Abbott and Costello’s famous comedy skit titled “Who’s on First” has entertained audiences for decades with its hilarious confusion surrounding the responsibilities of baseball players. But let’s bring this concept into the modern workplace. Picture yourself in a busy office where everyone is bustling around, trying to get work done. It feels like there’s so much to do that everyone must share the load. However, this approach can become counterproductive if we don’t clarify who is truly responsible for what. In this article, we’ll delve into the importance of understanding roles and responsibilities within a company and discuss the negative consequences of overlapping tasks.

The Pitfall of Overlapping Responsibilities

When you find yourself overwhelmed and constantly busy but struggle to make progress, it’s time to reassess your areas of ownership. Take a closer look at the hierarchy and responsibilities within your organization. Each level or category may have specific duties. However, when these responsibilities become blurred and overlap excessively, it’s detrimental to productivity. Consider the following scenario illustrated in Diagram A:

You are viewing: Who’s On First Diagram

In this example, the Supervisor, Coordinator, and Line Lead all have their own distinct responsibilities, but they also end up overlapping in their tasks. When these overlaps exceed a certain threshold, the amount of time and effort invested in a task no longer yields a positive return. Output becomes less than input, leading to diminished results. Collaborating on similar tasks makes sense, but when everyone focuses solely on overlapping responsibilities, either double work occurs, or tasks remain incomplete because individuals assume someone else will handle them.

The Path to Resolution

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To break free from this unproductive loop and ensure tasks are executed correctly, it’s vital to define everyone’s responsibilities. This means clearly outlining what each position needs to accomplish to fulfill their specific role. Each role should have a well-defined area of responsibility, whether it’s based on territory or level of involvement. Let’s revisit our earlier examples and examine each role:

• The Supervisor: This position likely has limited hands-on involvement and mainly monitors at a high level. Responsibilities may include achieving process targets, managing costs, projecting schedules, approving time, and handling sensitive HR matters.
• The Coordinator: Coordinators are responsible for process room movements, tracking key performance indicators (KPIs), opening and closing each process, and providing some people management when needed.
• The Line Lead: Line Leads focus on controlling process times, run rates, daily paperwork, and direct people management, which varies based on the business model.

Identifying these responsibilities and pinpointing where overlaps occur is crucial. If certain overlaps are unnecessary, they can be eliminated, potentially reducing the chaos and improving results. The objective is to streamline operations and limit the duplication of tasks. Take a look at the enhanced Diagram B below:

Remember that some overlap may be necessary for process understanding and temporary coverage. However, it should be kept to a minimum, only occurring as needed. When a task is not performed, it’s crucial to hold the responsible person accountable and take steps to prevent future errors. Excessive overlapping of responsibilities restricts our ability to find solutions and identify the root causes of mistakes.

A Strong Start towards Change

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If you can relate to the challenges posed by overlapping responsibilities, you’re not alone. Every situation is unique, and so are the solutions. This article provides a strong starting point to gain momentum and initiate positive change. It’s not the definitive solution, but rather a foundation for moving in the right direction.

Thanks for reading.

Rick V.

Comments:

• The article effectively highlights the issue of overlapping responsibilities within organizations, providing relatable examples from both the past and present.
• The use of diagrams aids in visualizing the problem and the proposed solution, making the content more engaging and easy to understand.
• It would be beneficial to delve deeper into specific strategies on how to address and mitigate overlapping responsibilities within an organization.
• Including real-life examples or case studies showcasing successful implementations of role clarification and reducing overlap would further enhance the article’s value.

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Category: WHO