responsibility assignment matrix describes

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Definition: A Responsibility Assignment Matrix (RAM) describes the role and responsibilities of various people and/or organizations in completing specific tasks for a project.

Responsible, Accountable, Consulted, and Informed (RACI) Matrix

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Key takeaways

Successful project management depends on a team-wide understanding of roles and responsibilities. Using a RACI matrix to assign and define each role is a great way to keep a project on track and positioned for success.

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How Does a RACI Chart Help Project Managers?

Project managers use RACI charts to keep track of team roles and relay those responsibilities to the larger team. The matrix defines clear roles and responsibilities for individual team members across the various phases of the project, breaking the roles down into four types. Each letter of the project management acronym stands for a designation: those who are Responsible and Accountable for project deliverables, those who should be Consulted as work begins, and stakeholders who need to be Informed of ongoing progress, roadblocks, and updates. 

Read more: Project Management Phases

RACI Matrix Definitions 

Responsible.

The individual(s) with responsibility for the task or deliverable is typically responsible for developing and completing the project deliverables themselves. The responsible parties are typically hands-on team members who make direct contributions toward the completion of the project. The responsible team is comprised of the project’s “doers”, working hands-on to ensure that each deliverable is completed. 

Some examples of responsible parties are:

• Project Managers
• Business Analysts
• Graphic Designers
• Copywriters

Accountable

Accountable parties ensure accountability to project deadlines, and ultimately, accountability to project completion. This group frequently also falls under the informed category.

Some examples of accountable parties are:

• Product Owners
• Signature Authorities
• Business Owners
• Key Stakeholders

Consulted individuals’ opinions are crucial, and their feedback needs to be considered at every step of the game. These individuals provide guidance that is often a prerequisite to other project tasks, for example, providing legal guidance on a project throughout the process. If you are working on new product development or expansion, this could essentially be the entire organization.

Some examples of consulted parties are:

• Legal Experts
• Information Security and Cybersecurity Experts
• Compliance Consultants

Informed persons are those that need to stay in the loop of communication throughout the project. These individuals do not have to be consulted or be a part of the decision-making, but they should be made aware of all project updates. Typically, this party are business owners or stakeholders that are more interested in viewing the project at a 30,000-foot view.  Keep this group on your cc list for awareness of topics, decisions, and progress – that includes making them part of the initial project kickoff and project demos as optional attendees. This group often also falls under the accountable group.

Some examples of informed parties are:

• Project Committee Members
• External Stakeholders

Read more: DACI vs RACI Model Guide

Why Are RACI Roles Important?

The same way a requirements traceability matrix provides accountability to project requirements by mapping out the relationship between these requirements and the project work, RACI roles provide a sense of organization and clarity for teams that are looking to divide roles and keep team members accountable for their contributions. Considering that 27% of projects go over budget, for reasons like scope creep and lack of defined roles, RACI roles help position a project for success and avoid common pitfalls. 

Moreover, RACI roles help ensure that communication between all roles is ongoing. When you consider that nearly half of all project spending is at risk of being wasted due to a lack of effective team-based communication, it becomes all that more important to prioritize. Ultimately, teams who prioritize communication and well-defined roles are better off, and RACI roles help teams achieve that goal faster – while providing accountability for each team member’s unique contributions to the success of the project. 

Read More: Top 10 Main Causes of Project Failure

How to Create a RACI Matrix 

If you’re looking to implement a RACI matrix as part of your team’s project planning process, take these steps to create a RACI matrix.

Ensure that you have a thorough understanding of the project and its demands before outlining any further steps by communicating with key stakeholders and decision-makers.

Determine the list of key activities and deliverables from the director of program management or other leadership. 

Determine who is needed to be a part of the project or initiative.

Determine the project roles and responsible job titles and persons for each activity and deliverable.

Hold review sessions with key members of the team for alignment, and if you haven’t already, host a kickoff meeting with the entirety of the team and key stakeholders to unveil the matrix, address questions, and more. 

If the project has already started, it’s not too late to implement a RACI matrix.

• Outline the story. Using research from multiple sources, do a, b, c, and d.
• Utilize steps 2 and 3 (shown above). Ensure the right groups are assigned and engaged. 
• Hold a review session. Ensure that the team acknowledges and discusses the plan and the roles assigned.

Read more: 8 Factors That Lead to Successful Projec ts

Examples of a RACI Matrix

As shown above, a RACI matrix helps break down what roles individuals will play as work is carried out and to what extent they will be involved in the project overall. The horizontal axis represents each person on the project team and the vertical axis represents each task.

Each square of the matrix represents an individual, a task, and that individual’s role within the project, either responsible, accountable, consulted, or informed. In this situation, for example, the project manager is accountable for accessing risk, defining performance requirements, creating designs, executing construction, and approving construction work. However, they are only informed about approving construction work and defining functional and aesthetic needs.

Read more: Understanding Different Types of Stakeholders and Their Roles

Our FREE Downloadable RACI Matrix Template

Who creates the raci matrix.

The RACI matrix — sometimes called RACI model, RACI diagram, or simply just RAC — is created by the project manager at the start of the project as a key part of establishing the initial human resources planning for the project. Because miscommunication is a common threat to any project, RACI charts are a great asset to teams dealing with any type of project, from very simple projects to extremely complex ones. 

Common Mistakes When Creating a RACI Matrix

• Failure to plan ahead: Utilizing a RACI matrix should not be your first step in project planning. Having a fully assembled project team and at least a general idea of a task list and project plans is a better place to start before preparing a matrix.
• Working with too large a team: A RACI matrix is likely not the best bet for a large team, as it will make the matrix hard to understand and overly complex.
• Not communicating with the project team: A RACI matrix should help organize tasks and responsibilities that have already been introduced to the project team – no one likes to be blindsided. Be sure to host a kickoff meeting with the team first before creating a RACI matrix.

Frequently Asked Questions

Implementing a RACI matrix takes more than just a few emails and sporadic conversations – it takes consistent communication and planning. You should host a kickoff meeting to introduce the matrix to the team and make a plan to continue meeting at predetermined times throughout the project lifecycle. 

Here are a few more tips to keep in mind as you implement your RACI matrix within the team dynamic:

• Get everyone prepared. Send the document around to the meeting distribution as read-ahead material, requesting feedback if there are any major concerns. 
• Roll out each role for the team . During the meeting, conduct a review of the tasks and responsible parties. Do not rush through this review, but rather ensure enough time in your project kickoff for this important aspect. (Be certain to clarify the definitions of RACI to avoid ambiguity.)
• Consider changes and update accordingly. After the meeting, send out the notes documenting acceptance or updates to the RACI. In addition to sending out the notes, request any corrections within a reasonable yet defined timeframe. Clarify that if no changes are requested, each person is acknowledging their role and committing to the project tasks as outlined.
• Stay in touch. Consider a quick review with the entire team each quarter or every six months for longer projects to ensure it remains up-to-date and not simply another document in the repository but a relied-upon artifact.

As you implement the RACI matrix…

• Encourage teamwork and foster collaboration whenever possible.
• Don’t fear updates – make changes and adjustments as needed (but be sure to communicate those changes clearly to all parties).
• Earlier is better. Roll out your matrix plan to the team BEFORE you plan to implement it for the best results. 
• Have a clear-cut understanding of the project scope and how each role connects to the overall project goal.

For “Responsible” Parties:

• Make sure your project’s definition of Responsible is clear on who holds the “decider” role for the project or project phase’s completion, and what the dimensions of that responsibility will be.
• Ensure that all parties are aware of their role and responsibilities within the matrix.

For “Accountable” Parties: 

• When multiple Accountable team members must exist, use your definitions to make clear which individual is accountable for a given project element, and how that individual needs to interact with other Accountable team members.
• Ensure that there is only one “Accountable” party assigned per task.
• Be sure that the Accountable party has the authority and power to oversee the task as the accountable party.

For Consulted and Informed Parties: 

• Consulted parties are often high-level decision-makers with heavy schedules. Make sure you’re clear on their availability ahead of time.
• Similar to Consulted parties, Informed parties are often less hands-on and have less understanding of day-to-day project operations. As the project goes on, make sure to keep detailed notes to keep the Informed party up-to-date on key information. 
• Understand the ways that these parties like to communicate and create a plan to reach them early – whether that’s over phone calls, emails, video calls, or from within your project management system’s collaboration tools.
• Knowing the difference between who needs to be consulted versus informed can be a challenge if there is ambiguity about project roles. Consider what aspects of the project different team members need to know to do their jobs, and then bake those into your definitions.

RACI Matrix Pros & Cons

• Increased Engagement: RACI helps engage project participants in the project lifecycle. 
• Enhanced Project Planning: Project managers make project planning more organized, efficient, and detailed.
• Identifiable Improvement Opportunities: Areas of improvement are more easily identified.
• Easier Collaboration: Use of a RACI matrix creates a clear path for leadership to sign off on project steps, as project documentation in the RACI model is heavily emphasized.
• Better Communication: Improves overall group communication as a whole.
• Group Accountability: Assists groups, especially larger project teams, stay connected and accountable to their roles and project goals
• Limitations on Role Scope: The RACI model does not provide details on role scope, especially for responsible parties. These gaps in detail also affect other team roles, for example, another gap in a RACI is the determination of who is responsible for verifier and signatory.
• Limits on Task Details and Scope: While a RACI matrix can provide an overview of who is responsible for different tasks, it will not state what needs to be done.
• Not Aligned to the Agile Methodology: Project managers using an agile methodology like scrum may find it redundant since accountability, ownership, and ongoing communication is built into the scrum framework (i.e., product owner, scrum master, and daily standups with the team). Additionally, agile focuses on team-based delivery and accountability, while the RACI framework and alternatives focus on individual responsibility and autonomous accountability.

Read more: Top 10 Causes of Project Failure

Free RACI Matrix Templates

A number of project management software solutions include a native RACI matrix template. Here are just a few we’ve found:

Colorful RACI Chart Template

We love this template from Smartsheet because it’s colorful, thorough, and includes room for every party involved in the project. 

Pastel Colored RACI Matrix Template

This template from the Academy to Innovate HR is a great choice for project managers who want to organize their team roles with an easy-on-the-eyes chart that evolves beyond the simple spreadsheet. 

Simple RACI Chart from Clickup

These RACI templates from Clickup have enough variety to fit any of your project needs, but are simple enough for even beginner PMs to use.

Detailed RACI Matrix Template

This template is a great starter template for anyone looking to explore RACI charts in their project management strategy . As an added bonus – it comes with the RACI definitions already built in!

Excel-Based RACI Chart Template

Are you an Excel or Google Sheets user looking to take advantage of the RACI matrix? An Excel-formatted template from Project Management Docs can be just the solution for you. This template is a great template for users who want a chart that comes in a pre-formatted structure.

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What Is A RACI Chart? How This Project Management Tool Can Boost Your Productivity

Updated: Jun 4, 2024, 2:46pm

The RACI chart has long been a popular tool amongst project managers around the world. Also referred to as the RACI matrix, it’s used to clarify employee roles and responsibilities for each task, milestone and decision that takes place throughout a project.

The chart is designed to ensure clear communication and smooth workflows across all parts of a team. RACI charts can help prevent that sinking feeling when a major decision-maker comes at the end of a project and complicates things with a large number of changes because they weren’t consulted throughout the project.

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What Is a RACI Chart?

A RACI chart, also called a RACI matrix, is a type of responsibility assignment matrix (RAM) in project management. In practice, it’s a simple spreadsheet or table that lists all stakeholders on a project and their level involvement in each task, denoted with the letters R, A, C or I. Once these roles are defined, assignments can be attributed to the roles and work can begin.

R, A, C, I stands for:

Responsible

Accountable.

Here’s what each designation means:

Responsible designates the task as assigned directly to this person (or group of people). The responsible person is the one who does the work to complete the task or create the deliverable. Every task should have at least one responsible person and could have several.

Responsible parties are typically on the project team and are usually developers or other creators.

The accountable person in the RACI equation delegates and reviews the work involved in a project. Their job is to make sure the responsible person or team knows the expectations of the project and completes work on time. Every task should have only one accountable person and no more.

Accountable parties are typically on the project team, usually in a leadership or management role.

Consulted people provide input and feedback on the work being done in a project. They have a stake in the outcomes of a project because it could affect their current or future work.

