A simple structure that makes onboarding, delegating, and hiring a whole lot easier for everyone.
Real talk from a recent project, why clear roles aren’t just for big hires, and the template structure I think every org should use if they want to make getting better help easier.
If you’ve ever been part of a hiring decision—whether for a full-time team member, a seasonal contractor, or a super-part-time volunteer—you’ve probably faced this question:
“Do we really need a full job outline for this?”
And my answer? Every single time: yes. Especially when the role is small. Because if the little details are unclear, imagine how much harder it will be to stay aligned on the big stuff later.
I just wrapped up a recent project where I created a job outline for a Newsletter Coordinator—a role that may be filled as a standalone position or combined with another internal opportunity. And while the role itself is specific, the template behind it is what I want to walk you through today.
Let’s break down the core elements I always recommend building into your role outlines! This is the kind of structure that not only clarifies expectations—it actually makes the entire recruiting, onboarding, and collaboration process easier for everyone involved.
Why You Need a Job Outline (Even for a Micro Role)
People often assume that job outlines are only needed for “big roles.” That if it’s just 5 hours a month, or part of a larger job, you can skip the structure.
But especially in small organizations, those micro roles are often the glue that holds key operations together. If you’re relying on someone—paid or volunteer—to own a piece of your communication, programming, admin, or outreach… then you’re counting on that person to show up in a consistent, meaningful way. That deserves clear direction.
The Newsletter Coordinator role I recently outlined may only manage a handful of emails but those emails are a primary way the organization stays connected to its community. That work carries weight—and so it needs clarity.
Start with the Internal Vision
This job outline is starting out as an internal reference document—something that gives everyone involved in recruiting, interviewing, onboarding, and training a shared foundation. It answers questions like:
- What does this role truly own?
- What support do they have?
- What does “done well” actually look like?
When it’s time to post the position publicly, we’ll be able to pull sections from this outline with minor edits. No scrambling to figure out how to talk about the role—we already know what it’s supposed to do and how it connects to the organization’s success.
10 Elements That Make the Outline Work
Here’s what I included—and why you might want to use the same format for your next hire:
1. A Clear, Centered Purpose
We open with a short, mission-aligned description of what this role is really about. Not just “send the newsletter,” but “keep the community informed and inspired.”
This anchors the role in meaning. Especially when onboarding someone new, this purpose-first approach helps them see the bigger picture—not just the tasks.
2. A Quick Link to Core Documents
In this case, it’s the Voice & Visual Brand Guide—simple, effective, and it makes sure no one is guessing. Because it’s a template, you can add other core documents as you prepare this role at any time. If you don’t have a core document that this role will need—call it out in this section!
This reduces hand-holding and prevents delays when someone’s ready to get started but doesn’t know where to find what they need.
3. A Warm “About the Role” Snapshot
This section combines tone with clarity. It lets the person know what to expect and reminds them that they’re not alone. Support is nearby, the format is simple, and they’ll have freedom to make the role their own.
This sets the tone for mutual trust, autonomy, and shared standards.
4. Core Responsibilities + Typical Tasks
We separate what the person is responsible for from what those responsibilities might look like day-to-day. This combo makes the role feel approachable and structured at the same time.
This is especially helpful when handing things off for the first time or training someone who’s new to this type of work.
5. Strengths-Based Fit Description
Instead of rigid qualifications, we included soft skills and tendencies that would help someone enjoy and thrive in this role—like being proactive, organized, or a clear communicator.
This helps you recruit the right kind of candidate, not just the most experienced one.
6. Light Tech Expectations with Reassurance
We listed tools they might use (like Constant Contact and Google Docs) but emphasized that training is available and they don’t need to be a tech expert.
This makes it easier to attract people who have the right mindset, even if they’re not “fluent” in your tech stack yet.
7. Friendly Ownership Breakdown
Using a simplified RACI-style model, we labeled tasks as:
Own It – You have full decision-making power
Influence It – You can offer feedback and help shape decisions
Not in Your Court – You don’t own these decisions, only complete the tasks as expected
This section is gold for preventing misunderstandings and scope creep—and it’s a format your team can reuse across other roles, too. We gave this on-brand titles, making it even more aligned and engaging. If you can’t fill out this breakdown, you don’t know the role yet. Trust me—you’re heading for headaches and frustrated team members. Don’t skip this.
8. Success Checklist
We created a “meeting expectations” checklist so the person (and their support team) can do self-checks, spot issues early, and understand what consistent success looks like.
This replaces vague performance conversations with something much more useful—and far less personal or stressful.
9. List of Available Support
From reminders and examples to tool support and check-ins, we spelled out what’s available to help this person do their best work.
Clarity like this boosts retention, builds trust, and helps people ask for help before frustration sets in.
10. A Connection Back to the Mission
We closed with a short note on how this role supports the heart of the organization’s work—keeping people engaged, informed, and connected to what’s growing.
This reminds everyone that even small roles can have big impact. It also helps the person doing the work feel proud and connected to their contribution.
Other details you’ll want to include in your template are logistics like the ideal hiring date, compensation, or other benefits. You might not use every section of the template every time, but keeping it consistent means you’re not starting from scratch with each new role.
How a Clear Role Framework Sets Your Team Up for Success
We’ve taken the time to articulate a real need—while staying aligned to the mission of the organization and drawing a clear connection between this role and the impact it supports. That kind of clarity helps people stay engaged, informed, and genuinely part of what’s being built together.
This model encourages true ownership of the result—not just checking boxes, but seeing the bigger picture and feeling connected to it. There’s meaning behind this work, and that matters.
The way this outline is structured means someone can step into it and run with confidence, without needing constant check-ins to get it right. And because it’s proactive, it’s designed to prevent the delays and bottlenecks that can trip up a whole team. We’ve addressed a potential problem before it ever becomes one.
Ready to Make This Your Own?
This kind of outline doesn’t have to take weeks to build—but it does need intentionality. Whether you’re hiring a program lead, a part-time admin, or a recurring volunteer role, clear expectations and a warm, aligned structure make everything smoother:
- Less confusion
- Fewer bottlenecks
- Stronger ownership
- And a much better experience for everyone involved
If your team is growing—or roles have started to get blurry—this kind of format can help you reset, regroup, and move forward with clarity.
Let me know if you’d like help building something like this for your next role. I’m always up for making operations feel less overwhelming and a lot more human.
