Step-by-Step RACI Implementation in Technova
Step 1: Understand RACI & Train Your Team
Goal: Build awareness and alignment
Real-World Example: Your production manager, client services lead, and project
coordinator attend a workshop to understand RACI.
Actions:
• Educate leaders and department heads on what RACI is.
• Explain the four roles:
o Responsible: Does the task
o Accountable: Owns the outcome
o Consulted: Provides input
o Informed: Needs to know
Output: Shared understanding across leadership.
Step 2: Select a Pilot Project or Process
Goal: Start small to test the model
Real-World Example: Choose the “Client Print Order Fulfillment” process as a pilot.
Actions:
• Identify one high-visibility, frequently used workflow.
• Get buy-in from people involved in that workflow.
Output: One defined process to model with RACI.
Step 3: Map Out the Process
Goal: Visualize the steps clearly
Real-World Example:
“Client Print Order Fulfillment” process:
1. Receive order
2. Review files
3. Approve artwork
4. Print job
5. Package order
6. Ship order
7. Send invoice
Actions:
• Create a step-by-step flow of the task.
• Use sticky notes, whiteboard, or flowcharting software.
Output: Clear process flow with task ownership needs.
Step 4: Assign RACI Roles to Each Task
Goal: Define who does what
Actions:
• For each task, define:
o Responsible (person doing the work)
o Accountable (ultimate decision-maker)
o Consulted (experts to provide input)
o Informed (people to keep in the loop)
Sample RACI Matrix for Print Order Fulfillment:
Task Responsible Accountable Consulted Informed
Production
Receive order Client Services Sales Manager —
Lead
Prepress Prepress
Review files Client Sales Manager
Operator Supervisor
Approve
Client Sales Manager Prepress Team Client Services
artwork
Task Responsible Accountable Consulted Informed
Production
Print job Print Operator — Client Services
Manager
Production
Package order Dispatch Team — Client Services
Manager
Courier
Ship order Dispatch Team Logistics Head Client
Partner
Send invoice Accounts Finance Manager Sales Manager Client
Output: A clear RACI matrix for one core workflow.
Step 5: Review & Validate with the Team
Goal: Confirm accuracy and feasibility
Actions:
• Host a review session with everyone in the matrix.
• Confirm: “Do you agree with your role?”
• Make adjustments based on feedback.
Output: Team alignment and commitment to the roles.
Step 6: Roll Out Across Departments
Goal: Scale RACI beyond the pilot
Real-World Examples:
• Prepress Department: Use RACI for file handling and proof approvals.
• Sales: Apply RACI to new client onboarding.
• Finance: Use RACI for billing and collections.
Actions:
• Repeat the process for each core department or workflow.
• Train teams as you go.
Output: RACI embedded across the organization.
Step 7: Document & Store RACI Matrices
Goal: Ensure transparency and access
Actions:
• Create a shared folder or intranet page for RACI documents.
• Include workflow descriptions, RACI tables, and team contacts.
Output: Centralized access for clarity and onboarding.
Step 8: Monitor, Refine & Update
Goal: Keep RACI relevant and effective
Actions:
• Conduct quarterly reviews to adjust for team changes.
• Gather feedback on what’s working or needs improvement.
Real-World Example: As your team expands or adopts new printing technology, update
who is responsible or accountable for that task.
Output: A living, evolving RACI system.
Final Notes for Success:
• Keep it simple and visual
• Encourage team collaboration, not just top-down assignment
• Use RACI in project kickoffs and standard operating procedures
• Measure the impact: reduced confusion, faster approvals, improved quality
