assignment of roles

How to Clearly Define Roles and Responsibilities Within Your Team?

Picture this: it’s Monday morning and you’re in a weekly team meeting. As the discussion unfolds, it becomes apparent that two colleagues have spent the entire last week working on the same report — neither aware of the other's efforts. This duplication not only wastes valuable time but also leads to frustration and confusion among team members. This common workplace scenario illustrates why it's crucial to clearly define roles and responsibilities within an organization.

Why does clarity matter so much? Well, when each team member understands their responsibilities, overlap is minimized, productivity increases, and organizational health improves . Clear roles ensure that everyone's efforts push in the same direction, aligning perfectly with the company’s strategic goals.

In this article, we will explore effective strategies and tools to define roles and responsibilities that can prevent such costly overlaps. Whether your organization operates under a traditional structure or a more flexible governance model (like holacracy or sociocracy ), the principles we’re about to explore are universally applicable. Let’s now dive straight into it!

1. Define your strategy and objectives

Before you define roles and responsibilities, you first need to align your team's strategy with your organization's broader goals . This alignment ensures that every effort directly supports the overarching mission and prevents misdirected work.

Start by understanding and articulating your company's main objectives. Whether it's expanding market presence, improving customer engagement, or innovating product lines, having a well-defined mission is key . Every team strategy should serve this mission, creating a unified direction for all departments.

To effectively set your team’s strategic goals, you can implement the OKR (Objectives and Key Results) methodology , using a tool like Holaspirit for example. This allows you to establish clear, measurable, and attainable goals that keep your team focused on the company’s targets. 

Also, don’t forget to communicate with your team ! Ongoing communication is crucial for ensuring that everyone is moving in the same direction.

2. Identify what needs to get done

Once your team’s objectives are aligned with the organizational goals, the next step is to identify the specific tasks and responsibilities that will drive these objectives forward . 

Start by breaking down each objective into actionable tasks. This division should be clear and detailed, ensuring that each task is directly tied to a key result you want to achieve. Involving your team in this process is thus essential to ensure that all aspects of the tasks are considered and to get employee buy-in . 

To streamline this process and ensure nothing is overlooked, you can create a responsibility checklist that will include:

• a description of the task,
• the objectives and key results linked to that task (both on the team and organization’s side),
• the skills required to complete that task,
• and the resources and tools needed.

3. Create roles that match your goals

With your team’s objectives broken down into specific tasks, you can now define roles and responsibilities that are tailor-made to achieve these goals . This part of the process is about defining roles that not only fit the job but also empower your employees to succeed and grow.

First, it's important to clarify what we mean by a "role." Unlike a traditional job description, which often lists general duties, a role in this context is a set of responsibilities designed to achieve specific objectives. For example, a role should include:

• a purpose (i.e. the reason why this role exists),
• responsibilities ,
• the qualifications needed to take on those responsibilities,
• and any other attributes that’s necessary for the team (for example, the associated policies, the performance of the role, the salary level, etc.).

To ensure that roles are well-defined and understood, you can organize workshops with your team . These sessions should involve collaborative discussions where roles are outlined, debated, and refined. This approach ensures that roles are not only clear but also aligned with team members' skills and career aspirations.

During the workshop, use the responsibility checklist created earlier to assign specific duties to each role. Ensure that each responsibility is clearly defined and that there is no overlap between roles unless it's necessary for collaboration.

4. Assign roles and responsibilities

Effective assignment of roles and responsibilities is crucial for optimizing team performance and enhancing job satisfaction. Here’s how to effectively define roles and responsibilities within your team and utilize Holaspirit in the process.

First, evaluate each team member's skills , experiences, and career aspirations to align roles with individual strengths and organizational needs. This careful matching ensures that each person is placed in a position where they can thrive and contribute meaningfully to the organization’s purpose. 

Encourage team members to volunteer for roles they are interested in. Holaspirit facilitates this process with features that allow team members to nominate themselves or others, and then vote for the person that should be assigned to the role. 

If there are roles that existing team members cannot fill, consider hiring externally . However, you should also ensure that new hires meet the specific skill requirements of the role to maintain strategic alignment.

Sometimes, you may want to assign multiple people to a role (if it’s quite complex, for example). In that case, you should clearly define who holds which responsibilities within that role to make sure that no one steps on someone else’s toes 🦶.

5. Map roles and responsibilities on a dedicated tool

Now that you’ve defined and assigned roles and responsibilities, you want to clearly map these within your organizational structure. This visualization helps ensure that everyone understands their role within the larger context and supports accountability across the team.

Use an organizational chart to clearly depict how each role and its associated responsibilities fit into the overall organization. This chart should effectively illustrate who is accountable for what tasks, who reports to whom, and how different roles interrelate . 

‍ Holaspirit’s organizational chart is a robust tool that can help you define roles and responsibilities, but also visualize the distribution of roles across the organization. It offers several chart views , such as:

• Holarchy : this allows you to view your organization like a series of nested circles. Each circle represents a team and is made of smaller circles that represent a set of roles. This is particularly used by organizations practicing holacracy or sociocracy.
• Network of teams : in this representation, the main circles are in the center, with hubs of teams surrounding it. If you have a network or flat structure, this view can be quite useful.
• Role relations : this chart helps visualize internal relationships between roles. It’s a great tool to map collaboration between different entities and demonstrate company workflows.

6. Create clear processes for collaboration and decision-making

All roles and responsibilities are now clearly defined and mapped out. But this doesn’t mean you should stop here! If you want your team actions to be coordinated, you need to create transparent processes for collaboration and decision-making. 

‍ Defining who has the authority to make decisions within each area of the organization helps prevent bottlenecks and ensures that decisions are made swiftly and by the right people. For each role defined, you should thus specify the decision-making rights and the scope of authority to help streamline operations.

Moreover, you should ensure that the right people are involved in decision-making processes . This includes not only those who will implement the decision but also those who will be affected by it. Next, decide how decisions will be made—whether by consensus , where all agree, or by consent , where decisions move forward as long as no one objects.

‍ Set up regular governance and tactical meetings to keep everyone aligned and informed. Establish a consistent schedule for these meetings and outline specific objectives for each session to make sure it’s productive.

Documenting all these rituals and processes is straightforward with Holaspirit. Our platform allows you to create enriched text publications and categorize them easily. This helps you differentiate the types of publications (whether it’s about a process, a policy, a standard or a strategy) and the topic they cover (HR, governance, operations, etc.). 

7. Update roles regularly

To ensure your organization remains agile and aligned with evolving business goals, it’s critical to regularly update and redefine roles and responsibilities . 

‍ Use performance reviews, team feedback , OKRs and KPIs to assess whether each role continues to serve the organization’s needs. This analysis can highlight where adjustments are needed to better define roles and responsibilities.

Include team members in the process of refining their roles to make sure that those updates are actually relevant, and help them embrace this change. 

‍ Leverate Holaspirit to update roles and responsibilities in real time , and give your team instant access to the latest role developments. This continuous updating is also instrumental for onboarding new team members efficiently, as it helps them understand their responsibilities from day one.

To conclude

In this article, we've explored the best practices to define roles and responsibilities within your organization. From setting clear strategic objectives to regularly updating roles to stay aligned with changing business needs, each step is crucial for maintaining an efficient and responsive team. 

‍ Managers play a pivotal role in this process . By leading by example and fostering a culture of transparency and accountability, they can help their teams understand their roles and excel in them. 

At Holaspirit, we understand the challenges of managing roles and responsibilities in dynamic environments. Whether you're just starting to define roles and responsibilities or looking to refine existing structures, our team of experts and partners is here to help you. So don’t hesitate to contact us!

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How to Define Roles & Responsibilities: The Essential Guide

Roles and responsibilities are essential for high-performing teams and effective project management. They offer structure, clarity, and accountability for the project team. Yet, they sometimes slip the radar of management priorities despite their undeniable significance and advantages.

I’ve been in a situation where unclear roles caused tension and challenges. It’s tough when everyone’s unsure about their tasks, leading to misunderstandings and frustration. I want to extend my support to anyone who’s experienced this, as I understand firsthand how unsettling it can be. You’re not alone, and it’s okay to seek clarity and support in such situations.

That’s why this article was born, to shine a light on why roles and responsibilities are sometimes left to chance and how to turn this ship around. Here’s what I’ll cover:

• What are roles and responsibilities?

Why roles and responsibilities are sometimes left to chance

The importance of defining roles and responsibilities, the danger of not setting roles and responsibilities, how to define roles and responsibilities.

• Roles and responsibilities best practices

But first things first, let’s look into what is meant by roles and responsibilities. 

What are roles and responsibilities, exactly?

In essence, roles and responsibilities define the specific functions, tasks, duties, and authorities assigned to individuals within an organization or a project. They provide clarity on who is accountable for what, ensuring that work is efficiently distributed and executed. Here’s a breakdown of each:

• Roles refer to the positions or titles that individuals hold within an organization or project. Each role typically has a specific purpose and set of responsibilities associated with it.
• Example roles in a project might include Project Manager, Developer, Designer, QA Engineer, Business Analyst, etc.
• Roles are defined based on the skills, expertise, and functions required to achieve the objectives of the project or organization.

Responsibilities:

• Responsibilities outline the tasks, duties, and obligations that are associated with a particular role.
• Responsibilities are specific actions or outcomes that individuals are expected to accomplish within their role.
• Responsibilities can vary depending on the nature of the project, the organization’s structure, and the individual’s expertise.
• Example responsibilities for a Developer role might include writing code, debugging software, attending code review meetings, and collaborating with other team members to deliver features on time.

Now that we’ve explained what roles and responsibilities mean, here goes my favorite part on why they can be overlooked in the process. One thing I can tell for sure, no one forgets about them on purpose. 

Assigning roles and responsibilities within organizations sometimes takes a backseat for several reasons:

1. Lack of clarity

Sometimes, there is a lack of clarity about what roles and responsibilities are needed within a team or organization. Without clear guidelines or understanding of who should do what, individuals may take on tasks based on personal preferences or assumptions, rather than strategic alignment.

2. Informal structures

In some environments, especially smaller or newer organizations, formal structures for assigning roles and responsibilities may not be established. This can lead to ad-hoc decision-making and informal delegation based on whoever takes initiative or has the most expertise in a particular area.

3. Rapid growth or change

Organizations experiencing rapid growth or undergoing significant changes may struggle to keep up with defining and assigning roles and responsibilities. In such dynamic environments, priorities may shift quickly, making it challenging to establish and maintain clear role definitions.

4. Limited resources

In resource-constrained environments, particularly in startups or small businesses, there may be limited capacity to dedicate time and effort to formalizing role assignments. As a result, responsibilities may be distributed based on immediate needs or whoever is available to take on tasks.

5. Lack of skills or expertise 

In some cases, there may be a lack of expertise or understanding about the importance of role clarity and delegation within the organization. Leaders or managers may not have the necessary skills or knowledge to effectively assign roles and responsibilities, leading to a more informal approach.

6. Organizational culture

Organizational culture can also play a role in how roles and responsibilities are assigned. In some cultures, there may be a preference for flexibility and autonomy, leading to a more laissez-faire approach to role assignment where individuals have the freedom to define their own responsibilities.

7. Avoidance of conflict 

Assigning roles and responsibilities can sometimes lead to conflicts or disagreements within teams or among stakeholders. To avoid conflict or confrontation, leaders may choose to ignore role assignments rather than engaging in potentially difficult conversations.

Regardless of the reasons, organizations need to recognize the importance of clear role definition and delegation for effective teamwork and productivity.

Clear roles and responsibilities provide several crucial benefits:

• Clarity : Everyone knows what they’re supposed to do, reducing confusion and the likelihood of stepping on each other’s toes.
• Efficiency : When tasks are clearly assigned, there’s less time wasted on figuring out who should do what, allowing the team to focus on execution.
• Accountability : With defined roles comes clear accountability. Team members know who is responsible for what, making it easier to address issues and celebrate successes.
• Team cohesion: When everyone understands their role within the team, it fosters a sense of belonging and unity, crucial for effective collaboration.

When roles and responsibilities are not defined, chaos ensues. Here’s what exactly can happen:

Confusion reigns supreme 

Imagine a game of soccer where players scramble around the field with no positions assigned. Chaos, right? Similarly, in a team without defined roles, confusion becomes the norm. Who’s supposed to tackle that critical task? Who should provide feedback on the project? Without clear answers, productivity takes a nosedive, and frustration levels skyrocket.

Duplicated efforts, wasted resources

Ever witnessed two team members unknowingly working on the same task because nobody communicated who’s responsible? It’s a common tale in teams plagued by role ambiguity. Not only does this lead to duplicated efforts, but it also wastes valuable time and resources that could have been allocated elsewhere.

The blame game begins

In the absence of clear accountability, finger-pointing becomes a favorite pastime. When something goes wrong, there’s a flurry of excuses and accusations, but little resolution. Without defined roles, team members are left in the dark about who’s responsible for what, creating a breeding ground for resentment and discord.

Stagnant growth and missed opportunities

When team members are unsure of their roles or feel disconnected from the team’s objectives, motivation takes a nosedive. Innovation takes a backseat, and opportunities for growth and improvement slip through the cracks. Without a clear roadmap, the team meanders aimlessly, missing out on chances to excel and thrive.

Now that we’ve established why it’s important and considered all the related dangers, let’s talk about how to actually define roles and responsibilities within your team.

