Define the Roles, Responsibilities and Authority of Every Employee in Your Business
There are three key terms in this article's title.
Role: also called a job title, position or office. Examples include CEO, sales manager, production worker and dining-room attendant.
This term generally causes little ambiguity or difficulty in businesses, although occasionally you may encounter unusual or incorrect job titles.
Example: some plastic-parts manufacturers have a job called "parts deburring operator." This person's job is to use a cutter to remove the flash and protruding plastic from the mold edges that appears unattractively on the part after it leaves the mold.
Where is the problem?
The problem is that this job title was created for work resulting from a defect in the mold. Instead of repairing and correcting the mold, an artificial, inappropriate job has been added to the business. After a while, both the mold defect and the job are regarded as normal and accepted.
The next two terms, responsibility and authority, have more to discuss!
Responsibility or responsibilities: to understand responsibility, we first need to understand what a duty is.
A duty is a task assigned to an employee. Its plural, duties, means all the tasks that the employee must perform after accepting the job.
One duty may be assigned to several people.
Example: in a cafe, one duty of the order taker, waiter, server or whatever job title is used is to receive customers' orders and deliver them. Depending on the size of the cafe, this duty may be assigned to several people simultaneously.
Within that duty, however, a responsibility is added: taking ground-floor orders is assigned to one person, while taking balcony orders is assigned to another. It is, in effect, a way of defining boundaries and areas within the duty.
In other words, responsibility is the part of a job's duties that cannot be divided among several people. The familiar Persian saying that, when there are two cooks, the soup becomes either too salty or unsalted refers to this very issue.
Consequently, if responsibility is assigned incorrectly and the same responsibility is given to different people at the same time, no one ultimately takes responsibility for doing or failing to do it. The soup will very likely end up either too salty or unsalted.
Look around you and you will see many examples.
Authority: the permitted scope of decision-making. Does that sound complicated?
Suppose the cafe's order taker or waiter has been given duties aimed at attracting customers, such as offering discounts and gifts.
Their authority specifies the maximum discount they may grant or the maximum value of a gift they may give a customer.
Second example: purchasing authority in a business is divided as follows: - The purchasing manager may decide on amounts up to one million tomans.
- Amounts above one million and up to ten million require the CEO's approval.
- Amounts above ten million require the board of directors' approval.
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