Basic Facilitation Skills: #3 Transform your Roles & Responsibilities Matrix into a Gantt Chart

Terrence Metz
Published Tuesday, 1 November 2016

Video demonstration of how to create a GANTT chart when the discussion or meeting deliverable focuses on WHO is responsible for WHAT; aka, Responsibility Matrix or Roles & Responsibilities. The person that steps up to accept 'Responsibility' is likely the best person to have a clue about estimating WHEN something may be completed, HOW MUCH extra money may be required to complete it, and the HOW MUCH estimated labor (FTE) is required.

When the session leader records these four inputs (responsible party, approximate cash or assets required, estimated due date, and how much approximate labor), the project manager and project team have the basis for a GANTT chart—lacking only the arranging of precedents and antecedents, and making adjustments to the first estimates provided. Not only has the facilitator enabled the team to draft its GANTT chart, they have also helped the team to build a consensual view, not a myopic view from one person's office or cubicle.

The WHAT actions or assignments may take the form of strategies, initiatives, programs, projects, activities, or tasks. As you increase the resolution from the abstract (eg, strategy) to the concrete (eg, task), expect to increase the resolution of the role or title of the responsible agent. For example, strategies may be assigned to business units while tasks may be assigned to individuals.