The best way to define roles and responsibilities is to put your heads together with a team and set expectations on what everyone will be doing on a project, recording it in a manner that works best for you. Let’s look at the example from a software development team: 

• Project Manager: Overall project planning, scheduling, budget management, risk management, and stakeholder communication.
• Developers: Writing code, implementing features, and ensuring code quality.
• QA Engineers: Testing software, identifying bugs, and ensuring product quality.
• Business Analyst: Gathering and analyzing requirements, documenting user stories, and ensuring alignment with business objectives.
• Deployment Specialists: Managing the deployment process, ensuring smooth rollout, and providing post-deployment support.

For the sake of even better alignment, the best advice would be to use a RACI matrix. A RACI matrix helps clarify who is Responsible, Accountable, Consulted, and Informed for each task or deliverable.

Roles and responsibilities best practices 

The process of identifying roles and responsibilities is quite straightforward, but you may want to consider the following best practices: 

Start with the big picture

Before diving into the nitty-gritty details, take a step back and define the overarching goals and objectives of the team. This provides context for individual roles and helps ensure alignment with the team’s mission.

Identify core functions 

Break down the team’s responsibilities into key functions or areas of expertise. This could be based on skill sets, knowledge, or specific job roles. 

Clarify expectations

For each function or role, clearly outline the tasks, duties, and expectations. Be specific about what success looks like and any performance metrics or deadlines associated with each responsibility.

Assign roles strategically 

Take into account each team member’s strengths, interests, and expertise when assigning roles. Strive for balance and ensure that everyone has a meaningful contribution to make.

Encourage collaboration

While individual roles are important, emphasize the interconnectedness of the team and encourage collaboration across functions. Clearly define communication channels and expectations for sharing information and updates.

Regularly review and adjust

Roles and responsibilities aren’t set in stone. As the team evolves and projects change, be prepared to review and adjust roles accordingly. Solicit feedback from team members to ensure that roles remain relevant and aligned with the team’s objectives.

Frequently asked questions

How do you handle overlapping roles and responsibilities.

Overlapping responsibilities occur when more than one individual is responsible for one task. It’s more efficient to assign a single person to each activity to avoid it. When responsibilities overlap, it can result in tasks being neglected as each person may assume the other is handling it, ultimately harming work relationships and productivity.

To manage overlapping roles and responsibilities effectively, clear communication and documentation are key. Establishing a framework for collaboration that includes regular meetings and updates can help team members understand their shared objectives and how their work intersects. 

Managing work using Kanban software or any other task management tool where everyone has a card assigned to them with a task description is usually enough to avoid the confusion. If there’s a task that involves multiple individuals, it’s best to split it into subtasks with clear assignees and set dependencies. This is especially important when you work remotely. 

Final thoughts

Defining roles and responsibilities is not a one-and-done task. It’s an ongoing process that requires communication, collaboration, and adaptability. By investing the time and effort upfront to establish clear expectations, you’re setting your team up for success and laying the groundwork for a cohesive and high-performing group. So, roll up your sleeves, gather your team, and start defining those roles. Your future selves will thank you for it!

Continue reading:

• What Successful Project Managers Do Differently
• Understanding 5 Different Types of Teams
• 7 Project Scheduling Tools of the Highest Calibre

Related Posts:

Editor-in-Chief and Founder of PM Column. Iryna doesn't imagine her life without eating tomatoes and writing project management articles. She has raised two project management blogs from scratch and written for Epicflow, TechRadar, and Project Manager Today.

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How to Make a Responsibility Assignment Matrix for a Project (Template Included)

The most important resource you’ll employ to deliver the project is people. They have to fit into the schedule and maintain the project budget. Defining what their roles and responsibilities are when executing tasks and delivering on the project goals is an important part of controlling the project.

How can you coordinate all the people who are involved in a project so they know what they’re doing and don’t block others from doing what they are assigned? Using a responsibility assignment matrix can help. An assignment matrix gives your project a team that gets things done.

What is a Responsibility Assignment Matrix in Project Management?

A responsibility assignment matrix (RAM) is a project management chart used to identify and define the various people and organizations and outline each of their roles in working on tasks or delivering a part of the project.

Project managers use an assignment matrix to clarify what cross-functional teams do within the boundaries of the project and its numerous processes. Sometimes a responsibility assignment matrix is required when responding to a request for proposal (RFP).

The responsibility assignment matrix can also be called a RACI matrix, which stands for responsible, accountable, consulted and informed.

• Responsible: Notes who is responsible for executing the task, which is then assigned to them.
• Accountable: Notes who has decision-making authority and how that power is delegated throughout the project team.
• Consulted: Notes who is able to offer insight into the task, from team members to stakeholders.
• Informed: Notes who is updated on what in terms of progress and performance, as well as when and how this information is disseminated.

This creates a map of connections between activities and project team members. Depending on the size of the project, there can be several assignment matrices used for various project levels.

Why Create a Responsibility Assignment Matrix?

The assignment matrix identifies what everyone on the team is responsible for, which means not only what their duties are, but how they participate in the project. Some will have defined tasks, others will offer help with work, while there are some who are designated as decision-makers. These groups all have an identity and function within the project to help guide it towards a successful end.

Clear communication leads to more efficient projects. An assignment matrix facilitates better communication between team members and provides transparency by creating a system to make sure everyone is updated and always on the same page. Belaboring communications can bog down a project with too many pointless meetings and confusing interactions in which people try to understand what they’re supposed to be doing. Using the responsibility assignment matrix helps, but having project management software that connects teams in real-time is ideal.

ProjectManager manages project information by allowing teams to attach files directly to tasks, and our unlimited file storage keeps important project documents at your fingertips anywhere, anytime. Commenting on tasks can save time and tagging others in the project team creates a communication process that avoids the pitfalls of redundancies or unnecessary meetings.

When Should a Responsibility Assignment Matrix Be Created?

The responsibility assignment matrix would be created at the start of the project. You’d want to have everyone on the project team aware of where they stand in terms of their involvement before they start executing tasks.

As much as its use is a preventative measure, it can be used prescriptively. If you’re deep into the project and things are not moving as planned, there could be communication gridlock. If team members are not in the loop, or misconstrue what they’re supposed to be doing, using a responsibility assignment matrix might untie up those knots in the communication channel.

If there’s a problem with leadership overruling suggestions on how to advance the project and this is seen as a problem, it’s likely that the roles and responsibilities of the project team need refining. The responsibility assignment matrix defines who has authority to make decisions and using it or revisiting can determine if the right people are in that position.

In fact, any of the definitions might need reexamining at any phase in the project. Perhaps tasks are falling behind schedule. This could be because team members aren’t aware of what tasks they own. Anytime a delay occurs, returning to the assignment matrix is a good first step, even if you went through the process as you should during the planning stage of the project.

How to Create a Responsibility Assignment Matrix

The actual making of a responsibility assignment matrix is not as difficult as getting everyone on board with what their roles and responsibilities are.

Therefore, you want to include your team in the process, get their input and eventually buy-in without spending too much time and energy on the process. Follow these steps to make sure everyone is in agreement and you’ll have a successful responsibility assignment.

• Identify all the participants involved in the project, from team members to stakeholders and everyone in between.
• List all deliverables associated with the project. Use a work breakdown structure to make sure you don’t miss any.
• Meet with team members on how to execute the tasks to create the deliverables. Every task needs to be discussed in terms of the team’s responsibility and authority.
• Draft the responsibility assignment matrix using a table with the project tasks listed on the left-hand column. Across the top add the name of everyone in the project.
• Where the tasks meet the project team member, assign whether they’re responsible, accountable, consulted or informed.
• When completed, share the responsibility assignment matrix with the project team and stakeholders and hold a meeting if necessary to make sure everyone understands their part in the project. If you’re working in a shared space, print out a copy and post it.

Free Responsibility Assignment Matrix Template

Using a RACI template is a shortcut that sets up your team and the project for success. ProjectManager is more than an award-winning software that organizes tasks, teams and projects to streamline work and boost productivity, it’s also the online hub for all things project management.

Among the hundreds of blog posts, guidebooks and tutorial videos are dozens of free templates that can help you through every phase of your project’s life cycle. Using our free RACI template will help you guide all the project teams better, allowing them to know where they stand in relation to the project and what their level of responsibility and accountability is.

Use it at the start of the project to avoid delays and untangle any communicative knots that are preventing the project from progressing as planned. To keep your project on track, download our free RACI template and get a head start on building a workable responsibility assignment matrix.

Best Practices

Using our free RACI template is a good start, but you have to make sure you fill it in correctly. A responsibility assignment matrix is only as good as the effort put into creating it. Here are some best practices to apply when you’re in the process of building your assignment matrix.

• Involve the team: They’re the ones who will be executing the work. You want their input and buy-in to avoid any costly mistakes or time-consuming questions about what wasn’t made clear at the beginning of the project.
• Identify every single task: Identify all the tasks required to reach your final deliverable. Once you have that thorough list make sure that there is only one person on the team who is accountable.
• Update your RACI regularly: Make sure that each new one is clearly marked as the most current version and is distributed to everyone on the team. There will be times when you’ll want to revisit the responsibility assignment matrix or changes in personnel will require an edit.
• Share responsibility viably: One person shouldn’t have to shoulder the bulk of the responsibilities for the project and you want to give authority throughout the project team and not just among the very top management team.
• Optimize tasks: Managers can use the RACI matrix to see if too many team members have been assigned to a task. Maybe these workers could be spread out for greater productivity. There could be too many people listed as consulted, which slows down the process. The assignment matrix is endlessly useful.

How ProjectManager Helps You Manage Projects Better

ProjectManager is a cloud-based tool that connects everyone in real-time to facilitate planning, monitoring and reporting on the project. It works to give everyone on the project team a job and the knowledge as to where they have authority and when to consult others, as well as defining the reporting process.

Let’s look at the people who are responsible, for example, the team who execute the project. Once invited into the software, you can share the project plan, assign them tasks, add detailed direction, add a deadline and tag for priority and more. The teams can then collaborate by attaching files and images to the tasks and commenting in real-time to work better together.

Those who need to stay informed of the project can do so by also getting invited into the project and sharing plans and schedules with them. Stakeholders can stay updated with reporting features that can generate reports on project variance, cost, time and more with one click. Then share them as a PDF. Reports can even be quickly filtered to zero in on the data stakeholders are interested in.

The responsibility assignment matrix can help you reallocate your resources when things aren’t progressing as planned. Use our software to get further insight. The resource management features include a workload chart that’s color-coded so it’s easy to see who has too many tasks and who can take on more work. Then you can simply reallocate those resources from the workload page to help your team work more productively.

ProjectManager gets you organized, keeps your team focused on their tasks and stakeholders in the loop. Gain efficiencies throughout every aspect of your project’s life cycle with an online Gantt chart to schedule work and kanban boards, a visual workflow feature that provides transparency into production. All that and it’s on a collaborative platform to keep everyone connected. Try ProjectManager today for free.

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How to define roles and responsibilities for team success

It’s challenging to stick to a project plan without clearly defined roles and responsibilities. When you define team roles, you can help teammates collaborate and work through projects more efficiently. In this guide, we’ll explain how to establish roles and responsibilities and why doing so will benefit your team’s mission.

You know that chaotic feeling of managing a project where roles and responsibilities are unclear? As one team member moves forward with the design, another moves forward with the content. Both team members write the copy included in the images, assuming this is part of their role. Because of the miscommunication and duplicated work, the copy takes longer to deliver and you must delay the project.

What are roles and responsibilities and why do they matter?

Roles and responsibilities are the cornerstones of effective teamwork and organizational structure. A role refers to an individual's job title or position within a team or company, such as project manager, team leader, or software developer.

Responsibilities, on the other hand, encompass the specific tasks, duties, and deliverables associated with a particular role. For example, a project manager's key responsibilities may include planning, coordinating, and overseeing projects from start to finish, while a software developer's responsibilities may involve coding, debugging, and implementing software solutions.

Defining roles and responsibilities is important because it provides clarity, accountability, and structure within an organization. When roles and responsibilities are clearly outlined, each team member understands their particular roles, job description, and what is expected of them. Without well-defined roles and responsibilities, teams may struggle with miscommunication, lack of direction, and suboptimal performance.

Benefits of clearly defined 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: You’ll notice an increase in productivity when you assign key responsibilities to each team member. When team members have a clear understanding of their roles and responsibilities, they can prioritize the right work and get their most high-impact work done.

Improved hiring process: When you clarify job responsibilities for different roles, you make it easier for human resources to meet team needs when searching for new hires. Without a clear list of responsibilities, it may be difficult for recruiters to explain job roles to candidates.

Boost team morale: When there’s a lack of clarity in what your team members should do, they may feel unsure of their skill sets. Defining roles and responsibilities can boost team morale because everyone will have a task to accomplish. You can also align team members to work on tasks that complement their natural abilities so they feel confident in what they’re doing each day. 

More efficient resources: Your organization will waste less time and money when team members perform the correct job roles. As seen in the example above, two team members who didn’t know their job responsibilities on a project doubled up on work. This duplicate work wasted valuable project time, and as a result, it also wasted money. The more efficient your team is, the leaner the budget and timeline will be. 

With clear and concrete team roles, your team members should feel confident and motivated to achieve their responsibilities. 

How to define team roles and responsibilities in 4 steps

Defining team member roles and responsibilities is a crucial process that requires careful planning and execution. Follow these four steps to establish clear roles and responsibilities within your project team:

Step 1: Determine what needs to get done

You can use the following steps when identifying roles and responsibilities at both the organizational and project levels. The first step when defining team roles is to determine the various tasks that need to get done. Some questions you can ask to identify these tasks include:

Were past projects completed successfully?

If not, what could have been done better?

What tasks are still on your team’s day-to-day task list?

What tasks does each team member complete daily?

Are these tasks part of each team member’s job description?

When you know how much work needs to get done, you can delegate tasks accordingly.

