My Team · May 2026

Roles &
ResponsibilitiesGrand Prix

A workshop to align, clarify ownership,
and change tires in under 2 seconds.

Welcome

Welcome to the pit lane 👋

Glad you're here. The next 3.5 hours are about aligning on who does what, surfacing the grey zones honestly, and leaving with a RACI, a decision protocol, and a comms plan everyone can actually use on Monday.

House rules for today

One mic at a time. Use the chat for parking-lot items.
Disagree out loud. Silence is not consent here.
We finish on time. Breaks are real breaks.

Next up: today's agenda →

Today's plan

Agenda

By the end of today we leave with: a signed RACI, an agreed decision protocol, and a comms plan with owners and dates.

0:00🏎️Icebreaker — You're on the F1 Crew

0:37🗺️Current State Mapping

1:07🧑‍💼Role Mandates — Who are we, really?

1:27⚙️RACI Workshop — Fill it in together

2:07🧩Ownership Visual Map

2:15☕Break

2:25🌫️Edge Cases & Grey Zones

2:47🧭Decision-Making Protocol

3:05🌍Who Else Needs to Know?

3:15🅿️Parking Lot Review

3:18✅Commitments & Documentation

3:30🎬Close

Block 1 · 15 min

🏎️ You're on the F1 Crew

Quick round-robin. Answer all three questions. No skipping. No overthinking.

Question 1 — Pick your pit-lane alter ego (and defend it in 10 seconds)

🏎️ Driver

Says "send it" with zero hesitation, then asks for telemetry

🧠 Strategist

Has 3 scenarios, 2 backups, and one dramatic "it depends"

🔧 Chief Engineer

Can smell a flaky test from 2 repos away

📋 Team Principal

Turns chaos into a plan and somehow ends meetings on time

Question 2 — Your honest work confession 😅

"I read Slack at midnight and pretend I didn't" · "I said 'sounds good' to a message I didn't read" · "I set a meeting to avoid making a decision"

Question 3 — If you had one superpower in real life, what would it be and why?

⏱️ Time Freezer

Pause the world and take the longest nap ever

🧠 Mind Reader

Finally know what your cat is judging you for

🪽 Teleport

Breakfast in Tokyo, sunset in Barcelona

🫥 Invisibility

Skip queues, avoid awkward small talk, disappear dramatically

Laughing is welcome. Judging is banned.

Before we start · 2 min

📋 Ground Rules

Four rules. Non-negotiable. Read, align, move.

1

One conversation at a time

No side debates. If you have a thought, wait for your turn.

2

Challenge ideas, not people

"I see it differently" - not "you are wrong". We are here to align, not to win.

3

Say it in the room

If you disagree, say it now. Not in Slack at 6pm. Not in a 1:1 tomorrow. Now.

4

Parking lot

Off-topic items go on a Post-it. We review them before the Close.

🎩 Dual-role signal

If a facilitator is also a participant, agree on a signal upfront — e.g. "facilitator hat off" — so the room knows when they're sharing a personal opinion vs. steering.

Block 2 · 20 min

🏎️

The Pit Stop Problem

A top F1 pit stop takes under 2 seconds. Not just because the crew is fast - because everyone knows exactly what they own, and what they do not.

Now imagine nobody aligned beforehand. Two people grab the front-left. Nobody touches the rear-right. The car stays stuck for 11 seconds.

That's us. Sometimes. And that ends today.

Watch: Real F1 pit stop (GIF)

F1 pit stop in action: overhead view of a Ferrari crew changing all four tires in seconds

Ferrari F1 pit stop — provided workshop GIF

Block 2 · continued

Why this matters

⏱️

Speed

Decisions bounce longer than needed

🔋

Energy

Work is duplicated or blocked by overlap

😤

Trust

Fuzzy accountability creates silent frustration

📉

Output

The squad ships below its real potential

We aspire to be a high-performing team. Today is about removing the last friction standing between good and great.

Block 3 · 30 min

🗺️ Current State Mapping

3 min silent writing, then share. One post-it per idea.

1 — What I currently own

What I own today, in practice

2 — Where I feel unclear

Where ownership overlaps, or nobody clearly owns

3 — One thing I wish we improved

No filter. Honest input only.