Project managers and teams should consult these stakeholders ahead of starting a task to get input on their needs, and again throughout the work and at the completion of a task to get feedback on the outcome.

Not every task or milestone needs a consulted party, but the project manager should consider all possible stakeholders when creating the RACI chart and include as many consulted parties as is appropriate. You should limit this to only necessary input, however. For example, one consulted party per affected team is generally considered best practice to avoid clogging the process with too much input.

Consulted parties may be individuals on the project team who aren’t working on a given task but whose work will be affected by the outcome. They’re also often teammates outside of the project team—even in different departments—whose work will be affected by the outcomes of the project.

Informed folks need to be looped into the progress of a project but not consulted or overwhelmed with the details of every task. They need to know what’s going on because it could affect their work, but they’re not decision makers in the process.

Informed parties are usually outside of the project team and often in different departments. They might include heads or directors of affected teams and senior leadership in a company.

When Should You Use a RACI Matrix?

The framework of a RACI chart is useful for almost any project, although some teams might find it more useful than others

For example, I know in creating this article that I’m the responsible party, because I’m doing the work of writing. My editor is accountable for assigning and reviewing the work. And they likely have consulted and informed others around them, such as a managing editor and an SEO specialist.

But this project is fairly simple. It only takes a few steps and includes a handful of stakeholders. A formal RACI chart comes in handy for complex and long-lasting projects that include lots of stakeholders, tasks and milestones, especially if work is overlapping.

For example, a company’s website redesign would require design, copy and development teams to work on tasks concurrently. Each task would affect work in sales, marketing, finance and business development. Structural changes, timelines and major costs would require input and approval from senior management.

Needs are easily overlooked and requirements dropped in such complex projects.

A project manager typically creates a RACI chart to avoid missing those important details and ensure clear communication throughout the project.

Using RACI with Other Project Management Methodologies

Agile is a very popular type of project management, especially for tech workers. While RACI is applicable to agile project management, schools of thought vary on whether it is necessary for an agile context.

Additionally, the Scrum and Scrumban project management methodologies build project ownership (accountability) into their framework and are designed to facilitate regular communication among project teams and outside stakeholders. That makes a RACI chart seem redundant for this method and possibly a poor use of a project manager’s time.

However, additional communication and clarification—in a systematic fashion—tend to be more of a benefit than a drawback for any project, so some SCRUM project managers find RACI useful for clarifying roles for individual projects or their overall process.

Example RACI Chart (and How To Use It)

To create a RACI chart, list all of a project’s tasks down the left-hand column and stakeholders across the top row. For each task, enter an R, A, C or I to assign a level of involvement for each stakeholder in each task.

For example, in the matrix above:

• The senior analyst is responsible for completing the work in the econometric model.
• The SVP finance is accountable for that task—they assign it to the senior analyst and review the work.
• The team will consult the SEO lead for input before and feedback after the task.
• The team will inform the project manager, head of design, sales director and senior management of the project’s progress.

Color coding tasks can be useful to see at a glance whether any team member is responsible for too many tasks within a project and to make sure you’ve assigned at least one Responsible and one Accountable party for each task.

Breaking the chart down by project phases also lets you see how many tasks anyone is responsible for within a certain timeframe, which can help distribute work evenly and avoid overwhelm.

Pros and Cons of RACI

From a project management perspective, things like more organization and clearer communication are generally better, so the benefits of using a RACI chart on a project far outweigh the drawbacks in most cases. With that in mind, teams should be cognizant of the initial time investment of creating a RACI chart and the rigidity of the roles.

• Maintain clear and open communication with all stakeholders.
• Avoid overwhelming team members with tasks or unnecessary information.
• Avoid “too many cooks” offering input on any task.
• Help stakeholders prepare for a project’s future impact on their work.
• You might spend time unnecessarily creating the chart for simple projects.
• Roles are rigid and might not fully illustrate a team member’s stake in a project.

You might see additional drawbacks using a RACI chart for your project if your team succumbs to some common pitfalls, including:

• Stakeholders will be confused if they don’t understand the differences among the terms, especially Responsible versus Accountable and Consulted versus Informed.
• It’s a formality and a waste of time if no one references it after approval.

RACI Matrix Alternatives

Some teams find the roles designated through the RACI model aren’t the right fit for their projects. You might find better options in these less common alternatives—all use a chart with tasks and stakeholders like RACI, but they use different terms in an attempt to more clearly define roles.

This alternative to RACI uses the RACI model plus S for Supportive. This is someone who participates in doing the work of a task by supporting the responsible parties.

This model designates stakeholders as:

• Communicate: These are the consulted and informed parties.
• Approve: This is the decision maker.
• Responsible: This person does the work.
• Support: These parties support the responsible person in doing the work.

This model simplifies CARS with just the Responsible, Approve and Support roles. It eliminates communication outside the project team, which would need to be accounted for another way in the project management method.

This model includes these roles similar to RACI:

• Drivers: The people who do the work.
• Approvers: The decision makers.
• Contributor: People who are consulted on the task.
• Informed: People who are informed of the project’s progress.

In this model, stakeholders are assigned these actions:

• Contribute: People who are consulted and who do the work.
• Lead: People who delegate work and manage a task.
• Approve: Decision makers.
• Monitor: People who are kept in the loop on a project’s progress.

Bottom Line

Projects can be complex, confusing and chaotic. That’s why we rely on team members with the project management skills necessary to reign in the disparate pieces of a project and focus directly on keeping them organized as a project progresses.

A RACI chart is one tool that helps project managers keep a project on track.

By listing all stakeholders and assigning a level of involvement for each task, the chart helps teams communicate clearly and keep the right people in the loop.

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How to Streamline Roles and Promote Team Collaboration with an Effective RACI Chart

Last Updated November 7, 2019

Imagine for a moment a homeowner’s association is tasked with a project of throwing a summer barbeque bash for the neighborhood. Everyone shows up at the same time, mills around trying to find a task and chaos ensues as homeowners arrive before food has been cooked. Now imagine that same team of people tasked with the same project, but in this team, each individual is assigned a specific task, from grilling to game planning. Now, this team can immediately get to work, and it’s much more likely the neighborhood bash will be an enjoyable event.

In any project, whether the task at hand is throwing a summer party or helping an organization with a technology transformation, when roles and responsibilities for everyone involved are clear, the project is more likely to be executed smoothly. In addition, project managers are often beholden to multiple stakeholders, and keeping those key players informed and involved throughout the lifecycle of the project is critical to project success.

What is a RACI Chart?

One method for streamlining accountability on a project is the use of a responsibility assignment matrix, specifically, a RACI chart. The RACI chart describes how the matrix assigns each task or deliverable, assigns an owner, and denotes who else is involved, ultimately classifying involved parties into four categories: responsible, accountable, consulted and informed. This approach is widespread among project managers, according to “ A Guide to the Project Management Body of Knowledge ( PMBOK® Guide), Seventh Edition,” as it can eliminate confusion on who is in charge of, or accountable for, a specific project task.

The first step to developing an effective RACI chart is understanding what the various categories represent:

Responsible: This is the active party, the person who executes the task or completes the deliverable. This includes doing the work as well as making decisions. In some cases, a task or deliverable may have more than one responsible party; for best results, this role should be limited to as few people as possible for each task.

Accountable: This individual is responsible for ensuring the task is completed correctly and meets all specifications. While this person is not in charge of doing the work, they do delegate it and are responsible for approving the job that is completed. Like the previous category, the number of people assigned to this role should be limited for each task to ensure clarity in ownership.

Consulted: This group, typically comprising of subject matter experts, help provide supporting information for the person(s) responsible for working on the task. Communication with this group is two-way and is required before the task can be completed.

Informed: This group of people must be kept updated on the progress of the task or deliverable, as these individuals may be impacted by the outcomes. They typically are not involved in the feedback or review cycle but should be contacted after a decision or action is made.  

How RACI Charts Influence Project Outcomes

Planning is a critical component of project management and project success, and establishing roles and responsibilities is a key component of the planning stage. Implementing a RACI chart offers several advantages for project participants, including:

• Streamlined communication – All parties know precisely who to ask questions to, who to consult and who to inform.
• A controlled set of stakeholders – By pre-defining these responsibilities, project managers are less likely to be left juggling an unnecessary amount of opinions. Distinguishing consulters from informers can also help avoid a bulk amount of stakeholder feedback .
• Manages fatigue and overwhelm – Although project managers may hold many responsibilities, a RACI chart helps outline other owners, knowledgeable parties and accountable players to help lift some of the burden and ensure everyone stays informed.
• Establishes expectations up front – Creating a RACI chart can also help manage conflict later in the project lifecycle, as everyone should visually understand their roles and responsibilities on a project from the beginning.

Using a RACI Chart

RACI charts don’t have to be complex; they can be as simple as listing the work to be done, the resources assigned and the responsibility they hold. Follow these steps to create your own RACI chart:

Step 1: List the names of the people involved in the project – You’ll need to determine if roles or specific names are appropriate. For example, if a single person holds multiple roles, you could specify by role, whereas if multiple people hold similar titles, you might need to specify by name.

Step 2: Break down specific tasks or deliverables – Although this should be a breakdown of the project, it’s important to balance this to ensure the chart doesn’t become cumbersome or impossible to manage.

Step 3: Assign a role to teach task or deliverable, using RACI – Each task must have someone assigned to be responsible and someone assigned to be accountable.

Step 4: Seek buy in from the team – Gather your team, ensure everyone agrees with their assigned roles and responsibilities and allow for questions.

Step 5: Communicate with project stakeholders – Once you have team buy in, meet with stakeholders and get their buy in to establish expectations up front and avoid conflict down the road. The process of collecting buy in from the team and stakeholders is critical to achieving an effective project.

Step 6: Refer to the RACI – This step may seem obvious, but it doesn’t do any good to plan for the project and then not follow the chart as intended. Ensure everyone continues to adhere to the roles outlined in the RACI chart – remember, they approved them in the planning stage.

RACI Chart Example

Let’s go back to that neighborhood (NBHD) barbecue party and create a RACI chart for the homeowner association (HOA).

Keep in mind that RACI charts are useful in many cases but may not be needed in every case.  For example, rapid projects with small teams likely don’t need introduced complexity. Some Agile projects (depending on scope and timeline) may also have an implied role matrix as some roles are pre-defined, such as the Scrum team .

In implementing a RACI chart, a project manager should immediately set expectations for everyone involved. This includes ensuring team members understand when and what they must do, experts knowing when their opinion will be solicited, and stakeholders understanding where they will be informed, and where they will be consulted for input. Following the method can help establish a foundation for a streamlined project and pave the way to stronger relationships that can make a meaningful difference in the success of the project.

PMBOK is a registered mark of the Project Management Institute, Inc.

Interested in expanding your project management expertise? Learn more about Villanova’s Applied Project Management Certificate program and course offerings.

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Responsibility Assignment Matrix: A Complete Overview

Dive into the world of Responsibility Assignment Matrix (RAMs), which helps assign roles and responsibilities and how they streamline Project Management. This comprehensive blog explains their purpose, benefits, and practical use, enabling effective role definition and accountability in project teams. Continue reading!

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This comprehensive blog aims to provide you with a complete overview of the Responsibility Assignment Matrix and its pivotal role in Project Management and organisational structure. 

Table of Content 

1) What is a Responsibility Assignment Matrix in Project Management? 

2)  Responsibility Assignment Matrix (RAM) goal in Project Management 

3) How to create a Responsibility Assignment Matrix? 

4) Benefits of Responsibility Assignment Matrix 

5) Developing Responsibility Assignment Matrix (RAM) best practices 

6) Conclusion  

What is a Responsibility Assignment Matrix in Project Management? 

A Responsibility Assignment Matrix (RAM) in Project Management is a tool that outlines and defines the roles and responsibilities of individuals or groups involved in a project. Its purpose is to ensure that everyone understands their specific duties and tasks. The primary purpose of a RAM is to bring clarity to the project structure, helping to prevent confusion, overlap, and accountability issues throughout the project lifecycle.

