During the project creation and management process, several documents are required to help see it to completion. A Roles and responsibilities templates are among them. Whether the document is meant to be part of your job description, an employee training manual, or as part of a project documentation process, having a roles and responsibilities template is essential. This document helps to minimize confusion in the workplace.
A Role can be defined as the position a person holds within an organization or a group. It describes their purpose in an entity and tells people who they are and what they do. On the other hand, Responsibility is tied to an individual’s role. They define the duties, functions, and daily tasks each member of an entity must do. Roles hold employees accountable for their responsibilities.
- Objectives of Roles and Responsibilities Template
- What Is Included in the Roles & Responsibilities Template
- Importance of Roles & Responsibilities Template
- How to Create a Roles & Responsibilities Template
- Pros and Cons of Roles & Responsibilities Template
- RACI Matrix vs. Roles and Responsibilities Template
A roles and responsibilities template would therefore be a document that clearly outlines the responsibilities of each role in the project. When handling a team project, you must clearly outline each member’s roles and responsibilities.
This template promotes collaboration among team members as they handle a particular project and can also be used for short projects within an office with no formal structure. The goal of identifying every member’s role and responsibility is to ensure that all team members understand their duties. The Roles and responsibilities template outlines everyone’s duties to the project and helps them know how to work together. The template should be created before you begin scaling the project duration and delegating tasks.
It is convenient during job transfers, task switching, training new hires, and departmental changes. If you want to attract qualified candidates for your project, upload the roles and responsibilities document on your organization’s website or other job application sites.
Objectives of Roles and Responsibilities Template
A roles & responsibilities template is created to ensure members work well with each other to guarantee smooth operations. Assuming a company would like to put together a team of workers responsible for completing a building project, the following would be the objectives outlined in the document.
To Define the Role and Responsibility of Each Team Member
Delegating duties among the project stakeholders ensures that each member participates fully in the interest of the project. These stakeholders are typically people of interest in the project outcome, e.g., construction manager, head contractor, architect, project employees, etc. Clearly defining the tasks and duties assigned to each member helps them to identify with their leaders and work together in harmony.
Determine Existing Gaps in Assigned Tasks and Responsibilities
There are so many tasks involved in handling a construction project. The team has to ensure that the supplier delivers the right products and in the right amounts, the project runs smoothly, and in time, the client is satisfied with the current progress, etc. Some of these tasks can get lost in confusion. Having a roles & responsibilities template ensures each group of people is aware of their tasks and carries them out diligently.
Define the Project Team’s Interactions With Other Resources and Departments
Before beginning any project, its budget has to be drawn. Allocating resources ahead of time prevents the team members from going over budget. Having a roles & responsibilities template makes it easier for the project stakeholders to interact more freely with other resources within the department. For example, since the template is public information, if a team member approaches another stakeholder to request information about their supplier, they are guaranteed access to that data.
To Improve the Recruiting Technique
A roles & responsibilities template helps a company during employee recruitment. For example, if your team lacks a construction engineer, the roles & responsibilities template will help you hire the best possible person for the job based on the role they are meant to play.
To Improve Communications
It doesn’t matter if your team has ten or one hundred members; the structure is important. Since the roles & responsibilities template outlines who the leaders are, team members can use the proper communication channels for the job. If there are any disputes to be addressed, for example, a delay in the shipment of cement, etc., the team members will know exactly who to approach to solve it.
To Maximise Efficiency
A roles & responsibilities template minimizes the time spent arguing over project details and figuring out each member’s roles. This increases group efficiency and guarantees that the project will be completed per its schedule while meeting the client’s standards.
What Is Included in the Roles & Responsibilities Template
The roles & responsibilities template does not follow a specific structure. However, its contents are similar across all the available writing styles. Here are some important aspects of the template.
Job Title
It outlines the roles of every project stakeholder. Some important roles include a project manager, project investors, the main contractor, subcontractors, suppliers and vendors, government authorities, team members, etc. These people ensure that the project meets its daily goals and delivers quality work.