2: Identify gaps in responsibilities

While this step is most relevant when defining roles at the organizational level, you may also have gaps in responsibilities when working on projects.

After creating your to-do list , compare and contrast these tasks with what team members are doing. This comparison will help you identify any gaps in responsibilities. If team members' original job descriptions are unclear or if others pull them into other tasks, these gaps may happen unintentionally.

When you identify gaps in responsibilities, these gaps become your starting point for team realignment. You can then move team members back to their intended roles and figure out who should take over any additional tasks they were handling. This helps eliminate redundancies.

3. Clarify roles using a RACI matrix

A RACI matrix is a great tool for clarifying team member roles. RACI stands for responsible, accountable, consulted, and informed. You can set up a RACI matrix—or a table—with your tasks on the Y-axis and your team members on the X-axis. 

Assign one of the four RACI letters to each task and team member. This makes it easy for team members to know what their specific role is for each task and provides a clear understanding of deliverables. 

The legend below explains in greater detail what team roles work best with each letter of the RACI chart.

R = Responsible . This person performs the work. There should only ever be one Responsible per task, so everyone on the team knows who to go with for questions and 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 informed of the progress and the outcome of the work, but they don’t give input on the work as it’s being performed.

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. 

4. Get feedback from team members

Asking team members for candid feedback after you complete your RACI matrix can encourage team collaboration and provide insight into whether the roles you’ve assigned seem functional.

When your team members can voice their opinions, you create healthy team dynamics in the workplace by facilitating communication.

You can ask for feedback in several ways, such as: 

Hold a team meeting and ask, “Does anyone have an opinion on the team roles I’ve 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

There are roles and responsibilities at the organizational and project levels. As a project manager, your job is to define both for your team at different times. Creating a solid team structure at the organizational level is crucial and should be addressed first if you’re noticing gaps in this area. 

For example, if a writer on your team is handling a lot of the project planning, it may be time to refocus their priorities and tasks. If a designer is responding to emails all day, realign your team structure so they have more heads-down time to create. 

Once your team knows their roles and responsibilities at the organizational level, you can approach each project individually. A designer may have general duties for their job role, but for a specific project, they may also be responsible for sending designs back and forth.

Team member roles and responsibilities

Understanding the roles and responsibilities of individual team members is essential for fostering a collaborative and productive work environment.

Examples of team member roles

Team member roles vary depending on the organization and the specific project or function. Some common team member roles include:

Project manager

Software developer

Marketing specialist

Data analyst

Customer service representative

How to define team member responsibilities

To define team member responsibilities, start by identifying the key tasks and deliverables associated with each role. Collaborate with team members to ensure that responsibilities are clearly understood and aligned with their skills and expertise. Document these responsibilities in job descriptions or a roles and responsibilities matrix.

Team leader roles and responsibilities

Team leaders play a critical role in guiding, supporting, and motivating their team members to achieve shared goals and objectives.

Key roles of a team leader

Some of the key roles of a team leader include:

Setting direction and goals

Delegating tasks

Monitoring progress

Providing feedback and guidance

Fostering a positive team culture

Team leaders also serve as a bridge between their team and other stakeholders, such as upper management or clients.

Responsibilities of a team leader

Team leader responsibilities encompass a wide range of tasks, such as:

Developing project plans

Assigning responsibilities

Managing resources

Facilitating communication

Resolving conflicts

Ensuring that team members have the necessary tools and support to perform their roles effectively

Additionally, team leaders are responsible for evaluating team performance, recognizing achievements, and identifying areas for improvement.

Roles and responsibilities examples

Every role has key responsibilities that fit with that position. When aligned correctly, team members should know their role and only be responsible for tasks that fit under their job role. Take a look at some common roles and the responsibilities these roles may have.

Example 1: Project manager

A project manager is responsible for overseeing the entire project lifecycle, from planning to execution and delivery, ensuring that projects are completed on time, within budget, and to the required quality standards.

Responsibilities: 

Plan and develop the project

Create and lead the project team

Monitor and share project progress

Having a clearly defined role allows the project manager to focus on key responsibilities, ensuring effective project management and enabling the team's success.

Example 2: Visual designer

A visual designer creates engaging and visually appealing designs that align with the project's goals and brand guidelines, effectively communicating ideas and messages through visual elements.

Responsibilities:

Produce consistent visual work

Keep team members up to date with project milestones

Create direction for projects and guide team members

With a clear understanding of their role, visual designers can contribute their skill sets effectively, enhancing the overall quality of the project and supporting the entire team's efforts.

Example 3: Content writer

A content writer researches, creates, and edits written content for various mediums, ensuring that the content is engaging, informative, and aligned with the project's objectives and target audience.

Research and write copy

Communicate with designers and managers on progress

Revise copy after receiving feedback from clients

By having clearly defined roles and responsibilities, content writers can focus on their specific tasks, collaborate effectively with other team members, and contribute to the project's success.

These responsibilities may change based on the organizational 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 the requirements of the role. An organizational chart can help visualize roles and reporting structures.

Tips for successfully implementing roles and responsibilities

Implementing roles and responsibilities effectively is key to team success. Consider the following tips to ensure a smooth transition and long-term benefits when establishing or redefining roles within your team:

Leverage team strengths

When assigning roles and responsibilities, consider the strengths and skills of each team member. Leveraging individual strengths can lead to increased productivity and job satisfaction. Conduct a skills assessment or discuss with each team member to identify their areas of expertise and interest. Assign clear roles that align with these strengths to create a more efficient and motivated team.

Align roles with individual goals

Ensure that role definitions align with individual career goals and aspirations. When team members understand how their particular role contributes to their personal growth and the organization's success, they are more likely to be engaged and committed. Discuss career objectives with each team member and look for opportunities to assign new roles or responsibilities that support their development.

Regularly review and adjust roles

Regularly review roles and responsibilities to ensure they remain relevant and effective. As projects, priorities, and team dynamics change, roles may need to be adjusted. Schedule periodic check-ins with team members and stakeholders to gather feedback and assess the impact of current role assignments. Be open to modifying job titles and responsibilities as needed to maintain optimal team performance. Consider how each particular role fits into the larger context of the team and organization.

Encourage open communication

Foster a culture of open communication where team members feel comfortable discussing their roles and responsibilities. Encourage team members to ask questions, provide feedback, and raise concerns about their roles. Create opportunities for team members to collaborate and share knowledge, especially when new employees join the team. Open communication helps ensure that everyone understands their roles and how they contribute to the team's success.

Maintaining and evolving roles and responsibilities over time

As your organization grows and evolves, so should your team's roles and responsibilities. Regularly assess the effectiveness of current role assignments and be proactive in making changes when necessary. Encourage team members to take on new roles and responsibilities that challenge them and support their growth.

 As new employees join the team, ensure that their roles are clearly defined and integrated with the entire team. Continuously communicate any changes in roles and responsibilities to all stakeholders to maintain clarity and alignment. 

By treating roles and responsibilities as a dynamic aspect of your team, you can foster a culture of adaptability, growth, and continuous improvement.

Build a strong project team with clear communication and structure

As a team leader, it’s your job to prepare your team members for every project. The best way to create a strong team structure is through open communication. With team communication software, you can meet deadlines and reach team goals by making sure everyone knows their roles and responsibilities, when tasks are due, and where work stands. Team communication platforms like Asana facilitate effective decision-making and problem solving across the team.

By leveraging Asana for onboarding, you can ensure new employees have a clear understanding of their roles and responsibilities from day one. Asana allows you to create project templates, assign tasks, and provide relevant documentation all in one place. 

As your entire team grows and evolves, you can easily track metrics within Asana to measure the impact of your role clarity efforts over time.

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Responsibility Assignment Matrix: A Complete Overview

Dive into the world of Responsibility Assignment Matrix (RAMs), which helps assign roles and responsibilities and how they streamline Project Management. This comprehensive blog explains their purpose, benefits, and practical use, enabling effective role definition and accountability in project teams. Continue reading!

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This comprehensive blog aims to provide you with a complete overview of the Responsibility Assignment Matrix and its pivotal role in Project Management and organisational structure. 

Table of Content 

1) What is a Responsibility Assignment Matrix in Project Management? 

2)  Responsibility Assignment Matrix (RAM) goal in Project Management 

3) How to create a Responsibility Assignment Matrix? 

4) Benefits of Responsibility Assignment Matrix 

5) Developing Responsibility Assignment Matrix (RAM) best practices 

6) Conclusion  

What is a Responsibility Assignment Matrix in Project Management? 

A Responsibility Assignment Matrix (RAM) in project management is a tool that outlines and defines the roles and responsibilities of individuals or groups involved in a project. Its purpose is to ensure that everyone understands their specific duties and tasks. The primary purpose of a RAM is to bring clarity to the project structure, helping to prevent confusion, overlap, and accountability issues throughout the project lifecycle.

RAM in Project Management is also known as Responsible, Accountable, Consulted and Informed (RACI). RACI represents different levels of roles and responsibilities for individuals or teams:

a) Responsible: The individual or group in responsible for finishing a certain job or project. They are the ones who perform the work.

b) Accountable: The individuals who have complete responsibility and decision-making authority over the job or result. They ensure that the task is completed and of satisfactory quality.

c) Consulted: Individuals or stakeholders are consulted for their views or skills before to making a decision or taking actions. They contribute essential insights but may not be directly responsible for the task.

d) Informed: Individuals or stakeholders who need regular updates on the task’s progress or result. They are not actively involved in its conclusion, but they must be notified of any advancements.  

Responsibility Assignment Matrix goal in Project Management 

The primary goal of a Responsibility Assignment Matrix in Project Management is to clearly define and communicate the roles and responsibilities of individuals or teams involved in a project. Here are the key goals of using a RAM in Project Management: 

a) Clear roles and responsibilities: The RAM establishes clear roles and responsibilities for each team member, minimising confusion and conflicts.

b) Enhanced communication: Documenting roles and responsibilities concisely in the RAM facilitates effective communication within the project team. Also, enabling quick identification of contacts for specific issues or inquires.

c) Conflict resolution: BY operating a reference point, the RAM helps to resolve conflicts or misunderstandings about responsibilities, providing a foundation for conversation and conflict resolution.

d) Improved project control: With the RAM in place, Project Managers and stakeholders can more easily monitor project progress, identifying task accountability and monitoring work package status.

e) Efficiency and accountability: By allocating responsibility to each project aspect, the RAM promotes accountability among team members, resulting in increased efficiency as everyone understands their duties and expectations.

f) Risk Management : The clear roles of RAM help detect potential hazards associated with functional gaps or overlaps, enabling proactive risk mitigation strategies.  

g) Optimal Resource Allocation: Project managers can optimise resource allocation by understanding task ownership and workload distribution as described in the RAM.

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How to create a Responsibility Assignment Matrix? 

Identify the project scope 

Start by recognising the project's scope or the exact purpose for which you are building RAM. This includes establishing project objectives, outcomes, and critical milestones.

Define roles and responsibilities 

a) Identify the key roles involved in the project. Common roles may include Project Manager , Team Leader, Team Member, Stakeholders, and other relevant positions. 

b) Clearly define the responsibilities associated with each role. These responsibilities should be specific and measurable so there is no ambiguity. 

Choose a framework - RACI, RASCI, or DACI 

a) Select a framework for your RAM. The most commonly used frameworks are RACI, RASCI, and DACI: 

b) RACI: RACI   Stands for Responsible, Accountable, Consulted, and Informed. It outlines who is in charge of a task, who is answerable for following it through to completion, who should be consulted, and who should be informed. 

c) RASCI: RASCI Similar to RACI, but with an additional role, the "S" for Support. This framework further clarifies who provides support for a task. 

d) DACI: This framework is similar to RASCI but adds the role of Driver. The Driver is responsible for ensuring that a task is completed. 

Assign roles using the framework 

a) For each task or work package within the project, assign the relevant roles using the chosen framework. Each task should have a Responsible person, an Accountable person, and, if necessary, people who need to be Consulted, Informed, or Supported. 

b) Be specific and ensure that there is only one person designated as "Accountable" for each task to avoid confusion. 

Document the RAM 

a) Create a table or chart that lists all the tasks or work packages on one axis and the identified roles on the other. 

b) Fill in the matrix with the appropriate role designations (R, A, C, I, S, D) for each task and role. 

Review and validate 

Share the RAM with the project team and stakeholders for evaluation and approval. Confirm that everyone agrees on the roles and responsibilities.

Implement and communicate 

Once the RAM has been completed and approved, communicate it to the project team and other stakeholders. Ensure that everyone understands their jobs and responsibilities. 

Regularly update the RAM 

As the project evolves, it is critical to improve the RAM as necessary. Roles and duties might shift, and new tasks may develop. Keep the RAM current to reflect the project's evolving needs.

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Benefits of Responsibility Assignment Matrix

a) Clarify roles and responsibilities: A RAM clearly defines who is responsible for each task, which helps prevent confusion and ensures that team members understand their roles.

b) Improved communication: The RAM serves as a central reference point for roles and responsibilities, promoting effective communication within the project team. Team members can quickly identify who to contact for specific issues or questions.

c) Conflict resolution: When there is a dispute or ambiguity regarding responsibilities, the RAM provides a basis for discussion and conflict resolution. It helps identify where accountability lies and facilitates problem-solving.

d) Enhanced project control: The RAM allows Project Managers and stakeholders to monitor and manage the project's development.  It helps you to track the status of assignments and ensure that tasks are getting done as planned.

e) Efficiency and accountability: Clearly defined roles and responsibilities create a sense of responsibility among team members, maybe resulting in improved productivity. When people understand what is required of them, and they are more likely to fulfil it.

f) Resource allocation: The RAM helps Project Managers optimise resource allocation by understanding who is responsible for specific tasks. This ensures that workloads are distributed evenly and that resources are used efficiently. 