RAM in Project Management is also known as Responsible, Accountable, Consulted and Informed (RACI). RACI represents different levels of roles and responsibilities for individuals or teams:

a) Responsible: The individual or group in responsible for finishing a certain job or project. They are the ones who perform the work.

b) Accountable: The individuals who have complete responsibility and decision-making authority over the job or result. They ensure that the task is completed and of satisfactory quality.

c) Consulted: Individuals or stakeholders are consulted for their views or skills before to making a decision or taking actions. They contribute essential insights but may not be directly responsible for the task.

d) Informed: Individuals or stakeholders who need regular updates on the task’s progress or result. They are not actively involved in its conclusion, but they must be notified of any advancements.  

Responsibility Assignment Matrix goal in Project Management 

The primary goal of a Responsibility Assignment Matrix in Project Management is to clearly define and communicate the Roles and Responsibilities of Project Managers and individuals or teams involved in a project. Here are the key goals of using a RAM in Project Management: 

a) Clear roles and responsibilities: The RAM establishes clear roles and responsibilities for each team member, minimising confusion and conflicts.

b) Enhanced communication: Documenting roles and responsibilities concisely in the RAM facilitates effective communication within the project team. Also, enabling quick identification of contacts for specific issues or inquires.

c) Conflict resolution: BY operating a reference point, the RAM helps to resolve conflicts or misunderstandings about responsibilities, providing a foundation for conversation and conflict resolution.

d) Improved project control: With the RAM in place, Project Managers and stakeholders can more easily monitor project progress, identifying task accountability and monitoring work package status.

e) Efficiency and accountability: By allocating responsibility to each project aspect, the RAM promotes accountability among team members, resulting in increased efficiency as everyone understands their duties and expectations.

f) Risk Management: The clear roles of RAM help detect potential hazards associated with functional gaps or overlaps in the Risk Management Process , enabling proactive risk mitigation strategies.  

g) Optimal Resource Allocation: Project managers can optimise resource allocation by understanding task ownership and workload distribution as described in the RAM.

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How to create a Responsibility Assignment Matrix? 

Identify the project scope 

Start by recognising the project's scope or the exact purpose for which you are building RAM. This includes establishing project objectives, outcomes, and critical milestones.

Define roles and responsibilities 

a) Identify the key roles involved in the project. Common roles may include Project Manager, Team Leader, Team Member, Stakeholders, and other relevant positions. 

b) Clearly define the responsibilities associated with each role. These responsibilities should be specific and measurable so there is no ambiguity. 

Choose a framework - RACI, RASCI, or DACI 

a) Select a framework for your RAM. The most commonly used frameworks are RACI, RASCI, and DACI: 

b) RACI: RACI   Stands for Responsible, Accountable, Consulted, and Informed. It outlines who is in charge of a task, who is answerable for following it through to completion, who should be consulted, and who should be informed. 

c) RASCI: RASCI Similar to RACI, but with an additional role, the "S" for Support. This framework further clarifies who provides support for a task. 

d) DACI: This framework is similar to RASCI but adds the role of Driver. The Driver is responsible for ensuring that a task is completed. 

Assign roles using the framework 

a) For each task or work package within the project, assign the relevant roles using the chosen framework. Each task should have a Responsible person, an Accountable person, and, if necessary, people who need to be Consulted, Informed, or Supported. 

b) Be specific and ensure that there is only one person designated as "Accountable" for each task to avoid confusion. 

Document the RAM 

a) Create a table or chart that lists all the tasks or work packages on one axis and the identified roles on the other. 

b) Fill in the matrix with the appropriate role designations (R, A, C, I, S, D) for each task and role. 

Review and validate 

Share the RAM with the project team and stakeholders for evaluation and approval. Confirm that everyone agrees on the roles and responsibilities.

Implement and communicate 

Once the RAM has been completed and approved, communicate it to the project team and other stakeholders. Ensure that everyone understands their jobs and responsibilities. 

Regularly update the RAM 

As the project evolves, it is critical to improve the RAM as necessary. Roles and duties might shift, and new tasks may develop. Keep the RAM current to reflect the project's evolving needs.

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Benefits of Responsibility Assignment Matrix

a) Clarify roles and responsibilities: A RAM clearly defines who is responsible for each task, which helps prevent confusion and ensures that team members understand their roles.

b) Improved communication: The RAM serves as a central reference point for roles and responsibilities, promoting effective communication within the project team. Team members can quickly identify who to contact for specific issues or questions.

c) Conflict resolution: When there is a dispute or ambiguity regarding responsibilities, the RAM provides a basis for discussion and conflict resolution. It helps identify where accountability lies and facilitates problem-solving.

d) Enhanced project control: The RAM allows Project Managers and stakeholders to monitor and manage the project's development.  It helps you to track the status of assignments and ensure that tasks are getting done as planned.

e) Efficiency and accountability: Clearly defined roles and responsibilities create a sense of responsibility among team members, maybe resulting in improved productivity. When people understand what is required of them, and they are more likely to fulfil it.

f) Resource allocation: The RAM helps Project Managers optimise resource allocation by understanding who is responsible for specific tasks. This ensures that workloads are distributed evenly and that resources are used efficiently. 

Developing Responsibility Assignment Matrix best practices 

Developing a Responsibility Assignment Matrix is a critical aspect of project management. To create an effective RAM, consider the following best practices: 

a) Involve key stakeholders: Define roles and responsibilities after consulting with project stakeholders in regards with Stakeholder Analysis , team members, and subject matter experts. Their participation can provide useful information about the project's objectives. 

b) Keep it simple: Use a simple framework (e.g., RACI, RASCI, or DACI) that team members are able to quickly understand and use.

c) Use clear and specific language: In order to prevent confusion, write tasks clearly and precisely. Avoid using confusing or unclear terms that may lead to confusion.

d) Designate a single "accountable" person: Assign only one person as "Accountable" for each task. This individual is ultimately responsible for the task's completion. Multiple accountable persons can lead to confusion and accountability issues. 

e) Consult and inform appropriately:   It is important to carefully consider the individuals who need to be consulted and informed for each task. Avoid unnecessary involvement, which can lead to inefficiency. Ensure that the right people are included in these roles. 

f) Review and validate with the team: Share the RAM with the project team and stakeholders for feedback and validation. Ensure that all parties agree with the assigned roles and responsibilities. 

g) Document assumptions and clarifications: If certain roles and responsibilities are based on assumptions or require clarification, document these notes alongside the RAM. This can help avoid misunderstandings in the future. 

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Conclusion  

A Responsibility Assignment Matrix is an important tool in Project Management and organisational systems. Its importance comes from its capacity to define, assign, and explain the roles and responsibilities, resulting in improved project effectiveness and performance.

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Frequently Asked Questions

Creating a Responsibility Matrix is appropriate for the project's initiation stage. It outlines roles, duties, and communication channels to promote responsibility throughout the project's lifecycle. 

The Responsibility Assignment Matrix or RACI model divides tasks as Responsible, Accountable, Consulted, or Informed. It promotes transparency and accountability among the project group.

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What Is a Responsibility Assignment Matrix (RAM) in Project Management?

April 11, 2024 By Ten Six

Here, we’ll explore what a RAM is, how you can create one, best practices for creating and using it effectively, as well as some common challenges with incorporating them into your projects.

What is a Responsibility Assignment Matrix (RAM)? A Responsibility Assignment Matrix (RAM) is a tool used in project management to define and assign roles, responsibilities, and authority levels for each task or activity within a project.

It includes columns for each team member’s name, their role or title, their area of expertise or skill set, and any other pertinent information related to the task at hand. The rows represent individual tasks associated with the project.

This allows managers to easily identify which team members have been assigned specific tasks and how much responsibility they have over those tasks.

The Benefits of RAM

Using a RAM provides several benefits when managing projects; such as improved communication between teams by clearly outlining roles and responsibilities; increased accountability among team members; better tracking of progress against goals; improved resource allocation based on skillset requirements; and reduced risk due to more accurate forecasting capabilities.

Additionally, it can help reduce costs by eliminating unnecessary resources from being allocated towards certain activities, while also providing greater visibility into potential issues before they arise.

Types of RAM

There are two main types of Responsibility Assignment Matrices. A Functional (F-RAM) and a Projectized (P-RAM).

• Functional (F-RAM) – Functional RAM assigns individuals according to their functional expertise, allowing them flexibility in terms of where they work within an organization’s structure.
• Projectized (P-RAM) – Projectized RAM assigns individuals according to their particular skillsets but requires them to remain dedicated solely towards one particular project until it’s completion, regardless if there are changes in personnel or scope during this time period.

Key Takeaway: A Responsibility Assignment Matrix (RAM) is a useful tool for project managers to assign tasks and responsibilities to team members. It can help improve communication, increase accountability, track progress more accurately and reduce risk. There are two main types of RAMs: Functional (F-RAM) and Projectized (P-RAM), each with their own advantages depending on the particular needs of the project. Overall, using a RAM can lead to better resource allocation and improved visibility into potential issues before they arise.

Best Practices for Creating and Using a RAM

Identify the project tasks and responsibilities.

The first step in creating a RAM is identifying all of the tasks required for successful completion of the project. This includes everything from planning meetings to writing reports to testing software.

Once you’ve identified all of the necessary tasks, you can then assign each task to one or more individuals who will be responsible for completing it. It’s important that everyone understands their role so they know what’s expected of them and how they fit into the overall picture.

Assign Resources to Each Task

Next, it’s time to assign resources such as personnel, equipment and materials needed for each task. Make sure that everyone has access to what they need, when they need it so there are no delays or roadblocks along the way.

Also consider any potential risks associated with certain resources so you can plan accordingly if something goes wrong during the execution of your plan.

Monitor Progress Regularly

As work progresses on your project, monitor progress closely using whatever tools are available such as status reports or dashboards. If things aren’t going according to plan due to unforeseen circumstances or other issues arise, adjust resource assignments accordingly. This could mean reassigning people from one task area to another area where more help is needed.

By monitoring progress regularly, you’ll be able to keep projects moving forward without unnecessary delays.

Regular Check-Ins

Having open lines of communication allows for quick resolution of issues or changes that may arise during the course of the project.

Update the RAM

It’s critical for the success of a project to keep the RAM updated throughout all stages. As tasks are completed or changed, it’s important to update both individual roles and responsibilities within the matrix so that everyone remains on track with their assigned tasks.

This ensures accuracy in reporting progress and makes sure no one falls behind due to lack of clarity about their duties or goals.

Key Takeaway: Creating a Responsibility Assignment Matrix (RAM) involves identifying all of the tasks and responsibilities required for successful completion of the project, assigning resources to each task,  monitoring progress regularly, regular check-ins and updating the RAM.

Don’t get left behind on your project! Make sure to keep your Responsibility Assignment Matrix (RAM) up-to-date with clear roles and responsibilities. Communication is key, so don’t forget to check in regularly with team members! #ProjectManagement Click To Tweet

Challenges of Using a RAM

When using a Responsibility Assignment Matrix (RAM), there are several challenges that can arise.

Lack of Clarity in Assigning Roles and Responsibilities

It’s important to ensure everyone on the team understands their specific tasks, as well as who they should report to for guidance or updates. Without this clarity, it can be difficult to effectively manage the project and hold people accountable for their work.

Overlapping Responsibilities Between Team Members

This happens when two or more people have similar duties or tasks assigned to them, which can lead to confusion about who is responsible for what part of the project. To avoid this issue, it’s important to clearly define each person’s role and make sure everyone knows exactly what they need to do and how they fit into the overall plan.

Tracking Progress and Adjusting Resources Accordingly

As changes occur throughout the project lifecycle, it may become necessary to reassign certain tasks to different resources or adjust timelines in order for everything to stay on track. Keeping an up-to-date RAM helps ensure that all stakeholders are aware of any changes that have been made. This ensures everyone remains informed about where things stand at any given time during the course of the project

Using a Responsibility Assignment Matrix (RAM) is an effective way for project managers to keep track of tasks assigned to each member on their teams. By understanding how this tool works and following best practices when creating one, they can ensure that their projects run smoothly while also helping the team stay organized throughout its duration.

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Introduction to Responsibility Assignment Matrix (RAM)

Project management is a complex process that involves multiple stakeholders, tasks, and resources. To ensure the success of a project, it is crucial to assign clear roles and responsibilities to team members and accurately define their tasks. 

One tool that can help project managers achieve this goal is the Responsibility Assignment Matrix (RAM). In this article, we will explore the definition and benefits of RAM, as well as some examples.

If you’re looking for a RAM template that will help you assign roles and clarify responsibilities, Wrike has a customizable template ready to go.

