RACI Matrix Mapping

Choose this exercise

Purpose: Document and agree on who executes, approves, advises, and receives updates for each step in a workflow.

Use it when: Use when a team launches a cross-functional project or experiences duplicated effort, dropped tasks, or confusion over who makes final calls.

Skip it when: Skip when team workflows are completely emergent, exploratory, or handled by a single person with no handoffs.

Group arrangement: Small working groups of 4 to 6 people, or one single group of up to 8 around a shared grid.

Timing: UWT suggested practical duration. The original source document outlines an 8-step workshop process that requires 60 minutes for a single workflow.

Materials and tools

• Large whiteboard or wall space with painter's tape
• 4 pads of sticky notes in different colors (one color for activities, one for roles, two for RACI labels)
• Chisel-tip dry-erase markers or dark felt-tip pens (1 per person)

Before participants arrive

1. Clear a 2-meter wide wall or whiteboard area.
2. Draw a large empty two-axis grid: left vertical margin for tasks, top horizontal header for roles.
3. Post the RACI reference definitions visibly next to the grid.

Say this to open

We are charting our workflow using a RACI matrix to make handoffs clear. Responsible means the person who does the work. Accountable means the single person who ensures it finishes correctly. Consulted means someone who provides input before the action. Informed means someone who gets notified after. We will list tasks down the side, roles along the top, and assign these letters together.

How to run it

1. Define scope and list tasks 10 minutes

   Announce whether the session addresses the current reality or future design. Have participants write discrete process steps on yellow sticky notes, one task per note. Post them down the left side of the wall in chronological order. Limit to 6 to 10 key tasks for the session.

2. List roles 5 minutes

   Ask participants to name the functional roles or job titles involved, not individual names. Write each role on a blue sticky note and line them across the top edge of the board above the grid.

3. Draft RACI assignments 20 minutes

   Work row by row. For each task, invite participants to propose who is R, A, C, and I. Write the letters on separate sticky notes and place them in the grid cells. Enforce the rule: exactly one Accountable role per task. If multiple people share execution, pick one primary Responsible lead.

4. Horizontal and vertical audit 15 minutes

   Read the chart across each row: confirm there is at least one R and exactly one A. Check for too many C or I labels that create drag. Read each role column vertically: check whether any role is overloaded with R marks or carries zero active responsibilities. Move sticky notes as the group renegotiates.

5. Confirm and debrief 10 minutes

   Review the finalized grid as a room. Confirm that participants agree to follow the documented roles. Take two observations from the group on what changes immediately in their day-to-day coordination.

Debrief questions

• Which task had the most debate around who is Accountable, and why?
• Where did we find redundant notifications or excessive approvals that we can cut?
• What is the first handoff rule we need to apply starting tomorrow?

Finished output: A completed, balanced RACI grid displaying tasks on the vertical axis, roles on the horizontal axis, and agreed RACI letters in every relevant cell.

Remote

Set up a shared digital whiteboard with a pre-drawn table (tasks down rows, roles across columns). Provide digital sticky notes pre-labeled R, A, C, and I. Work through rows together, letting participants drag letters onto the grid while unmuting to discuss conflicts.

Hybrid

Appoint one in-person scribe to mirror physical sticky notes onto a shared digital board in real time. Remote participants type role and task ideas into the shared document chat or place digital notes directly, which the in-person facilitator reads aloud before physical placement.

Access and participation choices

• Participants can participate verbally, by writing notes, or by observing and signaling agreement via chat or thumbs-up.
• Anyone may choose to pass on debating a specific role without having to justify their choice.

If the session gets stuck

Participants assign multiple Accountable people to a single task to avoid conflict.

Remind the room that accountability cannot be shared. If two people are accountable, no one is accountable. Ask: if this task fails, which single seat must fix it?

Everyone wants to be Consulted on every task, creating an unworkable grid.

Challenge each C by asking: will this person block the launch if unconsulted? If they only need an update, change them to Informed.

Terms used here

• Responsible (R): The role that executes the task and does the actual labor.
• Accountable (A): The single role with final decision power and ownership of the result.
• Consulted (C): A two-way role asked for advice or technical input before work proceeds.
• Informed (I): A one-way role notified of progress or decisions after they happen.