In this guide you will find:
- Overview
- Adding a role
- Define the role purpose
- Add experiences required for the role
- Define the technical skills required for the role
- Define the behavioural skills required for the role
- Defining the responsibilities of the role
- Agree the role with your manager
- What’s next?
Overview – Define the Role for Role Clarity
- Success in any job is about being clear on what’s expected.
- Role clarity increases accountability, ownership, performance and overall satisfaction in the role
- Agree upfront the contribution an individual’s role will make, why it exists and the skills needed to be successful. This ensures there’s no ambiguity about the expectations of the role
- To encourage personal ownership, individuals can draft the Role and then agree it with their manager
- Roles can be added by using the role library, or by drafting from scratch
- Individuals can later check their skills and build a growth plan against against the skills needed for the role
- With job roles and responsibilities ever changing, it’s important to keep Roles up to date as they evolve
Adding a Role
- Add a Role from the Roles and Responsibilities screen of either Plan+Do or Talent
- You’ll see a summary of all past, current or future roles, including whether they have been agreed by your manager. From here you can Add another Role
- Select from a pre-defined role in the Role Library or create a role from scratch
Add a Role from the role library
- Select the relevant role from the role library.
- Filter the role library by Role Title, Department or Discipline to find the relevant role.
- You’ll see all of the pre-defined components of the role including Purpose and Description of the role, Experience required, Technical and Behavioural Skills required for the role and Responsibilities of the role.
- Use Role Selected. Your role will be populated with the pre-defined information.
- Select whether the role is a past, current or future role
- If you have more than one current role, elect your Primary Role. You’ll also be asked whether you’d like to mark any existing current roles as past roles to ensure you keep your role history up to date
- You’ll be able to edit all the sections of the role before you Send for agreement to your manager
Add a Role from scratch
- Give the role a role Title
- Select whether it is a past, current or future role
- Assign a Role Level which describes the level of responsibility, impact and decision-making of the role. Skills needed for a role will vary in complexity at different role levels.
- Entry level, Intermediate, Experienced, First level leader, Leader of leaders, Executive Leader
- If you have more than one current role, elect your Primary Role
- You can select the Role Level directly or use the Help tool to get help to define the role level
- Add the Discipline the role relates to (eg Human Resources, Finance, Marketing etc) . These will be pre-defined by your organisation. Disciplines are a way of organising jobs that are within the same career stream.
- Add the Department – this will be pre-defined by your organisation and relates to the location of the role within the structure of the organisation
Get Help to Define the Role Level
- You’ll be asked a series of questions about the role in relation to: Level of expertise and experience required by the role
- Level of autonomy
- Level of decision making
- Scope of responsibility
- The complexity of problems encountered
- The degree of planning and contingency management required
- The level of communication, influence and negotiation
- You’ll then get a recommendation on the level that this role is operating at which will be applied to your role
Define the purpose of the Role
- The Purpose of the role is the overarching reason why the role exists and the impact it will have on the team or organisation. Knowing why the role exists will help define what it will do in terms of responsibilities and objectives.
- When defining the Purpose of the Role consider;
- What’s the key thing this role will contribute that will help the team or organisation achieve its goals?
- What impact will this role have and on whom?
- What value does it add?
Add Experiences required for the role
- Add any Experience required to be successful in the role. This includes:
- Expertise and Experience
- Qualifications
- Professional Memberships
- Certifications and Licenses
Define the Technical Skills Required for the Role
- Technical skills are discipline specific knowledge or training required for the role.
- Choose the most important technical skills important for success in the role and the level of competence needed for that skill.
- Skills are grouped under Disciplines of other like skills.
- Select the relevant skill
- Determine the level of competence required for each skill. Later you’ll be able to assess your own level of competence against this skill in your Skills Check
- You’ll be provided with suggestions for other skills that are commonly added alongside this skill, to consider adding into your role
- Add any that are relevant
Define the Behavioural Skills Required for the Role
- The Skills for success – ensure clarity about the behavioural capabilities required to be successful in the role. Skills can either be behavioural or technical. Behavioural skills, often known as soft skills, are transferable from role to role
- Choose a maximum of 6 behavioural skills. The skills vary in complexity based on the role level you chose earlier. Eg Communication at Entry level looks different than Communication for a Senior Leader.
Defining The Responsibilities of the role
- Responsibilities are the key responsibility areas of the role (not a laundry list of everything the role might do). A high level description of the most important things for the role to satisfy its purpose.
- Add responsibilities against the responsibility groups. These will be defined by your organisation. These are the pillars around which the core activities of roles are based and helps to ensure roles are defined in the right priority areas. If you need assistance to define responsibilities, use the Help tool.
Get Help Defining Responsibilities
- If you use the Help tool to define the responsibilities, you’ll be asked a series of questions about the role in relation to its responsibilities in: •
- Leading or developing people
- Financial management
- Delivering products or services
- Continuous improvement, quality and innovation.
- At the end you’ll be asked to identify the high impact activities, and then add them to your Role
Measuring Responsibilities
- How you will measure success for this role? Key responsibilities for some roles can form part of your performance assessment by electing to measure them through objectives
- Here you can choose whether you plan to measure any of these responsibilities in your regular pulse check by ticking the “Measured” box against any of the responsibilities.
- You’ll be given the option of adding the measures for any of the responsibilities you’ve elected to measure.
- You can choose which of the responsibilities you’d like to add measures to now. Add the measurement details of each responsibility you’ve selected and then send each objective for agreement. See the Setting Smart Objectives guide for more guidance on how to set an objective
- Responsibilities that are selected to be measured but not defined now can be defined later. They will appear as draft objectives in your Objectives page where you can complete the detail and send to your manager for agreement along with your other objectives
Agree the role with your Manager
- For Current roles, agree the role – send to your manager for agreement.
- Managers may agree or suggest changes. Either way, it’s a great way to proactively start the conversation about what individual’s are here to do.
What’s Next?
- Keep it relevant – update the role or create a new one as the role changes to ensure continued role clarity.
- Individuals can check current skill level against skills needed for the role in their Talent Profile to see strengths and growth areas and create a plan for growth.
- Managers have insight into the skills of their teams and where to provide more targeted development opportunities.
- If you’ve marked some responsibilities to be measured, complete the detail of the responsibility objective in your draft objectives and get it agreed with your manager. They will appear in your pulse check for ongoing review.