Most RACI matrices fail for the same reason: they are filled in as a formality and then ignored. The matrix is not the goal. The goal is one explicit answer per activity: who does it, and who answers for it.
RACI stands for:
- R — Responsible: who does the work. Ideally one person per activity.
- A — Accountable: who answers for the outcome. Exactly one person per activity.
- C — Consulted: who is asked before the decision or execution. Their input matters.
- I — Informed: who is told afterwards. Their input is not required.
The three rules that keep a RACI usable
Rule 1 — Exactly one A per activity
Accountability cannot be split. If two people are accountable, nobody is. When a row has two A's, the team has not decided who owns the outcome.
Rule 2 — Ideally one R per activity
Multiple R's usually mean the work is not decomposed enough: split the activity, or the team will wait for each other.
Rule 3 — C and I must earn their place
A row full of C's and I's means the process has too many alignment loops. Ask: does this person change the outcome (C) or only need to know it happened (I)? If neither, leave the cell empty.
How to build one, step by step
- List the activities, not the departments. Use verbs: "approve the budget", not "finance".
- List the roles, not the names. The matrix survives people changing jobs.
- Assign A first: one per activity. This is the hard decision; everything else follows.
- Assign R: who actually executes. One person, sometimes a team for large activities.
- Assign C and I sparingly: only where input changes the outcome or where being informed has a consequence.
- Review the columns and the rows: a role with no letters is out of the process; an activity with many letters is over-coordinated.
A generator can remove the mechanical work: build the grid, click the letters, export. (Free RACI matrix generator).
Common mistakes
- Multiple A's: the most damaging. It means the decision was never made.
- Names instead of roles: the matrix becomes obsolete at the first reorganisation.
- Every cell filled: if everyone is consulted and informed about everything, no one is.
- A's assigned by seniority: the accountable person is the one who can be held to answer, not the most senior in the room.
- The matrix is never reviewed: a RACI updated every six months drifts from reality faster than no RACI at all.
A worked example (constructed, not client data)
Synthetic scenario for illustration. A software release crosses four roles: PMO, Project Manager, Engineering Team and Stakeholder.
- Prepare the release plan: PMO consulted, Project Manager accountable, Engineering Team responsible, Stakeholder informed.
- Run regression tests: Engineering Team responsible, Project Manager accountable, Stakeholder informed.
- Approve go-live: Project Manager accountable, Engineering Team consulted, Stakeholder informed.
- Communicate the outcome to clients: Stakeholder responsible, Project Manager accountable, Engineering Team informed.
The table shows the two decisions that mattered: the PMO is consulted only on the plan, and the Stakeholder — who in the initial draft appeared in every row — is responsible for client communication and informed of the rest. The revision removed six C/I cells that added no information.
RACI, RASCI, DACI: which one
- RASCI adds S (Supportive): who helps the doer. Useful when execution needs specialised support.
- DACI replaces R and A with D (Driver) and A (Approver), plus C and I. It fits decision-making groups more than delivery processes.
Start with RACI. Add letters only when a specific process needs them.
From the matrix to the process
Build the matrix with the free generator.
Before automating the process, check its readiness (Process Readiness Tool).
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FAQ
What does RACI stand for?
Responsible (who does), Accountable (who answers), Consulted (asked before), Informed (told after).
Can an activity have two A's?
No. One accountable per activity is the core rule: when accountability is split, the process has no owner.
How is RACI different from a responsibility assignment matrix?
A responsibility assignment matrix is the general tool; RACI is its most common notation. RACI fixes the four specific roles instead of leaving them free-form.
How often should a RACI matrix be updated?
Every time the process changes, and at least once every six months. A stale matrix is worse than none, because it looks authoritative while being wrong.