Votre équipe est aux prises avec des responsabilités qui se chevauchent. Comment établissez-vous une appropriation claire des tâches ?

Below steps may help to establish clear ownership of tasks in a team with overlapping responsibilities: 1. Define Roles: Clearly outline each team member's role and responsibilities. 2. Assign Specific Tasks: Allocate tasks to individuals based on their expertise and capacity. 3. Create a RACI Matrix: Use a Responsible, Accountable, Consulted, and Informed (RACI) matrix to clarify who is responsible for what. 4. Communicate Clearly: Ensure everyone understands their tasks and responsibilities through regular updates. 5. Monitor and Adjust: Track progress and adjust assignments as needed to address any overlaps or gaps.

I remember a time when my team was really struggling with overlapping responsibilities, and it was causing confusion and slowing everything down. So, I decided to gather everyone for an open discussion. We laid everything out on the table/whiteboard—what tasks people were doing, where the overlap was, and where the confusion came from. I made sure to listen to everyone’s input and then worked with the team to map out who was best suited for each task based on their strengths and current workload. Once we had clear ownership established, I put it in writing so everyone knew who was responsible for what. After that, it was like a weight lifted off everyone’s shoulders, and we could move forward with way more clarity and focus.

As an accountable & responsible Program Manager in the Organization, To avoid overlapping responsibilities, begin by clearly defining each team member's role with detailed job descriptions. Outline their scope of work, decision-making authority, & role accountability. When everyone in Program Team, knows their specific duties, it reduces the risk of conflicts. Encourage regular reviews of roles & invite feedback on any overlaps or gaps to keep everything running smoothly. Adopt open communication channels where Program team members can easily discuss & resolve any potential overlaps in responsibilities. Implement regular check-ins to ensure Program team roles are still aligned with current project needs & make adjustments as necessary.

Address overlapping responsibilities by defining clear roles and tasks. Start with a team meeting to discuss current overlaps and concerns. Use a project management tool to visually assign tasks and deadlines, ensuring transparency. Create a RACI matrix (Responsible, Accountable, Consulted, Informed) to clarify roles in decision-making and task execution. Regularly review task assignments and adjust as needed. Encourage open communication to quickly resolve any confusion or overlaps, fostering a collaborative, efficient team environment.

The RACI Matrix is used to streamline task ownership by mapping each role clearly to the program’s activities. I break down tasks into actionable steps and designate who is responsible for execution, ensuring accountability is with a single decision-maker to avoid confusion. Key stakeholders are consulted for their expertise where needed, while others are informed to keep communication flowing without involving them in daily details. By aligning the matrix with the project timeline and deliverables, I ensure that overlapping responsibilities are eliminated, and team members are clear on their roles. Regularly reviewing and updating the matrix as the program evolves ensures it remains effective and relevant.

You can implement weekly or daily status meetings, depending on the demands. Also, a monthly meeting could be held to discuss the team's results and lessons learned. Daily, you can use Slack, Microsoft Teams or other collaboration tool to exchange information with the team.

A task management tool that can be used by the entire team, where you can assign task owners and deadlines. Utilize automation to send reminders and always check in meetings whether critical tasks will require additional resources (time, personnel, etc.)."

Regularly assess, adjust task assignments based on Program team feedback & changing project needs. Promote open positive culture where team members feel empowered to discuss & address task overlaps proactively. Set up a system for quick resolution of any task-related issues & ensure that any changes in responsibilities are communicated promptly. Consider integrating role-specific training, development opportunities that help team members understand & excel in their assigned tasks. Create a dedicated support system for task-related queries, provide a centralized platform for ongoing updates & clarifications. By maintaining flexibility, supporting open dialogue, you can better manage overlapping responsibilities & ensure clear task ownership.

One of my mentors once said, "I don't care what your process is, I care about your process for improving process." Not only will regular retrospectives help identify role overlaps early on but it also gives the team a chance to discuss the overlaps and actively work on a solution together. In some cases, overlaps are required to build in redundancy or succession planning. In other cases, they are frustrating and wasteful due to toe-stepping or responsibility confusion. Use retrospectives to identify which situation you are encountering and to develop a plan to address it with the team. Then use these regular continuous improvement meetings to check in on the progress that is being made to solve the issue.