How to Define Roles in a Horizontal Organization

In a horizontal organization, defining roles is essential to avoid confusion and improve collaboration. Here are the key takeaways:

• Role clarity: Each role should have a clear name, a specific purpose, a defined scope, and well-established responsibilities.

• Setting boundaries: Define authority levels, communication protocols, and work schedules to balance autonomy and accountability.

• Flexibility and review: Adjust roles regularly based on team needs and project requirements.

• Useful tools: Use methods like the RACI matrix to clarify responsibilities and tools like Rolebase to visualize roles.

• Shared decision-making: Adopt collaborative processes to involve teams while designating a single decision-maker when needed.

Benefits

• Fewer unnecessary meetings, faster decisions.

• Better collaboration, fewer internal conflicts.

• More autonomous and efficient teams.

Real-world example

Spotify adjusted the roles of its marketing team in 2023, reducing the bounce rate from 12.3% to 2.1% in 60 days, generating $2.3 million.

In summary: A horizontal organization succeeds through well-defined roles, clear communication, and continuous adaptability.

Core Principles for Defining Roles

Aligning Roles with Company Goals

Make sure roles align with the company’s goals and values. Each role should include a clear name, a specific purpose, a defined scope, and well-established responsibilities. The RACI matrix is an excellent tool for organizing these responsibilities and simplifying team decision-making. This creates a structured framework that provides both autonomy and clarity for each role.

Establishing Autonomy Boundaries

Setting precise boundaries is essential to balance individual freedom and collective accountability. Here are some key aspects to consider:

Aspect	Description	Benefit
Work hours	Define specific schedules (e.g., “do not disturb” mode)	Reduced burnout
Decision-making	Specify authority levels for each role	Improved efficiency
Communication	Establish clear communication protocols	Better collaboration

These boundaries also help protect individuals from professional burnout.

Adjusting Roles for Greater Flexibility

In March 2023, Spotify’s marketing team reorganized its roles to integrate an email verification API. The result? A reduction in bounce rate from 12.3% to 2.1% in just 60 days, generating $2.3 million. This kind of review shows how targeted adjustments can balance stability and flexibility.

To maintain this flexibility:

• Schedule regular role reviews.

• Encourage team members to take initiative.

• Communicate changes to roles clearly.

Horizontal Organization

Steps to Map and Assign Roles

Once roles are clearly defined, these practical steps help assign them with precision and efficiency within the organization.

Analyzing Work Patterns

Start by examining work patterns to better understand the roles. The RACI matrix can help clarify responsibilities.

Here are some key elements to analyze:

Aspect to Analyze	Objective	Evaluation Method
Information flow	Identify bottlenecks	Process mapping
Decision points	Clarify responsibilities	Decision analysis
Team interactions	Spot collaboration zones	Direct observation

These analyses lay the groundwork for the next step: matching skills to roles.

Matching Skills to Roles

A tool like the “Skills Cloud” can facilitate this step by highlighting the specific skills needed for each role.

“The more specific your job title, the more your credibility in areas outside of it will erode.” - Leif Abraham

To succeed in this matching process, consider:

• Building a dynamic inventory of available skills within the team.

• Encouraging cross-functional development to broaden team members’ capabilities.

• Aligning projects with members’ personal interests for better engagement.

Once skills are identified, specialized tools can help organize and visualize these assignments.

Using Rolebase for Role Management

The example of Loyco demonstrates the benefits of well-structured organizational mapping. Their team of over 100 people quickly adopted a new system, which simplified the onboarding of new employees.

“It’s a user-friendly tool that helped us make our organizational model tangible. Our employees got used to it in just a few days, and new hires say they are immediately oriented, compared to what used to take them years in their previous organizations!” - Christophe Barman, Loyco

To get the most out of Rolebase:

• Use interactive org charts to see the structure at a glance.

• Rely on task tracking tools to clarify responsibilities.

• Leverage real-time collaboration features to keep the team aligned.

sbb-itb-77d9745

Methods for Defining Tasks and Decisions

These approaches complement the previous strategies by specifying tasks and decisions in a horizontal organization.

Writing Role Descriptions as a Team

Writing role descriptions as a team ensures clarity and engagement.