Developing Responsibility Assignment Matrix best practices 

Developing a Responsibility Assignment Matrix is a critical aspect of project management. To create an effective RAM, consider the following best practices: 

a) Involve key stakeholders: Define roles and responsibilities after consulting with project stakeholders, team members, and subject matter experts. Their participation can provide useful information about the project's objectives. 

b) Keep it simple: Use a simple framework (e.g., RACI, RASCI, or DACI) that team members are able to quickly understand and use.

c) Use clear and specific language: In order to prevent confusion, write tasks clearly and precisely. Avoid using confusing or unclear terms that may lead to confusion.

d) Designate a single "accountable" person: Assign only one person as "Accountable" for each task. This individual is ultimately responsible for the task's completion. Multiple accountable persons can lead to confusion and accountability issues. 

e) Consult and inform appropriately:   It is important to carefully consider the individuals who need to be consulted and informed for each task. Avoid unnecessary involvement, which can lead to inefficiency. Ensure that the right people are included in these roles. 

f) Review and validate with the team: Share the RAM with the project team and stakeholders for feedback and validation. Ensure that all parties agree with the assigned roles and responsibilities. 

g) Document assumptions and clarifications: If certain roles and responsibilities are based on assumptions or require clarification, document these notes alongside the RAM. This can help avoid misunderstandings in the future. 

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Conclusion  

A Responsibility Assignment Matrix is an important tool in Project Management and organisational systems. Its importance comes from its capacity to define, assign, and explain the roles and responsibilities, resulting in improved project effectiveness and performance.

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Frequently Asked Questions

Creating a Responsibility Matrix is appropriate for the project's initiation stage. It outlines roles, duties, and communication channels to promote responsibility throughout the project's lifecycle. 

The Responsibility Assignment Matrix or RACI model divides tasks as Responsible, Accountable, Consulted, or Informed. It promotes transparency and accountability among the project group.

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• 18 Mar 2022
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Creating and Using Assignment Roles

• Updated on 18 Mar 2022

Assignment  Roles  are identifiers that are used to define user (individual Accounts ) or Group  responsibilities and positions. Such Roles may include:

As the name suggests, Roles can be used to define a recipient for an Assigned  Decisions  Object  such as a Task , Form , Report , Page , or Service Catalog  Item . The following document discusses how to CREATE and utilize Assignment Roles within an Assignment Process. 

• From the Decisions  Studio , navigate to System > System Data > Assignment Roles . Then, click CREATE ASSIGNMENT ROLE. 
• Provide a Name  in the respective text box. Then, under Default Accounts  and Default  Groups , select ADD NEW. Choose the default Accounts to add to the Assignment  Role .
• From a Flow  containing an Assigned Form , add and configure a Setup Process Folder   step before the Show Form or Add Task step; this helps mitigate/track progress within a the Assignment  Process . 
• From the Properties  of the Assigned Form , navigate to ASSIGNMENT SETUP and select EDIT.
• Save  the Flow , then Debug  it.

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What Is the Importance of Establishing & Assigning Responsibilities for Project Team Members?

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Goals of a Team Leader

Leadership styles in production management, characteristics of a high-performance team.

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When team leaders assess the scope and feasibility of the project, a primary consideration is the strength of each team member. From these strengths, leaders assign roles and responsibilities. Because a project requires that multiple task be completed, it's critical that team members assigned to each leg of the product are qualified not only to do the work, but to manage the process.

Assigning tasks to team members correctly will help make sure your projects succeed, and stay on time and on budget.

Project Efficiency Improves

Assigning responsibilities for project team members boosts efficiency. Having a clear understanding of project roles allows the leader to develop a timeline. Such a chart lists who is in charge of which task and when the specific portion of the project is expected to reach completion. If responsibilities are not assigned, the outcome of project tasks becomes unclear, vague and often incomplete.

Villanova University recommends creating key project team components using an executive sponsor, project manager, analyst and individual team members.

Assigning roles also enables members to get a better idea of which members are working on closely related tasks. Members can review the to-do list, see which member is completing the assignment and issue follow-up feedback and questions if necessary. Essentially, delegating tasks allows for the creation of a project blueprint.

Project Productivity Improves

Productivity is enhanced when the responsibilities assigned closely align with the team member’s strengths, explains MyManagementGuide . For instance, record-keeping jobs may align best with the team member assigned with all tasks related to accounting. Boosted productivity only arises when all members agree with the responsibilities assigned to them. They must also know how to achieve the tasks assigned.

Some team members might have very good technical skills in a specific area, but that doesn't mean they can communicate ideas to other team members, or lead other team members to get work on time. That's why management generalists with less technical knowledge often make the best team leaders.

Morale is Improved

Issuing responsibilities to team members gives each person a sense of ownership; they become invested in the project’s outcome, thereby increasing their efforts to create a quality product. Without assigning roles, members grow disinterested, detached and possibly territorial over parts of the project. Team leaders should recognize the successful completion of tasks to boost morale as well.

This is achieved by praising the worker in front of others and making an ordeal of crossing off their work from the project’s to-do list. Leaders must also ensure the work is evenly distributed by dividing work among team members fairly. This helps reduce resentment and creating stress for some workers while generating boredom for others.

Considerations

Team leaders may be effective at assigning tasks to employees but still encounter problems. Difficulties may arise from mediating personality clashes, disciplining apathetic workers and working with a limited budget. Task managers can reduce these barriers by holding routine meetings, conducting check-ups of each member and reporting to higher-ups about the project’s progress.

• Villanova University: Project Team Roles and Responsibilities
• MyManagementGuide: Project Team Organization

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List Azure role assignments using Azure CLI

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Azure role-based access control (Azure RBAC) is the authorization system you use to manage access to Azure resources. To determine what resources users, groups, service principals, or managed identities have access to, you list their role assignments. This article describes how to list role assignments using Azure CLI.

If your organization has outsourced management functions to a service provider who uses Azure Lighthouse , role assignments authorized by that service provider won't be shown here. Similarly, users in the service provider tenant won't see role assignments for users in a customer's tenant, regardless of the role they've been assigned.

Prerequisites

• Bash in Azure Cloud Shell or Azure CLI

List role assignments for a user

To list the role assignments for a specific user, use az role assignment list :

By default, only role assignments for the current subscription will be displayed. To view role assignments for the current subscription and below, add the --all parameter. To include role assignments at parent scopes, add the --include-inherited parameter. To include role assignments for groups of which the user is a member transitively, add the --include-groups parameter.

The following example lists the role assignments that are assigned directly to the [email protected] user:

List role assignments for a resource group

To list the role assignments that exist at a resource group scope, use az role assignment list :

The following example lists the role assignments for the pharma-sales resource group:

List role assignments for a subscription

To list all role assignments at a subscription scope, use az role assignment list . To get the subscription ID, you can find it on the Subscriptions blade in the Azure portal or you can use az account list .

List role assignments for a management group

To list all role assignments at a management group scope, use az role assignment list . To get the management group ID, you can find it on the Management groups blade in the Azure portal or you can use az account management-group list .

List role assignments for a managed identity

Follow these steps:

Get the principal ID of the system-assigned or user-assigned managed identity.

To get the principal ID of a user-assigned managed identity, you can use az ad sp list or az identity list .

To get the principal ID of a system-assigned managed identity, you can use az ad sp list .

To list the role assignments, use az role assignment list .

By default, only role assignments for the current subscription will be displayed. To view role assignments for the current subscription and below, add the --all parameter. To view inherited role assignments, add the --include-inherited parameter.

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What are roles and responsibilities?

1. What are responsibilities?

2. what is a role description.

• The job title
• A summary or objective explaining the primary purpose of the role
• A detailed list of duties and responsibilities
• The qualifications and skills required.

3. What are job tasks?

Job task examples.

• Software engineer: Write code, debug software, conduct code reviews.
• Graphic designer: Read client briefs, create designs, choose fonts and colors, edit images.

Tasks vs. roles and responsibilities

Did you know? Job tasks can change more frequently than responsibilities because they are usually more adaptive to a project or objective’s changing demands or specifics. Responsibilities tend to be more stable over time and job roles seldom change. A person may be promoted out of a role, but the role itself is unlikely to change, even though it will occasionally expand.

4. What are duties?

Job duty examples.

• Nurse: Administer medication as prescribed by a doctor, monitor patient vital signs, and maintain patient records.
• Teacher: Deliver lessons, assign and grade homework, and participate in parent-teacher conferences.
• Security guard: Patrol premises, monitor surveillance cameras, and report suspicious activities.

Job duties vs. responsibilities

• Job responsibilities

5. What are job skills?

Examples of hard job skills.

• Programming : Proficiency in languages like Python, Java, or C++.
• Data Analysis: Ability to analyze data using tools like Excel, SQL, or R.
• Graphic Design : Proficiency in Adobe Creative Suite for designing graphics and layouts.

Examples of soft job skills

• Communication : Ability to convey information effectively.
• Problem-solving : Ability to analyze problems and find solutions.
• Time management: Ability to manage time effectively and meet deadlines.

The difference between skills and responsibilities

Example 1: software developer skills and responsibilities.

• Responsibilities might include developing software, debugging code, and contributing to team meetings.
• Skills needed to fulfill these responsibilities could include programming languages (hard skills), problem-solving for debugging (soft skills), and communication skills for team meetings (soft skills).

Example 2: Sales manager skills and responsibilities

• Responsibilities might include achieving sales targets, building client relationships, and reporting on sales activities.
• Skills needed to fulfill these responsibilities could include negotiation (soft skill), knowledge of CRM tools (hard skill), and analytical skills for reporting (hard skill).

When to use the roles and responsibilities template

• A role title
• The department or team within which the role resides
• The person or position to whom the role reports
• A brief summary outlining the primary purpose of the role,
• Key responsibilities broken down into a detailed list of the main duties and tasks that the person in this role is expected to perform
• The metrics or criteria used to measure the performance of the person in this role, and;
• The required or desired skills, qualifications, and competencies for this role.
• For a new position: When a new position is created within an organization, a roles and responsibilities template helps define why the role has been created and what is expected from the person who will occupy this position. This will attract the correct talent and ensure a good person/job role fit.
• During organizational restructuring: Roles may evolve or change during organizational changes or restructuring. A roles and responsibilities template can help redefine and communicate new expectations, particularly for people struggling with change.
• For employee onboarding : A clearly defined roles and responsibilities template can be used to communicate what is expected of new employees in their new roles quickly and effectively. It also forms the basis for a well-designed 30-60-90 day plan , and provides structure and direction around company culture, processes, and expectations.
• In performance management : The ability to reference a clearly defined job role and responsibilities during performance reviews helps managers and HR professionals evaluate if an employee is fulfilling the expectations and responsibilities of their role.
• In succession planning : A roles and responsibilities template can define what is expected in higher-level roles to prepare employees for future leadership positions.
• For performance improvement: With a performance improvement plan (PIP) template , you have a tool to create an individualized, action-orientated, step-by-step plan to improve the performance of employees who are either not meeting their manager or supervisor’s expectations or would benefit from a more structured action plan. However, a job role is a critical starting point to be able to measure your plan’s success.

Free roles and responsibilities template

The difference between a roles and responsibilities template and a RACI template

Examples of roles and responsibilities

Example 1: hr generalist.

Example 2: HR Specialist

Example 3: Sales manager

Company examples of roles and responsibilities 

 1. zerotier: sales engineer.

What makes this a good job role example?

2. preply customer success manager example.

What makes this a good example of job responsibilities?

3. slack principal success manager example.

What makes this a good example of job roles and responsibilities?

HR tip Nearly 30% of workers have left a job within the first 90 days of starting . Studies reveal that 41% of them left because they misunderstood what the day-to-day role required. To avoid high employee churn rates, create job roles and responsibilities that paint a vivid picture of exactly what the role entails and who will excel in it.

How to write a job description

• Step 1: Start by writing a specific job title that accurately reflects the nature of the job. This helps potential candidates quickly understand the role. Don’t be fancy or make up titles, it just confuses candidates.
• Step 2: Write a brief summary of the role, including its importance in the organization. This sets the context for the details that follow. It’s also a perfect opportunity to share the tone and personality of your business and brand.
• Step 3: Clearly list the duties and responsibilities in the role description in the job application. Ensure that you mention day-to-day tasks and long-term responsibilities. Break them down into bullet points for easier reading.
• Step 4: Detail the qualifications and skills necessary for the job. Separate them into ‘must-have’ and ‘nice-to-have’ to provide flexibility for potentially valuable candidates who might not fit every criterion.
• Step 5: Provide information about the company culture and the work environment. This will help candidates to assess if they align with the company’s values.
• Step 6: Explain who the person will report to and if they will have any managerial responsibilities.
• Step 7: Include terms such as full-time, part-time, or contractor, and mention if there is a possibility for remote work.

The do’s and don’ts of writing a job description

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Role assignment.

As a super admin, you can assign admin permissions to principals so they're able to perform tasks and access resources. Principals can be users, groups of users, or client apps. You can assign standard roles , or create custom roles that limit an admin’s access to a subset of permissions and resources .

(opens new window) for product documentation through the Admin Console.

Standard role assignment

Standard role types.

The following role types are provided and supported:

IAM-based standard role Types

Okta also supports the following IAM-based standard roles:

You can assign IAM-based standard roles using standard or custom role assignment operations. These roles are immutable and can't be updated or deleted.

Standard Role Assignment steps

Perform a standard role assignment:

• Assign a role to a user or group. The user now has access to the admin permissions and resources for the role.
• (Optional) If the role supports targets, use one of the target operations to indicate which specific resource the admin can manage.