What is a Responsibility Assignment Matrix (RAM) in project management?

A responsibility assignment matrix (RAM) in project management, also known as a RACI chart or RACI matrix, details all the necessary stakeholders and clarifies responsibilities amongst cross-functional teams and their involvement level in a project. RACI stands for Responsible, Accountable, Consulted, and Informed and each letter corresponds to a team member.

A RAM in project management should be referred to by all parties throughout a project because it helps plan an individual’s roles and responsibilities before work begins. A RACI matrix ensures all stakeholders know who is responsible for completing a task or getting feedback on deliverables.

The four roles are broken down as follows:

• Responsible: The person(s) completing the task
• Accountable: The team member coordinating the actions, making decisions, and delegating to those responsible for the task
• Consulted: The person(s) who will be communicated with regarding decisions and tasks
• Informed: The person(s) who will be updated during the project and upon completion

Read more about RACI here . 

Identify and visualize roles seamlessly with Wrike

Responsibility assignment matrix example.

A common RAM   template looks like the example below. Notice how all stakeholders can have more than one role:

Responsibility Assignment Matrix template

Below you can see a powerful RAM template . The chart helps with visualizing roles and workload clearly. Therefore, project managers and team members follow the progress easily and stay on track.

Clarify roles with Wrike

In conclusion, RAM is a useful tool for any project manager who wants to ensure their team is clear on their responsibilities. It helps to establish a structured approach to project management, allowing for better communication, accountability, and ultimately, project success.

Using Wrike’s pre-built template, you can define the roles of each team member so everybody is on the same page. The template will also help you balance your workload and create complete transparency on your team structure.

What is a RACI Chart?

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How to Make a Responsibility Assignment Matrix for a Project (Template Included)

The most important resource you’ll employ to deliver the project is people. They have to fit into the schedule and maintain the project budget. Defining what their roles and responsibilities are when executing tasks and delivering on the project goals is an important part of controlling the project.

How can you coordinate all the people who are involved in a project so they know what they’re doing and don’t block others from doing what they are assigned? Using a responsibility assignment matrix can help. An assignment matrix gives your project a team that gets things done.

What is a Responsibility Assignment Matrix in Project Management?

A responsibility assignment matrix (RAM) is a project management chart used to identify and define the various people and organizations and outline each of their roles in working on tasks or delivering a part of the project.

Project managers use an assignment matrix to clarify what cross-functional teams do within the boundaries of the project and its numerous processes. Sometimes a responsibility assignment matrix is required when responding to a request for proposal (RFP).

The responsibility assignment matrix can also be called a RACI matrix, which stands for responsible, accountable, consulted and informed.

• Responsible: Notes who is responsible for executing the task, which is then assigned to them.
• Accountable: Notes who has decision-making authority and how that power is delegated throughout the project team.
• Consulted: Notes who is able to offer insight into the task, from team members to stakeholders.
• Informed: Notes who is updated on what in terms of progress and performance, as well as when and how this information is disseminated.

This creates a map of connections between activities and project team members. Depending on the size of the project, there can be several assignment matrices used for various project levels.

Why Create a Responsibility Assignment Matrix?

The assignment matrix identifies what everyone on the team is responsible for, which means not only what their duties are, but how they participate in the project. Some will have defined tasks, others will offer help with work, while there are some who are designated as decision-makers. These groups all have an identity and function within the project to help guide it towards a successful end.

Clear communication leads to more efficient projects. An assignment matrix facilitates better communication between team members and provides transparency by creating a system to make sure everyone is updated and always on the same page. Belaboring communications can bog down a project with too many pointless meetings and confusing interactions in which people try to understand what they’re supposed to be doing. Using the responsibility assignment matrix helps, but having project management software that connects teams in real-time is ideal.

ProjectManager manages project information by allowing teams to attach files directly to tasks, and our unlimited file storage keeps important project documents at your fingertips anywhere, anytime. Commenting on tasks can save time and tagging others in the project team creates a communication process that avoids the pitfalls of redundancies or unnecessary meetings.

When Should a Responsibility Assignment Matrix Be Created?

The responsibility assignment matrix would be created at the start of the project. You’d want to have everyone on the project team aware of where they stand in terms of their involvement before they start executing tasks.

As much as its use is a preventative measure, it can be used prescriptively. If you’re deep into the project and things are not moving as planned, there could be communication gridlock. If team members are not in the loop, or misconstrue what they’re supposed to be doing, using a responsibility assignment matrix might untie up those knots in the communication channel.

If there’s a problem with leadership overruling suggestions on how to advance the project and this is seen as a problem, it’s likely that the roles and responsibilities of the project team need refining. The responsibility assignment matrix defines who has authority to make decisions and using it or revisiting can determine if the right people are in that position.

In fact, any of the definitions might need reexamining at any phase in the project. Perhaps tasks are falling behind schedule. This could be because team members aren’t aware of what tasks they own. Anytime a delay occurs, returning to the assignment matrix is a good first step, even if you went through the process as you should during the planning stage of the project.

How to Create a Responsibility Assignment Matrix

The actual making of a responsibility assignment matrix is not as difficult as getting everyone on board with what their roles and responsibilities are.

Therefore, you want to include your team in the process, get their input and eventually buy-in without spending too much time and energy on the process. Follow these steps to make sure everyone is in agreement and you’ll have a successful responsibility assignment.

• Identify all the participants involved in the project, from team members to stakeholders and everyone in between.
• List all deliverables associated with the project. Use a work breakdown structure to make sure you don’t miss any.
• Meet with team members on how to execute the tasks to create the deliverables. Every task needs to be discussed in terms of the team’s responsibility and authority.
• Draft the responsibility assignment matrix using a table with the project tasks listed on the left-hand column. Across the top add the name of everyone in the project.
• Where the tasks meet the project team member, assign whether they’re responsible, accountable, consulted or informed.
• When completed, share the responsibility assignment matrix with the project team and stakeholders and hold a meeting if necessary to make sure everyone understands their part in the project. If you’re working in a shared space, print out a copy and post it.

Free Responsibility Assignment Matrix Template

Using a RACI template is a shortcut that sets up your team and the project for success. ProjectManager is more than an award-winning software that organizes tasks, teams and projects to streamline work and boost productivity, it’s also the online hub for all things project management.

Among the hundreds of blog posts, guidebooks and tutorial videos are dozens of free templates that can help you through every phase of your project’s life cycle. Using our free RACI template will help you guide all the project teams better, allowing them to know where they stand in relation to the project and what their level of responsibility and accountability is.

Use it at the start of the project to avoid delays and untangle any communicative knots that are preventing the project from progressing as planned. To keep your project on track, download our free RACI template and get a head start on building a workable responsibility assignment matrix.

Best Practices

Using our free RACI template is a good start, but you have to make sure you fill it in correctly. A responsibility assignment matrix is only as good as the effort put into creating it. Here are some best practices to apply when you’re in the process of building your assignment matrix.

• Involve the team: They’re the ones who will be executing the work. You want their input and buy-in to avoid any costly mistakes or time-consuming questions about what wasn’t made clear at the beginning of the project.
• Identify every single task: Identify all the tasks required to reach your final deliverable. Once you have that thorough list make sure that there is only one person on the team who is accountable.
• Update your RACI regularly: Make sure that each new one is clearly marked as the most current version and is distributed to everyone on the team. There will be times when you’ll want to revisit the responsibility assignment matrix or changes in personnel will require an edit.
• Share responsibility viably: One person shouldn’t have to shoulder the bulk of the responsibilities for the project and you want to give authority throughout the project team and not just among the very top management team.
• Optimize tasks: Managers can use the RACI matrix to see if too many team members have been assigned to a task. Maybe these workers could be spread out for greater productivity. There could be too many people listed as consulted, which slows down the process. The assignment matrix is endlessly useful.

How ProjectManager Helps You Manage Projects Better

ProjectManager is a cloud-based tool that connects everyone in real-time to facilitate planning, monitoring and reporting on the project. It works to give everyone on the project team a job and the knowledge as to where they have authority and when to consult others, as well as defining the reporting process.

Let’s look at the people who are responsible, for example, the team who execute the project. Once invited into the software, you can share the project plan, assign them tasks, add detailed direction, add a deadline and tag for priority and more. The teams can then collaborate by attaching files and images to the tasks and commenting in real-time to work better together.

Those who need to stay informed of the project can do so by also getting invited into the project and sharing plans and schedules with them. Stakeholders can stay updated with reporting features that can generate reports on project variance, cost, time and more with one click. Then share them as a PDF. Reports can even be quickly filtered to zero in on the data stakeholders are interested in.

The responsibility assignment matrix can help you reallocate your resources when things aren’t progressing as planned. Use our software to get further insight. The resource management features include a workload chart that’s color-coded so it’s easy to see who has too many tasks and who can take on more work. Then you can simply reallocate those resources from the workload page to help your team work more productively.

ProjectManager gets you organized, keeps your team focused on their tasks and stakeholders in the loop. Gain efficiencies throughout every aspect of your project’s life cycle with an online Gantt chart to schedule work and kanban boards, a visual workflow feature that provides transparency into production. All that and it’s on a collaborative platform to keep everyone connected. Try ProjectManager today for free.

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Your guide to RACI charts, with examples

Can you identify exactly who’s doing what by when for each task, milestone, and deliverable in your project? If not, you might need a RACI chart.

RACI is an acronym to help teams clarify project roles and figure out who the responsible party is for any given task. Whether you've never heard of RACI before or you’re considering creating a RACI chart for your next project, here’s everything you need to know about how to create and use these charts.

What is a RACI chart?

Responsible.  This person is directly in charge of the work. There should only ever be one Responsible role per task so you know who to go to with questions or updates. If a task has more than one Responsible person, you can lose clarity and cause confusion. Instead, aim to add additional collaborators as some of the other RACI roles, which can have more than one person.

Accountable.  The Accountable person is responsible for overseeing overall task completion, though they may not be the person actually doing the work. There are two ways to assign an Accountable role. Sometimes, the Accountable is the project manager (or even the Responsible, though in that case the person is taking on two different roles during the task workflow). In these cases, the Accountable is responsible for making sure all of the work gets done. In other cases, the Accountable is a senior leader or executive who is responsible for approving the work before it’s considered complete. Like the Responsible role, there should only ever be one Accountable.

Consulted.  This will be the person or people who should review and sign off on the work before it’s delivered. There may be multiple Consulted roles for each task,  project milestone , or deliverable.

Informed.  This is the person or group of people who are informed about the progress and completion of work. They probably are not involved in any other aspect of the deliverable.

When should I create RACI charts?

RACI charts are a helpful way to track each stakeholder’s role for a task, milestone, or deliverable—especially if you’re managing a complex project with many decision makers and subject matter experts. With a RACI chart, you can prevent poor decision making and avoid roadblocks in the approvals process that could impact overall project success.

These charts, while different from PERT charts , are especially useful if your stakeholders may be taking on different roles throughout the project. For example, there could be a stakeholder who is Responsible on one deliverable but Informed on another. With a RACI chart, you can clearly outline these details and make sure everyone knows who’s responsible for what.

Example of a RACI chart

To build a RACI chart, list every task, milestone, or deliverable for your project. Then, identify who the Responsible, Accountable, Consulted, and Informed team members are for each one.

Let’s say you’re updating the homepage on your website.  Project stakeholders  include:

Head of website

Web developer

You want to create a RACI chart for five tasks and deliverables:

Update homepage CTAs

Update customer story on homepage

Revamp website design

Improve homepage loading speed

Update homepage design

The RACI chart would look like:

Responsible: Copywriter

Accountable: Web developer

Consulted: Head of website

Informed: Designer

Revamp video on homepage

Responsible: Designer

Informed: Copywriter

Responsible: Web developer

Informed: Copywriter & Designer

Pros and cons of RACI charts

Ultimately, the question is: should you create a RACI chart? While RACI charts are a useful tool to identify project responsibilities, they can get a little cumbersome over the lifecycle of a project. Here are the pros and cons of creating a RACI chart for your team’s work:

The benefits of RACI charts

Clear project roles and responsibilities can help your team move fast and reduce confusion about who’s working on what. With a RACI chart, you can ensure you don’t have two team members working on the same thing. As a result, you’ll have an easier time  collaborating  with your team.