Job Description
These are the responsibilities of every member of the project stakeholder. For example, the project manager ensures the project is started and completed smoothly and in tandem with the client’s requirements. They oversee every aspect of the team’s roles and responsibilities.
List of Tasks
It lists every single duty in the construction project portfolio that needs accomplishing. For example, managing site safety, submitting documents regarding the building project, enforcing the schedule and budget requirements, carrying out installations and repairs, etc.
Job Requirements
It lists all the factors that make you qualified for a particular position on the team. For example, educational requirements, years of experience, code of conduct, age limits, etc.
The Hierarchy of Roles
It informs the team members to who they are supposed to report. It also creates a sense of accountability among team members.
Importance of Roles & Responsibilities Template
There are many benefits to having a roles & responsibilities template within an organization. Aside from outlining the duties of every member in the project, it:
Aids in the delegation of responsibilities
Tasks assignment is made easier when you use a template. It also ensures fair distribution of work among members.
Increases team cooperation
Using a template to define the roles and responsibilities minimizes worker conflicts and allows members to work together in harmony.
Reduces work overlap
It minimizes the repetition of responsibilities within the group. The architect and designer in the group can work together to create a final copy instead of working separately.
Shortens the project’s schedule
When a team collaborates, the project progresses with minimal friction. This ensures its success materializes early.
Proves the project’s existence
Since this template is an official document, it can be used to prove that a particular project was started and completed and the roles and responsibilities of everyone involved.
How to Create a Roles & Responsibilities Template
When handling a project with more tasks, it becomes increasingly essential for every member to be made aware of their purpose in the team. Here is how to develop a roles & responsibilities template.
Identify the roles within the project
This gives you an idea of the job titles to assign. Work your way from managerial and leadership roles to individual team members.
Identify the responsibilities
This gives you an idea of which group handles which task. Before delegation, ensure you note down every available task on the project.
Delegate tasks and duties
Once you have identified all the available positions and the responsibilities they accompany, distribute the work among team members accordingly.
Send out the document
Distribute copies of the template to the team members to get their reactions and opinions. It increases the chances of member buy-in to the document.
Pros and Cons of Roles & Responsibilities Template
Pros
Minimizing conflict
When you use a roles & responsibilities template to define each team member’s work, it makes them accountable for their roles.
Track the efforts of team members
Since each stakeholder is responsible for their designated fields, they will work harder to ensure the manager notices their efforts.
Makes task completion easier
Delegating duties reduces the overall workload for each member, which makes it easier for them to complete their duties.
Guarantees competent hires
Since you already know the type of person you are looking for to fill a particular role, it makes the hiring process much easier.
Cons
Can be limiting
Workplace communities are filled with employees who can handle different types of roles. This template, however, requires them only to handle one particular responsibility.
Can cause conflicts
Sometimes, the roles and responsibilities written on the document can be vague, leading to disagreements between employees.
Delayed decision-making process
It takes time to implement this template and to get every employee to sign off on it.
Doesn’t identify the person in charge
This document only contains basic information and doesn’t explicitly define the responsible parties.
RACI Matrix vs. Roles and Responsibilities Template
A responsibility assignment matrix or a RACI chart overcomes the shortcomings of the roles and responsibility template. It explains who is Responsible, Accountable, Consulted, or Informed in a particular situation. Compared to a Roles and responsibilities template, RACI offers the following.
Faster decision-making process by identifying the responsible parties.
It encourages accountability among team members by outlining their involvement in the project.
Minimizes confusion brought about by the template’s ambiguity.
FAQs
What are project team roles and responsibilities?
It is a document that defines the duties and tasks of each member of a project stakeholder.
What are team roles?
These are the positions held by members within a team that guarantee its success. These positions are assigned to help identify the people in charge and to minimize confusion.
What are team responsibilities?
These are the duties delegated to the team members based on their roles. These duties make team members accountable in their assigned areas.
How do you write roles and responsibilities in a project?
You need to identify the tasks and roles required for that project before you can begin delegation based on the individual skills of each team member.
