Gardener

Elder

Maker

Creation Tool

Role Mapping

Create clarity and align expectations for seamless teamwork across boundaries

Table of Contents

1. Introduction

Collaboration thrives when people understand what they are supposed to do and how that fits into the bigger picture. When working across (internal or external) organizational boundaries, and in newly formed or fluid structures, lack of clarity around roles is the main reason for teams not delivering on their ambition. This is where role mapping comes in.

The Role Mapping tool, inspired by the Helsinki Design Lab, helps Conveners facilitate conversations to clarify roles, align expectations, and build the foundation for joint action. By clarifying roles before projects kick off, this tool reduces miscommunication and ensures all participants understand their responsibilities and contributions. It is especially effective for projects that require shared ambition and collective action.

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2. When to use this tool

Use the Role Mapping tool when:

Kicking off a new collaborative initiative: Ensure clear role definitions and expectations are in place from the start.
Facilitating multi-stakeholder engagement: Align diverse perspectives and contributions across organizations.
Addressing role-related tensions: Resolve conflicts arising from unclear responsibilities.

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3. How to use this tool

This tool is guided by the following key principles:

Be clear on purpose: Before entering into a role conversation, make sure that the purpose of the collaboration is clearly defined and agreed with key stakeholders.
Follow no leader: Foster egalitarian collaboration where roles facilitate open-ended dialogue and shared conclusions.
Aim at invention: Encourage creativity and exploration through roles that support divergent thinking.
Keep it small: Minimize overlapping roles to streamline collaboration.
Diversity as strength: Ensure roles reflect a variety of perspectives and skills.
Trust and transparency: Build trust through clear, transparent role definitions.

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Step 1: Define roles

Guiding question: What core responsibilities must each role fulfill to achieve the shared ambition?

Activity: Reiterate the purpose of the collaboration with everyone involved. Then clarify for (or with) each individual what their role is in the team, using a typology such as the one given below. Let individuals draft a simple charter for their own role, detailing its purpose, scope, and key deliverables. Ensure the descriptions focus on both individual and collective contributions.

Role Typology:

‍Collaborators: These people form the heart of the project as they work together on an equal basis in its overall conception and execution. Each ultimately feels full responsibility for all aspects of the project that they develop together.‍
Contributors: These people fully grasp the purpose and aspirations and contribute particular expertise to the project. Ideally they provide contributions that surprise you, exceeding what you initially specified. Responsibility for provoking, guiding, and perhaps eventually rejecting work lies with the collaborators. ‍
Contractors: These people identify and solve domain-specific problems, never straying from the exact bounds you set. Contractors are typically only as good as the specifications they get. In contrast to Contributors, Contractors cannot surprise you (except unpleasantly). Their responsibility is to be competent, not creative. ‍
Curators: The curator is the person who may have initiated or sponsored the project, but who then turns over its execution to the Collaborators (whom they may have helped to assemble, fund or provoke). Curators have no role within the creative collaboration itself but can greatly influence its relation to (and reception in) the outside world.‍
Constituents: The audience or end-users of the product of the collaboration, whose perceived needs, expectations, and desires may well shape the project’s means and goals. Constituents are not always physically present during the collaboration—yet their presence, real or imagined, presses upon the creative direction of the work produced.

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Step 2: Establish boundaries

Guiding question: Where might overlaps between roles create inefficiencies or conflicts?

Activity: Identify what each role is not responsible for to avoid overlap and confusion. Clearly articulate boundaries to ensure accountability without overreach. Refer to role typologies for guidance.

Example: Clarify that Contributors provide advice but do not make final decisions.

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Step 3: Create alignment

Guiding question: How can you align role expectations to foster collaboration and trust?

Activity: Host a structured conversation to collectively review and refine role definitions. Let people discuss their roles with others in the group. Ensure that people understand their own roles, the roles of others, and how each role contributes to the purpose of the collaboration. Surface potential overlaps and gaps, and ensure role typologies are understood by all participants.

Example: Convene a workshop where participants co-create role charters and resolve ambiguities in responsibilities.

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Step 4: Build feedback mechanisms

Guiding question: How will feedback loops help maintain clarity and flexibility in roles?

Activity: Develop systems for regular feedback on roles and contributions. Include mechanisms to address evolving needs and ensure continuous alignment.

Example: Establish bi-weekly check-ins where Collaborators and Contributors review their roles and adjust as needed.

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Step 5: Share agreements

Guiding question: How can role agreements be communicated effectively to all stakeholders?

Activity: Summarize the agreed roles and responsibilities in a clear, accessible format.

Example: Create a shared Role Map document that highlights each role’s purpose, scope, and boundaries. Share this document with all participants to ensure ongoing alignment.

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4. What outcomes to aim for

Clarity and aligned expectations: All participants understand their roles and how they contribute to shared goals.
Greater trust: Clear role definitions foster a sense of accountability and mutual respect.
Less miscommunication: Explicit boundaries minimize confusion and ensure efficient collaboration.
Flexible structures: Role clarity enables adaptability as the project evolves.

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5. How to take this further

Build trust through aligned expectations:

Conduct regular role alignment sessions to reinforce trust and collaboration.
Use tools like empathy mapping to understand participants’ motivations and concerns.

Revisit roles dynamically:

Schedule periodic reviews of roles and responsibilities as the project progresses.
Encourage open dialogue about role shifts to adapt to emerging needs.
Example: If a Contributor demonstrates strategic insight, consider transitioning them to a Collaborator role.

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