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Identifying intranet roles and responsibilities

by Martyn Green on June 10, 2011

The purpose of creating a roles and responsibilities matrix is to document which staff and/or departments will be responsible for each area of the intranet project. This gives those involved a clear picture of what is expected of them. By documenting roles you can identify any gaps in resources as they occur allowing the project to be delivered on time within scope.

There are a number of steps to do to complete a roles and responsibilities matrix. The main steps are:

  • Define the roles and responsibilities of each team member
  • Improve overall communication between teams
  • Identify any gaps in resources or responsibility

An example of some possible roles is as follows:-

Title Role Responsibility
Project Owner Ensure project is delivered on time and within budget Liaise with Project Manager/key stakeholders.
Project Manager Determine intranet’s alignment with business objectives Create a project plan Guide intranet’s vision and strategy
Project Sponsor Shaping intranet strategy Ensure project is delivered on time and within budget
Intranet Users Cross section of staff to represent different business areas Test intranet usability

There could be many different types of people involved and these will depend on the size and type of organisation. What is key is assigning someone to have the final sign of, confirming the views of other members of the team and the list has been agreed.

If the organisation is small, key stakeholders such as a Marketing/ Communications Director will be more heavily involved in the day to day operations of the project. If the company is large, members of staff from a department (eg, IT) will be allocated responsibilities and report back to senior level staff. This would also involve some smaller team involvement and the direct contact of stakeholders to confirm the final matrix. 

Topics: 2. Plan

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