Are your roles ready for a change?

When roles and responsibilities aren’t clear, it creates a cascade of problems.  Things get missed, work is duplicated and decisions stall.  These aren’t just small issues; they can lead to stress, frustration and a disempowered team.

As your business grows and changes, so should your team’s structure.  Roles that worked in the past might not be right for today.  We've seen first-hand how a little clarity can make a huge difference in any organisation, whether it’s a small team or an entire department.

The power of clarity 

Simply put, when everyone knows who does what, things get done faster. Removing the confusion around roles and accountability reduces friction, speeds up decision-making, and helps you use the right skills for the right tasks.

A well-defined structure also prevents two common problems:

Duplication of Effort: Where two people or teams are doing the same thing to achieve the same outcome.

Responsibility Gaps: Where everyone assumes someone else is handling a task, but no one is.

An optimised organisation will benefit from reducing both.

The impact of change 

Change comes in many forms, from introducing new technology to simply growing your customer base.  Each change impacts how your team works, and what was appropriate yesterday might not be optimal today.  A role review should be a key part of any major change to remove confusion and ensure workloads are spread evenly.

For example, when you introduce new software, who is responsible for configuring it? Who makes the final decisions? If you don't define this, you're leaving key questions unanswered.

Similarly, as a small business grows, everyone starts with lots of different responsibilities.  But as you expand and your team grows, you need to share the workload and decision-making more evenly to avoid burning out your key people.

Remember, this isn’t about increasing costs or headcount.  We like to think about roles, not souls.  You might already have people on your team with the skills and capacity to take on new responsibilities.  It’s also a great way to give your team members opportunities to develop and grow.

How to get started 

Reviewing your roles and responsibilities takes time, but it doesn't have to be overwhelming. You can start small, focusing on one problem area at a time.

There are two main reasons to start a review:

As part of a planned change: For example, when you’re implementing a new tool or launching a new product.

Because of growth: Be it from organic growth of your customer base to securing investment to scale the business. Growth usually highlights where things are no longer working or fit for purpose.

No matter the reason, here’s our best advice for getting started:

1. Work as a team.  Everyone is impacted by the structure, so get their input. You’ll get a wider range of views and find out what really works (and what doesn't).

2. Define your "now" and your "next". Before you can change anything, you need to understand what works and what doesn't work right now. Once you have a clear picture, you can figure out where you want to be.

3. Find the right people. Identify who should be involved and who can step back. For example, is the CEO still doing something they've always done, even though it could be owned by someone else?

Once you have a new structure in place, communicate it clearly.   It might take time to get everyone on board, but the benefits—less friction, more efficiency and a team that’s ready to grow — will be worth it.

Key takeaways: let's talk 

Roles and responsibilities are the backbone of any healthy, growing organisation. When you invest in them, you’re not just reducing stress and confusion; you're building a more efficient and effective team.

If you’re ready to review your roles but aren't sure where to start, we can help. Contact us for a chat and let's explore how Next Phase Consultancy can help you create a structure that's ready for what’s next.