Role clarity comes by first knowing your tasks.
But, if I asked you to show me a full list of all the things you are doing, you probably wouldn’t have one available.
Most people don’t. In fact, most people aren’t even aware that role clarity begins with knowing your tasks.
Documenting what you are currently doing in your job is the foundation for creating role clarity.
So, in this post I’ll introduce a few simple steps you can take to ensure you have a solid foundation for the role clarity you and your organization need.
The 5 simple questions
In my last post, How To Create Role Clarity With 5 Simple Questions, I introduced these five questions to help you create more role clarity for yourself, your team, or your organization.
- What Am I Doing?
- What Should I Stop Doing?
- What Should I Keep Doing?
- What Should I Start Doing?
- Who Should Review My Answers?
The first question helps remove the frustration that gnaws at you as you think about all that has to be done in a day, a week, or a month.
It seems easy at first, to answer the question, “What Am I Doing?” But, if you’re going to make real progress, it will take some effort. And, a willingness to be honest and vulnerable with yourself.
But, don’t worry, with these simple steps, you will soon have a full list of what you’re responsible for. And, by knowing your tasks, you’ll be much closer to achieving better role clarity.
Question 1. What Am I Doing?
If you were asked what you do each day, you would probably quickly state the many things that occupy your work time.
And, you would likely end by saying something like, “And, there’s a whole lot more than that.”
In other words, you have what seems like an endless list of things you are doing.
That’s a problem.
Lists with no end are overwhelming and exhausting
A task list with no end is overwhelming. It’s mentally exhausting to think about all the responsibilities you have.
To solve the problem of exhausting overwhelm, you have to do your best to find the end of the list.
And, that won’t happen if your list is only in your head. Or even in the air after you’ve said it out loud.
The first step in creating role clarity is to write down what you are currently doing.
Knowing your tasks and getting role clarity requires data
If you want to get better control of your finances, you would start with documenting where you are spending your money. Or, if you want to lose or gain weight, you would need to know what you are eating each day.
You need data to solve problems and make progress.
And, in this case you need data to create role clarity. You need to have an accurate list of the tasks you are currently doing or are trying to do, even if you aren’t actually getting them done.
Creating this list is not as hard as it might seem. But, it will take some discipline.
Because here’s what I’ve found with the people I’ve coached in this area. It’s easy to talk about all the things you have to do and how overwhelming your job is. But, it’s much harder to stop and write down all that is on your task list.
This is the first act of discipline that’s required to create role clarity.
Document what you are really doing
I want to make this very clear. You won’t have role clarity until you know the tasks you are currently doing (even if you’re not doing them well).
You have to document the things you are doing. In other words, you have to write them down.
The power of writing down the things you are doing.
Disciplining yourself to write down the things you are doing is a powerful first step to create role clarity.
This may seem blunt, but here’s what I’ve experienced personally and with my teammates.
If you or your teammates aren’t willing to put in the effort to document what you are currently doing, you will stay frustrated and overwhelmed by all you think you have to do.
Creating a written list of everything you are doing in a typical day, week, month, or year will instantly introduce reality to your perspective.
So, if you want improved role clarity you must accurately answer question 1, “What Am I Doing?”
And, your answers need to be captured in some form of written document.
Here’s a four-step process I and many others I’ve coached have found works well.
Follow these four steps to make sure you are clear on what you are doing regularly in your role.
The 4 step process to capture what you are doing in your role
1. Create a document to record your tasks
The document can be a spreadsheet or a notepad. Use whatever works best for you.
The method you use to record your tasks isn’t nearly as important as getting them down in writing, regardless of the format.
2. Schedule a specific time to populate the list
Put time on your calendar to document your current tasks. Don’t make the session too long. Start with 15 or 20 minutes.
Pick a time when you can concentrate without being distracted by your phone, email, coworkers, kids, etc. You can always go longer or schedule a second session if you need more time.
3. Record your tasks quickly
When your scheduled time comes and you sit down to record the list of the things you are currently doing, prepare yourself to type or write quickly.
Just do a brain dump of all the things you do in your role.
Try not to get stuck thinking about a particular task. This is hard for me and may be for you too. Focus on writing down the task that comes to mind and moving on to the next one.
4. Keep adding to your list
Don’t stop recording your current tasks at the end of your scheduled session. For the next few days, keep adding to the list as you do something you realize isn’t on your inventory of tasks.