RACI charts are also particularly helpful when the decision-making process is split between tasks. There might be scenarios where the Informed on one task or milestone is the Responsible or Consulted on another—in order to have that clearly defined, it’s helpful to track this work in a RACI chart.

RACI chart pitfalls (and how to avoid them)

RACI models focus on the granular, instead of capturing work at the project level. You might know who the Consulted is on a particular task—which is helpful—but knowing that doesn’t help you understand how various stakeholders interact with the broader project work.

Additionally, if you attempt to write out each task and each role, your RACI chart can get bulky. Worse, if your project changes in some way, your RACI chart would immediately become outdated. That can make it hard for you to gain real-time clarity about where each task is in your project workflow.

RACI charts are limited because they aren’t able to adapt to your project needs in real time. In order to establish clear expectations and eliminate confusion on the project level, you need a  project management tool .

Take your RACI chart to the next level

With project management software, every task has an assignee—that’s the Responsible. You can see work on the project level, so the Accountable and Informed don’t have to check in via email or status meetings. And, for any approvals you need from your Consulted, you can track reviews and approvals in one place. That way, your entire RACI team has a central source of truth for all of the work being done.

Instead of having your RACI chart separate from where the work is happening, project management tools capture the topic, assignee, and other important information like the task due date or relative importance. That way, your entire project team has visibility into who’s doing what by when—and you’re not relying on a single person to manage and update your RACI chart. Project management tools update in real time, so you can see exactly where you are in the approval process.

Track who’s doing what by when

Clear team roles and responsibilities help you hit your deliverables on time. Tracking different and complex stakeholder responsibilities in a RACI chart can help you do that—but RACI charts are just the beginning. Learn more about  work management , and how your team can benefit.

Related resources

New site openings: How to reduce costs and delays

8 steps to write an effective project status report

Provider onboarding software: Simplify your hiring process

Inventory management software: How to control your stock

• Memberships

Responsibility Assignment Matrix: the Basics and Template

Responsibility Assignment Matrix (RAM): this article explains the Responsibility Assignment Matrix or RAM for short in a practical way. Next to what it is (including an in-depth explanation video), this article also highlights an example, inlcuiding the steps to conduct, to use it during a complex project and downloadable and editable Responsibility Assignment Matrix template to get started. Enjoy reading!

What is the Responsibility Assignment Matrix or RAM?

Project managers like using a RAM to identify the role of the various members of a project team. This matrix is a structural chart in which is visually made clear (on paper or through project management software ) what should be done by whom in cross functional or departmental projects.

In the matrix it is clear what the project tasks, roles and responsibilities are of each of the project team members. It is also referred to as the RACI matrix , VERI matrix or Linear Responsibility Chart (LCR).

It’s often used as an integral part of the Work Breakdown Structure .

Responsibility Assignment Matrix (RAM) video (in depth-explainer)

Watch the in-depth video below for a recap of what you’ve just read, so you will remember it more easily!

Responsibility Assignment Matrix example

Despite the simple nature of all information in the matrix memory, it can be very time-consuming to assign each member of the project team with the right tasks and responsibilities.

In addition the appropriate roles must be defined in advance before they are included in the RAM.

Figure 1 – The Responsibility Assignment Matrix (RAM) / RACI Matrix

To do this well and accurately, the matrix can be completed using the following steps:

• Step 1: Identify all the participants and (facilities) supporters of the project.
• Step 2: Identify all the deliverables for the project.
• Step 3: Discuss with all team members how they can support each other to achieve the best performance. It is important to define each participant’s responsibilities so that there will be no misunderstandings on who is responsible for completing the tasks at hand.
• Step 4: The initial draft of the RAM is created, with the activities in the left-hand column and the team members in the project in the first right-hand column. Enter the roles that each person will have in the cells that have been formed. An example of this can be seen in the form of a RACI chart (Responsible, Accountable, Consulted and Informed) above. Note that only one person can be accountable for each task.
• Step 5: Have the participants in the project approve the RAM (in writing). Again to prevent misunderstandings.
• Step 6: Any remarks on changes in the RAM can be filed by the participants in writing. Finally, the responsibility assignment matrix will be reviewed and after approval has been obtained, the project can start.
• Step 7: Interim assessment is important. When it appears that it is better to adjust the RAM, you will have to go back to step 3 and the adjustments must be discussed with all team members.

Responsibility Assignment Matrix and complex projects

The RAM is also suitable for complex projects. When activities are overlooked and the matrix contains incomplete and/or inaccurate information, this will lead to duplicated efforts.

It is therefore advisable to ensure that all information is included in the matrix and that all information is and remains accurate.

The following suggestions contribute to a larger chance of success of a matrix in a complex project:

1. Hierarchy of charts

Divide the RAM into separate graphs so that a distinction can be made according to priorities .

The RAM with the highest levels identifies the high-priority activities within the project.

From this point RAM-graphs can be developed that have been derived from this higher level.

2. Involvement

By involving all the members of the project team in the development of the RAM, they will know exactly what is expected of them and they will participate and be (more) committed to using their own specializations.

3. Written representation

By putting the RAM in writing, any mistakes or problems can be identified.

Moreover, the participants in the project will have a better understanding of what their joint participation in the project is.

Role identification

In a RAM the role of the individual and the role of the group are not separated. The role describes the participation with accompanying tasks of the individual in the project.

Such a role can be performed by several people in a group.

Vice versa, one person may have several roles in the project. This is why several employees can have the role of project manager and one individual may have the role of manager and task performer.

Responsibility Assignment Matrix template

Start visualizing what the tasks and responsibilities are of each team member with this ready to use RAM template.

Download the Responsibility Assignment Matrix template

It’s Your Turn

What do you think? Is the Responsibility Assignment Matrix in today’s modern project- and stakeholder management? Do you recognize the practical explanation or do you have more additions? What are your success factors for good stakeholder management during a project?

Share your experience and knowledge in the comments box below.

More information

• Project Management Institute (2010). A Guide to the Project Management Body of Knowledge ( PMBOK Guide) . PMI Standards Committee.
• Baker, D. (2009). Multi-Company Project Management: Maximizing Business Results Through Strategic Collaboration . J Ross.
• Cleland, D. and Ireland, L. (2006). Project management: strategic design and implementation . McGraw-Hill .

How to cite this article: Mulder, P. (2012). Responsibility Assignment Matrix (RAM) . Retrieved [insert date] from Toolshero: https://www.toolshero.com/project-management/responsibility-assignment-matrix/

Original publication date:: 03/26/2012 | Last update: 06/28/2024

Add a link to this page on your website: <a href=”https://www.toolshero.com/project-management/responsibility-assignment-matrix/”>Toolshero: Responsibility Assignment Matrix (RAM)</a>

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Patty Mulder

Patty Mulder is an Dutch expert on Management Skills, Personal Effectiveness and Business Communication. She is also a Content writer, Business Coach and Company Trainer and lives in the Netherlands (Europe). Note: all her articles are written in Dutch and we translated her articles to English!

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What is a Responsibility Assignment Matrix (RAM) in Project Management?

Fahad Usmani, PMP

March 30, 2024

A responsibility assignment matrix (RAM) in project management is a key document that distinguishes stakeholders’ roles and responsibilities. The RACI chart is the most popular example of a RAM that clarifies stakeholders’ roles and defines their involvement.

RACI stands for Responsible, Accountable, Consulted, and Informed. Each team member in the RACI chart has at least one role.

All stakeholders refer to RAM in case of conflict regarding the roles and responsibilities in assignments or duties. RAM helps reduce conflict in projects to a great extent. Using this document, every team member will know their roles and the responsibilities of other team members.

The roles in the RACI matrix are as follows:

• Responsible: This stakeholder is responsible for completing the task.
• Accountable: This stakeholder is accountable for the task. They will make decisions and delegate work to the stakeholders who are responsible for completing the task.
• Consulted: These stakeholders will be consulted on any decisions made about the task.
• Informed: These stakeholders only require an updated status report on the progress of the task.

Responsibility Assignment Matrix Example

As I said, the RACI chart is the most popular example of RAM.

The table below shows the RAM example using the RACI chart:

Some other less-popular responsibility assignment matrix examples are as follows:

• RASCI Chart: This chart is also known as the “RASCI matrix,” as the letter S is added, which means “supportive.” 
• DACI Chart: DACI stands for “Driver, Approver, Contributor, and Informed.” 
• RAPID Chart: RAPID stands for “Recommend, Agree, Perform, Input, and Decide.” 
• CARS: CARS stands for “Communicate, Approval, Responsible, and Support.” 
• CLAM: CLAM stands for “Contribute, Lead, Approve, and Monitor.” 

Responsibility Assignment Matrix Template

The table below shows the basic template for the responsibility assignment matrix.

RAM is a key tool in project management . It helps the project manager assign roles and responsibilities. Additionally, it ensures that the team stays on its path and that no one interferes with each other’s roles. Finally, RAM ensures that every task has responsible and accountable stakeholders assigned to it.

This topic is important from a PMP exam point of view.

I am Mohammad Fahad Usmani, B.E. PMP, PMI-RMP. I have been blogging on project management topics since 2011. To date, thousands of professionals have passed the PMP exam using my resources.

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A Comprehensive Project Management Guide for Everything RACI

By Kate Eby | July 15, 2016 (updated September 5, 2023)

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To ensure collaboration and project success, it is crucial for all project stakeholders to understand their roles and responsibilities and those of other project members. This is especially important when project teams are more complex due to their large size, involvement of distributed team members, or reliance on staff from multiple departments. 

RACI stands for Responsible Accountable Consulted Informed. While its origins are murky, the RACI matrix has been adopted by many organizations to associate roles with project deliverables. One Six Sigma tutorial describes RACI this way:

“Typically a task is associated with at least one role or in some cases multiple roles. This ‘Association’ of the role with a task can be divided into the following four association types:

• R esponsible
• A ccountable

The above four types of association of a role to a task represented in a simple task vs. role diagram or matrix is called RACI (pronounced ‘racey’) matrix. So basically the RACI matrix is a responsibility assignment matrix (RAM), designed to assign tasks, activities, responsibilities, accountability, decision making, support to team members of a process/project, and clarify expectations on the level of their participation.” Here is an example of a RACI matrix:

This guide will explain when to use RACI, why it works, guidelines to use it effectively, and the role it can play in effective project management in all industries from construction to healthcare. Lastly, we'll show you that once you've created your own matrix, you'll need a collaborative, real-time tool, like Smartsheet, to manage the rest of the project details — from start to finish.

The Four Association Types

RACI has four association types: responsible, accountable, consulted, and informed. Responsible roles produce deliverables; accountable roles check the deliverables; consulted roles advise on tasks; and informed roles are kept informed throughout these processes.

• Responsible: These roles are responsible for completing the task or deliverable. For example, if the responsibility role is a technical writer, this person may be responsible for writing online help files. A software developer wouldn’t write the help files, but might incorporate those files into the product, which would be defined as a different task.
• Accountable: This type of role has the final authority on (or is accountable for) the task’s completion. To take the previous example of a technical writer developing online help and a software developer incorporating the help files, a product manager might be responsible for ensuring that the files make it into the product.
• Consulted: This role functions as an adviser to a task. For example, a team may consult with a Scrum Master as a subject matter expert (SME). Consider advisers carefully, as having too many people in this role can stretch the task time and raise the risk of poor performance.
• Informed: Informed team members are kept up to date on task completion. Charting this role helps to illustrate dependencies among tasks and also ensures transparency into task status. It can be difficult to identify those who need to be informed, so consult various roles to determine who needs status updates. For example, the sales manager may require status updates because a customer has a special interest in feature development.

When to Use RACI

A RACI model is a useful tool for general project management. Use a RACI matrix when processes are stalled due to role confusion, or when role authority is not clearly outlined. We’ve outlined some common use cases for RACI below:  

• If the approval process is bogged down, it may be due to role confusion.
• If decisions are being overruled often and seemingly arbitrarily, this is also a situation that can benefit from clarifying roles.
• Another situation that frequently occurs is that many people perform the same analysis tasks. When tasks are not getting done, it may be that nobody knows who should be doing them.
• When the authority to perform tasks is not understood, it may be time to define roles and tasks, responsibilities, and authority.

Eliminating this sort of confusion and clarifying roles and tasks is the chief function of a RACI Matrix.

