Here is a roles and responsibilities matrix that can help you manage multiple sites. The following supports more complicated situations than the traditional RACI model (or its equivalent) discussed in How to Transform Your Responsibility Matrix Into a GANTT Chart.
Using the table above as an illustrative template, preview the content you need to facilitate and develop. The content is coupled with additional explanations of the column headings to support multiple sites.
Multiple Sites — Activity or Task[*]
The first section provides details about the Activity or Task that need to be assigned and completed. Since the details will not fit comfortably into a spreadsheet cell, code the cell and refer to another document with additional details. As the details may or may not be complete at the time of the assignment, there may be a separate individual or group who takes on the role of author and provide the details. When initially logged, the details are either complete (y for yes) or not (n for not).
Multiple Sites — Location
Since identical tasks may be carried out in multiple facilities, code the facilities in the Location section. There could be more than two facilities of course. If more than two, you might substitute “A” for all instead of “B” for both.
Multiple Sites — Who Does What
The WHO section captures who will be responsible for the activity or task at each respective location. If necessary, you can add an additional column indicating their backup or who may be supporting them.
Multiple Sites — Frequency
The Frequency section refers to how often the activity or task needs to be performed. The due date represents completion or WHEN the activity or task. For repetitive activities or tasks, the coding shown suggests the following:
- W = weekly
- M = monthly
- Q = quarterly
- A = annually
- V = variable or ad hoc
Multiple Sites — FTP or Full-time Person
The last section captures the intensity or concentration of effort required to complete the task. While frequently shown as hours per month, you could substitute FTP (ie, full-time equivalent) or whatever measurement works best in your culture (aka FTE or full-time equivalent).
Finally, append the table with a resource column that estimates how much financial capital or currency will support the activity or task. Clearly, this is a tool that you can modify to your own situation, cultural expectations, and terms—so experiment freely.
[*] Moreover, for a thorough primer and clear discussion on RACI, see “RACI Matrix: How does it help Project Managers?”
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