When I first introduce the concept of role mapping to my clients, their reactions are often a mix of curiosity and intrigue. It’s an approach that feels refreshingly different from traditional organisational structures—yet it’s grounded in a simple truth: clarity and collaboration drive results.
At its core, role mapping is about aligning your organisation’s work with its purpose, breaking free from rigid hierarchies, and creating a structure that evolves as your business grows. In this blog, I’ll walk you through the role mapping process step by step, sharing insights into how it works and the transformational benefits it can bring.
What is Role Mapping?
Role mapping is a process that helps organisations define the work that needs to be done, independent of the people who perform it. It’s a powerful tool for addressing inefficiencies, breaking down silos, and fostering greater accountability and collaboration.
While role mapping is a key element of practices like Holacracy, I’ve found that its applications go far beyond these frameworks. It’s adaptable to businesses of all sizes and industries, making it an invaluable tool for creating modern, purpose-driven organisations.
Let’s dive into how the process works.
Step 1: Clarifying Business Purpose & Mission
Every successful role mapping journey begins with a clear understanding of your business’s purpose and mission.
~ Why does your organisation exist?
~ What impact do you want to make?
These questions are the foundation for meaningful discussions about how work should be structured.
When I work with clients, we often spend time revisiting and refining their purpose. This step is essential because it provides a lens through which we evaluate every decision during the role mapping process. As Simon Sinek famously said in Start with Why: “People don’t buy what you do; they buy why you do it.” Your purpose isn’t just a statement—it’s the guiding force behind your organisation.
Step 2: Mapping Work Before People
One of the unique aspects of role mapping is that it focuses on tasks and accountabilities before considering who will perform them. This approach eliminates individual biases and opens up opportunities to think creatively about how work flows within your organisation.
This step also highlights inefficiencies, such as duplicated tasks or bottlenecks, which might otherwise go unnoticed. A study by McKinsey found that organisations with clear accountability structures are 20% more effective in achieving their goals. Role mapping creates this clarity by prioritising the work itself.
Step 3: Creating Circles Of Roles
Once we’ve mapped the work, the next step is to group tasks and accountabilities into circles of roles. Each circle represents a group of roles that share a common mission or purpose.
This stage often sparks deep and valuable conversations about the way work is currently structured. For instance, we might uncover silos—teams or departments working in isolation—or realise that too much focus is placed on operational tasks at the expense of strategic priorities.
By organising work into circles, we create a framework that reflects the natural flow of your business. These insights not only lead to better collaboration but also ensure that your core projects and objectives receive the attention they deserve.
Step 4: Integrating The Role Map Into Reality
Creating a role map is only part of the journey. The next challenge is integrating it into your organisation’s current reality. This is where the process becomes a true collaboration between me and your team.
During this stage, we bring your broader team into the conversation. Their input is invaluable for refining the role map and ensuring it resonates with the day-to-day experience of your business.
What I love most about this step is the solutions that naturally emerge from within your team. In past projects, I’ve seen teams abolish outdated meeting schedules, develop streamlined workflows, and resolve long-standing tensions—all through open, facilitated discussions. You can learn more about my collaborative approach here.
As we integrate the role map, we’re not aiming for perfection. Instead, we create a framework that’s good enough to guide your organisation forward, knowing that it will evolve as your needs change.
Why Role Maps Are Never “Complete”
One of the key messages I emphasise to my clients is that a role map is a living document. It’s not a rigid structure to be followed to the letter—it’s a tool that evolves alongside your organisation.
This adaptability is what makes role mapping so powerful. It allows you to respond to change, whether it’s a new business strategy, market conditions, or team dynamics. As Harvard Business Review notes, agile organisations consistently outperform their competitors by adapting quickly and effectively to change.
Ready To Start Your Role Mapping Journey?
Understanding the role mapping process is the first step towards transforming your organisation. By clarifying your purpose, mapping work before people, and fostering collaboration through circles of roles, you can create a structure that supports both your current needs and future growth.
If you’d like to explore how role mapping could benefit your business, I’d love to help. Contact me here to discuss your needs. Together, we can create a structure that empowers your team and unlocks your organisation’s full potential.
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