Anyone who has worked on a team knows the feeling of frustration that arises when tasks are confusing, forgotten, or done twice thanks to lack of role clarity. While this may seem like a simple issue to correct, many teams struggle with overlapping responsibilities and “not my job” attitudes. Over time, this can break down team dynamics and lead to higher turnover and lower productivity.

One role should be clear on all teams: that of the leader. And as a leader, it is your responsibility to ensure role clarity for all members of your team.

What is role clarity?

The concept of role clarity may seem simple. Presumably, each person on your team has a title and a set of responsibilities they manage as part of their job description. But what’s true on paper doesn’t always play out as neatly in reality.

At its best, role clarity means that each individual knows not only what their responsibilities are but also what they are not. In addition, they know the general scope of others’ duties as well. This means that when uncertainties arise, it is clear with whom one needs to speak to rectify any misunderstandings.

Team members need to trust that their colleagues will reliably complete the tasks assigned to them. Without team trust, the concept of individual responsibility collapses as everyone tries to ensure that everyone else’s job is done.

How to assign roles

It falls to the leader to assign roles to each member of the team. This begins with the job description defined during the hiring process, but requires editing and discernment as the hire begins to demonstrate their strengths and constraints in their new role.

Furthermore, a leader must take into account the interplay of all of their team members. If multiple people have the same strengths or constraints, role assignment can get tricky. This is why building a winning team made up of people with diverse experience, skills, and goals is crucial to overall success.

Role assignment gets easier when a leader knows their team well. Some ways that a leader can determine the individual strengths and constraints of their team members include:

• One-on-one sessions: Regular, open-ended meetings with each team member to get a better understanding of their personality, goals, and needs
• Peer feedback: Anonymous or informal surveys of team dynamics or individual performances after a particular project
• Investment in vetted team development programs: Formal individual and team assessments that identify strengths, constraints, and opportunities for growth

How to tell if roles are clear

Once roles have been assigned, it’s important to check back throughout the scope of a project to ensure that responsibilities are not getting muddled. At baseline, most teams have a few people who tend to overreach and encroach on others’ tasks, as well as some members who struggle to complete even their own duties.

Ideally, an active and ongoing approach to role clarity will help correct this over time. The more granular the responsibility, the clearer it is. Some important aspects of a role assignment include:

• Timelines: Not only a final deadline, but also any needed check-ins along the way
• Boundaries: Concrete guidance on what to do if there is disagreement over task ownership or collaboration
• Outcomes: A defined, concise explanation of what a successful project will look like

Not sure where to start?

The seemingly simple concept of role clarity requires team trust, clear-eyed assessment of individual strengths and constraints, a good handle on team dynamics, and excellent communication skills. If you’re feeling daunted and don’t know where to begin, consider signing up for the Teamalytics Team Leader Foundations program.

An eight-session online learning experience, the Team Leader Foundations program walks you through the essential leadership skills needed by leaders of any level. Expert coaches and peer cohorts come together to enrich this learning through the sharing of real-life issues and exercises you can bring back to your team.

Sign up for Team Leader Foundations today to get started.