During a recent CLC’s networking event Matthew Rogers of Octopus Project Solutions delivered a presentation on the subject of ‘Business Processes and Procedures’. Matthew made it clear that the understanding of an outcome is imperative in the development of every process. All too often we start on a path without thought to the endgame and what success looks like.
During the presentation Matthew introduced us to some methods that help to create a successful process using the simple techniques of flowcharts and swim lanes and the allocation of roles and responsibilities using the RACI model.
It is essential that a Project Manager can delegate, set the expectations of their team, ensure every task has an owner and sets levels of responsibility. The RACI model is a straightforward tool that delivers ownership and avoids confusion over those roles and responsibilities during a project. The acronym RACI stands for:
- Responsible: The person who does the work to achieve the task. They have responsibility for getting the work done or decision made. This can be one or more individuals
- Accountable: The person who is accountable for the correct and thorough completion of the task. This must only be one person and is often the project executive or project sponsor. In some cases, the responsible and accountable person can be the same person.
- Consulted: The people who provide information for the project and with whom there is two-way communication. This is usually several people, often subject matter experts.
- Informed: The people kept informed of progress and with whom there is one-way communication. These are people that are affected by the outcome of the tasks, so need to be kept up-to-date.
Without clearly defined roles and responsibilities it is easy for projects to run into trouble. When people know what management expect of them, it is easier for them to complete their work on time, within budget and to the right level of quality.
Whether you are creating a new process or reviewing a current one, ensure you implement RACI alongside and communicate this to everyone involved.
So, what is the central point here?
Well if you are going to want to rely on accurate information in order to make informed decisions you need to:
- have a well thought out processes and systems; and we need to know who is responsible and accountable for them;
- know the initial, high-risk, high impact ‘threats’ that you could face and how it might impact all your stakeholders;
- create relevant action plans, organisational connections and communication strategies to deal with all potential ‘threats’ however unlikely and unpredictable; and
- communicate your planned responses to everyone concerned and provide suitable processes and levels of authority – and let everyone one knows who is responsible for providing solutions.
So, what have learnt?
Well, we are already too late to effectively handle all the impacts Brexit will deliver. However, its never too late to try to mitigate them as far as we can. So, start today. Get your key players to gather and start addressing all the issues you think may impact you.