In a large project, many people may have some role in the achievement of the project deliverables. Often, this is pretty straightforward – such as one person writing a document and one person approving it. In other cases, many people may have a hand in the creation, while others need to have varying levels of approval.
For complicated scenarios involving many people, it can be helpful to have a Responsibility Assignment Matrix (RAM). This helps to set expectations and ensures that people know what’s expected from them. For example, you need to know whether the members of the Steering Committee must approve the Business Requirements Document. The matrix can lay it all out.
What Is The Aim Of The Responsibility Assignment Matrix?
The aim of the Responsibility Assignment Matrix is to gain clarity – as well as agreement – on who does what so that you can populate the columns with as much detail as makes sense.
The Responsibility Assignment Matrix (RAM) is a project management tool that indicates who or which department will be responsible for which project activity or task. Use the RAM to document the resources required for each task. As we said earlier, the purpose behind the RAM is to determine clear responsibilities for all parties who are completing the tasks of the project.
In addition to staff, your project may require a variety of other resources (such as furniture, fixtures, equipment, raw material and information). You need to plan for these the same way you plan for your staff.
What Are The Advantages Of The Responsibility Assignment Matrix?
Having a Responsibility Assignment Matrix in place simplifies communication throughout the life cycle of a project. This type of matrix helps to streamline communication in addition to facilitating decision-making within the organisation.
Helps to Avoid Overload On People
It is challenging t to get opinions from everyone and incorporate their own unique points of view, particularly in sophisticated projects. This is where you need a Responsibility Assignment Matrix. You can avoid overload on people by involving them in the process in accordance with their roles in your project.
Assists With Avoiding Work Overload
A project manager is continuously busy with people as well as deliverables within a project. He or she often takes many responsibilities and then tries to cover multiple roles. A Responsibility Assignment Matrix assists the project manager with delegating the duties. It also helps the project manager to level out the work overload within the organisation.
Assists With Eliminating Confusion
Using a Responsibility Assignment Matrix assists with setting expectations for who is managing or responsible for the task. Individuals can easily understand where they will be involved as well as for which tasks. This process helps to eliminate confusion by knowing who is responsible for which task. In addition, stakeholders can easily understand what information they will receive about the project.
How To Put Together A Responsibility Assignment Matrix
Estimate the amount of each resource (in hours) you need by examining the nature of the task as well as the capacity of the resource. For instance, estimate the amount of copier time you need to reproduce a report as follows:
- Estimate the number of report copies required.
- Estimate the number of pages per copy of the report.
- Stipulate the copier capacity in pages per unit of time.
- Multiply the first two numbers and then divide the result by the third number in order to determine the amount of copier time to reproduce your reports.
Are you a seasoned media professional but want to move into the project management side of the business? If you do then you need to do our Project Management For The Media Course. Follow this link for more information.
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