RACI is among the most popular models, but there are several alternatives, including:

• PACSI – Used in situations where multiple stakeholders can review and veto the work of a single accountable person. The roles include Performed, Accountable, Control, Suggested, and Informed.
• RAPID – Created by Bain & Company to clarify decision accountability through clear role and responsibility delineation. The roles include Recommend, Agree, Perform, Input, and Decide.

The Value of RACI

Implementing a RACI model helps you to involve the most qualified people in your projects. Project managers can use RACI to quickly develop charts that provide clarity to the team. Some major benefits of the RACI model are as follows:

• Eliminating role confusion.
• Preventing over-allocation of resources to one project and under-allocation to another.
• Clearly defining roles to all the people who fill them (clear understanding of expectations is key to a smooth project and reduces the need for conflict resolution later).
• Ensuring no task is overlooked when resources are allocated.
• Providing a fast and efficient way to re-allocate resources when there is turnover. New people can quickly identify their roles in a project and the roles of those with whom they must interact.

Finally, because the Informed category is given equal weight, the RACI Matrix encourages communication between roles. Communication is the key to clearly understanding expectations, which results in a smooth project.

RACI Matrices

A RACI matrix is a collection of all project activities associated with the people or roles responsible for each. Your matrix should include all project elements, including planning, testing, design, and support.

To create a RACI matrix, consider the following steps: 

• Decide How to Chart the Matrix: You can use any number of tools or templates, including a spreadsheet, whiteboard, or software solution.
• Identify the Project Tasks or Deliverables: Meet with key stakeholders to develop a list of project tasks. For this discussion, tasks include necessary activities, like meetings or events, as well as tangible deliverables, like features or products. Plot tasks across the X or Y axis of the matrix. For example, if you are charting a software project developed under Agile, the sprint demo meeting may be a required activity and should be included in the matrix as a task. Don’t forget to add maintenance of the RACI Matrix as its own task. The project manager usually maintains the RACI Matrix.
• Identify the Project Roles: Project roles are labeled across the other axis of the matrix. The project roles make the matrix more understandable and can be useful for adding any data you may have forgotten. As you identify roles, add any tasks that apply to those roles on the task axis. The task axis is also useful for identifying roles and clarifying resource allocation. This is a good time to assign names to roles as well — one name per role is optimal.
• Label the Intersections of the Axes: Where the X and Y axes intersect, label the intersection with an R, A, C , or I to finalize the matrix with who should be responsible, accountable, consulted, or informed on each task.

RACI Guidelines

While RACI matrices will differ by project, there are some broad guidelines that you should always follow. Above all, your matrix should encourage teamwork and inform all people of their roles and assignments. We’ve laid out additional best practices below: 

• Avoid multiple levels of oversight – one level is enough 
• Encourage teamwork
• Maintain chart fluidity – make changes as needed and let people know when things change
• Assign only one Accountable per task
• Ensure Accountable assignees have authority to ensure the task is complete
• Avoid too many consultants as they can take up too much time (waiting for answers, gathering input, etc.) while too few can damage performance, so try to find the "sweet spot”  
• Inform everyone with a role of their assignment

Finding the Right RACI Template

RACI templates save time and provide a starting point for building your chart. Choose a simple, customizable template to ensure that it is as useful as possible for all team and project types.

Some templates use the X axis for the tasks and Y for roles, and others do the opposite. If tasks exceed roles, as they generally do, it is easier to use the X axis for tasks and the Y for roles as you will be able to see the greatest number of roles per task at a glance on most computer monitors. On the other hand, you may find it easier to filter a chart based on role (for instance, filtering to show only the “I” roles for a given task) with the tasks on the X axis. In addition, most templates use some form of color-coding.

Regardless of which template you select, using one will eliminate a lot of basic work in constructing the chart and will free your time to define roles and tasks.

RACI Project Management

RACI project management focuses on creating and managing a RACI matrix to identify and resolve conflicts in roles and revise role categorization. You should approach analysis as a team and encourage all roles to provide feedback.

A RACI Matrix is analyzed vertically and horizontally. Here are some things to look for when reviewing the role axis (whether this is horizontal or vertical):

• If one role has too many responsibilities, should some responsibilities be reallocated or should more people be assigned to the role?
• If only one person is Accountable, is it reasonable to expect that person to make all decisions and could it threaten the project by creating a bottleneck?
• Here are some things to look for when reviewing the Task axis (whether this is horizontal or vertical):
• If there is a task with no one Responsible, should someone be assigned or should the task be eliminated?
• If there is a task where no one is Accountable, who has decision-making authority?
• If there are multiple people Accountable for a task, avoid conflicts by making a single person accountable. 
• If too many people must be consulted, evaluate whether one person can be assigned who talks with others involved.

It is common, during the life of a project, to have team members experience role confusion. A RACI matrix is useful for clearly identifying roles associated with a project and improving productivity, especially when you’re suffering from role confusion. Some signs of role confusion are:

• Concern over who makes decisions —Decision-makers are usually labeled as Accountable, but it may be that decisions are being made by the Responsible party. If that’s the case, the team should know who makes decisions in each situation.
• Finger pointing —If work is not completed on time, finger pointing may result. The key to avoiding this is knowing who is Responsible. 
• Poor resource allocation —The RACI Matrix should make resource allocation very clear, but sometimes a single task can be extremely taxing, leading to some issues concerning who should be doing what and when.
• Lack of action because of ineffective communications —If someone is not Informed, they may not know to perform a task.
• Too many consultations because the wrong people are consulted —The Consulted should be clearly labeled to avoid jeopardizing the project schedule.

It is the duty of a project manager to step in if role confusion is suspected and clarify roles to ensure that everyone is aware of expectations.

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Organizational Structure

What is a Responsibility Assignment Matrix

Last updated: Feb 15, 2023

Table of contents

What is a RAM matrix used for?

How to make a ram or raci chart.

Learn what a Responsibility Assignment Matrix is and how to use one to make all your upcoming projects run smoothly.

A Responsibility Assignment Matrix (RAM), sometimes known as a RACI chart, is a tool used in project management to keep track of all responsibilities assigned to cross-functional teams on a specific task or assignment.

It’s known as a RACI chart because its acronym names the four key roles displayed in the matrix:

• Responsible: Who is the person responsible for completing a task or making a decision?
• Accountable: Who is accountable for the completion of the project overall and will sign off on deliverables and decisions?
• Consulted: Who needs to be consulted to provide input on a particular task or item?
• Informed: Who needs to be kept informed of project progress or completion?

A typical RAM template looks like this:

| Task | Annabelle (PM) | Jack (Technical Lead) | Dory (Technical Team Member) | | ---------- | ---------- | ---------- | ---------- | | Task 1 | A | I | R | | Task 2 | R | C | I | | Task 3 | C | R | C | | Task 4 | A | R/I | R |

The RAM matrix is used to document every task, item and decision involved in a project completion process. By keeping everything logged all in one place, a RAM matrix is an invaluable tool to any project manager or company leader for a few reasons.

• Defines clear roles and responsibilities

There is nothing worse than a project being slowed down or stalled because of confusion over who was supposed to do what. In a RAM, every person or team involved can check to see which task or item.

• Streamlines communication

Sometimes explaining directions in person or over a workplace communication tool can get confusing or be interpreted the wrong way. Even worse, one instance of miscommunication can tank an entire project or jeopardize a relationship with a client.

With a RAM, project managers don’t have to waste time directing questions to the responsible stakeholder in charge of making a decision. The chart informs everyone involved exactly who they can go to for answers, cutting out repetitive conversations and notifying the right people at the right time.

• Distributes workloads evenly

No one ever wants to be the one in the group project that has to do everything. Team members with a higher workload are at a greater risk for burnout. A great benefit of a RAM is that everyone can see how the workload for a certain project is distributed. It’s also a great way to be transparent within workflows.

Don’t let the random letters confuse you. Building a RACI chart is surprisingly simple. It can also easily be tweaked to fit your organization and your particular project. According to the work management platform Wrike , here are four steps to follow when building a responsibility assignment matrix:

• Identify all project roles

Start out with a list of everyone involved in a project, including every team, team member, manager and stakeholder.

• Identify all project tasks

Then make a list of all the tasks and items needed to get a project done. These can include deliverables, activities, milestones and decisions.

• Create a chart with a column for each role and a row for each task

In a spreadsheet—or any other tool you’d like—create a simple table by listing each person or role in the columns and each task or deliverable in the rows.

To get the most out of your RACI chart, try to make the roles as personal as possible. For example, instead of naming a role “technical lead,” try to use names, like “Jack.” This will give every person involved a sense of ownership, while also streamlining communication even further.

• Assign “R,” “A,” “C” or “I” to each person involved

Once you have written out the names of each person and task, now comes the important part of assigning RACI to each person involved. Identify who is responsible, who is accountable, who needs to be consulted and who needs to be informed for every task in the project. A role can have more than one letter, but simplify it as much as you can. Bonus step: Add a color to each letter to make the roles stand out even more.

That’s it! You now have made a successful RACI chart. Review with your team and all stakeholders before you initiate a plan, and you are officially on your way to more effective project management.

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How to Make a Responsibility Assignment Matrix: Excel RACI Template

What is a responsibility assignment matrix?

How to create a responsibility assignment matrix in excel, free raci template for excel, how to manage raci roles in your teamgantt plan.

A responsibility assignment matrix (RAM) is a tool used in project management to clarify team and stakeholder roles for each project step. It paves the way for smooth collaboration by ensuring everyone knows what they need to do, who they need to talk to, and who has the final say on key decisions and deliverables.

RACI—which stands for Responsible , Accountable , Consulted , Informed —is the most popular framework used for assigning roles and responsibilities on projects. Here’s a quick breakdown of RACI categories in basic terms:

• Responsible : Who completes the work?
• Accountable : Who makes decisions? 
• Consulted : Who provides expertise?
• Informed : Who needs status updates?

Of course, RACI isn’t the only responsibility assignment matrix out there. These RACI alternatives provide a small sample of other approaches you might come across in project management.

• RASCI (or RASIC) matrix : This RACI alternative adds one extra role into the responsibility assignment mix. In the RASCI model, the S stands for Supportive . While this role covers anyone who will lend the Responsible person a hand with the work, a Supportive team member isn’t responsible for the outcome.
• DACI matrix : DACI stands for Driver , Approver , Contributor , Informed and is used to outline decision-making roles and responsibilities for projects. In this framework, the project manager or leader typically serves as the Driver guiding the team to a decision.‍
• RAPID responsibility matrix : RAPID stands for Recommend , Agree , Perform , Input , Decide and is another decision-making framework used to define authority vs accountability. The Recommend role kicks things off by suggesting an action, while the Decide role has the ultimate say in how things move forward. ‍
• CARS : CARS stands for Communicate , Approver , Responsible , Support . In this model, Communicate combines RACI’s Consulted and Informed roles into a single assignment. Someone with the Communicate role lends their expertise and needs to be kept up-to-date on progress. The Approver is the main decision-maker who calls the shots.

Lay a clear path to success with a visual plan that’s easy to understand, and keep everyone in sync with flexible workflows and team collaboration.

Lots of people use spreadsheets to make a responsibility assignment matrix for their projects, so let’s walk through the basic steps of building one in Excel, using the RACI framework as our model.

Looking for an online solution? See how TeamGantt's RACI feature integrates into your project plan.

1. List project tasks and deliverables in column A

First, make a list of all the work that needs to be done for your project down the left side of your matrix. Enter each project task, milestone, or decision in column A of your Excel worksheet. 

Feel free to group tasks by project phase like we’ve done in the screenshot below. That way, your RACI matrix is easy to scan and read.

2. Add team members or project roles across row 1

Starting with column B, label each column header with the name of a team member and/or project role. 

Include the people who will execute and review work for the project, as well as any subject matter experts or stakeholders you may need to consult or keep in the loop along the way.

3. Insert a new worksheet for roles and definitions

Click Insert > Insert Sheet from the Home ribbon at the top of your Excel workbook.

Go to your new worksheet, and list each letter of the RACI acronym in column A. Then enter the corresponding role for each letter in column B. We also included RACI definitions in column C as a handy reference for anyone who might need a refresher.

You’ll use this worksheet to populate a drop-down list on the main RACI matrix tab to make it easier to assign roles quickly.

4. Add a drop-down list of roles to your matrix

Now, go back to your main worksheet, and click into the first open cell in your matrix.

