Event responsibility matrix builder
Your committee agrees the event needs doing and keeps finding that two people think a task is theirs, or nobody does.
…
The short answer
This builder produces an RACI matrix from your tasks and role assignments. R is responsible for doing the work, A is accountable for the result, C is consulted before, I is informed after.
It flags tasks with no accountable role, no responsible role, or more than one accountable role. It keeps everything as you entered it and never reassigns a role on your behalf.
How to enter the matrix
- List the tasks in the first table, one per row.
- In the second table add one row per task and role. Type the task as listed above and the role label.
- Choose the RACI letter for that task and role.
- Use role labels such as Chair, Treasurer or Role A. Names of people are not needed.
What each letter means
- R, responsible: does the work. A task can have several.
- A, accountable: answers for the result and can say yes or no. A task should have one.
- C, consulted: asked for input before a decision or action.
- I, informed: told afterwards.
What gets flagged
No accountable role means nobody answers for the result. No responsible role means nobody is doing the work. Both are shown in the review flags column and listed under the matrix.
If two or more roles are marked accountable, the tool warns and keeps both. Which one answers for the result is a decision for your committee, and the matrix does not make it for you.
Limits
The matrix shows roles, not people, so it says nothing about capacity. Check workload with the committee workload planner.
Record any change of accountability as a dated entry in the decision log.
Worked example · Fictional example
A fictional committee's four tasks
Fictional roles and tasks, to show the review flags.
A fictional society lists four tasks. Approving the programme has two accountable roles, the chair and the honorary secretary, so it carries a review flag and both stay in the matrix. Sending speaker invitations has a responsible role but no accountable role.
Preparing the registration page has no assignments at all. The summary reports two tasks with no accountable role and one with several.
Use this yourself
Responsibility matrix worksheet
Write one letter per task and role. Aim for exactly one A on every task.
| Task | Role 1 | Role 2 | Role 3 | Role 4 |
|---|---|---|---|---|
| Approve programme | A | R | C | I |
| Confirm venue contract | ||||
| Send speaker invitations | ||||
| Prepare registration page |
Handle it in-house, or bring in help?
Your team can usually handle this when
- The committee is small and everyone already knows who answers for what.
- Each task has an obvious accountable role and the matrix only records it.
Outside planning help earns its fee when
- Several committees or departments share tasks and accountability is disputed.
- A senior sponsor expects one name per decision and the committee cannot agree.
- A project lead or temporary manager needs to be slotted in without overriding existing owners.
Need accountability settled and tracked?
A conference project lead can run the responsibility discussion with your committee, record who is accountable for each decision and follow it through delivery, while approvals stay with your people. Bring the matrix as it stands, with the review flags still open.
Questions organisers ask
Can one task have two accountable roles?
The tool allows it but warns, because shared accountability often means nobody decides. Review each case and choose deliberately.
Do I have to use names?
No. Role labels such as Role A or Chair are supported, and names are not stored.
What if an assignment names a task that is not in the task list?
It is listed in a warning and left out of the matrix until the task name matches.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.