How to Create a Document Distribution Matrix

Information has to get to the right people at the right time and it is the Project Manager’s responsibility to make sure that happens. A Document Distribution Matrix is a tool that helps automate that process.

Instructions

Difficulty: Easy

Things You’ll Need:

• MS Word or spreadsheet application such as Excel.

1. List all the stakeholders associated with your project that may review, receive or approve documents produced in the course of the project. The stakeholders may be members of the project team, the customer team or third parties such as contractors.
2. Create a table using either Word or Excel.
3. In the first column list all the stakeholders.
4. Going across for the remaining columns list all the documents that may be distributed. Documents such as agendas, minutes, submittals, drawings, plans, add as many columns as you need.
5. As you go from left to right, for each name, decide if that person has to just review the document indicated in the column title. If so type or write the letter R. If the person will just retain a copy type or write the letter C. If the person must approve the document type or write the letter A.
6. Fill in the letters A, C or R going across for each person.
7. By now you should have the entire table filled out and should know who will be getting project documents and what they will be doing with them once received.
8. Distribute a copy of the Document Distribution Matrix to everyone who is listed in it.

Tips & Warnings

• When a project has a formal Project Plan a Document Distribution Matrix is typically included.
• It might be a good idea to decide in advance the turnaround time for reviews and approvals. In some cases this is already determined in project scope documents such as contracts.