Role

September 15, 2025
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What is a Role?

In project management, a role refers to a defined set of responsibilities, behaviours, and expectations assigned to a person or group within a project team. It outlines what a team member is accountable for, rather than focusing solely on their job title or position. These assignments help ensure that everyone involved in a project understands their contributions and decision-making authority. Clearly defined responsibilities reduce confusion, enhance communication, and foster accountability throughout the project lifecycle.

A role may be formal, such as Project Manager or Quality Analyst, or informal, such as team facilitator or stakeholder liaison. Each role can be filled by one person or shared among several individuals, depending on the project’s size and complexity.

Key Points

  • It focuses on a set of tasks or responsibilities rather than a job title.
  • It helps clarify expectations, reduce overlap, and prevent gaps in accountability.
  • It can shift over time as project phases evolve or team composition changes.
  • An individual can perform multiple roles, or several people can split a single role.
  • Defining it is essential for successful project planning, execution, and evaluation.

Related Terms

  • The project team consists of individuals assigned various roles to complete project objectives.
  • A responsibility assignment matrix (RAM) is a tool used to map roles and responsibilities across tasks.
  • A project sponsor typically holds a leadership role, providing oversight and strategic input.
  • A stakeholder may hold a role that influences or is affected by project outcomes.
  • The project manager has a key role in coordinating activities and guiding the team.

Role: Example

In a software development project, one team member may take on the role of business analyst. This position includes gathering requirements from clients, documenting technical specifications, and translating business needs into development tasks. Another team member might have the responsibility of scrum master, ensuring the team follows agile practices and removes obstacles that block progress.

Role: Best Practices

  • Clearly define each responsibility at the beginning of the project to avoid misunderstandings.
  • Document and communicate responsibilities in the project charter or team agreements to ensure clarity and consistency throughout the project.
  • Match individual strengths and experience to appropriate responsibilities and/or positions.
  • Review and adjust roles as the project evolves to maintain efficiency.
  • Use role clarification to support performance reviews and conflict resolution.

Additional Resources

Role - A Guide to the Project Management Body of Knowledge (PMBOK Guide)     Role - Scrum: The Art of Doing Twice the Work in Half the Time

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