RACI is a key project management tool used to identify roles and responsibilities within a project. This helps avoid any confusion along the way, knowing who owns the project, what roles everyone takes on, and who makes the final decisions.
Everyone should know their level of responsibility within a task/project. Without clearly defining roles and responsibilities, projects can easily run into problems.
Delegation is an integral part of a project manager’s role. Using the model can help set expectations for the project from the outset. RACI matrix can help put these roles and expectations.
What is RACI?
RACI is an acronym that stands for responsible, accountable, consulted, and informed.
- Responsible: Who has the responsibility of getting the task done or making the decisions for the project?
- Accountable: Who is responsible for the successful completion of the work, ensuring everything is done to the best possible standard, approving work, and total completion of the final task? Who is the“owner”?
- Consulted: The go-to person to consult on the project. Who has the core necessary information for the project and the key person to communicate with? This can be several people, often experts in their fields.
- Informed: Who needs to be kept informed and up-to-date with progress reports of the task? Who plays an active role in the process?
Clarification helps optimise the project for greater efficiency.
What Problems Does the RACI Model Solve?
Before diving into how to use a RACI matrix, it’s essential to understand why it matters. The RACI model solves some of the most common pain points teams face when working on projects or cross-functional processes.
Here are the key problems RACI helps to fix:
Role Confusion and Duplicated Work
Without a clear division of responsibilities, team members may unknowingly work on the same task—or worse, think someone else is handling it. RACI clarifies who does what, reducing overlap and eliminating gaps.
Slow Decision-Making
When it’s unclear who’s accountable for making decisions, things stall. RACI assigns ownership to ensure decisions are made efficiently and don’t get stuck in endless email threads or meetings.
Missed Deadlines and Delays
When no one feels truly responsible, deadlines slip. RACI ensures each task has a clearly defined Responsible person (who does the work) and Accountable person (who ensures it gets done).
Poor Communication and Stakeholder Frustration
Teams often forget to loop in the right people or include too many. By assigning Consulted and Informed roles, RACI ensures that communication is targeted, timely, and relevant.
Inefficient Team Collaboration
When everyone is unclear about their role in the bigger picture, collaboration becomes fragmented. RACI helps teams work better together by creating clarity, structure, and shared understanding.
By solving these issues, the RACI model helps teams become more productive, aligned, and accountable, especially in complex projects or cross-functional environments.
When Should You Use a RACI Matrix?
Wondering when to use a RACI matrix? This simple yet powerful tool is most effective when clarity, accountability, and alignment are crucial to a project’s success.
RACI is especially useful in situations where multiple people are involved and roles or responsibilities are unclear. If you’ve ever thought, “Wait, who’s doing this?”—you likely needed a RACI.
Ideal Scenarios for a RACI Matrix
Here are some common use cases where a RACI matrix can make a real difference:
- Cross-Functional Projects
When multiple departments or teams are involved in the same process or initiative. - Remote or Hybrid Teams
To overcome communication barriers and clarify ownership in dispersed teams. - Project Kickoff Meetings
Establishing roles early helps avoid confusion later and aligns the team from day one. - Onboarding New Team Members
New hires can quickly understand who does what and where they fit into the bigger picture. - Roles or Responsibilities Confusion
When overlapping duties, duplicated work, or task delays become common. - Process Redesign or Workflow Optimisation
Mapping out new roles as part of change initiatives or lean transformations. - Regulatory or Compliance Projects
Where clear accountability is required and auditable responsibility matters.
Is RACI Right for Your Team?
Ask yourself:
- Are tasks being delayed because no one is assigned to them?
- Are decisions getting bottlenecked?
- Are you dealing with “too many cooks in the kitchen”?
- Are people unsure of whom to consult, inform, or defer to?
If you answered yes to any of these, then implementing a RACI matrix can bring clarity, speed, and structure to your project or workflow.
How to Create a RACI Matrix (Step-by-Step Guide)
Creating a RACI matrix doesn’t have to be complicated. Here’s a simple, structured approach to help you clarify roles and responsibilities for any project or process:
Step 1: Identify the Project or Process
Start by clearly defining the project, process, or task you’re mapping. This gives you the scope and focus.
Example: Launching a new product, onboarding a new client, or updating your company website.
Step 2: List All Tasks or Deliverables
Break the project down into specific tasks, phases, or deliverables. These will form the rows of your matrix.
Tip: Be as granular as needed to make sure every step is clearly defined.
Step 3: Identify All Roles or Stakeholders
List everyone involved in the project. These will form the columns of your matrix.
Include roles like:
- Project Manager
- Developer
- Designer
- QA Tester
- Finance Manager
- Marketing Lead
- Stakeholder / Client
Note: Use roles or departments instead of individual names for flexibility.
Step 4: Assign R, A, C, and I
Now assign who is:
- R (Responsible): The person who does the work
- A (Accountable): The person ultimately answerable
- C (Consulted): Those who give input before a decision is made
- I (Informed): Those who need to be kept updated
Each task should have:
- One A (Accountable)
- At least one R (Responsible)
- Optional: C and I roles as needed
Tip: Avoid assigning multiple accountabilities to a single task—it creates confusion!
Step 5: Review with the Team
Share your draft matrix with everyone involved. Make sure:
- Everyone understands their role
- No one is overloaded
- There are no unclear responsibilities
This step builds buy-in and clarity before the project begins.
Step 6: Revisit and Update
Projects evolve—so should your RACI chart. Schedule regular check-ins to update roles, remove blockers, or clarify ownership as needed.
Variations on RACI Matrix Models
Occasionally, roles don’t fit into the standard matrix model.
For example, each task needs a responsible and accountable person allocated, but it may be necessary to consult or verify work, so there are other alternative models. Project Management Institute (PMI) have other models.
DACI: Driver, Approver, Contributor, Informed
RAPID: Recommend, Agree, Perform, Input, Decide.
ARCI: Accountable, Responsible, Consulted, Informed
RASCI: Responsible, Accountable, Supportive, Consulted, Informed
RSI: Responsible, sponsored and informed.
RASCI: The ‘S’ stands for ‘Support’, who will assist the person responsible for performing the task.
RACIO: The ‘O’ stand for ‘Omitted’ people who don’t take an active role in the project.
RACI-VS: The ‘V’ stands for ‘Verify’ and ‘S’ for ‘Signatory’ reviewing a task to ensure it has been done and completed correctly.
Best Practices for Implementing RACI
To effectively utilise the RACI model, consider these best practices:
- Clearly Define Tasks and Deliverables: Break down the project into specific tasks and outcomes to assign roles accurately.
- Assign One Accountable Person per Task: Ensure each task has a single individual accountable to avoid confusion.
- Limit the Number of Consulted Roles: Too many consulted individuals can slow down decision-making.
- Communicate the RACI Matrix: Share the matrix with all team members to ensure clarity in roles and responsibilities.
- Review and Update Regularly: As projects evolve, revisit the RACI matrix to reflect any changes in roles or tasks.
Assignment of Tasks
Knowing who is responsible for each task. Each task must have both a responsible and accountable person assigned. Tasks with multiple “responsible” parties can slow down the process. Only assign the necessary people to avoid inefficiencies when you get a “too many cooks in the kitchen” scenario.
It also stops the blame game and offers proper accountability because if work is not completed, it is very clear who is responsible and who is letting others down.
Checkify works on the same principles as knowing who is responsible and tracking accountability, while also identifying who is part of the workflow—keeping everyone informed at each step along the way.
Allowing you to assign each task to the best person to do that task, along with an audit trail to identify where things have gone wrong.
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