On the ribbon, click Data > Data validation to insert a drop-down list with RACI roles.

On the Settings tab, choose List under the Allow menu.

Click into the Source field, then highlight the data range with your options from the RACI Roles & Definitions worksheet you set up in Step 3. We highlighted cells A2-A5 in our example.

Verify your Data validation settings are correct, then hit Enter to add the drop-down list to your selected cell.

Copy and paste that cell to apply the drop-down list to other cells in your RACI matrix worksheet.

5. Color-code assignments with conditional formatting

Click Conditional Formatting > New Rule on the Home tab. Select Classic > Format only cells that contain > Specific text > containing . Enter the letter R in the text box, then choose Custom Format , and apply a background color (and any other styles you want). 

Repeat this step for each additional letter in the acronym.

6. Assign a RACI value to everyone on every task

You’re almost there! Now go down the list of tasks on your responsibility assignment matrix, and assign a role to every person who will be involved in that project step or deliverable.

Want to build a responsibility assignment matrix of your own, but don't want to start from scratch? Download our ready-made Excel template for free. This blank RACI template is fully editable, so you can customize it for any project you manage. 

We added drop-downs for assigning RACI roles more easily and included a RACI chart example tab as reference in case you need a little extra guidance.

Download: RACI matrix template for Excel

You can easily upload your final matrix to your TeamGantt project . But if you don’t want to worry about outdated spreadsheets that get forgotten once work begins, why not assign RACI roles directly to your plan?

Here’s how to use TeamGantt’s online RACI feature for your next project.

Assigning RACI roles and responsibilities to TeamGantt tasks

• Open your project, and toggle to the RACI tab. This will display all your project tasks in a list format (rows). On the right side of the matrix, you’ll see a column for each person currently invited to the project with cells for each task in the project. 
• Click the cell below each person who needs to be assigned a role on a task, and choose one of the RACI options from the drop-down.

Viewing RACI matrix assignments for your project

There are 2 simple ways to view RACI assignments in TeamGantt:

• From the Gantt tab : If someone is assigned to a task and has a RACI role on that task, the RACI value will appear in parentheses next to that person’s name on the gantt chart. Just be aware that you won’t see RACI assignments for people who haven’t been assigned to a specific task in Gantt view.

• From the RACI tab : To access your project’s full RACI matrix, simply toggle to the RACI tab for that project. You’ll find RACI assignments for every person playing a role—whether or not they’re the one responsible for doing the work.

Keep teams in sync—and accountable—with TeamGantt

A responsibility assignment matrix is a simple tool that makes projects easier to manage by creating less confusion and more accountability. But you’ve got more than roles and responsibilities to keep straight.

TeamGantt makes it easy to build a project plan your whole team can contribute to and collaborate on. Everything happens online, so you can stay on top of deadlines and monitor progress in real time.

Use our built-in RACI chart to assign roles and keep them visible from project start to finish, so everyone knows how they contribute to success.

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What is a RACI chart? And how to make one (with a template)

A few weeks back, in a burst of misguided optimism, I found myself in an escape room with eight of my most brilliant friends. I was confident we'd bust out in record time, but we quickly realized our error: too many cooks, not enough coordination.

We really could have used RACI. The RACI model—which stands for responsible, accountable, consulted, and informed—would have gotten us the Instagram-worthy escape time we'd hoped for. This project management model ensures that there are clear roles, no conflicting ideas, and a clear communication process. Here, I'll unpack the RACI model and how it can streamline potentially chaotic projects—and perhaps save you from your own escape room disaster.

Table of contents:

What is the RACI model?

RACI is an acronym that stands for responsible , accountable , consulted , and informed . Let's break each of those down.

Responsible: This is the person who's actually doing the thing. Think creatives, developers, analysts, and other worker bees. If we're talking about making a sandwich, this is the person slapping the mayo on the bread.

Accountable: Typically in a leadership position, this is the person who's got the final say. If that sandwich ends up being terrible, this is who you send it back to.

Consulted: These are the folks you chat with before making decisions. Like, "Hey, do you think we should add pickles to this?" They give input, but they're not in the kitchen with you. In the work world, we're talking about people like subject-matter experts, legal teams, and quality assurance teams.

Informed: These people are just here for the updates. "Just so you know, we're going with pickles." Informed parties can include external stakeholders, end users, senior management, or anyone else who needs to know what's happening but isn't directly involved in the action.

Importantly, RACI isn't just for the overarching project—it's applied to each individual task within that project. You'll document your RACI roles in a RACI chart to be sure everything's clear and transparent—more on that below.

Free RACI chart template

Before we dive into the examples, I want to make sure you have the tools you need to create your own RACI chart. With the help of my design team, I made a simple, easy-to-use RACI template in Google Sheets. I know it's not handwritten on a parchment, but try to contain your disappointment.

This template has all the basic elements of a RACI chart, with space for you to fill in your project tasks and team members.

Project tasks are in the left column

Project roles are in the top row

Each task gets a letter: R, A, C, or I

Letters are applied at the intersections of rows and columns to signal the level of involvement and accountability each team member has for a specific task

Benefits of a RACI chart

There's nothing worse than finding multiple people doing the same thing while working on a project, or neglecting an important task because everyone thinks it's not their job.

RACI is a management tool that helps distribute tasks and assign responsibilities in a clear and transparent way. It helps people know where to go for information or approval, prevents people from passing the buck, and makes sure everyone is clear on their primary responsibilities. 

Key RACI benefits include:

Clearly defines responsibilities and expectations: No more "Well, finance said it was ready to ship..." moments. Everyone knows their role, and there's no stepping on toes.

Reduces workflow confusion: It's like having a map in a maze. You know exactly where to go and what to do without running into dead ends or, worse, minotaurs.

Enhances understanding and clarity: Because there's always someone accountable, decisions are decisive, and responsibilities are unmistakably defined. It's like translating everyone's thoughts into a universal language where "I thought you meant..." becomes a phrase of the past. 

Flexible approach: RACI works for almost any project type. Whether setting up a new server or orchestrating a multi-channel marketing campaign, the RACI model can be tailored to fit your needs.

RACI chart examples and use cases

You might ask yourself, "Self, how do I know when a RACI chart is needed?" Let's sort that out. Here are some of the situations where a RACI chart would come in handy, but you can definitely use it for lots of other use cases.

New product launch

Office relocation

Ever tried moving your entire workspace without losing your favorite mug? Or your sanity? Who has the authority to choose the new location? If there's an issue with the new space, who's the point of contact? And before finalizing the seating arrangement, who should be consulted? RACI delegates tasks and defines the decision-making flow, ensuring a seamless transition.

Software implementation

Event planning

Organizing a corporate event or conference involves many moving parts. Who has the final say on the venue? Who gives approval when you need to know if karaoke is a yea or nay? And who should be consulted when deciding between a taco bar or sushi rolls? RACI helps you streamline the communication and decision-making processes.

How to create a RACI matrix

Now that you know what RACI is, it's time to unpack the step-by-step process of crafting your own RACI matrix.

1. Identify project workload

Some tips for this stage:

Use your project plan or work breakdown structure as a starting point.

Focus on key decisions and deliverables, not every tiny task.

Group related tasks together to keep your chart manageable.

Include important meetings or approval points.

Remember, you can always add more detail later if needed. The goal is to capture the core elements of your project.

2. Determine roles

Next, identify all the stakeholders and roles involved in your project. This might include:

Team members

Department heads

External vendors or consultants

Clients or customers

I find it helpful to think about who needs to be involved at each stage of the project. Don't forget about stakeholders who might only be involved in specific phases, periodically popping in to ruin your day like the Newman to your Jerry.

Once you have your list, consider if any roles can be combined to keep your chart streamlined. For example, you might group all developers under a single "development team" role.

3. Build out your chart

Begin by pinpointing the scope of your project. What are the specific tasks that need to be accomplished? The level of detail is up to you. Create a matrix with tasks listed vertically and roles horizontally. 

For each task, assign the appropriate RACI designation to each role, as if you're doling out participation trophies at the world's most boring kindergarten graduation ceremony. You'll want to determine who's responsible (the doer), who's accountable (the decision-maker), who needs to be consulted (the advisors), and who should be informed (the folks kept in the loop).

As you fill out the chart, you might realize you need to adjust your task list or roles. That's perfectly normal—the process of creating the RACI chart often helps refine your project plan.

4. Share and review

Some questions to ask during the review:

Are all necessary tasks included?

Are the right people assigned to each role?

Is there a clear owner (accountable) for each task?

Are there any potential bottlenecks or overloaded team members?

Be open to feedback and willing to make adjustments. The goal is to create a RACI chart that everyone agrees on and feels ownership of.

5. Stay adaptable and engaged

Projects evolve, and so should your RACI matrix. As you progress, changes or shifts might need to be addressed. Scenarios that might warrant a RACI review include:

A change in project scope or timeline

A shift in team members or stakeholders

A bottleneck or roadblock that's impeding progress

A realization that certain roles are over- or underutilized

Your RACI chart is supposed to be a relevant and valuable tool, not a decorative piece of art. So, revisit it regularly, tweak as needed, and keep communication lines open.

RACI model best practices

Here are some golden rules for using the RACI model:

Every task should have at least one responsible party . Someone's gotta roll up their sleeves and do it. Otherwise, it's just a free-for-all of "not my job" shrugs.

There is always one and only one accountable for each task . Adding another is like having two quarterbacks in a football game. Unless you're the 2008 Miami Dolphins, it just doesn't work.

Only the responsible and accountable roles are mandatory for each task. This ensures that for every activity, there's someone doing the work and someone ensuring it's done right. Everyone else is just there for support.

Keep it simple. If your grandma can't figure out your RACI chart, you're doing it wrong. Make it clear and understandable.

RACI matrix alternatives

The RACI matrix is a staple in project management, but like with any tool, sometimes you need a different wrench for a different bolt. If RACI doesn't work for you, here are some alternatives.

RAS (Responsible, Approve, Support): This simplified version of RACI might be a good fit if your team doesn't need the "Consulted" and "Informed" distinctions. RAS is perfect for those "let's not make this harder than it needs to be" projects.

RAPID (Recommend, Agree, Perform, Input, Decide): This one's ideal for decision-making processes. If your project involves a lot of decisions that need input from various stakeholders, RAPID can help streamline who does what.

CARS (Consulted, Approve, Responsible, Support): This is another RACI variation emphasizing supportive functions and approval authority. CARS is for you if your project is about getting those green lights (car joke).

RASCI (Responsible, Approve, Support, Consulted, Informed): RACI's overachieving cousin, RASCI includes the "Support" role, which can be crucial for projects where certain team members provide resources or support without being directly involved.

DACI (Driver, Approver, Contributor, Informed): This model is handy for projects with a clear "driver," or leader. It emphasizes the leadership role while still keeping everyone else in the loop. Use DACI when someone's clearly wearing the captain's hat, but you still need a crew. 

CLAM (Collaborate, Lead, Agree, Monitor): CLAM might be the way to go if your project is highly collaborative. If it feels like a group project in school, where everyone needs to pitch in, give CLAM a shot.

Choosing the right model depends on your project's specific needs and your team's dynamics. While RACI is a fantastic starting point, don't be afraid to explore these alternatives to find the perfect fit for your next endeavor. And if all else fails, just make up your own acronym. Who's stopping you?

Build your RACI chart with Zapier

Effective project management is all about having the right tools and using them wisely. While our Google Sheets template is a great starting point, you can take your RACI implementation to the next level with automation.

Related reading:

This article was originally published in September 2023. The most recent update was in August 2024.

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Allisa Boulette

Based in New England, Allisa is a content marketer and small business owner who hopes to make the internet a more interesting place than she found it. When she’s not working, you can find her lying very still not doing anything.

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Responsibility Assignment Matrix

The Responsibility Assignment Matrix (RAM) is a  project management tool that the project team normally uses to delegate responsibilities. This matrix is a visual representation of the responsibilities of each person leaving no margin for misunderstanding and misinterpretation. In other words, if someone doesn’t know his/her responsibility or needs to know the responsibilities of a given person, can easily, find the answer on this matrix.

When developing the RAM, the team can delegate responsibilities to a role or a person. In other words, the responsibility can be assigned to the project manager , team members, and so on, or John, Sara, and so on. Since the team assigns the responsibility considering each activity, it will be very clear not only the person but also the activity and his/her involvement. For example, John, the  project manager is responsible for controlling the costs, but Sara, a team member, is responsible for planning the costs of the project.