The following are the entities involved in a standard role assignment:

• Role: Identified either by type or ID returned from the listing API
• Principal: Either a group or a user
• Resource (optional): When using target operations , the resource can be either an app or a group

Custom role assignment

You can build custom roles by selecting Permissions . After a custom role is built, you can use its id or label to assign to admins:

• Create a custom role.
• Create a resource set.
• Bind the admin with the role from step one that targets the resource set from step two.

An assignment of a role to an admin is called a Binding , which you can identify by its unique ID. A binding represents a single unique combination of principal, resource set, and custom role. A given resource set can have multiple bindings. The resource allows for different combinations of principals and roles to grant permissions to the encompassing resource.

Therefore, when dealing with custom roles, these three entities always exist:

• Role: Identified by its label or id
• Principal: Either a group or a user - known as a member of the binding
• Resource set: Identified by its id

Custom role assignment for IAM-based standard roles

When using IAM-based standard roles the same concepts as custom roles apply with the following distinctions:

• IAM-based standard roles can only be used with predefined resource sets.
• For both IAM-based standard roles and resource sets, there’s a predefined constant id . This id is always the type of the role or resource set.

Resource sets

A resource set is simply a collection of resources. There are two types of resource identifiers. Resources can either be identified by an Okta Resource Name (ORN) or by a REST URL format.

Okta Resource Name (ORN)

The primary resource identifier is the ORN. ORNs uniquely identify Okta resources.

ORN identifiers are in the following format:

orn:{partition}:{service}:{tenantId}:{objectType}:{objectId}

The partition is specific to your Okta environment. The following are the supported partitions:

The service that the resource belongs to. Each resource belongs to only one service. The following are the supported services:

The identifier for the tenant that is using the service. This is typically your org ID .

The object type that is specific to the service. For example, object types groups or users are used for the directory service. For examples of object types, see Supported resources .

The object's identifier. For examples of object identifiers, see Supported resources .

contained_resources

The contained_resources ORN property indicates to target all resources within the container resource. For example:

orn:{partition}:directory:{yourOrgId}:groups:123:contained_resources

Group 123 is the example container resource. Since :contained_resources is specified, the resource includes the users in the group, rather than the group itself.

Not all resources support this property, see Supported resources for container resources.

If the resource has a corresponding Okta API, you can specify the resource by its REST URL. Use the ORN format to specify resources that don't have corresponding Okta APIs.

Supported resources

Note: If you use a role with permissions that don't apply to the resources in the resource set, it doesn't affect the admin role. For example, the okta.users.userprofile.manage permission gives the admin no privileges if it’s granted to a resource set that only includes https://{yourOktaDomain}/api/v1/groups/{targetGroupId} resources. If you want the admin to be able to manage the users within the group, the resource set must include the corresponding https://{yourOktaDomain}/api/v1/groups/{targetGroupId}/users resource.

Note: Governance resources are currently only supported as part of the Standard Resource Sets . You can't use these to create or update other resource sets.

Binding member identifiers

To specify binding members, use the REST URL of the corresponding Okta API:

A specific user

A specific group

A specific client application

The following resource sets are currently supported out of the box and can be used to assign admins only when used with their associated roles. Standard resource sets and roles are always identified using their type as id .

Custom vs. standard

An admin can have both standard role assignments and custom role bindings. Privileges granted to an admin are an aggregate of the following:

• Standard roles directly assigned
• Standard roles granted through group membership
• Custom roles directly assigned
• Custom roles granted through group membership

As a result, if an admin was granted a standard role that is limited to a single group, and received group management privileges on all groups in the org through a custom role, the ultimate outcome is group management on all groups.

You can't assign a custom role without a resource set. The custom role is applicable only to a subset of resources. Standard roles, however, are initially granted to the entire org. You can only scope standard roles to specific resources by invoking target operations .

Permission types

Note: Governance permissions are currently only supported as part of the Standard IAM-based Roles . You can't use these to create or update other roles.

Note: The okta.apps.manageFirstPartyApps permission is only supported as part of some Standard IAM-based Roles . You can't use it to create or update other roles.

Note: The okta.devices.* permissions are self-service Early Access. Turn on the Enable custom admin roles for device permissions feature from the Settings > Feature page in the Admin Console to access these permissions. See Manage Early Access and Beta features (opens new window) .

• Adding or removing role assignments using Azure Portal

Go back to AZ-304 Tutorials

In this article you will learn about assigning roles using Azure portal and the process of adding and removing role assignments. 

However, Azure’s role-based access control (RBAC) refers to the authorization system for managing access to Azure resources. And, to grant access, you assign roles to users, groups, service principals, or managed identities at a particular scope. 

Prerequisites

For adding or removing role assignments, you must have:

• Firstly, Microsoft.Authorization/roleAssignments/write 
• Secondly, Microsoft.Authorization/roleAssignments/delete permissions, such as User Access Administrator or Owner

Access control (IAM)

Access control (IAM) is the page that is for assigning roles to grant access to Azure resources. It’s also known as identity and access management and appears in several locations in the Azure portal. There are questions for assigning roles to help in understanding about the Access control (IAM) page.

• Who needs access? This refers to a user, group, service principal, or managed identity. 
• What role do they need? Permissions are grouped together into roles, so you can select from a list of several built-in roles orcan use custom roles.
• Where do they need access? This refers to the set of resources that the access applies to. However, “where” can be a management group, subscription, resource group, or a single resource such as a storage account.

Adding a role assignment

• Firstly, in the Azure portal, click All services and then select the scope that you want to grant access to. 
• Secondly, click the specific resource for that scope.
• Then, Click Access control (IAM).
• Fourthly, click the Role assignments tab for viewing the role assignments at this scope.
• After that, click Add > Add role assignment. However, if you don’t have permissions to assign roles, the Add role assignment option will be disabled.

• Then, in the Role drop-down list, select a role such as Virtual Machine Contributor.
• There in the Select list, select a user, group, service principal, or managed identity. And, if you don’t see the security principal in the list, you can type in the Select box to search the directory for display names, email addresses, and object identifiers.
• Lastly, click Save to assign the role.

Assigning a user as an administrator of a subscription

For giving users the role of an administrator of an Azure subscription, first assign them the Owner role at the subscription scope. As the Owner role gives the user full access to all resources in the subscription, including the permission to grant access to others. However, these steps are the same as any other role assignment.

• Firstly, in the Azure portal, click All services and then Subscriptions.
• Then, click the subscription where you want to grant access.
• Thirdly, click Access control (IAM).
• After that, click the Role assignments tab to view the role assignments for this subscription.
• Then, click Add > Add role assignment. However, if you don’t have permissions to assign roles, the Add role assignment option will be disabled.
• And, in the Role drop-down list, select the Owner role.
• Then, in the Select list, select a user.

Adding a role assignment for a managed identity

For adding role assignments for a managed identity use the Access control (IAM) page. However, when you use the Access control (IAM) page, you start with the scope and then select the managed identity and role. In this section, you will learn about an alternate way to add role assignments for a managed identity. Using these steps, you start with the managed identity and then select the scope and role.

System-assigned managed identity

• Use these steps for assigning a role to a system-assigned managed identity by starting with the managed identity.
• Firstly, in the Azure portal, open a system-assigned managed identity. Then, in the left menu, click Identity.

• After that, under Permissions, click Azure role assignments. However, if roles are already assigned to the selected system-assigned managed identity then you will see the list of role assignments.
• For changing the subscription, click the Subscription list. Then, click Add role assignment.
• Then, use the drop-down lists to select the set of resources that the role assignment applies to such as Subscription, Resource group, or resource. And, if you don’t have role assignment write permissions for the selected scope, an inline message will be displayed.
• After that, in the Role drop-down list, select a role such as Virtual Machine Contributor.

User-assigned managed identity

• Use these steps for assigning a role to a user-assigned managed identity by starting with the managed identity.
• Firstly, in the Azure portal, open a user-assigned managed identity. Then, in the left menu, click Identity.
• After that, under Permissions, click Azure role assignments. However, if roles are already assigned to the selected user-assigned managed identity then you will see the list of role assignments.

Removing a role assignment

In Azure RBAC, for removing access from an Azure resource, you first remove a role assignment. Use these steps to remove a role assignment.

• Firstly, Open Access control (IAM) at a scope, such as management group, subscription, resource group, or resource, where you want to remove access.
• Then, click the Role assignments tab to view all the role assignments for this subscription.
• After that, in the list of role assignments, add a checkmark next to the security principal with the role assignment you want to remove.
• Then, Click Remove.
• Lastly, in the remove role assignment message that appears, click Yes.

However, if you see a message that inherited role assignments cannot be removed, then you are trying to remove a role assignment at a child scope. So, you should open Access control (IAM) at the scope where the role was assigned and try again. 

Reference: Microsoft Documentation

Prepare for Assured Success

How to Assign Tasks Dynamically: Role Assignments in Process Street

Assigning team members to their tasks is a duty which is as vital as it is tedious.

Everyone pretty much knows what they should be doing, so there’s no need to directly assign them to everything when you could be spending time on more important tasks, right?

Human error (of which memory plays a huge part) affects 1/100 routine tasks where care is needed . This means that the people responsible either makes a mistake or forgets what they need to do (hence why documented processes are so important).

That’s why we here at Process Street have a role assignment feature in our checklists.

Role assignments let you dictate who each task in your process checklists needs to be assigned to without fail every time. All you need to do is set up the role which will have the task assigned, then Process Street does the rest.

Ready to assign your tasks without fail, fuss or tedious fiddling? Then let’s dive right in.

Defined roles make processes flexible

Having documented processes is a great way to make sure that your teams get their tasks done on time and to a high standard. Checklists allow everyone to focus on what they’re doing rather than relying on memory for their next task or training for how to carry out their current duties.

However, recording your processes doesn’t automatically mean that your team will be successful in carrying them out.

One of the biggest problems with adopting new processes is making sure that everyone knows what they need to do, and who they’re relying on and reporting to. They need to know their place in the process in order to be able to plan their schedule and manage their time effectively around those tasks.

This is another reason why it’s important to assign your team members to their tasks in some way. They may well have 10 or more different processes to carry out, and chances are they won’t be able to remember precisely which tasks they’re supposed to do by heart.

Here’s where we run into the bus factor .

People need to be assigned to tasks to know what they’re doing but what happens if they leave the company or change roles? You’re left having to go through every process they were involved with to assign the new employee to their tasks.

That’s why it’s better to assign roles rather than people to your processes.

The team manager might leave but the tasks they carry out will always need to be performed by the next team manager. The person changes but the role doesn’t.

This nullifies the bus factor entirely – it doesn’t matter who is and isn’t available to complete your processes if you can define on the spot (and en masse) who will be completing various tasks.

What are role assignments in Process Street?

Role assignments in Process Street are built to make assigning people to their tasks easier than ever.

Instead of having to edit your process templates to assign a new person, you can define a role to assign to a task and then define who will fill that role using a couple of different parameters.

For example, let’s say that you have an employee onboarding checklist . Let’s say that this checklist has the HR manager doing some initial setup, the new employee filling out some details, and the employee’s trainer/mentor filling out other tasks.

Assigning the various tasks to these three team members would usually be time-consuming and tedious, as each task would need assigning manually for every new checklist (due to the employee and mentor changing). With role assignments, you could instead assign tasks to the role of the manager, employee, and mentor, and then record who will fill those roles at the start of each new checklist.

How to set up role assignments

Before I get into the nitty-gritty, let’s make it clear that role assignments are a Business Pro payment plan feature .

With that out of the way, there are three ways to define a role which can be assigned to your tasks:

Using the checklist creator

Using the members form field, using the email form field.

All of these options can be accessed via clicking the “Assign” button in a task while editing your process template, then clicking the “Roles” submenu.

The “Checklist Creator” role does exactly what it says on the tin; it assigns the person who created the checklist to a task.

Using this you can pre-emptively assign yourself to the tasks in a checklist which are relevant to you, letting you see which tasks you need to complete at a glance and track them from your inbox .

For example, let’s say that you need to work through a pre-publish checklist for your latest blog post. Most of the tasks are relevant to whoever’s writing the post, aside from a few at the end which let the editor take over, make changes, and finally push it live.

This is a perfect example of where the checklist creator role saves you time, effort, and covers a potentially messy area of assignment.

By assigning all tasks relevant to the blog post’s writer to the checklist creator, you can automatically have them be attached to the relevant tasks to follow when crafting a great post. As soon as they run the checklist for their work they’ll be assigned, leaving no room for error.

This way your process is flexible enough to allow different writers to get stuck in at their own pace but still provides the value of a set of core instructions and guidelines to follow.

The members form field is a little more complicated, as it provides the person working through the checklist a chance to record who should be assigned to a particular role.

A members form field allows users to select a team member from your Process Street organization (or a particular group within it) while providing a label to indicate who needs to be chosen.

For example, you could have a field with the label “HR Manager” and limit the field’s selection to only show members from the HR group in your organization.

Whatever label you use for this members field will then show up as a role which you can assign to a task.

To go back to our blog pre-publish checklist example, let’s say you have multiple editors on the team but only one will be assigned to review any given post at the end of the checklist.

This can be easily accommodated for by providing the writer with a members form field labeled “Post Editor” or something of the like. To make it easier to find the editor in question, you could then limit their selection to only be people within your “Content Creation” team.

Once the field is set up, you then just need to go into each task the editor needs to carry out, click “Assign”, click “Roles”, and then click “Post Editor” (or whatever you named the members form field).

Email form fields are one of the most useful features in our repertoire due to their flexibility, and this is partly due to their power in role assignments.

