Position Clarity Document

Position Clarity Document

Clarity beats chaos. This simple, high-impact tool gives every employee a crisp snapshot of what success looks like in their role—so expectations are clear, priorities stay focused, and performance is easier to coach.

Why position clarity matters

When people don’t know exactly what they’re responsible for, results suffer. This document aligns the leader and team members on the essentials: what you were hired to do, how success will be measured, and the behaviors and skills that must show up every day. Use it to reduce confusion, avoid rework, and build a culture of accountability.

What’s inside

A practical one-pager you can complete in minutes that covers:

• Role basics — Name, Position, and Direct Supervisor to anchor ownership and reporting lines.

• Top 5 Responsibilities — The core outcomes the role exists to deliver.

• Top 5 KPIs — Clear, objective measures that define success.

• Top 5 Values/Behaviors — How the role should “show up” to fit culture and standards.

• Top 5 Technical Skills — Capabilities the role must consistently leverage.

• Annual Performance Goals — This year’s strategic priorities for the role.

• Annual Development Objectives — Skills, knowledge, or certifications to pursue.

• Key Relationships — Internal and external partners you must collaborate with to win.

• Supervisory/Management Duties — Who you lead and to what outcomes.

• Reflection Prompts — What’s going well, where gaps exist, and what changes will elevate impact.

How it works

1. Draft the document with the employee (15–20 minutes).

2. Align with the direct supervisor on responsibilities, KPIs, and values—tighten language until it’s unmistakably clear.

3. Activate by sharing with stakeholders (peers, cross-functional partners) and storing it where everyone can find it.

4. Review quarterly to confirm priorities, update metrics, and track growth.

When to use it

• New hires and promotions

• Role changes, restructures, or shifting priorities

• Performance conversations and coaching plans

• Annual planning and development discussions

What improves with clarity

• Focus: People spend more time on the vital few, not the trivial many.

• Speed: Decisions accelerate when ownership is obvious.

• Quality: Expectations are explicit, so work meets the mark the first time.

• Engagement: Employees see the line between their work and company results.

• Coaching: Managers have a shared, written standard to recognize wins and address gaps.

Pro tips for managers

• Write responsibilities as outcomes, not tasks (e.g., “Maintain gross margin ≥ 38%,” not “Review bids”).

• Keep KPIs countable and comparable (rates, percentages, targets).

• Limit lists to the top five—forcing trade-offs creates real clarity.

• Tie development objectives to the next level of the role.

• Revisit after major changes in strategy, org structure, or market conditions.

Ready to create role clarity?

• Download the Position Clarity Document

• Schedule a 20-minute alignment session

• Review quarterly to keep it current

Created by Capacity Building Solutions, Inc.—practical tools for leaders who own the outcome.