Once the vision and mission of an organization have been established, the necessary role definitions must be determined along with selecting who will fill those roles.

An organization is a group of individuals and groups have certain characteristics no matter their size. Groups operate on two levels. One is an overt, conscious level focused on task. The second is a more implicit level of process, emphasizing group maintenance and interpersonal dynamics. While the second level is vital for group health and long term performance, the first reason for the group (organization) to be formed is task performance to support the mission. But those tasks are not performed in a vacuum. They are performed in relation to the mission of the organization and with regard to the relationship of other group members.

When an organization chart is developed, we see names and titles (or job descriptions) printed to fit in little boxes as an overview of who is supposed to be doing what. A role definition expands the concept of a job description because it identifies not just the tasks to be performed but also the results to be expected, the procedures to be followed and the personal qualities to be exhibited. While the answers to these questions do not fit neatly in the little boxes, the quality of the info rmation is critical to the success of the mission.

People must be selected for skills and knowledge to meet the expectations of the organization. Role definitions expand the concept of a job description.

Ask these questions to fulfill the role definition:

What is the person supposed to do? (tasks)

What is the person expected to accomplish? (results)

What guidelines are the people expected to follow? (procedures)

What are the specific personal attributes that are required to be successful in a particular role at a particular organization? (personal qualities)

This outline detailed above has been offered by our consultant, Marc Levin, who is helping Greco Apparel grow into a more professional organization. There are many benefits to investing the time to define the answers to these questions. Creating these role definitions helps the manager describe expected performance from candidates during the hiring process. Performance evaluation and compensation will be based upon the achievement of expected results and goals.

The right set of task roles helps get the work done and makes optimal use of each member’s resources. Groups do better when task roles align with individual differences. To help assure successful candidate selection at Greco Apparel we use the 16PF personality profile with results analyzed by a professional psychologist. We try to fit the individual to the role and further test for verbal and mathematical ability and problem-solving capability. We use a normative test to compare that candidate’s expected performance to other high school and college graduates.

Mr. Levin has cautioned that there is typically no perfect candidate for a job and no perfect job for a candidate. But through this testing process we get to learn where the individual may need support and where they have strengths to contribute to the organization. We are attempting to minimize failures and maximize potential successful performance of individuals so that the organization can offer excellent service to our clients. The testing guides us to enhance skill development. Education, training, and coaching can help improve an individual’s effectiveness and the organization’s performance on the whole. Such skills as listening, communicating, managing conflict and building consensus are critical building blocks in a high performing group.

Here are some points to consider that I gleaned from “The Successful Manager’s Handbook.” This will help answer the question, “What do I do come 8 AM Monday morning?”:

Team members work best when they know what is expected of them and what they can expect from others. Lack of role clarity is one of the chief barriers to effective team work. Often personality conflicts are simply a lack of clarity in roles. Be sure each role definition answers the questions previously posed above.

Ensure each employee has a clear set of objectives and expectations that clarify the role he or she plays in achieving team goals. It is usually more effective to have the employee identify their perceptions of their roles and set their own goals with input from the manager. As the leader, you can review, add or modify only when necessary.

When you begin a new team project, meet as a group to discuss roles and expectations with one another.

Convey your expectations that team members will collaborate and support one another. You may intervene when it is clear that a team member is interested in his or her personal success.

Meet individually when team members disagree about role expectations and work through the issues with them.

Periodically meet with team members to learn about their perceptions of their roles and job expectations.

Clarify each team member’s role and how he or she contributes to attaining the goals and missions of the team. Help team members understand how their efforts and performance affect the overall results of the organization.

Capitalize on opportunities to regularly communicate priorities and responsibilities to the team. Let the team see examples of your own values and behaviors and explain why you reached the decisions you did. Or what you learned from the mistakes you made. Be collaborative with them.

My role as the leader is to assure that organizational role definitions are created and defined for all individuals and that all are aware how their roles contribute to and support Greco Apparel’s success in serving our clients.

Joseph Greco is president of Greco Apparel. Visit them on the web at www.grecoapparel.com