RACI Matrix

Choose this exercise

Purpose: Produce an agreed chart that assigns operational execution and single-point sign-off for each task in a work stream.

Use it when: Use when cross-functional project roles overlap, ownership is ambiguous, or team members disagree on who holds final approval.

Skip it when: Skip when project scope is completely undefined, or for simple single-person efforts where formal role governance adds unnecessary overhead.

Group arrangement: Whole group working on a single shared grid with facilitator recording assignments.

Timing: Gamestorming source suggests 1.5 hours for large scopes; 60 minutes is structured here for a focused set of 4 to 5 core tasks.

Materials and tools

• 1 large whiteboard, flip chart pad, or shared digital canvas
• Dry-erase markers or black felt pens
• Sticky notes (3x3 inch, 1 pad) for task cards
• Painter tape if mounting paper to a wall

Before participants arrive

1. Before the session, consult project leads to identify 3 to 5 key functional roles and write them across the horizontal top axis of the grid.
2. Write the RACI definitions on an adjacent flip chart or slide for constant reference.
3. Write 4 to 5 key task statements on individual sticky notes and place them in a column down the left vertical axis.

Say this to open

When responsibilities are fuzzy, work slips through the cracks or gets duplicated. Today we will assign four specific roles across our core deliverables: Responsible, Accountable, Consulted, and Informed. Our main rule is that exactly one person can be Accountable for each task. Let us first review the roles and the tasks on our board.

How to run it

1. Review Roles and Task Scope 10 minutes

   Read the RACI definitions aloud: Responsible does the work, Accountable holds single sign-off authority, Consulted provides two-way advice, and Informed receives one-way updates. Review the role columns across the top axis. Read the sticky notes placed down the task axis. Invite the room to rephrase or split any task note that is ambiguous before coding begins.

2. Assign Codes Row by Row 35 minutes

   Move down the task list row by row. For each task, prompt the group to name the role doing the work and mark 'R'. Next, assign 'A' to the single role with final sign-off. If roles clash, split the task into distinct subtasks. Then identify 'C' roles for required two-way input. Finally, mark 'I' for roles needing progress updates. Spend roughly 7 minutes per row.

3. Audit the Matrix 10 minutes

   Scan the completed grid as a full room. Check horizontal rows to ensure every task has exactly one 'A' and at least one 'R'. Check vertical columns to spot role imbalance, such as one role loaded with too many 'R's or a role carrying unnecessary 'C's that create bottlenecks. Adjust codes by consensus where the group spots overload.

4. Confirm Agreements and Debrief 5 minutes

   Have the group confirm consensus on the final board. Address remaining reservations and record the output. Take 2 to 3 group reflections using the debrief questions.

Debrief questions

• Which task row required the most debate, and what resolved it?
• Are any roles overloaded with too many 'R' assignments across the workflow?
• What will we do when an emergent task arises that is not listed on this chart?

Finished output: A completed RACI grid showing confirmed R, A, C, and I designations for all listed tasks, with exactly one Accountable role per task.

Remote

Set up a digital spreadsheet or virtual whiteboard grid with tasks down column A and role titles across row 1. Share the screen during line-by-line review. The facilitator types R, A, C, and I directly into cells as participants speak. Use the chat window for participants who prefer to propose codes in text.

Hybrid

Project the digital matrix onto the room main screen while remote attendees access the shared document directly. Have one facilitator monitor remote chat and call on remote contributors equally during row-by-row code assignments.

Access and participation choices

• Provide a printed or digital copy of the role definitions before the session.
• Allow participants to submit task wording or propose role codes via written chat or sticky notes rather than speaking aloud.

If the session gets stuck

Participants assign Accountable to multiple roles for the same task.

Enforce the single-Accountable rule. Ask: 'If this deliverable fails or requires a tie-breaking decision, who owns that call?' If two roles split ownership, split the task into two distinct sticky notes.

Too many roles are marked 'Consulted', creating review delays.

Ask if two-way consultation is strictly mandatory before work finishes. If someone only needs the final status update, switch their code to 'Informed'.

Terms used here

• Responsible (R): The role that actually completes the work or deliverable.
• Accountable (A): The single role with final decision-making power and sign-off authority.
• Consulted (C): Contributors who provide required two-way input prior to task completion.
• Informed (I): People kept updated on progress or results through one-way communication.