Ensuring appropriate communication in teams is essential. The dynamics of a global economy has increased the...

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General Management

Ensuring appropriate communication in teams is essential. Thedynamics of a global economy has increased the complexity of bothteam operations and project success. Planning for communicationcreates a schedule for planned communication and reinforces thetrait among team members. In projects, a RACI (Responsible,Accountable, Consulted, and Informed) chart is often created toensure that all of the different stakeholders are included at theright level of communication. In addition, communication plans arealso developed to plan out a schedule for the frequency ofcommunication.
As a manager of the technical team, you are leading your entireteam on a project. Your project team is geographically dispersedwith developers in Phoenix and India. You use the "follow-the-sun"approach to development. Therefore, your U.S. team will transferdevelopment to India in the evening and there is another transferback to the U.S. in the morning. You are implementing updates fornew functionality to the CRM application for the call center, whichhas locations in Phoenix and India.
Create a RACI chart and a 500-750 word communication plan inwhich you accomplish the following:
Identify what needs to be communicated and the stakeholders inthe RACI chart.
Assign the appropriate designation to the stakeholder for theitem that requires communication (Responsible, Accountable,Consulted, Informed).
Create a communication plan for the stakeholders to includemethod and frequency of communication.
Create a communication plan for your project team to includemethod and frequency of communication.

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Stakeholder analysis is a required activity of any project engagement According to Wikipedia stakeholder analysis is the process of identifying the individuals or groups that are likely to affect or be affected by a proposed action and sorting them according to their impact on the action and the impact the action will have on them A RACI categorization is often used for clarifying what stakeholders roles and responsibilities are in a context of a specific task or process RACI is an acronym that stands for Responsible Accountable Consulted and Informed The RACI categorization provides clarification of responsibilities that each party plays in relation with activities that are needed to be performed and decisions that have to be accomplished Responsible Does the work to achieve the task Person who perform a taskactivity refer to the doer responsible for actionimplementation The degree of responsibility is defined by the Accountable person Responsibility can be shared and delegated Accountable Has authority to approve or disapprove the result Person who has ultimate accountability and authority Only one accountable A to each taskactivity Accountability cannot be delegated Consulted Possesses needed input to the task Person to be consulted before a final decision or action is taken Refers to a twoway communication Informed Needs to be informed of the result Person that needs to be informed after a decision or action is taken Refer to a one way communication RACI Matrix Responsibility charting in a RACI matrix is straightforward Identify all of the activities involved and list them at the left hand side of the matrix Identify all of the roles involved and list them along the top of the matrix Complete the cells of the matrix identify who has the R A C I responsibility for each activities A RACI matrix is often used for a quick visual analysis of responsibility assignment by simply navigating the matrix horizontally and vertically Navigating the rows of activities one can ensure that there is at least one accountable and one responsible party for each activity Navigating the column of stakeholders one can identify the responsibility of each party with respect to the identified activities Once the RACI matrix is completed a good practice is to distribute it to all stakeholders and potentially to the entire organizations RACI Analysis RACI project management is focused on analyzing and managing the RACI Matrix to identify problems resolve conflicts in roles revise role categorization and provide the team an opportunity for feedback Analysis should be done in a team meeting though the meeting may not require every single role holder to attend A RACI Matrix is analyzed vertically and horizontally Here are some things to look for when reviewing the role axis whether this is horizontal or vertical If one role has too many responsibilities should some responsibilities be reallocated or should more people be assigned to the role If only one person is Accountable is it reasonable to expect that person to make all decisions and could it threaten the project by creating a bottleneck Here are some things to look for when reviewing the Task axis whether this is horizontal or vertical If there is a task with no one Responsible should someone be assigned or should the task be eliminated If there is a task where no one is Accountable who has decisionmaking authority If there are multiple people Accountable for a task avoid conflicts by making a single person accountable If too many people must be consulted evaluate whether one person can be assigned who talks with others involved Role Confusion It is common during the life of a project to have team members experience role confusion A RACI matrix is useful for clearly identifying roles associated with a project and improving productivity especially when youre suffering from role confusion Some signs of role confusion are Concern over who makes decisionsDecisionmakers are usually labeled as Accountable but it may be that decisions are being made by the Responsible party If thats the case the team should know who makes decisions in each situation Finger pointingIf work is not completed on time finger pointing may result The key to avoiding this is knowing who is Responsible Poor resource allocationThe RACI Matrix should make resource allocation very clear but sometimes a single task can be extremely taxing leading to some issues concerning who should be doing what and when Lack of action because of ineffective communicationsIf someone is not Informed they may not know to perform a task Too many consultations because the wrong people are consultedThe Consulted should be clearly labeled to avoid jeopardizing the project schedule By See Answer

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