Why does role definition fail?

The most common reason role definition fails: Assigning role types once and treating them as permanent fixtures rather than context-dependent labels. Roles are relational and situational — someone who is the decision-maker for architecture may be merely informed on hiring. The failure is freezing roles into identity rather than treating them as active, revisable classifications.

The fix: Pick a project or recurring meeting where responsibilities feel blurry. List every person involved. For each person, write one sentence that completes: '[Name] is the _ for _.' Use specific role types — owner, reviewer, advisor, executor, approver — not vague words like 'involved' or 'helping.' If you cannot write that sentence for someone, you have found the ambiguity that is costing your team.

The underlying principle is straightforward: Defining roles for people and objects clarifies what each is responsible for.