Any email form field in your process can be used as a role which can be assigned to any task you like. The tasks will then be assigned to whatever email address is put into the form field while working through the checklist.

“But Ben,” I hear you say, “how does that work? Would it break if the email address didn’t belong to a Process Street account already?”

Absolutely not! Role assignments through an email field don’t require the email address to already be tied to an account. You can use an email address even if they’ve never heard of Process Street and they’ll still be assigned to the task.

This is because we’ll first search your organization for an email address matching the one you enter. If there’s an existing user with that email address, we’ll assign that user to the relevant tasks.

If the user doesn’t exist in your organization already, we’ll invite them to your organization as a guest and assign them as per usual.

That way you don’t have multiple users with the same email address in your organization, anyone assigned doesn’t have to be part of your Process Street organization.

Whether it’s a client who you need to fill out a few steps in a feedback checklist or a warehouse employee signing for a package, this is an ideal solution for roles which don’t belong to someone who’s a regular member of your processes.

Automating your role assignments

If you’ve never used business process automation before, you’re missing out on one of the best ways to streamline your work and eliminate basic tasks.

If you already automate your processes, you know just how much time and effort you can save, letting your team focus on the work that actually needs their attention.

Either way, role assignments can also be automated to make assigning tasks to the correct people even more efficient!

Zapier allows you to automatically trigger checklists to run and even fill form fields with customizable data based on certain triggers.

Let’s use an employee onboarding process as our example once again to make things simple.

Zapier could detect when a new employee is added to your database and run an employee onboarding checklist in response. This would also allow Zapier access to the new employee’s data, meaning that their email address could be pushed into your email form field for “New Employee Email”.

In other words, as soon as the new employee is entered into your system, Zapier could automatically create an onboarding checklist for them in Process Street and (through an email form field) assign them to all of the tasks they need to complete.

Going further, if tasks are set up to be assigned to the role of the checklist’s creator, Zapier will take care of this role assignment too.

This is because Zapier works by using a team member’s account to gain access to your apps. In this instance, your HR manager could have the Zap (the automation in Zapier) set up using their account, meaning that they will be automatically assigned to any task labeled as being for the checklist’s creator.

It can take a while to wrap your head around at first but automation is an incredibly powerful tool if you learn how to use it. To learn more, check out our free ebook on the topic:

• The Ultimate Guide to Business Process Automation [Free eBook]

Role assignment use cases

You know how role assignments work. You know why they’re useful and how they can save your team time and effort while making sure that everything is assigned to the right people to perform their tasks.

So, just to prove the point and demonstrate the span of use cases, let’s get stuck into a few core examples of role assignments in action.

Specifically, I’ll show you how you could use role assignments in the following examples:

Employee onboarding

Blog pre-publish checklist, vehicle inspection checklist.

While I’ve already highlighted how this process could be broken up earlier in the post, role assignments are worth their weight in gold when it comes to as delicate and time-sensitive a process as employee onboarding .

The process above is a great way to get started but, with role assignments, you can take it one step further to making sure that the employee is fully on board and ready to tackle their tasks effectively.

All tasks in the “Before first day” and “First day” segments should be tackled by the HR manager to make sure that you make the best first impression and give the employee the best chance of success.

After that, almost everything can be handled by the employee’s mentor in order to lessen the load on the HR manager while still giving the new hire the training and attention they need.

These assignments (especially the mentor) will vary depending on who needs to be assigned. So, rather than manually assigning each task every time, you can use role assignments.

The HR manager can either manually or automatically (through Zapier) trigger the checklist to run, and their tasks can be set to automatically assign to the “checklist creator”. Nice and easy.

The mentor’s tasks can all be set to be assigned to the role of “Employee mentor”. Then, when the mentor is selected in the “Assign a mentor” task (using the members form field), this will automatically make them responsible for every following task.

It’s simple, it’s easy, and it makes sure that everyone knows exactly what they have to do despite potential variation in the person who needs assigning.

Similar to employee onboarding, a blog pre-publish checklist will always need at least two people to work on it. The writer of the post and the editor who will give feedback and (ultimately) approve it for publication.

While it doesn’t quite have the same complexity in terms of the tasks that need to be assigned, it serves as a great example of how role assignments can save you time even in processes where the majority (if not entirely) of the checklist needs to be completed by one person.

You don’t need to assign your entire team to different tasks to save time. A huge amount of tedious work goes into assigning each and every task to the same person, yet, with role assignments, this no longer has to be an issue.

Practically every task can be set to assign itself to the role of “checklist creator” here. That way the writer only has to run the checklist in order to be assigned to each and every task to see it in their task inbox.

The only task that needs assigning to someone else would be the “Have the post approved” task towards the end of the checklist. This could be set to automatically assign to the member’s field for “Person approving the post” in the same task, who can then fill in the final dropdown form field with their final approval.

Let’s have a change of pace and show off how tasks can be assigned via an email form field.

A vehicle inspection is a pretty standard affair. However, an issue arises in this (and any other similar situation) if the inspection is generated by anyone other than the person carrying out the main tasks. This means that you can’t just set everything to be assigned to the role of “checklist creator”.

Enter our email form field. By including one of these you can assign tasks to the person with the email address entered in the form field, whether they’re a member of your Process Street organization or not.

Setting up each task to be assigned to the role of the “Vehicle Inspector’s Email Address” in the first actionable task means that, as soon as their details are filled in by the checklist creator (which could be automatically done via Zapier) the rest of the checklist will assign itself to them. This, in turn, sends an email notification to let them know that they’ve been assigned and provide them a link with which they can get to work on the checklist.

Don’t get bogged down assigning tasks manually every time

It’s time to say goodbye to tedious individual task assignments and the human error that comes with no assignments at all.

Take advantage of role assignments with Process Street and see just how much time and effort you can save!

Sign up for a free account today .

Have any questions about or interesting uses for role assignments? Let me know in the comments below!

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Ben Mulholland

Ben Mulholland is an Editor at Process Street , and winds down with a casual article or two on Mulholland Writing . Find him on Twitter here .

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Take control of your workflows today

21 Mar 2023

Project team roles and responsibilities (with examples)

Written by Jo Johansson

In this article 📖

Your project outcome is only going to be as good as the team behind it. There are no two ways about it—your project’s success depends on the skills, expertise, and experience of the project team you assemble.

That starts with an understanding of project team roles and responsibilities. 

And that’s exactly what we’re here to do today.

What is a project team?

A project team is a group of individuals brought together to work on a specific project or initiative. The team will include roles needed for project planning, development, and implementation.

The team members collaborate to achieve a set of predetermined goals as stated in the project scope . This could be the launch of a product or service, or delivering a new design or feature for a client. 

Each member of the team has a unique set of skills and responsibilities that contribute to the success of the project —ultimately, completing the project on schedule and on budget.  

Establishing a project team helps you ensure important projects have a dedicated group made up of various skills and experiences so the work can be completed as efficiently as possible. 

Team roles can be assigned to full-time or part-time employees, contractors, subject matter experts, or other external stakeholders.

Roles and responsibilities definition 

Roles and responsibilities are related concepts. This article will cover the roles of a project team (what specific positions and functions make up a project team), as well as the responsibilities (the duties and tasks tied to each specific role).

5 key project team roles and responsibilities

Every project has different requirements, so team structure can vary. But the five major roles in a project team are project sponsor, project manager, business analyst, resource manager, and project team member.  

Let’s dive into the roles and responsibilities of each, and how they work together.

1. Project sponsor: The person driving the vision

The sponsor is the in-house champion of a project, overseeing operations from a high level. This person works directly with the project manager, clearing any obstacles that threaten to stall the project and signing off on all major components. 

A member of senior management typically fills this role. A project sponsor’s responsibilities include the following: 

• Creating the project vision
• Earning buy-in from executive leadership
• Making critical decisions
• Approving the project budget 

2. Project manager (or leader): The person managing day-to-day operations

Project managers or leaders are responsible for day-to-day operations and ensuring the project is completed on time, on budget, and achieves its objectives. 

On a small project, the manager might oversee each team member. On a larger-scale project, they are more likely to oversee team leaders, who each manage their own group. 

The project manager is responsible for the following:

• Creating the project plan and schedule
• Recruiting project staff
• Managing the budget
• Managing the project schedule
• Delegating project tasks to team members
• Managing all project deliverables
• Communicating with upper management and other stakeholders

3. Resource manager: In charge of resource allocation and utilization

The resource manager is critical when putting together your project team. Now, if your project isn’t big enough to require a resource manager, you’ll simply have to act as one. So what does that mean exactly?

• Identify the right people for a project
• Match project team roles and skills with project needs
• Allocate and schedule the right resource within the project timeline and budget
• Stay on top of resource availability and utilization
• Monitor and optimize the use of resources throughout the course of the project to make sure it can be completed successfully

4. Business analyst: Makes sure you have the data you need

The business analyst is responsible for gathering and analyzing data related to the project. They help identify the project’s requirements and determine the best approach to achieve the project’s objectives. They work with stakeholders to ensure that the project’s deliverables meet the organization’s needs.

The business analyst ensures the project team has the technology and tools to do their jobs effectively. They might also recommend new tools for streamlining workflows and improving quality, such as resource scheduling software . 

A business analyst:

• Helps define the project and its goals
• Gathers technical requirements from team members
• Documents and analyzes project requirements
• Helps project team solve equipment management problems
• Tests solutions to ensure their effectiveness

5. Project team member (or project delivery team): Individual contributors assigned to different project tasks

Project delivery team responsibilities vary between projects and roles (which may include anything from developers and engineers, to designers and copywriters). 

At a high level, all project team members are assigned the tasks required to complete the project, and are responsible for: 

• Contributing to the project goals and objectives
• Completing individual tasks within the expected time frame
• Collaborating with other team members 
• Communicating with the project manager about roadblocks

Other roles in a project team

Some larger projects require additional project management roles and responsibilities to support the core project team. These may include: 

• An executive sponsor is a senior owner of the project (with more authority than the project sponsor) and the ultimate decision-maker
• A project owner is usually the person who proposed the project. They assist the project manager in ensuring successful implementation
• A project lead is someone who carries out a lot of the tasks of the project manager but doesn’t have as much experience or official qualifications
• A team leader is responsible for training team members and monitoring progress toward project objectives
• A functional manager’s responsibility can vary, but the primary function is to ensure the project team has the resources it needs, and address problems that slow down the project
• A program manager coordinates all projects related to a specific program and provides guidance to the project manager
• A subject matter expert (SME) has advanced knowledge of a specific area, practice, or process. They provide guidance and strategy to the project team
• A project coordinator or project management office (PMO) offers administrative support to the project team and establishes standards to ensure the team’s processes align with broader organizational goals
• Project stakeholders are people (internal or external to the project) who have an interest in and influence over the project. Their responsibilities and interests vary between (and even within) projects
• A steering committee includes senior-level stakeholders (such as the project sponsor) and company managers, and provides strategic support to help define business needs and achieve project outcomes

Project team roles and responsibilities example

Roles in a team project can get confusing (fast). So to demonstrate how project team roles work together, let’s use the example of an in-house marketing team undertaking a website redesign. 

Project sponsor: This is the person who “owns” the project. In this case, the Chief Marketing Officer (CMO) might decide the website needed an overhaul as part of a big rebranding initiative. For this project, the responsibilities of the project sponsor could look something like the following:

• Ensures the redesign aligns with strategic business goals 
• Assigns with the project manager
• Provides resources and support for the redesign
• Serves as an escalation point when problems arise

Project manager: This person oversees the execution of the project and manages the team. In this case, let’s say it’s the creative director. The project manager:

• Communicates with the sponsor and project team
• Sets milestones and deadlines
• Ensures the redesign stays on schedule and on budget
• Monitors the progress of the project

Resource manager: As the name implies, this person ensures the team has everything it needs to complete the redesign. In this case, let’s say it’s the chief information officer. 

• Identifies the best project team roles based on the project scope
• Plans and allocates people and resources ( meeting rooms , equipment , etc.)
• Monitors utilization throughout the project and tracks billable hours

Project team members: These are the folks responsible for executing the redesign. They report to the project manager. The following roles need to be assigned:

• Front-end and back-end engineers
• QA engineer
• UX/UI designer
• Visual designer

Project team role and responsibilities matrix

Because roles and responsibilities can vary between projects, it can be helpful to create a RACI project team matrix at the very beginning of the project to clarify the expectations of each position.

RACI stands for responsible, accountable, consulted, and informed. It helps define the roles within a project management team and then identifies who needs to be looped in or assigned to each task.

It’s simple really, if everyone knows their roles within a project team , your project is much more likely to run smoothly.

The project team roles and responsibilities table below shows an example RACI matrix for project sponsors, project managers, resource managers, and project team members, but can be expanded to include more roles and tasks.

Now that we know more about what project team roles to include in a project along with their different responsibilities, find out how you actually go about building your project team here.

Project team roles FAQs

How do you decide what roles are needed on a project team.

To define the team roles needed for your project, outline the goals and key deliverables of the project. Think about the skills you need to ensure those deliverables are high quality, and then match and assign team members accordingly.

What are the benefits of defining project team roles?

The benefits of clearly defined roles include: 

• Increase individual accountability 
• Reduce confusion and overlap
• Give team members a feeling of ownership and clarity around expectations
• Enable project managers to delegate tasks and assess team members’ performance
• Establish a structure for effective problem-solving and collaboration

Can required project roles vary from project to project?

They absolutely can, depending on the nature of the project, the team structure, and the availability of specific skills and expertise. What matters is that the responsibilities for each role are clearly defined before work begins on the project. 

What are the best practices when putting together a project team?

You’ll want to:

• Create a project scope
• Develop and follow a clear project plan 
• Identify the project team roles needed for your project, and schedule your resources
• Establish some core project team values 
• Encourage a collaborative project team culture 

What are the roles in a project team?

