Ever been stuck in an endless email loop where no one knows who’s supposed to make the call? You’re not alone — and it’s usually not a motivation problem. It’s a clarity problem.
In this guide, we’ll break down one of the simplest, most underrated tools for solving project role confusion: the RACI matrix. Whether you’re launching a product, coordinating teams, or leading cross-functional change, RACI can bring structure to the chaos — without adding process bloat.
What is RACI?
RACI stands for:
Let’s unpack each role with examples and real-world context:
1. Responsible — Who Does the Work?
The individual(s) responsible for completing the task, making progress, and driving execution.
Example: A project manager is responsible for creating and maintaining the project schedule. They run standups, manage tasks, track dependencies, and escalate blockers.
Pro Tip: There can be multiple Responsible roles for different tasks, but each task should have one clear point person.
2. Accountable — Who Owns the Outcome?
The person ultimately answerable for the success or failure of the task or project. They approve work and make final decisions.
Example: The VP of Product is accountable for the successful launch of a new feature. While the PM drives the work, the VP owns the outcome and signs off on go/no-go decisions.
Pro Tip: Each task or deliverable should have only one Accountable role to avoid ambiguity.
3. Consulted — Who Needs to Be Involved in the Conversation?
These are subject matter experts or stakeholders who provide input, feedback, or approval along the way.
Example: Engineering and Design are consulted during the planning of a software rollout to ensure feasibility and alignment with the product vision.
Pro Tip: Two-way communication — you’re engaging them for insights and ensuring their perspectives are considered.
4. Informed — Who Needs to Know What’s Happening?
People who are kept in the loop with progress updates, status reports, or changes — but not directly involved in the task or decision-making.
Example: Customer Success and Sales teams are informed of key project milestones so they can prepare client communications.
Pro Tip: One-way communication. No action needed, but visibility is important.
Why Does RACI Matter?
When roles aren’t clear, things fall apart fast. People assume someone else is owning it. Deadlines quietly slide, tension builds under the surface and pretty soon, you’re hearing “Wait, weren’t you handling that?” more than actual progress updates.
That’s what happens when accountability is assumed but not assigned. You know how the old saying goes.
A simple RACI chart cuts through all of that. It spells out exactly:
No more guessing. No more duplicated effort. No more awkward Slack messages at 8pm asking “Hey — just circling back on this again.”
Whether you’re launching a product, migrating systems, or just trying to get a cross-functional campaign out the door, RACI helps you manage complexity without drama. It gives your project structure, without adding process bloat.
And the best part? It works whether you have five people or fifty.
How to Build a Simple RACI Matrix (Without Turning It Into a 40-Tab Spreadsheet No One Opens)
RACI doesn’t need to be complicated. In fact, the simpler it is, the more likely your team will actually use it. Here’s how to build one that works:
A good RACI matrix doesn’t eliminate all confusion. However it will save you from most of the “I didn’t know I was supposed to...” conversations. And that’s half the battle.
Best Practices (Or: How to Make Sure It Actually Gets Used — and Doesn’t Just Live in a Folder Named “Governance”)
“Looks like there’s some overlap here. Let’s take a minute to check the RACI and realign.”
You’d be surprised how fast things get untangled when the roles are already mapped.
Final Thoughts
RACI is like insurance. You don’t think about it when everything’s fine — but when a storm hits, you’ll be glad you have it.