Aspect	Description	Objective
Authority	Set authority levels	Clarify autonomy
Collaboration	Define collaboration modes	Ensure coordination
Responsibilities	Detail tasks	Establish expectations

“Holacracy incites us to think differently about how authority and accountability flow between roles.” – Olivier Compagne, HolacracyOne

To write effective descriptions:

• Use precise terms like support, assist, or advise.

• Clarify collaboration modes.

• Define well-delineated areas of action.

These descriptions serve as a foundation for structuring self-managed teams.

Creating Self-Managed Teams

The example of Buurtzorg, a Dutch healthcare organization, illustrates the success of self-managed teams. This model relies on autonomous teams of nurses who manage all aspects of care.

To set up a self-managed team:

1. Develop a team handbook

This document describes processes, decision-making methods, and resolution protocols.

2. Distribute responsibilities

Identify necessary activities and group them into roles aligned with skills and motivations.

3. Establish a work rhythm

Set a cadence for:

• Team meetings

• Feedback sessions

• Goal reviews

Making Decisions as a Team

Once roles are defined and teams are structured, it is crucial to clarify the decision-making process. A “republic” approach, where members contribute but a representative makes the final decision, can be particularly effective.

To improve this process:

• Assign a single decision-maker for each decision.

• Involve people directly affected by the issue.

• Set clear deadlines for each decision.

For complex decisions, start with less critical choices. This helps develop good practices, builds trust within the team, and gradually refines the process.

Keeping Roles Effective

Team Feedback Systems

The “Triple A” method (Appreciation, Amplification, Adjustment) is useful for ensuring roles remain relevant.

Here is how to structure an effective feedback system:

Phase	Objective	Key Actions
Preparation	Define the framework	Establish evaluation criteria
Training	Develop skills	Train on giving constructive feedback
Follow-up	Ensure progress	Organize regular check-ins

“A role does not belong to a person but rather to the team, the division, or the organization. You do not own a role, you take care of it for a time. Someone took care of it before you, and someone will take care of it after you.” - Samantha Slade

These feedback mechanisms allow roles to adapt to evolving needs.

Role Evolution and Learning

High-performing companies invest in the continuous development of technical, social, and emotional skills.

To foster this evolution:

• Schedule monthly mini check-ins to evaluate assigned roles.

• Set up a buddy system to facilitate the transfer of responsibilities.

• Document learnings and effective methods.

Managers play a key role in this process and must master skills like communication, organization, and problem-solving. These efforts help support changes and quickly resolve potential blockers.

Resolving Role Issues

Managing role-related conflicts requires a collaborative and transparent approach. Teams must be equipped to identify and resolve issues effectively.

To achieve this:

1. Early identification

Monitor tensions through warning indicators. Tools like Rolebase can help track role evolution and spot overlaps.

2. Collaborative resolution

Foster a culture where employees see themselves as partners. Practice active listening and seek solutions that benefit everyone.

3. Continuous adjustment

Integrate regular evaluations to align roles with changing needs. Strengthening teams after a change increases the chances of project success.

By integrating these practices, organizations can resolve conflicts and maintain roles that are aligned with their goals.

Conclusion: Building Clear Team Roles

Key Takeaways

Defining precise roles in a horizontal organization requires a structured and collaborative approach. Here are the main elements:

Aspect	Objective	Implementation
Communication	Ensure transparency	Regular meetings and digital collaboration tools
Responsibilities	Clarify expectations	Distribution based on skills and motivation
Decision-making	Foster autonomy	Shared decision-making processes
Development	Encourage growth	Continuous training and constructive feedback

These pillars, discussed throughout this article, lay the groundwork for regularly adjusting roles and responsibilities.

The Importance of Continuous Adjustments

To ensure roles remain effective, regular review is essential. Successful horizontal organizations focus on:

• Frequent analysis of responsibilities to make sure they remain suited to current needs.

• Revising roles based on changes in projects or priorities.

• Acquiring new skills to support professional development.

The key lies in a flexible and evolutionary approach. Teams should be encouraged to express their needs and suggest adjustments when necessary. This improves collective performance while cultivating a stimulating and enriching work environment.

Rolebase, for example, illustrates this ability to combine agility and structure. These ongoing adjustments embody the spirit of evolution and autonomy that characterizes horizontal organizations.