Roles and responsibilities for project and team success
Having a good plan is critical for project success, but it's difficult to stick to it without clear roles and responsibilities being set out. To help teammates cooperate and work together productively, it's important to define roles and responsibilities. In this guide, we'll discuss how to put these roles in place and why it will be beneficial for the team.
Determine what needs to get done
Start by identifying essential tasks at both the organisational and project levels. Think about what resources are needed, who is best suited for each task, the timeline, and the complexity of each task. Look back at past projects to understand what worked and what didn’t. Here are some questions to guide you:
- What resources are required?
- Who should be responsible for each task?
- What is the timeframe and complexity of the tasks?
- What is the desired outcome?
- Were past projects completed successfully?
- If not, what could have been done better?
- What tasks are still on your team’s to-do list?
- What tasks does each team member complete daily?
- Are these tasks part of each team member’s job description?
By answering these questions, you can better determine which roles and responsibilities should be assigned to each individual.
When you know how much work needs to get done, you can delegate tasks accordingly.
Identify gaps in responsibilities
When putting together a team, it's important to examine the responsibilities of each individual and the roles they are expected to fulfil. While this analysis is usually carried out at the organisational level, it's also important to do this evaluation for specific projects. To start, create a list of tasks that need to be accomplished for the project. Then review what each person on the team is responsible for and see if these duties match up with the list of tasks that need to be completed. If there are any discrepancies, you can adjust the role that each team member will be playing and distribute any remaining tasks as necessary. Doing this will help ensure that every task on the to-do list is taken care of and that no responsibilities are overlooked.
Clarify roles using a (D)RACI matrix
Creating a RACI matrix is a great way to clarify the tasks and roles of team members. RACI stands for Responsible, Accountable, Consulted, and Informed. A RACI matrix is set up as a table with tasks on the Y-axis and team members on the X-axis. Then, you assign one of the four RACI letters to each task and team member, making it easy to see what roles apply to each task. The Responsible, Accountable, Consulted, and Informed legend can help to further define what role fits with each letter in the RACI Chart.
D= Delegator
Our own matrix includes a D, making this a DRACI matrix. D acknowledges the corporate or board level sponsor, the delegator who has given responsibility to the responsible person.
.R = Responsible.
This person is responsible for the work, our Plan's point person. Only one individual should be in charge of the task, so everyone in the team knows who to consult for questions or progress updates.
A = Accountable.
This person is responsible for approving the work and will likely be a manager.
C = Consulted.
This person should give input on the work. This could be a team member or someone on another team.
I = Informed.
This person should be kept updated on the progress and end result of the job, though they are not involved in the work's execution.
Additional tips for the RACI matrix:
- There should only ever be one Responsible per task (R) so team members know who is in charge of the work. If a task has more than one Responsible, team members can easily become confused.
- While only one person should be accountable for each task (A), that same person can also be Responsible for the task (AR).
- It’s also important to limit the number of people you inform, as this can make your project unnecessarily complex (keep I’s low).
You can use a RACI matrix to set clear expectations for your team members and as a reference when executing projects.
Get feedback from team members
Requesting candid feedback on your completed RACI matrix will promote collaboration and dialogue among team members, leading to more efficient working relationships. There are various ways this can be achieved, including asking for feedback through surveys, conducting interviews, or having open conversations with colleagues.
- Hold a team meeting and ask, “Does anyone have an opinion on the team roles assigned?”
- Schedule 1:1 meetings, so team members have a safe space to voice concerns.
- Put out an anonymous survey so team members can share their honest responses.
When to clarify roles and responsibilities
At both the organisational and project levels, it is essential that roles and responsibilities are precisely determined. As a project manager, it is your job to make sure that your team are aware of what their duties are, beginning with creating a cohesive team set-up. Any gaps in these regions need to be handled promptly. For instance, if you see that a writer has taken on too much project management, you must redistribute the work. More than that, if a designer is becoming swamped by responding to emails, consider reconsidering the team's structure to allow for more focussed working sessions.This earlier process should aid you in figuring out the job descriptions of each team member. As soon as this is established, the same scheme should apply to individual projects too. For example, a designer may have standard tasks related to their job, but could in addition be asked to send designs on a regular basis for a particular project.
The benefits of establishing roles and responsibilities
When you establish roles and responsibilities, you create a team structure that’s built to last. Team performance will improve when individuals feel confident in the duties they’re assigned.
When team members have individual roles, the team also benefits in other ways, including:
Increased productivity
When team members are aware of their roles and tasks, they can focus on the work that has the most effect and become more productive. Allocating responsibilities to each team member will help to improve the efficiency of your team.
Improve hiring process
When you outline the duties for each position, you make it simpler for recruiters to fulfill team requirements when hiring new employees. Without a specific set of job duties, it can be challenging to explain the role to potential applicants.
Boost team morale
When the roles and responsibilities of each team member are unclear, morale can be negatively affected. By defining objectives and allocating tasks that match each individual’s strengths and abilities, your team can feel more confident in their work and be motivated to accomplish their goals.
More efficient resources
To ensure that your organisation does not squander time and resources, it is vital for team members to understand and fulfil their individual job roles. As illustrated in the example above, when two team members are unaware of their tasks, they end up working on the same task, leading to a decrease in efficiency as well as a prolonged timeline and increased costs. However, when people are aware of their duties and perform them accordingly, the budget and timeline are significantly more structured and optimised.
Team members should feel empowered and inspired by having well-defined roles and duties, enabling them to come together to accomplish the team's goals.
Examples of roles and responsibilities
Every role comes with particular duties that align with their function. When this coordination is done properly, team members should understand their duties and remain obligated to complete activities within their job function. Consider the following common roles and the responsibilities that come with each.
Role: Project manager
Responsibilities:
- Plan and develop the project
- Create and lead the team
- Monitor and share project progress
Role: Visual designer
Responsibilities:
- Produce consistent visual work
- Keep team members up to date with project milestones
- Create direction for projects and guiding team members
Role: Content writer
Responsibilities:
- Research and write copy
- Communicate with designers and managers on progress
- Revise copy after receiving feedback from clients
These responsibilities may change based on the organisational culture, work environment, and abilities of each individual team member. You can make your own job responsibilities template that includes more detail such as who the team member reports to and requirements of the role.
Build a strong project team with clear communication and structure
As team leader, it is essential to make sure that your team members are well-prepared for every upcoming project. An effective way to build a strong team is through open communication. Utilising the help of team communication software can help you reach your team’s goals and fulfil deadlines as no one will be in the dark about their roles, when tasks must be fulfilled, or how far along a project stands.