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The variety id conventions that the Responsability assignment matrix can follow is endless. One of the most used is the RACI – Responsible (R), Accountable (A), Consulted (C), and Informed (I). Following, let’s see each one in more detail:

Responsible

Responsible is the person who develops the work to deliver the activity or work package. In other words, is the active part. Since the size of each activity or work package can change, there can be more than one person responsible. However, the number of people should be limited and manageable.

Accountable

Accountable is the person who has the role of guaranteeing that the person responsible for the activity or work package did his job and that the activity meets the requirements. For the sake of the project, only one person should have this responsibility for each activity. This person can have the responsibility of approving the work but is not mandatory. However, this person will be de main decision-maker.

Consulted is the person that the “responsible” or “accountable” person can go to if they have any questions during the execution of the activity. This person is normally an expert in that activity. Like that, other stakeholders and team members can consult him to help to make decisions, clarify questions, and guide.

Informed is the person who receives the information on how the activity is progressing. This may be because of the person’s interest in the project, even if his involvement in the execution of the activity is not necessary.

Free Project Management Templates

Give wings to your projects with free project management templates, benefits of using a responsibility assignment matrix.

Assigning responsibilities to a person,  team member, or another stakeholder has major advantages. One of the main advantages is that communication is much easier. If someone has a question regarding one activity, very easily find the person with responsibility for the activity on the matrix and go directly to her.

Another advantage is the end of ambivalence. If everyone knows his/her responsibility it can focus on doing his work. Also, the team will waste less time in organizing the work or making duplicated work. The RAM, also has the advantage of promoting a bigger involvement of all  stakeholders .

The RAM can attribute responsibilities to all stakeholders, not only team members. So, any stakeholder even if is not part of the project team, knows his responsibilities, what needs to do and what is expected from him. Like that, he may focus on this responsibility and don’t lose focus. It will also help him to be informed and involved in the activities that are in progress. Since many times they are not fully allocated to the project, they could lose track of when his help and work are necessary.

Since the RACI is a visual board representing all the stakeholders and the activities, is very easy to see if anyone has an amount of work that is not doable. Like that, is very easy to take off responsibilities from someone with excess of responsibilities. And move for another person with less responsibilities.

Finally, if everyone knows their job and responsibility early in the project can not be taken by surprise in the middle of project development. It will also help to prevent 2 persons from having the same responsibility when they shouldn’t.

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The team can develop the RAM using many different approaches. An example of an approach is:

• Break the deliverables in work packages
• Then, work those work packages in activities
• The next task should be to delegate each activity to a role or person
• To be sure, that no misinterpretations, the responsibility attributed to a given person or role should be clarified
• The team members and stakeholders should have the possibility to validate the responsibility. Imagine that a person is responsible for a work package and doesn’t have the qualifications for that. This way it will avoid these problems.
• Finally, but equally important. The project manager should include the RAM in the project management plan and communicate it to everyone.

Finally, to assign project responsibilities to project team members and other stakeholders the best tool is the Responsibility Assignment Matrix. This visual board that crosses all team members and stakeholders with all work packages will help to clarify who needs to do what. This way is possible to waste time, avoid confusion, conflicts, and other problems.

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The RACI matrix: Your blueprint for project success

A raci matrix is a simple, effective means for defining project roles and responsibilities, providing a comprehensive chart of who is responsible, accountable, consulted, and informed every step of the way..

Having managed and rescued dozens of projects, and helped others do so, I’ve noted that there is always one critical success factor (CSF) that has either been effectively addressed or missed/messed up: clarity around the roles and responsibilities for each project participant and key stakeholder. No matter how detailed and complete a project plan may be for any project, confusion or omission of participant roles and responsibilities will cause major problems.

Enter the RACI matrix. The simplest and most effective approach I’ve seen and used to define and document project roles and responsibilities is the RACI model. Integrating the RACI model into an organization’s project life cycle (PLC) creates a powerful synergy that enhances and improves project outcomes.

What is a RACI matrix?

The RACI matrix is a project role and responsibility assignment chart that diagrams every task, milestone, or key decision to assign team roles across four categories: Responsible , Accountable , Consulted , and Informed . These categories indicate whether a team member is Responsible for an action item, is Accountable for it, should be Consulted on it, or simply be Informed of the action, milestone, or decision. The acronym RACI stands for the four roles that stakeholders might play at any point in a project.

In almost 100 percent of my project rescue efforts, I have found that there is no shared understanding of participant roles and responsibilities, nor is there explicit documentation to support it. Establishing such a consensus by employing the RACI model almost always gets a stuck project moving again, and enables the key stakeholders to readily deal with the other issues that require resolution.

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RACI matrix roles

The RACI model brings structure and clarity to describing the roles that stakeholders play within a project . The RACI matrix clarifies responsibilities and ensures that everything the project needs done is assigned someone to do it.

The four roles that stakeholders might play in any project include the following:

• Responsible : People or stakeholders who do the work. They must complete the task or objective or make the decision. Several people can be jointly Responsible .
• Accountable : Person or stakeholder who is the “owner” of the work. He or she must sign off or approve when the task, objective or decision is complete. This person must make sure that responsibilities are assigned in the matrix for all related activities. Success requires that there is only one person Accountable , which means that “the buck stops there.”
• Consulted : People or stakeholders who need to give input before the work can be done and signed-off on. These people are “in the loop” and active participants.
• Informed : People or stakeholders who need to be kept “in the picture.” They need updates on progress or decisions, but they do not need to be formally consulted, nor do they contribute directly to the task or decision.

How to create a RACI matrix

The simple process for creating a RACI model includes the following six steps:

• Identify all the tasks involved in delivering the project and list them on the left-hand side of the chart in completion order. For IT projects, this is most effectively addressed by incorporating the PLC steps and deliverables. (This is illustrated in the example below.)
• Identify all the project stakeholders and list them along the top of the chart.
• Complete the cells of the model identifying who has responsibility, accountability and who will be consulted and informed for each task.
• Ensure every task has at least one stakeholder Responsible for it.
• No tasks should have more than one stakeholder Accountable . Resolve any conflicts where there is more than one for a particular task.
• Share, discuss and agree the RACI model with your stakeholders at the start of the project. This includes resolving any conflicts or ambiguities.

RACI matrix example

For purposes of simplification, let’s say your project can be broken down into four discrete tasks, undertaken by a team of application developers, along with a sponsoring project executive, project manager , business analyst , and technical architect.

Step 1 of the process involves mapping out the project as a whole. For this, the project manager is both accountable and responsible for the work at hand. To determine the scope and deliverables of the project , the project manager consults with the project’s executive sponsor and with the business analyst about the process to be overhauled as part of the project. The technical architect and the application developers are subsequently informed of the project plan.

In Step 2, the business analyst must then delve more deeply into the process to help map out each facet of the business process to be overhauled. The business analyst is thus responsible for the task, with the project executive being accountable for signing off on this work. To better understand the technical underpinnings of the current process, the business analyst will consult with the technical architect. The project manager and application developers will then be informed of the conclusions derived from this portion of the project.

Here is an illustration of a simplified RACI model for this example project, taking these first two steps into account:

The subsequent third and fourth tasks involve shaping the new process, again with the business analyst responsible for this work, and the other roles on the team following their same responsibilities when the old process was being analyzed in Step 2. Step 4 sees the technical architect taking over, devising a new architecture that will support the new process, signed off by the executive sponsor, and held accountable by the project manager, who devised the scope and deliverables in Step 1.

RACI matrix template

Templates are available for free on the web for those looking to get started with the RACI model. These are typically geared toward Microsoft Excel or Google Sheets, but can also be available for more specialized software. Here are several popular possibilities:

• Vertex 42 Excel RACI templates
• Projectmanager.com Excel RACI templates
• Smartsheet Excel RACI templates
• ClickUp RACI templates
• Excel Downloads RACI templates

RACI vs. RASCI

RASCI is another type of responsibility assignment matrix used in project management. It retains the four core roles of RACI — Responsible , Accountable , Consulted , and Informed — but adds a fifth: Supportive . The Supportive role in a RASCI chart is responsible for providing assistance to those in the Responsible role. This may involve providing additional resources, expertise, or advice to help the Responsible party complete a particular task. Organizations that choose RASCI often do so to ensure that personnel who may not have direct responsibility or accountability but are nevertheless vital to the success of an activity or project are considered a notable facet (and cost) of the project. Individuals or entities that consult on a particular phase of a project, whether internal or external to the organization, provide an example of Supportive resources.

RACI matrix rules and best practices

Simply creating a RACI matrix is not enough. You must ensure that the matrix maps to a successful strategy. Here, certain rules should be followed, and conflicts and ambiguities in the plan must be hammered out.

When building out your RACI matrix, the following three rules should be applied:

• Every task must have at least one Responsible party.
• To ensure clear decision-making, each task should have only one Accountable person.
• Every team member should have a role on each task, even if it is just to be Informed.

Resolving conflicts and ambiguities in a RACI matrix involves looking across each row and up and down each column for the following:

Analysis for each stakeholder:

• Are there too many R’s : Does one stakeholder have too much of the project assigned to them?
• No empty cells : Does the stakeholder need to be involved in so many of the activities? Can Responsible be changed to Consulted , or Consulted changed to Informed ? I.e., are there too many “cooks in this kitchen” to keep things moving? (And if so, what does that say about the culture within which this project is being managed?)
• Buy-in : Does each stakeholder totally agree with the role that they are specified to play in this version of the model? When such agreement is achieved, that should be included in the project’s charter and documentation.

Analysis for each PLC step or deliverable:

• No R’s : Who is doing the work in this step and getting things done? Whose role is it to take the initiative?
• Too many R’s : Is this another sign of too many “cooks in this kitchen” to keep things moving?
• No A’s : Who is Accountable ? There must be one ‘A’ for every step of the PLC. One stakeholder must be Accountable for the thing happening — “the buck stops” with this person.
• More than one A : Is there confusion on decision rights? Stakeholders with accountability have the final say on how the work should be done and how conflicts are resolved. Multiple A’s invite slow and contentious decision-making.
• Every box filled in : Do all the stakeholders really need to be involved? Are there justifiable benefits in involving all the stakeholders, or is this just covering all the bases?
• A lot of C’s : Do all the stakeholders need to be routinely Consulted , or can they be kept Informed and raise exceptional circumstances if they feel they need to be Consulted ? Too many C’s in the loop really slows down the project.
• Are all true stakeholders included in this model : Sometimes this is more of a challenge to ensure, as it’s an error of omission. This is often best addressed by a steering committee or management team.

RACI matrix in project management

It is the above analyses, which are readily enabled by the use of a RACI matrix, that deliver the real benefit of the model. It is the integration of the model with a specific PLC that ensures that the project is structured for success. Without either component, problems with the structure of the project management process may remain hidden until (or even while…) they cause the project to bog down. Making the time and effort to create a customized PLC/RACI for each significant project is an opportunity to design your project management process for project success.

More on project management:

• Project management guide: Tips, strategies, best practices
• What is a project manager? The lead role for project success
• 5 early warning signs of project failure
• 12 project management myths to avoid
• 16 tips for a smooth switch to agile project management

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With more than 25 years of corporate leadership experience and 6 years of executive coaching expertise, Bob Kantor is the founder of Kantor Consulting Group . Through his company's executive coaching and leadership development programs, Bob supports IT and STEM professionals transitioning from managing technology to leading people with innovation and confidence.

It’s rare for technology-driven organizations today to be limited by or constrained in what they can accomplish based on their technology skills. Rather, it’s the soft skills of those in leadership positions that typically create bottlenecks, miscommunication, re-work and ultimately, projects that are over budget and behind schedule. These are all areas where Bob’s programs enable clients to gain traction and get things turned around.

Bob has experience in leadership coaching for over 150 IT executives and managers at Bloomberg, and over 60 senior IT leaders at companies like DISH Network, Chevron, PayPal, eBay, Toyota, Aetna, Sysco, Unilever, SunTrust Bank, The Walt Disney Company and Molina Health Care.

The opinions expressed in this blog are those of Bob Kantor and do not necessarily represent those of IDG Communications, Inc., its parent, subsidiary or affiliated companies.

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