RACI Template & Ultimate 2024 Guide to the RACI Matrix [+Free Download] (2024)

Too many cooks in your company’s HR project, and it’s impacting budgets, hiring and onboarding new employees, and how your department effectively communicates with employees and stakeholders? A RACI matrix is a great tool that HR professionals can leverage to help streamline critical HR projects for better results.

Contents
What is a RACI matrix?What does RACI stand for?The advantages of using a RACI modelThe disadvantages of using a RACI chart
A RACI chart example
Free RACI template downloadHow to build a RACI matrix

Download our free RACI template in Excel:

What is a RACI matrix?

The RACI matrix, also known as a RACI chart or RACI model, is a widely used project management tool that was designed to ensure that all stakeholders on a project work together towards the same goals.

It keeps the project on track by eliminating confusion and miscommunication. When used properly, it ensures everyone knows their role and can avoid wasted time.

To achieve this, a RACI matrix clearly defines and communicates the roles and responsibilities of various individuals and groups involved in a project using the letters R, A, C and I. It is particularly useful for large and complex projects that involve multiple stakeholders and cross departmental boundaries.

As an HR professional, you can boost how quickly and effectively projects are managed and completed in your company with the simple completion of a RACI matrix before the project kicks off.

RACI model origins

The RACI matrix (also known as the Responsibility Assignment Matrix) has been around for a very long time, making it hard to pinpoint its exact origins. The RACI framework was further evolved and adopted by individuals and corporations over the years.

For example, Edmond F. Sheehan, known for his work on organizational structure and management systems, is often credited with the origin of the RACI model. Another commonly cited origin of the RACI matrix is the DuPont Corporation, an American conglomerate. DuPont used a matrix called the “Responsibility Assignment Matrix” to define roles and responsibilities in their organization.

Another possible origin is the IT consulting company E&Y (Ernst & Young), which used a similar model called the “RASCI” matrix in the 1970s. RASCI stands for Responsible, Accountable, Supportive, Consulted, and Informed.

What is a RACI matrix used for?

Effective team organization is crucial for the success of any large HR project. For example, if an HR team is responsible for planning a team-building event, who is responsible for determining the core objectives of the event? Who will decide where the event takes place, what happens on the day and what suppliers are needed? Who will execute each task?

Who will manage each task to ensure they are happening correctly? HR is also uniquely positioned to work with and across different departments, which can easily create confusion around who is accountable and responsible for executing tasks and making decisions.

When each team member has a clear understanding of their role and responsibilities, the project is more likely to be completed efficiently and effectively. Conversely, when team members have unclear roles and responsibilities, the project may experience delays or even fail to meet its objectives.

With a completed RACI matrix in hand, HR’s project team can work better together, particularly if other departments are involved and roles need to be streamlined.

What does RACI stand for?

The RACI acronym stands for Responsible, Accountable, Consulted, and Informed.

RACI acronym explained:

R: Responsible

• Who is responsible for getting the work done?
• This is the individual who executes a task, also known as the ‘hands on’ individual
• They will generally report to a manager

A: Accountable

• Who oversees the task?
• This is the individual who ensures the work gets done properly.
• They are not hands-on, but rather responsible for managing the people who are executing tasks and ensuring that work is completed on time and at the required quality.

C: Consulted

• Who needs to assist the completion of a task with additional information or support?
• This individual is not directly responsible for a task
• However, they do provide information that assists the person responsible for a task
• They are generally consulted for their expertise in a specific area

I: Informed

• Who needs to be kept up to date on the progress of a task or deliverable?
• This is generally an upper management stakeholder or potentially a client
• They do not have immediate input on the project but may be the project’s owner

HR pro tip

The difference between being Responsible and Accountable in a RACI matrix is that Responsible refers to the person or team completing the work, while Accountable refers to the person who is ultimately accountable for the outcome and must report on and sign off on the deliverable. The same person can hold both roles, but they are distinct responsibilities.

When HR should use a RACI matrix

A RACI chart can be beneficial for many projects, but it is particularly helpful when tasks involve multiple resources, run simultaneously, or are dependent on other tasks. Some examples of when a RACI matrix can be useful are:

• There are large-scale or clear-cut deliverables, such as company-wide DEIB training involving all departments and multiple stakeholders
• A lengthy decision-making or approval process could delay the project, such as implementing a new performance management system
• Conflict about task ownership or decision-making exists, for example if the company’s code of conduct needs to be revised
• Uneven distribution of project workload is a concern, particularly when HR is working with multiple departments
• You are operating within a highly regulated industry, such as completing training to meet compliance regulations
• The project spans multiple departments
• Team turnover is high and there is a need for quick onboarding of new members to specific roles.

HR pro tip

The RACI framework is a useful tool for managing relationships and responsibilities throughout a project. For large-scale projects, a wide range of stakeholders, including government regulators, company executives, and investors, may be involved. Clearly defining and sharing their responsibilities from the start can help prevent mistakes and miscommunications that can cost time and money. Additionally, it will aid in overall stakeholder engagement efforts.

When HR should not use a RACI chart

As an HR professional, you have company-wide insight into employees and you know that not all teams and projects are created equally.

