As the SWOT or SWOT analysis points out, every marketing manager needs to know what the strengths and weaknesses of a company are in order to develop new ideas that can strengthen the company and bring it closer to its objectives.
When this involves designing projects, it is essential to use the RACI Matrix.
Have you seen those corporate projects that end in a big disaster because no one knows for sure what the responsibilities of each member are? Or even those who never start because everyone gets discouraged before the start?
Using the RACI Matrix can solve these problems and many others. To find out how this works, how to apply it and tips on how to use it in your business, stay with us and enjoy reading!
What is the RACI Matrix?
The RACI Matrix is also known as a Responsibility Assignment Matrix or Linear Responsibility Chart.
Describes the use of various functions related to the activities carried out in a company. The acronyms mean:
- Responsible (Responsible);
- Cconsulted (Consultant);
The function of the matrix is to define the roles and responsibilities of each person involved in the projects and company processes. Even because many times a single employee can perform several functions and that is why everything needs to be documented.
Let’s look at an example: a marketing team is made up of 10 analysts and 1 manager.
However, within a specific project, one of the analysts assumes the role of its administrator, therefore, he must respond as the person in charge of the project, even if his position in the company is that of analyst.
In the work environment, you must be able to fulfill your duties as an analyst and as a project manager.
To better understand how this works within the RACI Matrix, let’s look at the meaning of each letter in the acronym.
R (Responsible or Responsible)
The first letter is addressed to those who do the work to complete a task.
Although the person in charge of this work has delegated it to third parties, he will be the one who must answer for the delivery of the task.
A (Accountable or Authority)
This letter refers to the person responsible for the proper completion of a task, that is, it is the person who delegates the tasks that must be executed in order to carry out the task assigned to the responsible person.
C (Consulted or Consultant)
They are those who provide valuable opinions, generally they are subject matter experts with whom there is communication in both directions.
The people who respond to this letter are those sought by those involved in the project to better understand a given topic.
I (Informed or Informed)
the informed are updated on the progress of the projectwhich usually occurs at the time of completion and delivery of the assignment.
It often happens that whoever is responsible for a task or deliverable is also responsible for completing it (indicated in the matrix of the task or deliverable, being responsible for it, but without any function responsible for its completion, that is, it is implicit that, in In this case, the person in charge must complete it)
As we said before, a person can perform more than one function within a project, which is very common in Lean Startups. With this, the person responsible for a task (letter R) can also be in charge of delegating it (letter A).
However, if a person corresponding to the letter is missing I to make sure that the deliveries have been made correctly and there is also no one responsible for the letter C to provide more specific queries, the matrix is not complete and the project is unlikely to succeed.
Therefore, in addition to all the letters being present, due to organizational issues, it is recommended that each person correspond to only one. To clarify this, let us now see how the RACI Matrix can be created.
How to create a RACI matrix?
We have carried out the 5-step survey necessary to create the RACI Matrix within a project in your company. Let’s see it!
Step 1 – Specify the project features
The first step is to determine who is involved in the project.
A confusion that often occurs even in the best companies is that more than one person is responsible for a task, leaving other members not knowing who to turn to, other than essential functions, when no one performs them.
We suggest you identify people by the letters in the matrix, but you can also use names created by your team. You can call the person in charge of Jaspion, for example, but the most important thing is that everyone knows that their tasks correspond to the tasks of the letter R.
Step 2 – Identify Project Tasks and Deliverables
Once all roles have been assigned, review the project and break it down into tasks that need to be done and delivered.
Preferably, as in a Content Marketing strategy, document them all (it can be in the same forms), specifying in one column what must be done and in another column, who will do it.
Determine the deadlines by which these tasks must be turned in and make it clear that everyone must respect them. Otherwise, anyone involved could fall into the trap of saying things like, “I know I promised to do it on Monday, but I’m so busy, I’ll do it on Friday.”
This cannot happen, because it becomes a snowball in which many people can do the same thing, which harms or even cancels the delivery of the project.
Step 3 – Apply the RACI matrix for each role and task
Now that the tasks are assigned, it is time to apply the RACI Matrix to them. Although we have recommended this in the first step, in practice, the functions of each person are not always clear within the letters of the matrix. It is at this time that this work must be done.
With that in mind, he carefully chooses those responsible, consulting and informed. For example, if you have a person in your team who is not yet at the level of a specialist, it is not advisable to have him as a consultant.
Step 4 – Get Everyone Involved
In projects, it is common for the hierarchical functions of a company to be modified. For example, a team manager can become the executor of a task managed by an analyst.
In other words, while one professional manages the work of the other in the main activities they carry out in the project, this can be reversed.
So, before starting work, hold a meeting with your team to make sure everyone agrees on their assigned roles and commitment to the project.
It is recommended that this meeting be simple and objective. In addition, it does not have to be face-to-face, it can be done by audio or videoconference. Therefore, avoid creating unnecessary topics that trigger long discussions.
Once what is communicated is done and everyone agrees, it’s time to start the project, right? Next we will say the last step.
Step 5: Define project tools and deadlines
Do you remember those ideas that you had and that, even, you could have developed some actions to put it into practice but you never did? Projects are susceptible to this same risk.
In the excitement, they all agree to do it, but days later, they stop. prioritize the project and they just let it go.
So that this does not happen, define the work tools to prevent the people involved from abandoning deliveries because they cannot do them and, consequently, they cannot meet the deadlines.
Premium tools like Asana are very efficient for project management. But if you don’t have the budget for this, you can also use Google Drive spreadsheets and Google Calendar events.
What are the benefits of the RACI Matrix?
Finally, we will show you below the main advantages of the RACI Matrix. Keep reading!
Simplification of communication
Have you already participated in a job whose tasks are distributed among many people who do not have the slightest idea why they do them?
This does not happen when you apply the RACI Matrix, because everyone knows their roles in support of the projectwhich simplifies communication between those involved.
Elimination of work overload
In many jobs, when one person takes on all the responsibility, they end up getting stressed out because they have to do and solve a lot of things.
This overload is also solved through the RACIstarting with the differences between managers, consultants and informed the tasks that generally fall on the shoulders of a project manager, end up being distributed among different people in the matrix.
Clear definition of expectations
Once the RACI Matrix is incorporated into a project, everyone involved begins to have the correct expectations of how the project will be executed, as well as the responsibilities that each one has for it.
After all, when a new idea comes up and a group decides to work on it, it’s common for a person initially assigned to do a certain task to end up doing many or none of the others, or not meeting the expectations they had when they started the project.
The RACI Matrix does not allow this to happen because, from the first moment, everyone knows what they have to do, which helps to have a vision of how the project will be carried out.
By following these steps and the tips we give you in this post, you will be able to successfully apply the RACI Matrix in your company, ensuring greater efficiency and agility in completing tasks.
We remind you that in this job, it is important that we make sure that everyone is productive.
Did you like the article? Then we invite you to read this content on Marketing management and apply other techniques to improve your processes.