Why do many teams have issues with roles and responsibilities? I think the reason is, because we tend to not want to define them in much detail. We rather accept the issues that arise with the lack of clarity than writing down who is supposed to restock the toilet paper, so to speak.

But why is that? Here are some reasons that I have been able to observe:

• Some teams value flexibility over rigid roles. They believe that too much structure can stifle creativity.
• Team members might want to avoid taking ownership of specific tasks or outcomes. This lack of accountability can make it easier to shift blame when things go wrong.
• In teams where there are underlying power struggles or a lack of trust, defining roles can create fear of leading to an unequal distribution of power.
• Team members might resist well-defined roles if they fear being limited to a specific set of tasks. They might worry that this could hinder their professional growth or prevent them from exploring new areas.
• Some teams mistakenly associate roles with silos and believe that collaboration should be entirely fluid.
• Overconfidence of team members can lead to an understanding of “I can do anything, I do not need a role description”
• Sometimes, teams do not realise how such clarity can actually enhance teamwork, efficiency, and productivity. But in reality, teams with well-defined roles tend to perform better and to experience higher levels of member satisfaction.
• If the team has been functioning without defined roles for a long time, there might be resistance to change.

Teams with missing or unclear roles and responsibilities are often confronted with a whole set of issues:

• Confusion, duplication of efforts, and conflicts.
• If team goals and objectives are not translated into roles and responsibilities, people lack the understanding of how they can contribute to the team’s success (assuming that every team has defined their goals ;)
• Poor communication, because team members might not know what others are working on. Clear roles facilitate effective communication and decision-making. When team members know who is responsible for what, they can streamline communication channels and make quicker, more informed decisions.
• Managers and team leads tend to do more micromanagement when they feel that team members are not 100% clear about their roles and responsibilities, and that can impact motivation.
• People can end up doing jobs that do not match their skill sets, which is a waste of valuable resources and talent.
• If roles and responsibilities are not adjusted regularly, team members might continue focusing on tasks that are no longer crucial, while neglecting newer priorities.
• When new members join the team or existing members leave, roles and responsibilities might need to be redefined. Failing to do so can lead to confusion and disrupted workflow.

Literature, experience and Chat GPT say that the level of strictness in defining roles and responsibilities can vary based on factors such as team type, task complexity, and organisational culture.

What are some rules/ tips to follow when introducing roles and responsibilities in your team?

• In complex projects, roles need to be more clearly defined to ensure that each team member contributes their specialised skills effectively.
• The ability to share responsibilities and pivot roles as needed is crucial in fast-paced and unpredictable environments. The roles and responsibility system needs to be set up accordingly.
• Striking a balance between clear roles and collaboration is key. A moderate level of role ambiguity can promote collaboration and encourage team members to work together to solve problems. However, too much ambiguity can lead to confusion and conflicts.
• Roles and responsibilities should not be set in stone. Regular review and adaptation are necessary to ensure that roles remain relevant as tasks and team compositions change.

In summary: Roles and responsibilities should be defined with a balance of clarity and flexibility. The level of strictness in defining them depends on the specific needs of the team, the nature of the tasks, and the organisational culture. Teams should prioritise clear communication, alignment with objectives, and the ability to adapt as circumstances evolve.

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