Let me start with a confession. In one of my previous projects, I used to think project chaos was just part of the job. You know the vibe — people stepping on each other's toes, endless Slack threads trying to figure out who was supposed to do what, decisions made in meetings that no one remembered a week later. At some point, you just accept it as the cost of doing cross-functional work, right? Wrong. That's just lazy leadership. The more projects I led — across teams big and small, from product rewrites to data platform migrations — the more obvious it became: projects don't fall apart because of bad tech. They fall apart because of bad clarity. And I don't mean "bad Jira grooming" or "a lack of alignment on deliverables" (although, yeah, those suck too). I mean fundamental confusion about who owns what. Who makes the call? Who's doing the actual work? Who gets a say — and who just needs to be updated once it's done? If you've ever ended a week thinking, "Wait, I thought you were doing that", you've already felt the consequences of ignoring this. This brings me to the most boringly named, wildly underrated tool I know: the RACI Matrix. What the Heck is a RACI Matrix? Technically, RACI stands for Responsible, Accountable, Consulted, Informed. You've probably seen that somewhere before — maybe in a boring slide deck, maybe in a textbook you ignored. Responsible Accountable Consulted Informed It's like a contract that the project team makes with itself to ensure that every task has its rightful owner and everyone knows their part in the grand scheme of things. But here's what it means in real life. real life Imagine your project is a band. The Responsible folks are the ones actually playing the instruments. They're the ones up late, fixing bugs, writing queries, designing mockups — whatever it takes. Without them, there's no music. The Responsible folks are the ones actually playing the instruments. They're the ones up late, fixing bugs, writing queries, designing mockups — whatever it takes. Without them, there's no music. Responsible The Accountable one is the producer. They're not playing every instrument, but they're making sure the record actually ships. They own the outcome. They take the blame if it sucks — or the credit if it slaps. The Accountable one is the producer. They're not playing every instrument, but they're making sure the record actually ships. They own the outcome. They take the blame if it sucks — or the credit if it slaps. Accountable The Consulted are like the studio musicians or trusted friends who give you honest feedback during the recording. You want their input. You value their ears. But they're not in the band. The Consulted are like the studio musicians or trusted friends who give you honest feedback during the recording. You want their input. You value their ears. But they're not in the band. Consulted And the Informed? That's your audience, your label, maybe your investors. They need to know what's going on, but they're not getting involved in the creative process. And the Informed? That's your audience, your label, maybe your investors. They need to know what's going on, but they're not getting involved in the creative process. Informed And yes, one person or group can take on multiple roles within the project. The RACI matrix is typically represented as a table with tasks or outcomes listed in the left column and individual people or groups involved in the process listed on top. The intersection of each task and person or group indicates their corresponding RACI role. But Isn't This Just More Process? Yeah, I've heard this one before. Usually from senior ICs or managers who are allergic to anything that looks like structure. "Do we really need a matrix? Can't we just talk it through?" Sure. In a perfect world. On a team of three. For a one-week sprint. But real projects are messy. Real teams are overloaded. And real work happens asynchronously, across time zones, with shifting priorities and surprise stakeholder escalations. "Just talk it through" doesn't cut it when Bob is OOO, Sarah's on three projects, and Marketing is asking for a timeline update you didn't even know existed. The beauty of RACI is that it makes who does what explicit — before shit hits the fan. Not through another tool. Not through process theater. Just through one honest conversation about roles. And yeah, sometimes that conversation is uncomfortable. It surfaces power dynamics. It forces decisions. It makes people ask, "Wait, why am I even on this project?" Good. Because nothing kills a project faster than pretending everyone's equally involved when they're not. RACI doesn't create complexity — it exposes the complexity that's already there. You're Not Needed Here One of the underrated powers of RACI is that it gives people permission not to care about things that aren't their job. And I mean that in the best possible way. We're so used to over-collaboration — to inviting everyone into every decision — that we forget: clarity isn't exclusion. It's respect. Telling someone "you're Informed, not Consulted" isn't shutting them out. It's protecting their time. It's like saying, "We'll let you know when there's something worth reacting to — but you don't need to be in this meeting." Making a RACI Matrix That Doesn't Suck So, how do you actually build one that doesn't feel like a waste of everyone's time? Start by dumping out all the stuff your team is supposed to do. Not just the big-ticket items like "launch feature X", but the actual messy middle: writing specs, reviewing designs, testing, RFCs, whatever. Then, write down the name of every person who touches the project — even if it's just once. Yes, that one stakeholder who only shows up at the end with Opinions counts. Now comes the good part: assigning who's doing what. Not in vague terms like "we'll figure it out" or "team effort." You're putting names in boxes. Responsible is the person doing the work. Keyboard. Fingers. Doing the thing.
