Your business is likely losing hundreds of thousands of $ every year because your people are coming to work with an employee mindset. We solve that problem!

Developing A Responsibility Chart

Stop confusion by ensuring everyone is clear on who does what, who needs to help, who has approval/veto

Have you ever had the situation where you've been involved in a discussion that went along the lines of


"I thought you were doing that" or


"Nobody told me about that. If you'd asked me I would have said that wouldn't have worked because of these problems...." or

"I'm busy", while they are sitting around twiddling their thumbs


Conversations such as these indicate you may need to make use of a tool known as the Responsibility ('R') Chart.


The R-Chart enables you to engage your team members in discussions about responsibility for activities and decisions that the team must make. In other words you are deciding who does what, who needs to help and who has approval/veto power.


Creating your R-Chart can lead to very robust, and sometimes time-consuming, conversations. But, at the end of the process you have a richness of understanding and clarity in the team that can transform performance rapidly.


I have witnessed a team that, within a three month period, went from confusion and inefficiency to improving their productivity by a factor of three and team morale soared.


The Responsibility Chart can be used:

  • With a team that is just forming
  • With a team that has been in place for a while, but is having issues over who is responsible for what
  • To facilitate growth in the team, by clarifying who is currently responsible for what, and who could/should be responsible for it in the future
  • To more evenly distribute workload
  • To build greater understanding of each member's role in the team
  • To assign responsibilities across an entire organization

Process for Creating Your R-Chart

  • Decide who to involve
  • Draw up the R-Chart
  • Document the current process, indicating who currently had the "R", "I", "S" and/or "V"
  • Decide if the current process needs to be modified for you to become more efficient

Let's take a look at each step in more detail ...

Decide Who to Involve

You need to decide if you are going to create the R-Chart:

  • Together with the entire team
  • By using a sub-set of the team
  • By the team leader completing alone or
  • Completed by each team member individually and collated by the team leader

As you can guess there are advantages and disadvantages to each approach. A lot will depend upon the outcome you want to achieve as to which method you choose.


For example, if you had listed the following, as your desired outcomes for putting together a Responsibility Chart:

  • High degree of understanding, by all team members, of all activities and decisions made within the team
  • Complete commitment to implementing and applying the resultant output
  • Engagement of the team
  • Growth of the team

then your only option, to be truly successful, would be to complete the R-Chart process as an entire team. Using a scale of 'high', 'medium' and 'low' the table below provides an indication of what you can expect:

As the R-Chart is developed, particularly when the team is engaged in creating it, there are often many powerful and enlightening discussions. You can literally see light bulbs go off around the room as people gain a fuller understanding of what has to happen, in order for the end product or service to be produced.


You witness people start to question why a specific task or decision, needs to occur as it does, and whether that is the most efficient way for the team to operate.

Once you've decided how you are going to create your Responsibility Chart the next step is to:

Draw Up the R-Chart

It's best to set the matrix up in Excel, for ease of editing later. Across the top row list each role in the team. Down the left-hand column list the activities/decisions that are performed by the team. It is best to start with large chunks and then break down into smaller activities. For example:

Go to the resources section to download a sample organizational template. Many of the elements within this template should short-circuit your development process and stimulate your thinking.

Document the Current Process

Now comes the interesting part. Here you begin to indicate who currently has the "R", "I", "S" and/or "V".

  • R = Responsibility for making sure the activity is completed or decision made
  • I = Informed/input during activity completion, this role needs to be either informed or provide input
  • S = Support if provided by completing some part of the activity (but responsibility for making sure the entire activity completion remains with the person who has the "R")
  • V = Approval/Veto is required before activity completion (for example approval might need to come from Head Office before additional staff can be hired)

It becomes quite apparent through this process where there are inefficiencies or confusion.


For example, it might be, that team members believe when one person resigns from their team, and they are going to recruit a replacement, that the HR function might only need to be informed. Whereas, the HR function might believe, they should approve each and every recruitment activity, regardless of whether it is a replacement or newly created role.


Or, maybe the team believes the Quality Control Manager is responsible for approving all goods put on hold, whereas the QC Manager believes s/he should only be informed, after the goods have been put on hold.


As indicated earlier, the R-Chart process can prompt some fascinating discussions that could lead to conflict initially. Thankfully, if you keep working through the process, it eventually leads to clarity and allows for the development of the appropriate processes and systems for the team to function effectively and efficiently.


Certainly it is a process that takes time, but it is time that well spent.

Decide on Changes

Keep these guidelines in mind as you decide any changes to be made:

  • If you are wanting a high-performance team, place the "R" at the lowest possible level in the team. For example, when I was a leader at Colgate-Palmolive in the early days, I had the "R" for completing the task of recruiting new front-line and leadership team members. As the plant became more mature, and more high-performing, the "R" for the recruiting of new front-line team members was delegated to the front-line team members. I continued to retain the "R" for the design of the selection system and recruiting of the leadership team members. But, we also involved the front-line team members in the selection of leadership team members (giving them the S/I).
  • If you are re-assigning responsibilities to lower levels in the organization, ensure that your training, information and decision-making systems are able to support these delegations.
  • There must be only one "R" for each activity. Certainly you may have several "S" or "I"s appear on the same row, but only ever one "R". This ensures that one role has complete responsibility for the end-result. That way there can be no finger pointing and/or "I thought s/he was doing it" ... the buck stops there!
  • When you give someone the "R", ensure that they are given the authority needed, to successfully complete the activity/make the decision.
  • If there is a role/task that has only "I' designations, with no "R" or "S" delegations, you may want to question if the role is really required. If an activity doesn't have an "R" assigned to it, then how will the work get done?
  • Be wary of assigning too many "Informed" designations to a specific activity, as this may cause a delay in task achievement and lower productivity. It may indicate that you have a communication problem that needs to be addressed.

Downloads

Related Articles

feature-org-redesign-process

Have Your Say