Unclear job descriptions can be a recipe for confusion, workplace tension, and underperformance. When employees don’t know exactly what’s expected of them, responsibilities can blur, tasks can pile up, and frustration brews on all sides. Even managers can feel the strain, holding people accountable for roles that haven’t been clearly defined. Add in the possibility of job overlap, where multiple employees unknowingly take on the same responsibilities, and you have a perfect storm of inefficiency. If you’re tired of the chaos that unclear job descriptions can cause, here’s how to identify, address, and resolve the problem with confidence.

Spotting the Problem Early

Identifying the symptoms of unclear job descriptions is the first step in tackling their impact. One major red flag is when employees frequently ask for clarification or seem unsure about their daily responsibilities. You might also notice that jobs are being duplicated or, in some cases, neglected altogether. If two employees are both taking charge of the same project without realizing who’s ultimately responsible, that’s job overlap at its finest—and it’s a situation ripe for miscommunication and even conflict.

Another giveaway is when performance reviews reveal frustrations about workloads, missed deadlines, or strained team relationships. Employees often feel overburdened or undervalued in these situations, even when they’re trying their best. If productivity is stalling and team cohesion feels off, chances are the root of the problem lies in job descriptions that don’t properly outline boundaries and expectations.

The Pitfalls of Overlap

Job overlap may not sound like a big deal, but the truth is that it can snowball into significant workplace stress. When two people feel responsible for the same tasks, the work can become redundant, leading to wasted time and resources. Even worse, it can create friction between coworkers. If one employee steps in and unknowingly takes credit for work the other has done, it can damage trust and morale.

Equally destructive is the opposite scenario, where no one takes responsibility because they assume the other person has it covered. Essential projects can fall through the cracks, leaving managers scrambling to figure out what went wrong. This isn’t just a bottleneck for workflow; it’s a morale-killer, too. Employees want to feel trusted and capable, but unclear roles stand in the way of that confidence.

How to Reevaluate and Clarify

Once you’ve spotted the problem, it’s time for some good old-fashioned clarity. A great place to start is by auditing the current job descriptions across all roles in your team or department. Look for inconsistencies, missing details, or vague language, and replace fuzzy phrases like “assist with various tasks” with clear, actionable responsibilities.

After reviewing the job descriptions, talk openly with your team to compare their day-to-day reality with what’s written on paper. Employees will likely have valuable insights into what their roles actually involve compared to what they believe they’ve been hired to do. By listening to their experiences, you’re more likely to uncover hidden overlap or uncover tasks that have inadvertently gone unclaimed.

Once you have a clearer picture, update job descriptions to reflect accurate duties and accountabilities. Make sure they’re not only specific but also distinct from one another to prevent further overlap. While it might sound time-consuming, this step can drastically improve productivity and streamline teamwork moving forward.

Keeping Roles Defined

Clarifying roles isn’t a one-and-done task. As teams evolve and workplace priorities shift, job descriptions can lose relevance over time. Keeping roles defined requires consistency and active management.

Regular check-ins with employees are one of the most effective tools for keeping job descriptions relevant. Ask questions like “Do you feel your current responsibilities match your role?” or “Are there tasks you’re regularly doing that weren’t part of your initial job description?” These conversations provide a great opportunity to course-correct wherever overlap might be creeping in.

Another way to maintain clarity is by aligning job descriptions with organizational goals and team objectives. Teams often change direction during a project or pivot to meet new challenges, which can leave employees unintentionally sharing responsibilities that weren’t clearly reassigned. Keeping the big picture in mind helps managers anticipate when role adjustments might be necessary.

Encouraging Collaboration, Not Overlap

To avoid job overlap turning into unnecessary competition, aim to create an environment where teamwork thrives, even when slight role intersections are inevitable. Communication is the linchpin here. When employees understand not just their own role but how it fits within the larger team structure, there’s less room for confusion about who does what.

Awarding team members opportunities to collaborate, rather than compete over shared duties, also builds camaraderie. Make it clear that every individual role contributes to the team’s overall success, even if responsibilities occasionally dovetail. This way, employees focus on supporting each other rather than feeling territorial or defensive about their contributions.

Handling unclear job descriptions and job overlap effectively doesn’t just improve operational efficiency; it strengthens team relationships and creates a more positive workplace overall. With these tools in hand, navigating this challenge becomes a chance to grow instead of another HR headache.