Every message, routed from decision rights.
Stop routing approvals from memory. One RACI drives who hears what, when, and with what proof.
- One Accountable, enforced
- Recipients derived, not typed
- Overdue flagged automatically
- Every send on the record
Accountability once.
Messages that follow.
Define accountability once, and every project message routes itself. The right people get each update, approval request, and escalation on schedule, and you have an audit trail to prove it.
- 7-tab Excel workbook: Start Here, Dashboard, Stakeholders, RACI Matrix, Routing Rules, Comms Plan, and Notification Log, with sample data so you can watch every rule work
- A blank copy of the workbook, ready for your project
- RACI validation: R, A, C, and I dropdowns, a check that each row has exactly one A and at least one R, and formatting that flags exceptions
- Purpose-based routing for Kickoff, Status, Action, Approval, Consultation, Information, Escalation, and Gate review, plus a live Routing Preview
- Cadence engine for one-time, daily, weekly, biweekly, monthly, and milestone schedules, with next-due dates and overdue flags
- Outlook-ready To and Cc lists and a pre-addressed email draft
- Notification log: date, item, recipients, channel, sender, acknowledgment, SLA, and audit-gap flags
- 10-page Quick-Start Guide in PDF and editable Word
- Optional setup notes for Power Automate with Outlook, and for Google Sheets with Gmail. No VBA, and nothing to enable
It is a standard .xlsx file. Notify shows what is due and prepares the recipient list. You choose what to send. It is not legal advice and it does not certify compliance with any standard.
Six steps from
owner to evidence.
Each step is a sheet in the workbook. Formula cells are locked. Input cells are the ones you edit.
- 01
Define work packages
List the deliverables and decisions that need an owner, each with a target date and health status.
- 02
Assign RACI owners
Choose R, A, C, or I for each person. The workbook flags any row without exactly one Accountable and at least one Responsible.
- 03
Route recipients
The purpose of each message derives its To and Cc lists from the RACI. Recipients are not typed by hand.
- 04
Schedule cadence
Set each communication to one-time, daily, weekly, biweekly, monthly, or milestone. The next due date calculates itself.
- 05
Notify email/alerts
Overdue and due-today items come up with Outlook-ready recipient lists and a pre-addressed email draft.
- 06
Record audit trail
Each send and acknowledgment is logged as evidence. The schedule moves forward, and anything past its SLA is flagged.
People who route
the same decisions by hand.
- Project and program managers who are tired of routing approvals and escalations from memory.
- PMO leads who need one standard for who is told what, when, and with what evidence.
- Sponsors and functional leaders who want a decision request to reach the decision owner the first time.
- Teams in regulated or audit-heavy environments, including government, healthcare, transportation, and technology, where “we told them” has to be provable.
See the workbook
with sample data.
These screenshots use sample rows so the rules are visible. They are not a client project. Click an image to enlarge it.
Start Here: six steps and the rules for input cells. Dashboard: exceptions, overdue items, and coverage by role. RACI matrix: one A and at least one R on every row. Comms plan: cadence, due dates, and draft links. Routing preview: recipients come from the RACI.
Excel and
Google Sheets.
No macros. No VBA. Nothing to enable before the file opens.
- Microsoft Excel 2019, 2021, and Microsoft 365, on Windows, Mac, and Excel for the web
- Google Sheets, using File, then Import
- LibreOffice Calc 7 or later
- Excel 2016 and earlier are not supported. Recipient lists use TEXTJOIN and MAXIFS
- Each workbook holds 16 stakeholders, 100 work packages, 50 communications, and 300 log entries. Sheets are protected without a password, so you can extend them
Extend it with Microsoft 365 and Smartsheet.
The kit itself is an Excel workbook with no macros. The download does not include integrations, flows, connectors, or dashboards.
If you use Microsoft 365, your team can connect the workbook after purchase:
- Store the workbook in SharePoint or OneDrive.
- Use Power Automate to send the scheduled notifications through Outlook, or post updates to Microsoft Teams.
- Build Power BI views from the dashboard data.
Smartsheet can use the same workbook. It imports Excel, so your team can bring in the RACI matrix, work packages, and communications plan, then use Smartsheet automations for scheduled reminders, alerts, and approval requests, and Smartsheet dashboards and reports for status.
Those connections are optional. Your team sets them up. They are not part of the file. Sean can help with the setup as a separate consultation.
Clear limits.
Usable files.
Does it send emails by itself?
Not out of the box, and that is deliberate. Approvals and escalations deserve a human read before they go out. For routine status and reminders, the optional Power Automate flow can send on a schedule and write its own audit-log entries. Those scripts live in your own Microsoft 365 or Google account, not inside the file.
Can I change the routing rules?
Yes. Each purpose has editable To and Cc role codes, an acknowledgment rule, and an SLA. You can override any single communication, add your own purposes, and test them in the Routing Preview.
Will I break the formulas?
Formula cells are locked and shaded. Input cells are white and unlocked. Named ranges clear the sample data without touching formulas.
What can I do under the license?
Adapt the files for internal use at the licensed level. Individual is one user. Team covers up to 10 users. Enterprise is internal use across the purchasing organization. Resale, sublicensing, and external redistribution are not included.
How do I receive the files?
After purchase, Sean emails the kit files within 1 business day. Delivery is not instant or automated.
Can you set it up for our organization?
Yes. Customization, facilitation, and implementation are quoted separately. Request a consultation for a scoped engagement.
Is this a compliance certification?
No. The kit gives you practical controls and a record of who was told what. It is not legal advice or certification against any standard.