7 benefits of having clear and documented roles and responsibilities

Do you have clear and documented roles and responsibilities within your company with job descriptions?

I work on implementing them with almost all my clients. There are several advantages.

For the company and the management team, they allow, among other things:

  1. to increase employee efficiency, motivation and engagement;
  2. to facilitate the management of employees and avoid being told that it is not in their tasks to do;
  3. to help your recruitment process by having clear positions for postings and for screening candidates;
  4. to establish an organizational structure (organizational chart), performance evaluations and a compensation structure.

For employees, clear roles and responsibilities will help with:

  1. the integration of new employees by giving them a clear framework on their roles and responsibilities in the company;
  2. establishing training and development plans if the employee’s skill level is not at the level of the skills required by the position;
  3. motivating employees who clearly understand what they must do.

I often see duplication of tasks, tasks that are not done the same way by different people. There is no standardization therefore less efficiency. Tasks fall into the cracks. When you realize that a task was not done, it becomes another emergency to manage.

Here are 5 simple steps to help you establish your roles and responsibilities and document them in job descriptions.

  1. List the main tasks done by the person

You can do the work without involving an employee who is in the position to be defined. But it is always better to involve them as this will increase the accuracy of the job description and increase the motivation of employees involved.

  1. List the requirements

List the tools, knowledge and skills required for the position and to perform the listed tasks. This will help you establish 2 things: first the required skills, such as working in a team, communicating well, being autonomous, etc. Then list the knowledge necessary for the position, for example knowing Word, Excel, speaking English, having a diploma, etc.

It is very important to list the requirements for your ideal candidate. You should not limit yourself with the requirements of your current people. This difference between the real and the ideal knowledge and skills for the position will serve as your training and development plan for your employees. This will motivate your teams.

  1. Document the job description

Have a standard format for all your postings. A job description should be 1 or 2 pages maximum. I suggest the following sections.

  • Section 1: job title and information relating to the hierarchical level in the organization (to whom the person reports).
  • Section 2: position summary. To help you define it, you can answer the question “What is the purpose of the position?” “.
  • Section 3: main responsibilities and tasks. Each statement should begin with an action verb. It is important to put at the end, “all other related tasks according to the needs of the company” in order to give you flexibility for small tasks or changes that you will not put in the job description.
  • Section 4: skills required.
  • Section 5: required knowledge.
  • Section 6: signature and date of immediate manager and employee. It is important to write something like, “By signing this job description, I certify (employee name) that I have read, understood and accepted this position and these roles and responsibilities”.
  1. Review of the description by the manager

If the job description is made with or by the employees, it is important that the manager reviews and approves it. The goal is to ensure that all the tasks and responsibilities of his team are well documented and assigned to the right people.

  1. Presentation of documented job descriptions to employees

Once documented, present these job descriptions to your employees so that they can read and sign them. This formality is important in order to ensure that your teams clearly understand their roles.

Finally, don’t forget to update the job descriptions as needed and according to a frequency that you deem good for your organization, such as every 3 years for example. These documents are alive, just like your business.

Good success! Liza.

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