Accountable is the one on the hook if it doesn't happen. Usually, the person who gets yelled at.
Consulted is the person who needs to weigh in before anything goes out. Think feedback, not sign-off.
Informed is the person who just needs a heads-up. No input is required. Responsible is the person doing the work. Keyboard. Fingers. Doing the thing. Responsible Accountable is the one on the hook if it doesn't happen. Usually, the person who gets yelled at. Accountable Consulted is the person who needs to weigh in before anything goes out. Think feedback, not sign-off. Consulted Informed is the person who just needs a heads-up. No input is required. Informed The conversations you'll have while building the RACI are more important than the actual matrix itself. Once it's done? Share it. Talk it through. Make sure everyone's actually okay with their roles — not just nodding because they want the meeting to end. RACI Matrix Checklist Vertical Check (Roles): Too Much "R"? Ensure one person isn't overloaded with "Responsible" tasks. Distribute the workload evenly to avoid bottlenecks.
No Empty Cells: Evaluate if each stakeholder needs to be involved in so many activities.
Too Many "A"s? Reduce the number of decision-makers and accountability holders if possible.
No "R" or "A"? Assess the necessity of the role and consider redistributing responsibilities.
Double A/R or A/I? Stick to one "Accountable" role per stage. Too Much "R"? Ensure one person isn't overloaded with "Responsible" tasks. Distribute the workload evenly to avoid bottlenecks. Too Much "R"? No Empty Cells: Evaluate if each stakeholder needs to be involved in so many activities. No Empty Cells: Too Many "A"s? Reduce the number of decision-makers and accountability holders if possible. Too Many "A"s? No "R" or "A"? Assess the necessity of the role and consider redistributing responsibilities. No "R" or "A"? Double A/R or A/I? Stick to one "Accountable" role per stage. Double A/R or A/I? Horizontal Check (Project Stages): No "R"? Assign a "Responsible" stakeholder for each stage.
Too Much "R"? Divide complex stages into specific tasks to distribute responsibilities.
No "A"? Ensure there's accountability for each stage.
More Than One "A"? Stick to one "Accountable" stakeholder per stage.
All Cells Filled? Verify that all stages have stakeholder involvement.
No C/I? Ensure all relevant stakeholders are consulted and informed.
Too Much "C"? Limit excessive consultations; consider keeping stakeholders informed instead.
Too Much "I"? Evaluate if the information shared is truly beneficial or creates unnecessary meetings.
Double Positions? Avoid having one person take both the R and A roles, as it may lead to misunderstandings. No "R"? Assign a "Responsible" stakeholder for each stage. No "R"? Too Much "R"? Divide complex stages into specific tasks to distribute responsibilities. Too Much "R"? No "A"? Ensure there's accountability for each stage. No "A"? More Than One "A"? Stick to one "Accountable" stakeholder per stage. More Than One "A"? All Cells Filled? Verify that all stages have stakeholder involvement. All Cells Filled? No C/I? Ensure all relevant stakeholders are consulted and informed. No C/I? Too Much "C"? Limit excessive consultations; consider keeping stakeholders informed instead. Too Much "C"? Too Much "I"? Evaluate if the information shared is truly beneficial or creates unnecessary meetings. Too Much "I"? Double Positions? Avoid having one person take both the R and A roles, as it may lead to misunderstandings. Double Positions? Make sure all stakeholders agree to their assigned roles and document it on the project page. Wrapping It Up Of course, RACI isn't perfect. Like any tool, it can be misused. You'll see teams where everyone gets labeled "Consulted" just to keep them happy — which defeats the point. Or where people game the system to avoid being "Accountable" — because they don't want the heat. Or worse, people fill out a RACI matrix once, paste it in the project doc, and never look at it again. That's not RACI. That's checkbox theater. The matrix is only as good as your willingness to have the hard conversations behind it. And revisit them when things change. Which they will. Because projects evolve. People rotate out. Priorities shift. If your RACI doesn't shift with them, congratulations — you've got a beautiful artifact that doesn't reflect reality. So yeah, it takes work. But it's the kind of work that pays off before the deadline, not after. Thank you for reading! Thank you for reading! Curious about something or have thoughts to share? Leave your comment below! Check out my blog or follow me via LinkedIn, Substack, or Telegram. Curious about something or have thoughts to share? Leave your comment below! Check out my blog or follow me via LinkedIn, Substack, or Telegram. my blog LinkedIn Substack Telegram

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