or multiple people

  • Customers/clients
  • Business partners
  • Stakeholders

Pros and cons of the RACI chart 

At its core, the RACI model helps teams develop a sense of transparency and set clear expectations. But like any other project management tool, a RACI chart has its advantages and downsides. Knowing what they are will help you make an informed decision about whether to implement it in your projects. 

Benefits of using a RACI matrix 

One of the known benefits of the RACI chart is how it brings clarity and structure to identifying the people in charge of key responsibilities. This ability is further magnified in large organizations with diverse roles and skill sets. Here’s a deep dive into the benefits of the RACI matrix and why project managers use it:

RACI charts establish clear lines of responsibility and accountability. Team members get a clear understanding of their roles and how they contribute to the project’s success, preventing misunderstandings and potential conflicts.

By identifying who needs to be consulted and informed, teams can streamline decision-making. It ensures the right stakeholders are involved, enhancing the quality and speed of project delivery.

RACI charts promote strong communication by providing a straightforward visual reference for staffers. They create a shared understanding of the level of responsibility expected of each member, limiting communication gaps and unifying everyone on the same page.

The visual aid identifies potential flaws or overlaps in resources, preventing critical tasks from being overlooked or neglected. It enables proactive risk management and mitigates roadblocks.

To a lesser extent, the chart helps credit individuals for their leadership, which can later come in handy during career planning discussions.

Disadvantages of using a RACI matrix

With RACI matrices, you will need to spend a lot of time identifying every person’s responsibilities and availability in advance. And if there are constant changes in roles and team structures, you can expect to spend even more time reviewing your current matrix and updating it. This is especially true in dynamic projects where roles and activities change over time.

The RACI framework, with its restrictive nature, follows a fixed set of roles, which can be a problem for smaller teams with members handling different assignments. If things change mid-project, you’ll have to redo the chart accordingly.

How to make a RACI chart 

Now that you know what a RACI matrix is, it’s time to learn how to create one for your team.

Building a RACI chart is relatively simple, especially if you have a template to work with. The challenge is to align the appropriate roles with each member’s skills, position, and expertise. 

1. List project roles as columns

The first step is to identify the people involved in the project. Included are team members, managers, and department heads. To avoid overlooking anyone, categorize internal and external stakeholders based on their level of involvement and influence on the project. 

When listing members, you may add people or groups that won’t work directly on the project but play a key role in decision-making. These include the executive director, customers, and business partners.

Once you have the list, plot each one along the top row of the chart. There are two ways to label project roles: by name and or by job title. Listing out names is ideal if multiple members are playing the same role, while job titles work better if the same person is handling multiple roles. 

2. List project tasks as rows

When listing tasks in a RACI chart, break them down into activities such as deliverables, milestones, and decisions. After identifying all the tasks, list them on the left-hand column of the chart based on the order of completion. 

To avoid confusion, use your project plan to cross-check the tasks and due dates in your RACI matrix. A great tip is to categorize tasks by phase or objectives. Remember, less is more when creating a RACI analysis matrix.

3. Assign roles

The next step is to assign roles to each person using the definition of RACI: R (responsible), A (accountable), C (consulted), and I (informed). This process indicates the individual’s level of responsibility in a specific task, deliverable, or decision. 

When assigning roles, make sure that every task has someone “responsible” and that only one person should assume the role of “accountable.” Then decide who to consult with during the project and who should be in the loop on project progress. Move across the rows until you have completed the cells in your matrix.  

4. Review the RACI chart with your stakeholders

Before implementing the RACI matrix, discuss it with the stakeholders first. Go over the chart with everyone involved and ask for feedback to see if they’re satisfied with the role assigned to them. 

You can set up regular check-ins to ensure staff alignment and address issues that may arise during the project. Also, make sure to provide your team access to the chart for easy reference regarding role clarifications.

Examples of a RACI matrix

Now that you know how to make your own RACI chart, you might wonder how it applies to real-life scenarios. Below we provided two case studies on how the RACI chart can be implemented in designing a website and running a small-scale ecommerce operation. Let’s see how it is used in practice. 

Website creation RACI matrix

The project below involves a five-member team tasked with creating a website geared towards brand marketing. Each member offers unique skills and expertise in visual design, content creation, and web development. 

Web designer

Developer

Marketing staff

SEO specialist

Web content manager

Create the visual design and layout

R

C

I

C

A

Produce engaging content

C

I

R

C

A

Develop website functionalities

C

R

I

C

A

Implement on-page SEO

C

I

C

C

A

Role distribution RACI matrix

In a small e-commerce business, team members often assume multiple roles and work closely together. Here’s an example of a RACI matrix for a team that’s responsible for maintaining an e-commerce website.

Customer service representative

Order fulfillment specialist

Website admin

Graphic designer

Product manager

Address customer inquiries and resolve issues

R

C

I

I

A

Manage inventory and source products for selling

I

C

I

I

R/A

Update product listings and manage content

I

C

R

C

A

Handles payments, shipping, cancellations, and refunds

C

R

I

I

A

Produce product images and promotional materials

I

I

C

R

A

Free RACI chart template 

A well-implemented RACI chart provides a clear structure about the roles stakeholders play within a project. To ensure a successful delivery, download our free RACI chart template below.

Download our RACI matrix template for free:

Download PDF
Download as Google Doc
Download as Microsoft Word Doc

RACI matrix FAQs

Definitely! The same person can have multiple roles in a RACI matrix. In smaller projects, a team member can be responsible for completing the task, while also being accountable for its overall completion. For larger projects, it is best to separate these roles to avoid confusion or prevent overwhelming the team member with excessive workload.

A RACI matrix is a useful tool for project managers when it comes to managing stakeholder roles. However, those who reap the most benefit are large-scale projects involving various stakeholders with static roles and clear-cut deliverables.

Yes, you can use the RACI chart to define agile roles, but it may not be as effective for Scrum teams where task responsibilities lie on the staff’s initiative instead of the manager’s decision. RACI uses a more prescriptive approach, which may not align well with the self-organizing nature of most agile teams.

A RACI chart in your project management approach can enhance clarity, communication, and accountability. It’s a handy way to quickly identify the people or groups involved in each task and the broader role of a project.

But it isn’t necessary for every team or project. Indeed, it takes time to spell out the specific duties and people behind each one. This extra effort may feel bureaucratic and needless for teams wanting a more agile, on-the-fly approach.

Marianne De Guzman Avatar
Marianne De Guzman
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Marianne is a contributing staff writer for TechnologyAdvice, focusing on cloud communications technology. Since 2022, Marianne has worked as a staff writer for TACom’s online publication partner Fit Small Business, where she specializes in B2B software as a service, specifically in the fields of VoIP, UCaaS, CCaaS, and project management. Her contributions revolve around industry trends, software analysis, product comparisons, and user guides.