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.

How to Build a Roles and Responsibilities for Multiple Sites

Roles and Responsibilities for Multiple Sites

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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Facilitation Expert

Terrence Metz, CSM, PSPO, CSPF, is the Managing Director of MG RUSH Facilitation Training and Coaching, the acknowledged leader in structured facilitation training. His FAST Monthly Facilitation blog features over 300 articles on facilitation skills and tools aimed at helping others lead faster, more productive meetings and workshops that yield higher quality decisions. His clients include Agilists, Scrum teams, program and project managers, senior officers, and the business analyst community among numerous private and public companies and global corporations. As an undergraduate of Northwestern University (Evanston, IL) and MBA graduate from NWU’s Kellogg School of Management, his professional experience has focused on process improvement and product development. He continually aspires to make it easier for others to succeed.

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