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When lots of people are working on a project, they often have different opinions about their roles and responsibilities. You need to establish a clear understanding of what everyone is doing to make sure that all the tasks are completed. It’s much easier to set expectations up front than to confront misunderstandings later on.

For any task in a project, a team member can have four roles:

 Responsible: The team member is responsible for helping to complete a task. If the task requires someone to do work or make a decision, that person is responsible for working on that task until it’s complete.

 Accountable: The team member is the only person who is ultimately accountable for getting the task done. The accountable owner may need to make the decisions and do the work. Or she may need to prod and poke her team members to do the work. When it comes time to ask “Is this task complete?” the accountable owner is the person whose career and credibility are on the line.

 Consult: The team member should be asked to provide input for a task, but he isn’t the one doing the task, and he isn’t making decisions.

 Inform: The team member needs to be notified that a task is occurring or that it has been completed.

Assigning people to these four roles makes it easier to communicate what each team member has to do for your project to be successful. You can document the roles with a RACI matrix (Responsible – Accountable – Consult – Inform, pronounced race see).

Using a RACI matrix like the one in Figure 4-5, you list all the tasks in your project and define the role for each of your team members in supporting each task. If there is disagreement about someone’s role on a task, you have a chance to resolve it on paper before it creates a problem for your project. Read horizontally, a RACI matrix makes it very easy for the project manager to know who needs to be involved for each task to get done. Read vertically, a RACI matrix shows each person’s role and tasks.

It can be hard to convince team members that only one person should be accountable for every task. I’ve found, however, that when more than one person is accountable, it’s more difficult to manage the project. If two people insist that they’re both accountable for a task, consider breaking that task into two smaller tasks and making each person accountable for one of these two tasks.

FIGURE 4-5: Sample RACI matrix.