Define the Role Before the Person

Describe the work, what "done well" means, and what they can decide.

Workbook
9 pages
About 2 hours to fill in
Google Docs · Word · PDF

Making this yourself would take about 9 hours: working out the steps, writing the examples and setting it up in Google, Microsoft and PDF. It's done for you.

This document

Define the Role Before the Person, all three formats

Organization pack

This one plus 2 more Organization documents

$15

The voice in this video is George's, made with AI.

What it's for

You've decided some work needs someone other than you. Use it to describe the role clearly before you pick a person. You won't post a job ad here. This is education, not legal or tax advice.

What you'll need: About 2 hours, the task notes or checklists you already have, and a pen. A free AI tool if you like. Nothing to buy.

Pairs well with

Do You Need Help Yet? (decide whether you need help first)
Write Your First Process (the instructions you'll test)
Who Owns What (give each result one owner and one backup)

What you'll leave with

One job that keeps coming back and needs someone in charge of it, in one sentence.
What "done well" looks like, and a role built from that outcome, with the title last.
Clear lines on what they can decide without you.
Instructions tested on real work, and the questions to check before you engage anyone.
A simple plan for the first two weeks and a one-page Role Card.

Look inside

Sample page from Define the Role Before the Person. Page 2: Say What "Done Well" Looks Like. — Page 2: Say What "Done Well" Looks Like.

Sample page from Define the Role Before the Person. Page 3: Build the Role From the Outcome. — Page 3: Build the Role From the Outcome.

How to use it

Work through the steps in order. Each one has a worked example and space to write your own answer.

Name the Outcome That Needs an OwnerA result that happens again and again.
Say What "Done Well" Looks LikeSo you can tell good work from not-yet.
Build the Role From the OutcomeDescribe the work and its edges first, the title last.
Decide What They Can Decide Without YouIncluding the decisions owners often forget.
Test Your Instructions on Real WorkFind the holes you can't see yourself.
Check the Working Arrangement Before You Engage AnyoneWith questions to bring to a qualified professional.
Plan the First Two WeeksAnd how to give feedback that helps.
Tools That Help HereSee the free tools that help.
Do It With AIUse the prompts to find gaps in your role.
Your Role CardFill in the page to keep, share and update.

Tips

Start with the outcome, not with a person you have in mind.
Unclear limits cause more trouble than unclear tasks. Spend time on section 4.
Rules on working arrangements differ by place. Bring section 6's questions to a professional.

Three formats, one purchase

Google DocsMake a copy in your Google Drive and type straight into it.
Microsoft WordDownload and fill it in on your computer.
PDFPrint it and fill it in with a pen.

Organization pack

Also in the Organization pack

3 documents in all

Workbook8 pages
Do You Need Help Yet?
Check whether your workload really needs another person.
About 8 hours to make yourself
$7See what's inside
Spreadsheet4 pages
Who Owns What
A simple chart of who is responsible for what.
About 6 hours to make yourself
$7See what's inside

Ready to start?

Pay once, keep it, and download it as often as you like.