Defining clear Roles & Responsibilities

The RACI Methodology

How often do you hear this?

• “I don't know what to do here."• "I don't know whom to go to for authorisation."• "I find out after it's too late that I should have informed

someone."• "I could help but no one asked me."• "I have the responsibility but not the power to get the job

done."• "No one is prepared to make a decision."• "Things are going unnoticed and are therefore being

neglected "• "I am doing work that is part of someone else's job"

RACI – A great organisational design tool

• A method to identify “key” activities and decisions which assigns the roles involved

– Identify all activities and decisions that must be done or made to run the day-to-day business effectively

– Identify for the activity or decision:• Who is Accountable• Who is Responsible • Who must be Consulted • Who must be Informed

– Document on matrix for reference

R

AC

I

A RACI is helpful to clarify Roles & Responsibilities

(R)esponsible: The person who has to do it

(A)ccountable:The person who has to make sure

it is done

(C)onsulted:Must always be consulted

before it is done - a two way process

Final decision maker

The buck stops here

(I)nformedMust always be informed

after it is done - a one way process

One way processTwo way process

RACI Definitions

• Accountable:• The person who is ultimately accountable for an activity / decision• Only one "A" can be assigned to an activity or decision• Can also be “Responsible” for the activity or decision

• Responsible:• People who perform an activity / decision; the “Doers”• “R’s” can be shared

• Consulted:• People who must be consulted before an activity or decision is performed

• Informed:• People who must be informed after a decision or action; this can be via email,

phone call, visual management, etc.

What are the benefits of using RACI charts

• Clarify the connection between the “A” and the “R”

• Ensure accountability is positioned at the right level

• Push responsibilities and accountabilities down to the lowest level

• Clarify the single “A” concept

• Understand the interfaces between business process areas

• Identify gaps in accountabilities and responsibilities

• Provide employees the authority to get the job done

• Increase productivity through well defined responsibilities and accountability

• Eliminate overlaps, redundancies and misunderstandings

• Eliminate unnecessary interfaces and place accountability where it belongs

The 5 step RACI process

• Step 1: Define the activities / decisions

• Step 2: Make a list of role players

• Step 3: Design the RACI charts

• Step 4: Analyse and validate the RACI charts

• Step 5: Get feedback and buy-in

Guidelines for developing a RACI chart

• Remember the new way of thinking when defining roles and responsibilities:

Eliminate “checkers checking checkers” Encourage teamwork

• Authority must accompany accountability

• Place accountability (A) and responsibility (R) at the lowest possible level

• Minimize the number of consults (C) and informs (I)

• All roles and responsibilities must be documented and communicated