Skip the RACI if:

• The team communicates really well.
• All individuals stay on top of their own work.
• The project is small enough that it would be a time waster going through the steps outlined in the RACI matrix template, for example, designing a career page, which may only involve two departments with fewer stakeholders required for approvals.
• The project team uses an Agile framework, like Scrum

The advantages of using a RACI model

The benefits of using a RACI model include:

1. Clarity: It clearly defines who is responsible for what tasks and decisions, reducing confusion and misunderstandings.
2. Accountability: It assigns accountability for specific tasks and decisions, making it easier to hold people accountable for their actions.
3. Improved communication: It facilitates communication by clearly identifying who needs to be consulted and informed about specific tasks and decisions.
4. Better decision-making: It helps ensure that the right people are involved in making decisions, leading to better outcomes.
5. Increased efficiency: It can help streamline processes by identifying and eliminating unnecessary steps or duplicated efforts.
6. Better coordination: It helps coordinate the work of different teams and individuals, reducing the risk of delays or missed deadlines.

The disadvantages of using a RACI chart

While RACI charts can be a useful tool for clarifying roles and responsibilities, there are also some potential drawbacks to consider:

1. Time-consuming: Creating a RACI chart can be a time-consuming process, especially for larger or more complex projects or organizations.
2. Inflexible: Once a RACI matrix is created, it can be difficult to make changes, especially if roles and responsibilities have already been established.
3. Overly restrictive: In some cases, a RACI model can be overly restrictive, preventing team members from taking on additional responsibilities or making decisions outside of their assigned roles.
4. Lack of buy-in: If team members are not involved in the creation of a RACI chart, they may be less likely to buy into the roles and responsibilities assigned to them.
5. Limited scope: A RACI matrix may only focus on specific aspects of a project or organization and not account for the entire scope of the project.
6. Complexity: For large and complex projects it might be difficult to map all the dependencies and potential risks, leading to oversimplification of the chart

It is important to be aware of these potential drawbacks and to use the RACI chart in a way that is appropriate for the specific project or organization.

A RACI chart example

The RACI matrix should be a simple-to-use document that provides a snapshot of the project and everyone involved’s roles and responsibilities.

In this example, the roles and responsibilities involved in implementing a new performance management system have been mapped out. Note that it is a high-level document outlining the task, the deliverable, and who is responsible, accountable, will consult, or needs to be informed. It is not a project roadmap.

Download the Excel matrix template free version:

How to create a RACI matrix: 4 steps to build and implement

To recap, the goal of a RACI matrix is to ensure you distinctly outline who completes, reviews, gets consulted and signs off on a particular task.

To build a RACI chart, follow these 4 steps:

Step 1: List project tasks and deliverables

Create a list of all the tasks, milestones, and decisions that need to be completed for your project.

Do this:

• Organize tasks by project phase to make the RACI matrix easy to read and scan.
• If you prefer, you can also just create a large list of tasks without categorizing them into phases.

Step 2: List team members and project roles

Add the names or job titles/roles of all team members, stakeholders, and subject matter experts involved in the project.

Do this:

• Include any team members who won’t be working directly on the project, but who may need to consult, manage or ultimately make key decisions.
• Row 1 serves as the column headers for the RACI matrix.
• To make the chart easy to understand for others, it is recommended to use job titles or roles instead of names if you are not familiar with everyone’s name, particularly if it is a large project.

HR pro tip

When filling in row 1, start with column B and keep moving to the right. The larger the project, the more columns you will fill.

Step 3: Assign RACI responsibilities to each task

Assign R, A, C, and I to each task listed in column A. Starting with the first task, move across the matrix to the right and decide who will be responsible (R) for executing the work, accountable (A) for ensuring the task is done properly and on time, consulted (C) for help or advice, and informed (I) about progress.

Remember, the person assigned as R will perform the work, while A is responsible for overseeing it, C provides input and advice, and I receives updates but does not provide feedback to R or A.

Do this:

• There should only be one responsible and one accountable person per task
• The goal of the RACI matrix is to avoid confusion, not add to it, so keep things clear and simple
• Encourage communication and ensuring that all stakeholders are informed, at all times, of what is happening in the project

HR pro tip

Responsible and accountable roles are required for every task, but not all tasks require outside input or the need to inform others. The consulted and informed roles may not be necessary for some tasks that are less complex.

Once the RACI chart is completed, it is crucial to share it with all project team members. This ensures that everyone understands their specific role and responsibilities throughout the project, which maximizes the effectiveness of the RACI matrix.

Do’s and don’ts when using a RACI matrix

As an HR professional, do:

• Assign only a single responsibility level for each deliverable or activity group.
• Map out deliverables and activity groups before assigning individual responsibilities.
• Focus on specific project tasks, milestones, and decisions rather than generic or administrative tasks such as team meetings or status reports.
• Standardize the approach across departments and locations so everyone is on the same page.
• To avoid confusion regarding details and deadlines, ensure that the tasks listed in your RACI chart are aligned with your project plan.
• Continually update and revise the RACI matrix to reflect what is happening in the project.

Don’t:

• Be afraid of white space – there will be some blocks that do not have an I or C.
• Be afraid to give responsibilities to less senior staff – senior-level staff members should hold the accountable role and oversee projects. When they are in the responsible role, they could end up being a bottleneck

FAQ

Subscribe to our weekly newsletter to stay up-to-date with the latest HR news, trends, and resources.