Works with Claude, ChatGPT, Gemini, or your own local model: paste this prompt and your AI will co-facilitate this exercise with you.

Help me prepare and run the exercise below. First ask for my participant count, time, setting, access needs and intended result. Check these against the stated limits. Use the supplied rules and materials. Explain any proposed changes before using them, and label them as adaptations. Do not invent source claims or require personal disclosure. Give me one step at a time when I say start. I manage the people, physical activity and clock; do not claim to observe the room. Ask me what happened before choosing a next step.

Reference revision: 7b7d9cb93412db0bf3e4bb8795506aa2dc3b2b012737c4b0f5fae11f8c5d370d

# Responsibilities and Roles

Participants list team tasks and sort them under specific role columns on a shared board. The team then reviews the sorting together to clarify ownership and highlight shared tasks.

**Time:** 35 minutes. UWT suggested duration. The source template has no fixed clock; 35 minutes provides realistic time for generating, sorting, and discussing tasks.
**People:** 4 to 16. Whole group working on a shared board, with individual contributions during listing and sorting.

## Choose this exercise

**Purpose:** Map existing tasks to specific team roles so the group sees who handles what and where responsibilities overlap.
**Use it when:** Use during team onboarding, project kickoffs, or agile retrospectives when members report confusion over task ownership.
**Skip it when:** Skip when team roles are strictly dictated by statutory regulations or when a group lacks basic agreement on its core project scope.

## Materials and tools

- 1 whiteboard or wall space
- Sticky notes (2 pads)
- Markers (1 per person)
- Digital whiteboard tool if running remotely

## Before participants arrive

1. Draw columns on the wall or board: label the first column 'Responsibilities' and create additional columns labeled with the team's agreed roles (for example, Product Owner, Scrum Master, Developer, Designer).

## Say this to open

Today we will clarify our team roles. We will list the concrete recurring tasks we handle, place them under the role that owns each task, and discuss any items that overlap or sit unassigned.

## How to run it

### 1. Introduce and label roles (5 minutes)

Explain the board layout. Introduce the column labels representing the distinct roles present in the team. Confirm everyone understands the role definitions. Facilitator states the opening script.

### 2. Generate recurring responsibilities (7 minutes)

Ask participants to write concrete tasks and responsibilities on sticky notes, one per note. Example: 'Resolve technical impediments' or 'Talk to users'. Post all notes into the 'Responsibilities' column.

### 3. Sort tasks under roles (8 minutes)

Invite participants to move notes from the 'Responsibilities' column into the appropriate role column. If a responsibility belongs to more than one role, write a duplicate sticky note and place one under each relevant role.

### 4. Review and reconcile overlaps (10 minutes)

Walk through each role column as a whole group. Check for tasks left unassigned, misplaced tasks, or roles carrying conflicting expectations. Adjust cards as the group agrees.

### 5. Debrief and conclude (5 minutes)

Lead a brief reflection on team clarity. Take 2 to 3 observations from participants about what surprised them or what agreements need documenting.


## Debrief questions

- Which tasks sparked the most discussion about ownership?
- Where did we find shared responsibilities, and how will handoffs work?
- What is one unassigned or ambiguous task we clarified today?

**Finished output:** A completed board mapping team tasks to agreed roles, identifying shared tasks and primary owners.

## Remote

Create a virtual board with a 'Responsibilities' column alongside labeled role columns. Give all participants edit access. Participants add digital cards to the intake column, drag cards to role columns simultaneously, and use video audio to review.

## Hybrid

In-person participants post to a physical board mirrored simultaneously on a shared digital board by a designated board scribe, or all participants join the digital board from individual devices while using a central room audio line.

## Access and participation choices

- Participants can speak tasks aloud for a peer to write, write on notes directly, or enter them digitally
- Participants may observe without sorting cards or decline to speak during the whole-room review

## If the session gets stuck

**Participants dispute who owns a critical task.**

Duplicate the sticky note across both roles and note the specific conditions or handoffs under which each role acts.

**One role column ends up overloaded while another has almost no items.**

Pause the review to examine whether tasks are grouped at different granularities or whether role expectations need rebalancing.


## Terms used here

- PO: Product Owner; the person responsible for defining project requirements and priorities.
- SM: Scrum Master; the facilitator responsible for supporting the agile process and removing impediments.

## Sources and adaptation

Observed in EasyRetro template collection, attributed to user Tchales Jr.

Retained the 4-step board mechanic from the EasyRetro template by Tchales Jr. (listing responsibilities in a staging column, assigning roles as column headers, moving cards, and discussing). UWT added explicit time blocks totaling 35 minutes, a group size range, setup details, a debrief sequence, and hybrid participation mechanics.

[EasyRetro](https://easyretro.io/templates/the-responsibilities-and-roles/)

Current run sheet: https://unitedwetransform.com/exercises/the-responsibilities-and-roles/