How to create a RASCI chart in 6 easy steps

Picture this. You’re waiting for a document. You’re waiting, and waiting, and waiting. Finally, it arrives, or it’s launched, or it goes live. And you open it to find that, much to your horror, it’s a mess. Missing info, weird fonts, no references. What, why, how? 

And then you remember you never explicitly assigned roles. So the task was passed around until one of the juniors filled it in at the last minute, and you ended up with this train wreck. 

Luckily, there are frameworks in place to stop this common mistake. The RASCI chart is one such example. And best of all, it’s really easy to get started. So let’s get into it! 

What is RASCI?

RASCI is a framework that helps teams work out who does what in a project or process. It’s all about clarity. When things get confusing, RASCI eliminates chaos and bottlenecks.

The name stands for Responsible, Accountable, Supportive, Consulted, and Informed. 

Each of these roles describes how someone is involved in a task. By assigning these roles, you avoid overlap and head-scratching. Everyone knows their part, and things run smoothly.

Let’s break it down:

1. Responsible — The doer. This person completes the task or gets it done.
2. Accountable — The owner. They make sure the task is done right and on time. They might not do the task, but they make sure it’s completed. Typically, it’s someone higher up, like a project manager or product owner.
3. Supportive — The helpers. These people lend a hand if needed. They don’t hold decision-making power but generally operate behind the scenes, using their skills to improve efficiency. 
4. Consulted — The advisors. Their input is needed before decisions are made, even though they don’t typically make the call themselves.
5. Informed — The loop-ins. They don’t work on the task but need updates. Stakeholders are a classic example.

What is a RASCI chart?

A RASCI chart is essentially a cheat sheet for team roles. It takes the RASCI model — Responsible, Accountable, Supportive, Consulted, and Informed — and organizes it into a visual format. This makes it clear who’s doing what for each task in a project.

The chart typically lists tasks down one side and team members across the top. For every task, you mark who is Responsible, who is Accountable, and so on. This setup helps you see, at a glance, who is involved and how.

What’s the difference between RACI and RASCI (and when to use each one)

RACI and RASCI are very similar. Both are tools to organize roles in a project, but there’s one small difference: the “S.”

What’s in a RACI?

RACI stands for:

• Responsible: The person doing the work.
• Accountable: The one making sure it’s done right.
• Consulted: People giving advice or input.
• Informed: People who need updates.

This is the classic version. It works well for most projects.

What’s in a RASCI?

RASCI adds one extra role:

• Supportive: These are helpers or people providing resources.

This role isn’t in a RACI chart. By adding Supportive, RASCI gives more detail about who helps out without owning the task.

When to Use RACI vs. RASCI

• RACI is great when tasks are straightforward, and you don’t need to list every helper.
• RASCI is better for bigger or more complex projects where extra hands are involved. It shows who’s helping behind the scenes, as well as how resources are allocated. This helps project managers with allocation and decision-making. 

In short, RASCI is like RACI with a little extra support! If your project doesn’t need that level of detail, stick with RACI. If it does, go with RASCI.

What are the benefits of using a RASCI chart?

The biggest reason is clarity. Without a RASCI chart, it’s easy for tasks to fall through the cracks or for people to step on each other’s toes. The chart solves this by clearly assigning roles, so everyone knows what’s expected and who’s accountable. 

It also prevents bottlenecks and boosts efficiency. For example, let’s say too many tasks land on one person, you’ll spot it in the chart and can redistribute work. This lowers project risk. And because everyone knows their role, workflows are smoother and collaboration is easier.

RASCI charts are also great for decision-making. They show who needs to give input (Consulted) and who just needs updates (Informed). This keeps communication focused and efficient. They’re also scalable, flexing to fit projects big or small. So all in all, a highly versatile little tool. 

How to create a RASCI chart

Creating and using a RASCI chart is easier than it sounds. Here’s how you can do it step by step:

1. List the tasks

Start by writing down all the tasks or activities involved in your project. Be specific. The clearer you are, the easier it will be to assign roles.

2. List the people

Next, write down everyone involved in the project. This could include team members, leaders, or internal or external stakeholders.

3. Build the chart

Now, make a table. Ideally in a diagramming tool (we’ve all seen the memes about MS Word formatting).  

• Put tasks on the left-hand side.
• List the people across the top. 

Your responsibility matrix is taking shape!

4. Assign roles

Go through each task and decide:

• Who is Responsible? (The doer)
• Who is Accountable? (The one in charge)
• Who is Supportive? (Helpers or resource providers)
• Who is Consulted? (Advisors or experts)
• Who is Informed? (People who need updates)

Write these letters (R, A, S, C, I) in the boxes where they apply.

5. Review it together

Once your chart is filled in, share it with the team. Make sure everyone agrees on their role. This step avoids surprises later. It also helps you fix any blind spots or errors before lift-off. 

6. Use it!

Refer to the RASCI chart as the project moves along. If there’s confusion about who’s in charge or who to involve, check the chart. It’s your guide.

When to use a RASCI chart

A RASCI chart is a great tool, but it’s not something you need all the time. Here are the moments when using one makes the most sense.

1. For big or complex projects

When a project has lots of tasks, people, and moving parts, it’s easy for roles to blur. A RASCI chart helps map out who’s doing what so nothing gets missed.

2. When teams overlap

If multiple teams or departments are involved, there’s a higher chance of confusion. Use a RASCI chart to clarify responsibilities and make sure everyone knows their role.

3. For clear accountability

When it’s critical to know who’s responsible for delivering a task (and who owns the final result), a RASCI chart lays it out. No guessing, no finger-pointing.

4. When there’s a risk of miscommunication

If your project involves a lot of input or updates, a RASCI chart can reduce noise. It shows who needs to be consulted and who just needs to be kept in the loop.

5. To avoid overlap or gaps

A RASCI chart highlights if too many people are assigned to the same role — or if no one is assigned at all. This helps balance the workload and avoid bottlenecks.

6. For recurring processes

If you have a process that happens again and again (like product launches or event planning), creating a RASCI chart upfront can save time. You’ll have a ready-made guide to follow each time.

Project management software + RASCI charts = your dream team

Using project management software with a RASCI chart is a smart move. Together, they make teamwork easier and more organized.

With Backlog, our own tool, you can create your RASCI chart right in the tool. It becomes part of your project plan, so everyone can see their role at any time. No need to search through files or emails.

Here’s why the combo works so well:

• Easy updates: If something changes, you can quickly adjust the chart and notify the team.
• Clear visibility: Everyone knows their role and can track progress in real time.
• Better communication: The software connects tasks to people, so there’s less chance of mix-ups.
• Centralized info: All project details — tasks, deadlines, and the RASCI chart — stay in one place.

Ready to give Backlog a try? Try a demo version for free today!