Information flow is a constant, never-ending cycle in the workplace, and it occurs on various levels. Employee to employee during the coordination phase of a project, supervisor to an employee when assigning a task, or an employee to a customer when addressing a concern – the list goes on. Usually, the information being shared within these dynamics is tied to a needed action step.
However, employee roles and responsibilities that are not clearly defined are bound to cause organizational chaos.
Unclear communication as it relates to employee expectations leads to several common workplace issues:
- disengagement
- duplication of efforts
- lack of cohesion among team members
If left unaddressed, these issues may deepen, creating silos between departments and rifts in workplace relationships.
As such, clarity in the workplace is a necessity for success. Clear role expectations allow for increased accountability and better employee performance, which, in turn, benefit the organization’s bottom line.
To achieve role clarity for your employees, try utilizing these four techniques:
- Identify areas of overlap in current roles and responsibilities. Some overlap in functions and duties is common. But what’s even more common is a lack of understanding about who will ultimately be responsible for issues that fall under multiple employees. First, identify these types of issues by understanding the workflow processes of department teams and their members. Then, work to assign duties to specific team members to eliminate future overlap.
- Use repetition as a means of reinforcement and clarification. Reinforce your expectations by repeatedly sharing the responsibilities assigned to each of your employees. Not only should expectations be shared often, they should also be consistent. This safeguards against misunderstandings and misinterpreted messaging. Be direct, concise and vocal, but refrain from exhibiting signs of frustration or impatience at the amount of repetition required. While it may take some time to establish expectations, the long-term benefits should serve as reminders of its importance.
- Anticipate and set aside time for questions. Be intentional in follow-up conversations. Take time to consider any concerns that may arise and address those potential issues head-on. Share with your employees what you expect of them, and allow time for them to process those general expectations. Commit to periodic employee check-ins, and take time to remedy problems promptly.
- Set priorities and develop measures of success. Communicate the organization’s priorities early on. In doing so, you acknowledge the various demands that are often placed on employees in the traditional, fast-paced workplace and provide structure for those tasks that must be completed in a timely manner and are essential to the organization meeting its broader goals. You should also set indicators of success to ensure employee roles and responsibilities align with desired organizational outcomes.
Clear expectations among employees allow for individual growth and development. Roles that are clearly defined serve as motivation and encouragement to employees that desire to own their body of work and allow for a greater sense of purpose and job satisfaction. Most importantly, role clarity contributes to the long-term health of an organization and increases its productivity.