To summarize, the roles on a project team can include:

• Project sponsor 
• Executive sponsor 
• Project owner
• Project manager
• Project lead
• Team leader
• Project team member or project delivery team 
• Resource manager 
• Business analyst 
• Functional manager
• Program manager 
• Subject matter expert (SME) 
• Project coordinator or project management office (PMO)

Clearly defined project team roles mean a greater chance of project success

With the right project team, you’ve instantly increased the chances of project success (because let’s not forget— 70% of projects fail ). So you’ll want to invest in getting the right people on board from the get-go.

While it’s tempting to grab whoever’s available to get started faster and track against timelines, the wiser thing to do is to wait, assess, and carefully put together your team. As we said earlier—your project will be better for it.

Find the right people—faster—with Resource Guru

Whether you’re working with a big or small project team, resource management software can help find and allocate the right resources, monitor utilization, and create more accurate resource forecasting .

Try Resource Guru for free for 30 days . (No credit card required. No strings attached.)

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Jo Johansson

👋 I'm Jo, Senior Content Marketing Manager at Resource Guru. I spend my days creating educational content that helps people be more productive at work, so they can enjoy their time off work. Got any ideas or requests? Drop me a line at [email protected].

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• Mar 25, 2021

Assigning Roles to Increase the Effectiveness of Group Work

Updated: May 17, 2023

Karen De Meyst , Miami University

Jonathan Grenier , Miami University

Although group assignments have many benefits, instructors may encounter a wide variety of problems. Common problems include students not contributing to the project, one student dominating the group, or students having different expectations about group performance and workload (Burke, 2011). In this article, we suggest assigning roles to group members to mitigate these problems, thereby increasing team effectiveness and efficiency.

Assigning Roles to Group Members

Most studies on the use of group roles focus on settings where students have to work together for in-class activities. The literature suggests multiple benefits of this practice for outside-of-class group work. Specifically, studies on in-class group activities find increased participation, less freeriding, increased knowledge acquisition, and reduced student distraction (Cohn, 1999; Coggeshall, 2010; Hirshfield & Chachra, 2015; Schellens et al. 2005; Shimazoe & Aldrich, 2010). To test the effectiveness of this approach for larger, outside-of-class group projects, we implemented it in an accounting course.

Implementation

Specifically, we tested this approach in an upper-level undergraduate accounting course at Miami University. For this course, students had to complete four group projects. The instructor assigned students to groups of five or six students at the start of the semester, and groups remained the same throughout the semester. In addition, the instructor explained that for each group project, students would have to assign roles among group members. The list of roles included a manager as the leader of the group, a planner responsible for planning meetings and sending reminders, an editing specialist, a technology specialist, a checker responsible for knowing and verifying compliance with the assignment requirements, and two questioners who were required to play the devil's advocate. Given that there were seven roles in total and that all roles had to be fulfilled for each project, if a group had less than seven members in the group, students would have to take on two roles.

Further, students had to take on a different role for each project. In this way, they developed multiple skills. This also reduced the risk that one student would dominate the group (Cottell & Millis, 1992; Rosser, 1998). As students assigned roles among themselves, students could start in roles they found most comfortable and maximize group members' strengths (Andrist, 2015). It was also important to hold students accountable for the roles they fulfilled (TTC, 2018). Thus, students had to communicate to the instructor the roles assigned for each project. Although all group members received the same grade for the group projects, the instructor knew who was responsible if the group failed to meet a requirement. Overall, the instructor emphasized that all group members remained responsible for the submission content and group roles related to the coordination of the work.

Student Reactions

To examine the effectiveness of assigning roles to group members, we compared students' survey responses, peer evaluations, and the quality of students' submissions in the section of the course in which this approach was implemented to two other sections of the same course without assigned roles. Overall, the survey measured students' perceptions of group dynamics and team performance. Although perceptions of group dynamics did not seem to be affected by assigning roles, results indicated that perceptions of team performance were higher when students assigned roles. Specifically, students perceived the group as better organized, and team members were better at following through on decisions and action items. These differences were statistically significant.

Students were also asked to describe in the survey what they enjoyed and what they did not enjoy about the group work in the course. Although not asked for it specifically, different students shared their opinions about the requirement to assign group roles. One student who appreciated this intervention formulated it as follows: "It allowed us to distribute work according to our strengths and helps build communications skills". Other students enjoyed that the roles changed from one project to another, noticed more effective communication and cooperation, and argued that it helped them to hold themselves accountable for their decisions as a group.

Interestingly, a few students were less positive. For example, one student argued that the requirement to assign roles in an upper-level undergraduate course felt immature and unnecessary. Another student suggested that it would be better if roles did not have to change for every project so that students could stay with roles they were good at.

Further, students had to complete peer evaluations for each of their group members. The peer evaluation questionnaires contained three items related to team effectiveness. Averages on these items were consistently higher in the section where students had to assign group roles, but not always significantly higher. The instructor also subjectively assessed the quality of the submissions.

Although there did not seem to be any differences between the quality of the content of the group projects, it was clear that students worked better together as groups as (a) formal requirements were better met, (b) there was increased consistency between the different parts of the group work, and (c) the writing was better.

Considerations

Overall, we found assigning roles to group members can be a good way to improve group work and team effectiveness. However, there is no one-size-fits-all approach, and different adaptations are possible, depending on the specific characteristics and learning objectives of your group project.

Here are some final considerations to keep in mind when implementing this approach:

Before implementing this approach, it is important to reflect on how beneficial this approach could be for your specific course. What are the problems you are currently experiencing? How could this approach increase the effectiveness of your group projects?

Instructors may want to consider their students and the level of their course in the curriculum. Some students may appreciate that assigning group roles helps coordinate the work. In contrast, students with a more independent attitude – especially at higher levels in the curriculum – may experience this additional formal requirement as unnecessary.

It is important to craft your list of roles carefully based on your group projects' specific characteristics and learning objectives. Some roles discussed above may not be relevant for your projects, while you may think of other roles that could make a difference in your course.

Will the instructor assign roles to group members, or should group members assign roles among themselves? While there are benefits to each approach, this decision should depend on the approach that best fits the learning objectives.

Should roles change during the semester, or can students stay with the same role for different projects? Although the requirement to rotate roles, as discussed above, has its own benefits, it may be a good idea to allow students to stay with the same role such that the group optimally benefits from students' strengths.

How will you hold students accountable for the roles fulfilled? Will there be a grade component related to role fulfillment, or will all group members receive the same grade?

Discussion Questions

What are some problems you are experiencing when assigning group work? How could the practice of assigning group roles mitigate these problems?

What are specific roles that students need to fulfill when completing group projects for your course? Which roles are most important?

How could assigning roles to group members help students meet the learning objectives of your group projects? Which modifications would you have to make for this approach to best fulfill your needs?

Andrist, P. (2015). Team roles and responsibilities. Green River College: Campus Reflection Field Guide – Reflective Techniques to Encourage Student Learning: Background and Examples. https://depts.washington.edu/cpreeuw/wordpress/wp content/uploads/2015/10/GR-FG02.pdf

Burke, A. (2011). Group work: How to use groups effectively. The Journal of Effective Teaching, 11 (2), 87–95. https://uncw.edu/jet/articles/vol11_2/burke.pdf

Coggeshall, B. (2010). Assigning individual roles and its effect on the cooperative learning setting . St. John Fisher College. https://fisherpub.sjf.edu/cgi/viewcontent.cgiarticle=1098&context=mathcs_etd_masters

Cohn, C. (1999). Cooperative learning in a macroeconomics course. College Teaching, 47 (2), 51–55. https://doi.org/10.1080/87567559909595784

Cottell, P., & Millis, B. (1992). Cooperative learning in accounting . Journal of Accounting Education, 10, 95–111. https://doi.org/10.1016/0748-5751(92)90019-2

Hirshfield, L., & Chachra, D. (2015). Task choice, group dynamics and learning goals: Understanding student activities in teams. 2015 IEEE Frontiers in Education Conference: Launching a New Vision in Engineering Education Proceedings , 1–5. https://doi.org/ 10.1109/FIE.2015.7344043

Rosser, S. (1998). Group work in science, engineering, and mathematics: Consequences of ignoring gender and race. College Teaching, 46 (3), 82–88. https://doi.org/10.1080/87567559809596243

Schellens, T, Van Keer, H., & Valcke, M. (2005). The impact of role assignment on knowledge construction in asynchronous discussion groups: A multilevel analysis. Small Group Research, 36 (6), 704–745. https://doi.org/ 10.1177/1046496405281771

Shimazoe, J., & Aldrich, H. (2010). Group work can be gratifying: Understanding and overcoming resistance to cooperative learning. College Teaching, 58 , 52–57. https://doi.org/10.1080/87567550903418594

TTC (The Teaching Center Washington University in Saint Louis). (2018). Using roles in group work . https://ctl.wustl.edu/resources/using-roles-in-group-work/

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Assignment of Roles and Responsibilities

The assignment of roles and responsibilities in any company is essential to ensuring the effective integration of the employee with the disability. Dealing with disability issues often requires the engagement of a range of people, including the person with the disability, who are in a position to discuss,  reflect and understand problems and to contribute to or deliver a solution. This requires disability awareness training, problem-solving skills and ongoing commitment to engagement, as necessary.

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Milwaukee Brewers' DL Hall Completes Rehab Assignment, MLB Role Yet to Be Determined

Sam connon | jul 5, 2024.

• Milwaukee Brewers

Left-handed pitcher DL Hall made what is expected to be his final rehab start in Triple-A on Thursday, paving the way for him to rejoin to the Milwaukee Brewers .

Hall allowed three hits, three walks and three unearned runs across 3.0 innings, getting stuck with the loss against the Memphis Redbirds.

According to the Milwaukee Journal Sentinel's Curt Hogg , Hall's role upon his return to the big leagues remains to be determined.

DL Hall’s rehab start in Nashville tonight is expected to be his final one before rejoining the club. His role is TBD once he returns. — Curt Hogg (@CyrtHogg) July 4, 2024

Hall has been out with a left knee sprain since April 21. He suffered a setback and went in for further evaluation as May turned to June, resulting in the Brewers transferring him to the 60-day injured list.

No additional damage was found, though, and Hall was able to slowly progress through his rehab assignment that included one start with High-A Wisconsin and seven with Triple-A Nashville. Across those eight outings, Hall went 0-1 with a 1.84 ERA, 1.705 WHIP and 6.8 strikeouts per nine innings.

Hall was 0-1 with a 7.71 ERA, 2.265 WHIP, 7.2 strikeouts per nine innings and a -0.4 WAR through four MLB starts before he went down with his knee injury. All eight of his minor league appearances were starts as well.

Still, Hall averaged less than 2.0 innings per start during his rehab assignment, so it remains to be seen if he is ready to jump back in as an MLB starter right away.

Hall arrived in Milwaukee in February, serving as one of the key pieces the Brewers got back when they traded former NL Cy Young winner Corbin Burnes to the Baltimore Orioles . Hall had been a top-100 prospect in baseball for five consecutive seasons before finally graduating in 2023.

Last season in Baltimore, Hall went 3-0 with a 3.26 ERA, 1.190 WHIP, 10.6 strikeouts per nine innings and a 0.2 WAR across 18 relief appearances.

Now, the 25-year-old southpaw will likely have to return to the bullpen with the Brewers, at least for the time being. Even with Milwaukee losing Brandon Woodruff, Wade Miley and Robert Gasser for the season, they did trade for Dallas Keuchel and Aaron Civale to help stem the bleeding in Hall's absence.

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You can also follow Sam Connon on Twitter  @SamConnon .

Sam Connon is a Staff Writer for Fastball on the Sports Illustrated/FanNation networks. He previously covered UCLA Athletics for Sports Illustrated/FanNation's All Bruins, 247Sports' Bruin Report Online, Rivals' Bruin Blitz, the Bleav Podcast Network and the Daily Bruin, with his work as a sports columnist receiving awards from the College Media Association and Society of Professional Journalists. Connon also wrote for Sports Illustrated/FanNation's New England Patriots site, Patriots Country, and he was on the Patriots and Boston Red Sox beats at Prime Time Sports Talk.

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The assignment: Build AI tools for journalists – and make ethics job one

A recent poynter summit on ai, ethics and journalism challenged leaders to dream big and solve ethical challenges.

Imagine you had virtually unlimited money, time and resources to develop an AI technology that would be useful to journalists.

What would you dream, pitch and design?

And how would you make sure your idea was journalistically ethical?

That was the scenario posed to about 50 AI thinkers and journalists at Poynter’s recent invitation-only Summit on AI, Ethics & Journalism . 

The summit drew together news editors, futurists and product leaders June 11-12 in St. Petersburg, Florida. As part of the event, Poynter partnered with Hacks/Hackers , to ask groups attendees to  brainstorm ethically considered AI tools that they would create for journalists if they had practically unlimited time and resources.

SEE POYNTER’S AI WORK: One stop for journalist resources, ethics guidelines and more.

Event organizer Kelly McBride , senior vice president and chair of the Craig Newmark Center for Ethics and Leadership at Poynter, said the hackathon was born out of Poynter’s desire to help journalists flex their intellectual muscles as they consider AI’s ethical implications.

“We wanted to encourage journalists to start thinking of ways to deploy AI in their work that would both honor our ethical traditions and address the concerns of news consumers,” she said.

Alex Mahadevan , director of Poynter’s digital media literacy project MediaWise , covers the use of generative AI models in journalism and their potential to spread misinformation.