Keep your list with you so it’s easy to document forgotten tasks.
Or, create a process to record additional tasks and add them to your formal list later. You may find sending yourself a text message or email helps you remember. Some people like to record voice messages to review later.
When you feel confident you’ve captured most of the items on what you originally thought was an endless to-do list, I want you to do two things. They’re both simple steps, but I will admit the second is harder than the first.
Two more steps to take
Here’s the easy one.
1. Celebrate your first big step toward role clarity
Celebrate! You’ve just taken a huge step forward on the journey to create role clarity for yourself. Congratulations!
The first step to gaining role clarity is to get your current tasks documented so you can make real progress.
You’ve done that so you should be encouraged and proud of yourself.
Now for the slightly harder next step.
2. Be a little more honest and vulnerable
Go back through your list and be a little more honest and vulnerable this time.
Maybe I should have made this step 5 of the process above. But, I wanted to draw special attention to this step because it’s important.
Ask yourself what’s missing from the list. Then write these things down too.
What are the things you are doing that you are scared to admit to others, or maybe even yourself?
It’s okay. Write them down. They are tasks that are actually taking your time. That’s the reality of the situation even when it’s not easy to acknowledge.
Like it or not, we have to deal with reality to make progress.
To create a more accurate task list, try asking yourself these questions.
Am I doing someone else’s work for them?
You may think to yourself, “But, I don’t want to write that down because I don’t want to get them in trouble.” Or, “I’m sure they’ll start doing the tasks soon.” Even though you’ve been covering for them for nine months now…
Go ahead right these tasks down too.
Am I doing things I know I shouldn’t be doing but am embarrassed or ashamed to admit?
Scrolling on social media for 10 – 15 minutes at a time several times a day might fit in this category.
Am I spending a significant amount of time giving advice to my peers?
You may know it’s helping them, but “counseling” isn’t in your job description so it didn’t make your list. But, it should if it’s a task that’s taking your time.
Be sure to get easy-to-miss tasks like this documented.
Am I regularly doing the little things that no one else will do?
Making coffee, replacing paper towels in the restroom, cleaning up the spilled coffee with the paper towels from the restroom.
If you’re spending time doing things like this on a regular basis, write them down.
So, now that you’ve been a bit more honest with yourself and added some tasks to the list of things you are doing, how does it look?
Does your list accurately represent how you are typically investing your time each day, week, or month?
If it does, you should pause here for another even bigger celebration of this accomplishment.
Celebrate again, and even bigger this time
In my experience, I’ve found most people will not invest the time to create a written list of all the things they are doing.
The majority will consistently complain about how much they are expected to do. And, they will continue to experience the overwhelm and frustration that comes from what feels like an endless list of tasks.
But, they won’t do something about it.
You have an opportunity to be better
A small percentage of people will do what you’ve done. They will create a document capturing what they are doing in their job.
With those who are in this group, I’ve had the privilege of observing the satisfaction they experience through this exercise.
Those who invest the time to create a list of all they are doing are often surprised.
Once they can hold in their hands a list of all they are doing to contribute to the success of their organization, they are no longer overwhelmed and frustrated. Instead, they are encouraged.
The list of their contributions is typically significantly longer than they realized.
Having their work captured in a written document is a tangible testimony of the immense value they add in their role.
You can be in an elite group
In my experience, an even smaller percentage of those people who do make a list will take the last step you just took.
Only this elite group will add the activities they don’t really want to admit are taking their time.
Sadly, they miss out on recognizing and celebrating all they do for their team.
But, you’re different.
You’ve made your written list, added to it over time, and even included the tasks you were hesitant at first to include.
You’ve obviously got a lot of things you’re doing on your list. And, I expect you have tasks that shouldn’t be there.
As a result, you’re need to ask the next question, “What should I stop doing?”
The next question: What should I stop doing?
By knowing your tasks, you’re on your way to role clarity.
The next step is to determine which of the things you are doing can be removed from your list. We’ll cover that question in the next post.
Until then, keep recognizing and adding to your list of tasks. Making it as complete as possible is a good investment of your time.
Because as you discover the end of the endless list of all the tasks you are doing, you will see your exhaustion and frustration get replaced with pride and satisfaction in knowing just how valuable you are to your organization.
Let’s lead with kindness and confidence.
Greg
I would love to hear how these tips helped create role clarity for you. Please take a moment to share your thoughts and experiences in the comments section.
