You're navigating a diverse team dynamic. How do you clarify roles and responsibilities effectively?

Working at a small startup, roles naturally expand and, in some cases, become less clear. When our team experienced this, we did an exercise where we each wrote updated job descriptions to reflect our current responsibilities. This was an important first step in gaining clarity for ourselves and across the team, which helped us better define roles as we moved forward.

Clarifying roles and responsibilities is essential for organizing diverse teams. I had the opportunity to work with virtual teams from different countries, departments, and suppliers. In a specific program, we collaborated to document the RACI, adjusting roles as needed. We reinforced skills through training and added resources to mitigate risks and expedite execution when necessary. With a collaborative and participatory approach, we aligned roles and maintained effective communication, ensuring successful deliveries.

One thing I've found works is when you focus on people's strengths when defining roles. Give them Agency in the role and be supportive. If there seems to be a weakness in the role in achieving the outcome discuss it in a one-on-one explaining the purpose and objective of the role in relation to the specific project/piece of work.

Listen vs tell. You can tell people what your expectations are but it helps to hear from them first as where things start and stop so you can adjust. Awareness is key. If people are not clear on where the boundaries are, that's when things get confusing. Telling them or giving them a typed description isn't as effective as an open discussion. It's also helpful in creating the right environment where they can contribute and be heard. They may have ideas or concerns about parts of their job that you can address.

When navigating a diverse team dynamic, I clarify roles and responsibilities by first understanding each team member's strengths, expertise, and communication style. I ensure that tasks are aligned with individual capabilities while also considering the team's collective goals. To promote clarity, I use structured communication—like detailed briefs, task outlines, and regular check-ins—to confirm understanding. I encourage open dialogue so team members can voice concerns or suggest adjustments. This collaborative approach not only clarifies roles but fosters accountability and ensures everyone is moving in the same direction.

To clarify roles and responsibilities effectively when navigating a new team, it would be best to break down a variety of areas as follows. Review existing documentation: Examine any current role descriptions, org charts, or process documents. Meet individually with team members: Discuss their understanding of their roles, responsibilities, and any areas of uncertainty. 3. Hold a team meeting: Bring everyone together to openly discuss roles, responsibilities, and team dynamics. Create a RACI matrix: Develop a chart showing who is Responsible, Accountable, Consulted, and Informed for key tasks and decisions. Define clear objectives: Ensure each role has specific, measurable goals aligned with team and organizational objectives.

Once expectations are set allow the person/s to meet the expectations. Encourage 2 way communication if there are challenges and where possible factor these into the timeline. Within the expectations explain the accountabilty, dependancies and chain of events. The entire team must understand the importance of meeting the expectations

Have your team members actively participate in setting the expectations. Making sure they understand the goal first is important and working backwards by discussing their opinions on how that goal can be achieved. This requires that they engage in what they think is possible. This also reveals strengths you might now be aware of. Having them be involved upfront also makes accountability totally different later on - they helped set the expectations so if they weren't met, they can also share in the responsibility and (hopefully) the solutions.

It also helps to set the stage for further responsibility when people take ownership. Over time you get to know your team and they reveal through action what they may be ready to take on. Those that are coachable and open to feedback, especially if they are the ones providing it about their performance is another way to take ownership and review what and how tasks were completed. Plus, where to continually improve.

Open communication without fear or favour is essential. Keep the communication relevant and if it is in a team setting keep the communication relevant to the team and progress as a whole. Keep team members motivated. You should address the challenges with individuals and communicate mitigating actions timeously. Do not become personal. Stay focussed on the Outcome

Setting aside time each week for a 10 minute check in is essential to building trust. They can use that time in whatever way they want. It's a safe space to vent or ask questions, etc. The important part is that they know they have your undivided attention. If you rely only on when people reach out with needs, it can be dangerous because when you are busy you will eventually miss responding in a timely manner which can quickly snowball into team members' confidence being affected. So being proactive about communication is a lot better.

The phase "teach a person to fish..." comes to mind. If the person must figure it out on their own, it can mean a more time spent, frustration, and bad habits can develop that might be hard to break. Providing training, resources, support, etc all translate in feeling valued and show that as a leader their success is your success.

To support the team in managing personality clashes and maintaining productivity, you can provide the following resources: Conflict Resolution Training: Offer workshops or online courses that teach conflict resolution techniques, effective communication, and negotiation skills. Communication Tools: Utilize platforms like Slack, Microsoft Teams, or Asana for clear and structured communication, ensuring everyone is on the same page. Mediation Support: Make a neutral mediator or HR professional available for situations where conflicts escalate and require third-party intervention.