“I thought a hackathon would be a great way to speed-run through the thorny ethics issues that’ll come up as newsrooms start incorporating generative AI in the newsroom,” he said. “The goal wasn’t necessarily to create the perfect journalism AI product, but to identify areas where we need to be careful to respond to audience fears about trust, security and ethics behind artificial intelligence.”

Paul Cheung, with Hacks/Hackers, talks to participants at Poynter’s Summit on AI, Ethics and Journalism about how the day-long hackathon to create ethically considered AI journalism products will work. Alex Smyntyna/Poynter.

The hackathon led to six imagined technologies, which ranged from apps to websites to software. All the theoretical inventions sought to help people, answer questions and improve the quality of life for news audiences. While the exercise was theoretical, one group is actually taking steps to try to pursue and get funding for its idea, an AI-powered community calendar. 

As the working groups conceptualized their visions, they identified plenty of ethical considerations. Here’s what some of them came up with, and what they learned through this exercise.

Just because it’s AI doesn’t mean it’s not time-consuming

PolitiFact editor-in-chief Katie Sanders helped conceptualize a tool that would serve as a guide to local elections.

Vote Buddy was meant to be a local news product , which required detailed information about precincts and candidates and their positions. Seemingly endless details stacked up as her team considered the experiment, she said, which called for more and more journalistic firepower.

Her team noted almost immediately that “the ethical concerns were abundant.”

They started by asking hard questions about use and users. Sanders said it was important to understand exactly what the team wanted to create, consider the problems it would solve for users, and make sure there was an actual need; and if audience members/users would be comfortable with the means by which the AI tool provided the information. 

“As we started to tease out what this service could be, we aso realized how much human manpower would be needed to pull it off and maintain it,” she said. “The experience showed me that your product is only as good as the amount of time and energy that you set aside for the project.”

Just because it’s an AI product, she said, doesn’t mean it won’t eat up resources, especially when it comes to testing and rooting out any and all inaccuracies. 

“Hallucinations around something as serious as someone’s vote are just unacceptable,” she said. “I felt better about having been through the experience, roleplaying what it would take.”

Help journalists figure out an AI entry point

Mitesh Vashee , Houston Landing’s chief product and technology officer, said that many journalists are simply afraid of AI, which creates a barrier to journalists learning how to use it at all — especially ethically. 

He said it’s helpful for journalists to start their journey toward ethical AI use by playing around with AI tools and discovering practical  uses for it in their day-to-day work. 

That way, “It’s not just this big, vague, nebulous idea,” he said, “but it’s a real-world application that helps me in my day. What’s the doorway that we can open into this world?”

His group conceptualized Living Story , a “public-facing widget that appears at the article level, which allows readers to interact with the story by asking questions.”

Vashee said that journalists’ fear that AI would replace them has been front and center in many of his conversations. 

“We’ve made it clear at Houston Landing that we won’t publish a single word that’s generated by AI — it’s all journalism,” he said. “It’s written by our journalists, edited by our editors, etc. …That being said, the editorial process can get more efficient.” 

He said that as newsrooms look to implement new technology to help with efficiency, more work needs to be done to define roles. 

“What is truly a journalist’s job? What is an editor’s job? And what is a technology job? I don’t know what that full answer looks like today, but that’s what we will be working through.”

Don’t wait to consider potential harm

One hackathon group identified less with workaday journalism and more with theoretical issues adjacent to journalism.

“(Our group was) mostly educators and people in the journalism space, more so than current working journalists,” said Erica Perel , director of the Center for Innovation and Sustainability in Local Media at the University of North Carolina. “The product we came up with dealt with bias, trust and polarization.”

The Family Plan was a concept that helped people understand what news media their loved ones were consuming, and suggested ways to talk about disparate viewpoints without judgment or persuasion.

Their biggest ethical concerns centered on privacy and data security.

“How would we communicate these privacy and security concerns? How would we build consent and transparency into the product from the very beginning?,” she said. “And, how could we not wait until the end to be like, ‘Oh yeah, this could be harmful to people. Let’s figure out how to mitigate that.’”

Consider your journalist role and its boundaries

Members of the hackathon team that created an AI product called CityLens explain their idea to a panel of judges: (seated, l-r) Tony Elkins, Poynter faculty; Phoebe Connelly, The Washington Post; and Jay Dixit, OpenAI. Credit: Alex Smyntyna/Poynter.

The hackathon team behind CityLens envisioned it as a free, browser-based tool that would use interactive technology to help users learn about and act on their local environment.

Smartphone cameras would capture a local image and then users could enter questions or concerns, which theoretically would lead them to useful information, including, “how to report a problem to the right entity, whether a public project is in the works at that location, and what journalists have already reported,” according to the team’s slides.

It would also offer an email template for reporting concerns like dangerous intersections, unsanitary restaurants, code violations,  malfunctioning traffic devices, etc.

“I really liked the audience focus,” said Darla Cameron, interim chief product officer at The Texas Tribune. “The framing of the whole event was, how do these tools impact our audiences? That is something that we haven’t thought enough about, frankly.”

Cameron said for their group, the ethical concerns involved boundaries and the role of journalists. 

She said that several of the groups grappled with questions about the lines between journalistic creation of data and the tech companies’ collection of personal data. 

“How can journalism build systems that customize information for our audiences without crossing that line?” she asked, noting that there was also a concern about journalists being too involved. “By making a tool that people can use to potentially interface with city government … are we injecting ourselves as a middleman where we don’t have to be?”

Think about personal data collection and storage

Omni is “a personalized news platform that delivers the most relevant and engaging content tailored to your preferences and lifestyle,” according to the presentation of the group that created it.

Adriana Lacy , an award-winning journalist and founder of an eponymous consulting firm, explained that the group started with some nerves about their tech savvy.

However, they quickly found their footing — and ethical concerns. It became obvious that for Omni to work, its inventors would have to contend with the ethical issues surrounding personal data collection, she said.

“Our goal was figuring out how can we take information … and turn it into various modes of communication, whether that’s a podcast for people who like to listen to things, a video for people who like to watch video, a story for people who prefer to read,” Lacy said. “Basically, compiling information into something that’s super personalized.”

Much of the information they would need to gather was essentially first-party data.

“We had some conversations about how we could ethically get readers to opt into this amount of data collection and we could be compliant in that area,” Lacy said. “We also discussed how we could safely and securely store so much data.”

Their other big ethical concern was figuring out how they could integrate the journalistic process into the project.

“So much of our idea was taking reporters’ writing, video and audio and turning that into a quick push alert, a social media video, a podcast, an audio alert for your Alexa or Google Home — anywhere you choose to be updated,” she said. “The question remains: How can we apply our journalistic ethics and process into all these different types of media?” 

Some work didn’t stop at the hackathon

One team is even looking to launch a real product based on its session at Poynter.

Dean Miller, managing editor of LeadStories.com, said his team of four focused on “the community-building magic of granular local newsroom-based calendars.”

He said their idea, Calindrical , would bring real value to busy families and much-needed time to newsrooms, so the group has bought specific URLs and is working on paperwork to make the idea a reality. 

“Our goal is a near-zero interface,” he said. “Think Mom driving (her) son to soccer, calling or texting to ask when (her) daughter’s drumline show is tonight, and where, and getting the info immediately and sending the info to Grandma and Dad.”

Miller said the group proposes to use AI to both collect event information and to “assiduously” reach out to organizers to verify.

He said Poynter’s focus on AI ethics was helpful and necessary.

“(The) hackathon process was an early and quick way to surface bad assumptions,” Miller said. “We were spurred to focus our thinking on privacy protection, data security, user power and how to stave off the predations of Silicon Valley’s incumbents.”

Poynter as incubator for AI ideas

Participants at Poynter’s Summit on AI, Ethics and Journalism, along with leaders from Hacks/Hackers, study sticky notes with ideas they might want to develop as part of the event’s hackathon. Credit: Alex Smyntyna/Poynter.

The summit was led by McBride , one of the country’s leading voices on media ethics;  Mahadevan , who covers the use of generative AI models in journalism and their potential to spread misinformation; and Tony Elkins , a Poynter faculty member who has been studying AI’s use in visual journalism. 

Partner Hacks/Hackers is an international grassroots journalism organization whose mission is to “create a network of journalists (‘hacks’) and technologists (‘hackers’) who rethink the future of news and information.”

The goal was to challenge those in attendance to think about AI concepts beyond traditional applications like transcriptions, translations or content automation.

Mahadevan said, “I thought it went great. I was worried people would default to the basic headline writing, transcribing and summarizing popular in generative AI use. But we saw some incredibly creative ideas. I think this really positions Poynter as an incubator of what I’m calling ethically sourced AI products.”

The summit took place following Poynter’s release of its AI Ethics Guidebook , and organizers expect to release a research paper from the symposium in the near future.

Elkins said, “As generative AI development and usage starts to intersect more with journalism, it’s important that Poynter facilitates the discussion between journalists and technologists on ethical frameworks for its use. It’s imperative we have meaningful discussion on the ramifications these models will have on our industry and our customers.”

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For first-year architecture students, an assignment of consequence.

For decades, the Jim Vlock First Year Building Project has offered students at the Yale School of Architecture the opportunity to design and build a house in New Haven, creating badly needed homes for individuals and families who would otherwise struggle to afford one.

The project recently launched a multi-year partnership with the Friends Center for Children, an early-childhood care and education in New Haven, offering to design and build five adjacent houses for two of the center’s educators and their families by 2027. The partnership is part of the Friends Center’s Teacher Housing Initiative, which addresses both the crisis in childcare and affordable housing by providing 20% of the center’s educators with rent-free homes, substantially increasing their take-home pay.

Last year, Yale students designed and built the first duplex dwelling, in the Fair Haven Heights neighborhood of New Haven. In this video, we follow the Yale students throughout the year-long process, from the first site visits, through design and construction, and ultimately to the celebration of the newly completed home.

View Slideshow 9 Photos

The project, a key facet of the curriculum in the school’s professional architecture degree program, was established in 1967 when the late Charles Moore, who directed Yale’s Department of Architecture from 1965 to 1971, sought to address students’ desire to pursue architecture committed to social action. The first-of-its-kind program is now emulated by many other architecture schools.

In its early years, students traveled to sites in Appalachia to build community centers and medical facilities. Since 1989, when the project switched its focus to building affordable housing in New Haven, first-year students have designed and built more than 50 homes in the city’s economically challenged neighborhoods.

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Making a way for women to play

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Now use role-based access control in Azure Cosmos DB Data Explorer

Meredith Moore

July 2nd, 2024 2 0

Azure Cosmos DB Data Explorer is a web-based tool that allows you to interact with your data, run queries, and visualize results in Azure Cosmos DB. It is available in the Azure Portal and as a standalone web app .

RBAC allows you to use Microsoft Entra ID identities to control data access in Data Explorer, instead of using account keys. This way, you can grant granular permissions to different users and groups and audit their activities. RBAC also enables you to use features such as Entra ID Conditional Access and Entra ID Privileged Identity Management to further protect your data.  It allows for finer-grained access control based on roles, reducing the risk associated with key management and distribution.

Previously, RBAC could only be used with the standalone app, and not directly within the Data Explorer in the Azure portal. Today you have enhanced capabilities, and you can use it within the Data Explorer in the portal and the standalone Data Explorer web app for your Azure Cosmos DB NoSQL accounts.

How to enable RBAC in Data Explorer for NoSQL accounts

The use of RBAC in Data Explorer is controlled by the Enable Entra ID RBAC setting. You can access this setting via the “wheel” icon at the upper right-hand side of Data Explorer.

The setting has three values tailored to your needs:

• Automatic (default): In this mode, RBAC will be automatically used if the account has disabled the use of keys. Otherwise, Data Explorer will use account keys for requests.
• True: In this mode, RBAC will always be used for Data Explorer requests. If the account has not been enabled for RBAC, then the requests will fail.
• False: In this mode, account keys will always be used for Data Explorer requests. If the account has disabled the use of keys, then the requests will fail.

Previously, RBAC was only supported in the Data Explorer standalone web app using a feature enabled link .  This is still supported and will override the value of the Enable Entra ID RBAC setting. Using this query parameter is equivalent to using the ‘Automatic’ mode mentioned above.

How to use RBAC in Data Explorer

Once you have enabled RBAC and assigned roles to your Entra ID identities, you can use Data Explorer to interact with your data. To do so, you need to sign in to Data Explorer with your Entra ID credentials, either in the Azure Portal or in the standalone web app .  You will see a list of Azure Cosmos DB accounts that you have access to, and you can select the one you want to work with. Depending on the role you have been assigned, you can perform different actions in Data Explorer.

RBAC is a powerful feature that enhances the security and governance of your Azure Cosmos Db accounts, by allowing you to use Entra ID identities to control data access. RBAC also enables you to leverage other Entra ID features, such as Conditional Access and Privileged Identity Management, to further protect your data. RBAC is easy to enable and use, and it provides granular and auditable permissions for different users and groups.

Try it out and please share your feedback through the feedback icon in Data Explorer.

Learn more:  Configure role-based access control with Microsoft Entra ID – Azure Cosmos Db | Microsoft Learn

About Azure Cosmos DB

Azure Cosmos DB is a fully managed and serverless distributed database for modern app development, with SLA-backed speed and availability, automatic and instant scalability, and support for open-source PostgreSQL, MongoDB, and Apache Cassandra.  Try Azure Cosmos DB for free here.  To stay in the loop on Azure Cosmos DB updates, follow us on  X ,  YouTube , and  LinkedIn .

Meredith Moore Senior Product Manager, Azure Cosmos DB

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Is this GA?

The options for Enable Entra ID are missing from the blade.

Explorer Version 17754cba05e4d1a156b536dad388f17d83a0ff9b

Same for me.

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