How to (easily) use your raci matrix
A tip for research project managers and scientists. Part 3 of 3 in the #worksmarternotharder mini-series.
Congratulations - you know how RACI models can transform your team (part 1) and you made the RACI matrix of your dreams (part 2)! Now what?
"It is essential to have good tools, but it is also essential that the tools should be used in the right way" - Wallace D. Wattles
Even after I've facilitated RACI creation with teams, they're usually surprised to find they are still experiencing the same operations and/or communications issues. Remember - your RACI matrix is a tool. Unfortunately, tools don't inherently work by themselves - we have to make them work for us. Simply owning a hammer doesn't mean your roof will magically be fixed, right?
So how do you use your RACI? 🤷🏼♀️
Step 1: Identify the (key) projects needing structure
Fight the urge to apply your RACI matrix to everything - it can become overwhelming. Start by identifying 5 strategic projects or processes that are of top importance to your team and the 3-5 milestones within those projects.
For example, here are 5 processes where we applied RACI in a recent research program. You'll see the tasks included in step 2 👇🏻
Program Strategy
Program Budgets and Contracting
Program Communication
Program Measurement, Learning, and Evaluation
Program Reporting
Step 2: Incorporate your RACI into PM software
Does your team already use PM software to manage scope, schedule, and cost? Something like Monday.com, Smartsheet, Microsoft Project or ProjectManager?
If so, fantastic! If not - no worries. Now's your chance to get started!
Choose a software program.
There are as many project management platforms as there are types of projects. My recommendation - choose a platform that allows integrations with all of the most popular interfaces (Google, Zoom, Slack, Teams, LinkedIn, Dropbox, mailchimp, etc). I like Monday.com for complex projects and large research management teams - it's cheaper and more collaborative than many other options.
Incorporate your RACI.
These next steps will differ depending on the software you've decided to use. However, every platform I've seen has a way to replicate this process. I'm using Monday.com in this example:
Add new"groups "in the first column. List the 5 key program processes you identified in Step 1 and the milestones associated with each.
Add 4 new "people" columns. Rename them "Responsible", "Accountable", "Consult", and "Inform". Assign people to the appropriate role for each milestone in your RACI.
I like to have all of my resources in one place, so I also add a "Link" column and a "File" column. This way, everyone on the team can easily access the materials they need for each milestone. I typically link to collaborative materials like Google Documents or Sheets and upload files like travel reimbursements, research presentations, and event invitations.
Step 3: Set up those automations!
Like a rotisserie infomercial - set it, and forget it!
Now that you have everything neatly organized in your platform, someone has to manage it (hello, project manager) to be sure it's being used correctly. Trust me - the amount of time this RACI model will save you from mitigating operational issues and resolving conflicts far exceeds the time you will spend appropriately managing these processes.
Guess what? You don't need to send hundreds of reminder emails or schedule countless meetings to make sure these tasks progress. Let technology do (most of) the work for you! Spend some time up front setting up automations. I can't tell you how much time, energy, and subconscious anxiety this has saved me. I suggest pushing notifications to email or a chat tool like Teams or Slack - whatever your team has already bought into.
Here are some examples of automations I've set up through Monday.com:
Push a slack notification to the project manager to check in with the accountable party 2 days before each deadline ✅
When the status of a deliverable changes to "done", push a reminder through Slack to congratulate the team 🥳
The options are endless. Here are a few other ideas:
Remember - automation will only work if your team actually follows through with notifications they receive.
“Automation applied to an inefficient operation will magnify the inefficiency.” – Bill Gates.
Seeing 20 unread notifications in Slack and a "working on it" status in your management platform is frustrating. If it comes to this, a team meeting to discuss expectations and implement accountability systems will help.
If you've completed this mini-series, you're ready to #worksmarternotharder! You understand how RACI models can save your team time and frustration (Part 1), you can facilitate the creation of a RACI matrix with your team (Part 2), and you can use it effectively! What questions do you have about implementing a RACI model with your team? 🤔