Items appearing on multiple post-its = the real conversation.

Block 4 · 20 min · Live exercise

🧑‍💼 Role Mandates

Each person completes out loud: "In this group, I am the person who..." - then the group validates and refines.

Transition: We just aligned on who each person is in the group. Next, we convert that into who owns each function with RACI.

Block 5 · 48 min

⚙️ RACI — Let's fill it in

RACI stands for: assign each function with clear ownership, decision rights, and communication flow.

R

Responsible

Does the work or leads the action. Can be more than one.

A

Accountable

Owns outcome, final call, answerable for result. Only one per function.

C

Consulted

Must be asked before decision. Two-way communication.

I

Informed

Kept in the loop after decision. One-way communication.

Also: R/A

Same person owns both. Use sparingly.

R/A

Write first instincts, then debate. Divergence is where alignment happens.

Block 5 · RACI Grid 1/2 — Product & Delivery

Function

→ Continue on next slide for Operations & People

Block 5 · RACI Grid 2/2 — Operations & People

Function

Debate the rows that matter most for day-to-day decisions.

Block 5 · Alignment check

🧩 Ownership Visual Map

Live view based on both RACI grids. Ask: "Do we agree, or do we go back?"

Use this checkpoint: If ownership feels off here, return to RACI now before moving forward.

2:15 checkpoint · 10 min

☕

Break

Stretch, refill, breathe. We restart with Edge Cases in 10 minutes.

When we come back: test the RACI on real scenarios, align decision protocol, and lock commitments.

Block 6 · 22 min

🌫️ Edge Cases & Grey Zones

Pick 2-3 real situations with unclear ownership. Test your RACI against them.

Starter examples

A feature shipped but a key stakeholder group wasn't informed — who should have caught that?

A cross-team initiative lands — who owns measuring and communicating the impact?

An incident hits on a Friday evening — who decides, who communicates, who follows up Monday?

?Did the RACI hold up for this situation?

?Who actually made the call? Should they have?

?What would we do differently now?

If the RACI fails on real examples, it is not ready yet.

Block 7 · 18 min

🧭 Decision-Making Protocol

Draft proposal for the workshop: challenge it, improve it, and lock what works for your team.

Optional facilitator prompt

Ask the audience: "What would you be asked for?"

Proposed flow to stress-test together

1) Clarify decision type→ 2) Name DRI (A)→ 3) Collect C/I input→ 4) Decide + communicate owner & ETA

Starting point - challenge this

PM leads

What & Why

Features, priorities, needs

EM leads

How & When

Architecture, estimates, delivery

Business leads

Impact & Feasibility

Ops readiness, ground reality

When we disagree

Discuss openly→48h async→Group call→Escalate to leadership

Open questions:

What decisions need all 4 of us? · What can be async? · Who is the final tie-breaker?

Co-created output to lock before moving on

For each decision type, agree together on tie-break owner, escalation trigger, and expected response time.

Before we close · 10 min · Live exercise

🌍 Who Else Needs to Know?

The RACI will live in Confluence. The impacted people are not in this room. Fill this in together.

Prompts: Who will be confused if they don't hear this? · Who has been waiting for ownership clarity? · Who is impacted by how we made decisions before vs. now?

Who needs to knowWhat exactlyOwnerHowBy when

If only 4 people know the RACI, it is a secret. Socialize it.

Block 8 · 3 min

🅿️ Parking Lot Review

Quick pass on items captured during the session. For each one: assign an owner, schedule a follow-up, or drop it — anything owned rolls straight into the next slide.

1

Read out each Post-it

No re-debating. Just acknowledge.

2

Decide: own, defer, or drop

Owner + date, or a clear "not now".

3

Carry owned items into Commitments

Anything owned gets a line on the next slide. Anything dropped is named out loud.

No item leaves the room without a decision. Silence ≠ alignment.

Block 9 · 12 min

✅ Commitments & Next Steps

Make this concrete before closing: each action (including owned parking-lot items) needs an owner, a date, and a status.

ActionOwnerBy whenStatus

🏁

That's a wrap.

Thank you for showing up fully today. 🙌

Go around the table.

One word that describes how you feel
leaving vs. arriving.

Bonus: if the word is "clearer" or "faster", the pit stop worked. 🏎️