1 tool will transform your research team
A tip for research project managers and scientists. Part 1 of 3 in the mini-series #worksmarternotharder.
Compared to other disciplines where project management (PM) practices are regularly adopted, the inherent uncertainty of research means a different approach to PM is required. The combination of constantly evolving research plans and shifting management roles can manifest into grossly misused time and delayed deadlines. Even with the best of intentions, both large and small research management teams alike can suffer from duplicating efforts and key deliverables somehow "falling through the cracks".
Often I find the root cause of these issues to be a lack of clearly delineated roles and responsibilities. Of course, management styles (eg. Authoritarian, Laissez-Faire) and personalities (eg. Judging, Perceiving) can confound these issues. The good news? Creating and implementing one simple and easy-to-adopt tool can mitigate issues stemming from this root cause and transform your research management team!
Do any of these sound familiar?
Oh, you already sent that email request to our sponsor? I was about to do that.
Has anyone been keeping a "lessons learned" list for next year?
Why hasn't he submitted the contracting paperwork to sponsored projects yet?
The RACI matrix.
No, it's not a scandalous sequel to a science fiction action film.
A RACI matrix is a type of Responsibility Assignment Matrix (RAM) commonly used in project management. A detailed RACI matrix makes it clear who plays a role in each deliverable and in what capacity, which significantly reduces the chances of your team wasting precious time and money. (Saving you from the wrath of your project sponsor.) Check out this example adapted from a multimillion-dollar international research project with 5 individuals on the management team.
As you've probably figured out, the acronym 'RACI' stands for responsible, accountable, consult, and inform (listed across the top for each category). It's important the exact definitions of each term are understood and agreed upon with your team. Below are the interpretations my teams and I have agreed upon.
Responsible - the single person who ensures the deliverable is complete. No more than one person can be responsible.
Accountable - the person/people actually conducting the work.
Consult - the person/people who should be brought in to provide their knowledge on the deliverable.
Inform - the person/people who have a stake in the deliverable and should be made aware of its progress.
Need an example? In the matrix above, Muhammad (Program Manager) is the first point of contact for budget review and oversight; however, he must get input from Dion (Associate Director) regarding budget decisions, and ultimately, Anne (Director) will be responsible and bear the burden if the deliverable is incorrect. Notice that all deliverables begin with a verb.
Remember, research PM:
You'll save yourself time, money, and possibly an ulcer by creating a RACI at the initiation of your project rather than waiting until communication or operational issues arise. This tool is a living, breathing document that can be changed as often as your research changes, so don't worry about making a difficult decision that you'll be stuck with later.
In order for this tool to be effective, your team should jointly participate in its creation and everyone must be held accountable for their role in each of the deliverables.
So, where are you having a communication or operations break down in your research management team? Would a RACI help? Check out part 2 of this mini-series (#worksmarternotharder) to take the stress and confusion out of creating the RACI of your dreams using my 3-step method.
