People & Team
Roles and Responsibilities
MyPMP
QMS Template
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π§βπ€βπ§ People & Team
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About the Roles and Responsibilities template
A Roles and Responsibilities document maps who does what on a project, defining each role's remit, decision rights, and accountability boundaries. It prevents duplicated effort, exposes gaps in coverage, and gives team members and stakeholders a single reference for who owns which deliverables and decisions.
It's part of My QMS, MyPMP's Quality Management System: fill it in online, personalize it with your name and logo, then export a clean, branded PDF. Your work auto-saves in your browser.
When to use a Roles and Responsibilities
- βΈAt project kickoff, once the team is assembled but before work begins
- βΈWhen onboarding new members mid-project or after a reorganisation
- βΈWhen handoffs are failing or two people keep working the same task
- βΈAlongside a RACI matrix to add narrative detail behind each accountability
What a good Roles and Responsibilities includes
- βRole or job title, and the named person filling it
- βCore responsibilities and specific deliverables owned
- βDecision-making authority and approval limits
- βReporting line and who the role escalates to
- βKey stakeholders or teams the role interfaces with
- βRequired skills, certifications, or access permissions
What's inside this template
The interactive form above gives you:
Purpose / summaryScope / detailsApproach / bodyDeliverables / outcomesNotes & sign-off
Tips & common mistakes
- π‘Define responsibilities by outcome, not activity, so accountability stays clear when tasks shift
- π‘Avoid listing the same responsibility under two roles; if it must be shared, name the single accountable owner
- π‘Review and reissue whenever scope, staffing, or governance changes, not just at kickoff
How it works
- 1. Fill it in β type directly into the fields, tables and sections above.
- 2. Brand it β add your organization name and logo with the Branding button.
- 3. Export β print to PDF, or become a member to white-label and sync across devices.
FAQ
What is the difference between roles and responsibilities and a RACI matrix?οΌ
A roles and responsibilities document describes each role in narrative detail, including authority and reporting lines, while a RACI matrix is a grid mapping specific tasks to Responsible, Accountable, Consulted, and Informed parties. They complement each other: RACI shows task-level assignments, the roles document gives the wider context.
Who should sign off the roles and responsibilities on a project?οΌ
The project sponsor or steering group typically approves it to confirm the authority and reporting lines are legitimate. The project manager usually drafts it and each named individual should acknowledge their own role.
How detailed should each role description be?οΌ
Enough to make ownership unambiguous, usually four to eight responsibilities plus decision rights and interfaces. Overly granular task lists date quickly and belong in the work breakdown or task tracker instead.
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