Eliminate "responsibility gaps" by defining who is Responsible, Accountable, Consulted, and Informed.
Project Fails Due to Unclear Roles
When projects get delayed, responsibilities overlap, or key decisions fall through the cracks, it’s usually due to poor management. It could be multiple aspects but sometimes it's due to unclear roles.
Teams struggle when it’s not clear who is doing what, who makes the final call, and who simply needs to stay informed.
Originally popularized in stakeholder communication frameworks, RACI model helps teams bring clarity, reduce friction, and communicate better.
What Is a Stakeholder?
Identifying your stakeholders is a critical first step. So before dive into RACI, let's take a minute to see the definition and examples for stakeholders.
A stakeholder is anyone who has an interest in, is affected by, or can influence the success or failure of your project or product. - Paul Stamsnijder, a recognized expert in stakeholder management
Stakeholders fall broadly into two categories: internal and external.
Internal Stakeholders
These are individuals or groups within your organization who are directly involved in or affected by your project. They usually play a more hands-on role in day-to-day decisions and execution.
- Your boss
- Your team members
- Your co-workers
- Senior executives
- Future recruits
- Key contributors
External Stakeholders
These are individuals or groups outside your organization who have an interest in or influence over the project.
- Customers and prospective customers
- Interlocks and alliance partners
- Shareholders
- Suppliers and organizations
- Lenders and analysts
- Government and trade associations
- The press, interest groups, the public, and the community
- Key advisors
Deep Dive into RACI Model
What Does RACI Stand For?
RACI is an acronym that defines four key stakeholder roles:
- R – Responsible: The person/team doing the task or activity.
- A – Accountable: The person who makes the final decision and is answerable for the outcome.
- C – Consulted: Stakeholders who give input and must be consulted before action is taken.
- I – Informed: Stakeholders who must be kept updated on progress or outcomes.
This simple grid keeps teams aligned and avoids duplicated work or missed steps.
Why Use the RACI Model?
Not all stakeholders have the same level of impact or interest in your project. Some need to be consulted early, while others just want to be kept updated.
The RACI model helps clarify:
- Who does the work (Responsible)
- Who owns the outcome (Accountable)
- Who gives input (Consulted)
- Who gets updates (Informed)
Without this clarity, confusion can slow down progress, create misalignment, or damage trust.
How to Build a RACI Matrix
A simple sequence keeps the process structured and efficient.
1. List all tasks
Break the project into clear, actionable activities.
Each task should be specific enough to assign distinct ownership.
2. List all stakeholders
Include internal and external participants who influence or are affected by the work.
3. Create a grid
Tasks go on one axis, stakeholders on the other.
4. Assign R, A, C, I
For every task, define:
- Who does the work
- Who signs off
- Who gives input
- Who needs updates
Ensure every task has exactly one Accountable owner.
5. Share with the team
Review it in a working session. Confirm role alignment and communication expectations.
6. Update regularly
Projects evolve. So should your matrix.
Review the RACI at major milestones or when stakeholders change.
RACI in Remote Teams
Distributed work adds complexity, but RACI helps create stability across distance and time zones.
Digital tools for tracking
Use tools like Notion, Asana, Miro, or Google Sheets so everyone sees live updates.
Async communication tips
Document questions and decisions in shared spaces to avoid back and forth delays.
Clear documentation rules
Define where updates live. Decide how decisions are archived. Avoid information scattering across apps.
Time zone considerations
Assign Accountable roles to people with overlapping working hours to reduce waiting cycles.
Virtual accountability checks
Schedule periodic async check-ins:
- What moved
- What is blocked
- What decisions are pending
This keeps the matrix alive rather than becoming documentation that nobody uses.
How to Communicate With Stakeholders
Once roles are clear, the next step is choosing the right way to communicate with each stakeholder.
Their level of influence and interest will guide this.
| Communication Type | Possible Frequency |
|---|---|
| Meetings | Daily, Weekly, Monthly |
| Emails | Weekly, Monthly, Quarterly |
| Phone Calls | As needed, Weekly |
| Direct Messages (e.g., chat) | Daily, As needed |
| In-person Conversations | Weekly, Monthly, Quarterly |
To decide what's best:
- Understand what type of information each stakeholder needs
- Ask how they prefer to receive it
- Set the right rhythm for updates
Connecting RACI with the Stakeholder Saliency Model
While the RACI model helps clarify roles, the Stakeholder Saliency Model helps determine priority.
Created by Mitchell, Agle, and Wood, the Stakeholder Saliency Model groups stakeholders based on three attributes: Power, Legitimacy, and Urgency. The more of these attributes a stakeholder possesses, the more attention they should receive.
By first using the Stakeholder Saliency Model to identify and prioritize stakeholders, you can then apply the RACI framework to assign clear roles that match their level of influence and interest. This ensures both strategic alignment and effective communication throughout the project.
When to Use the RACI Model
Use RACI when you need to:
- Project Kickoff: When starting a cross-functional initiative where boundaries are blurry.
- New Hires: To explain to a new manager: "You are the 'A' for budget, but the 'C' for hiring."
- Decision Paralysis: If a team can't agree, check the chart. Who is the 'A'? Let them decide.
- Post-Mortem: If a task failed, look at the RACI. Did the 'R' not do the work? Or did the 'A' fail to resource them?
RACI is especially helpful in complex projects involving design, engineering, data, operations, or compliance teams.
Final Thought
The RACI stakeholder map is a simple tool that brings big clarity. Combined with good stakeholder identification and tailored communication, it turns a complex web of interests into a well-run project with clear roles and smooth collaboration.
By assigning the right people to the right roles—and keeping them informed the right way—you create not just better projects, but better partnerships.
RACI Template
Turn theory into action with our RACI model template.
