As an observer of organizational dynamics, I can always tell when job descriptions have not been revisited in a long time. As soon as someone leaves the role, a laundry list of disparate tasks emerge, and no one can clearly explain why that person was responsible for them. While it’s likely we’ll never rid our job descriptions of the dreaded “other duties as assigned” clause, here are three ways leaders can better organize their roles so they make sense personally and set clearer expectations for others.

1.  Use buckets over lists: Rather than listing every specific task, it can be more helpful to think of your role as a series of “buckets” that hold multiple ongoing responsibilities. Defining broader areas helps you evaluate incoming requests and new assignments. A good rule of thumb for a full-time role is three to five major areas of responsibility. A part-time role may have only one area, but no more than three.

2.  Connect to the bigger picture: We often describe what we do but leave out why it matters. After identifying the main buckets of your role, write a brief statement for each that answers: “What is this, and why does it matter?” Connect each area to its impact on the organization – or even the broader community. This serves as both a clarifying tool and a source of motivation, especially for tasks that are more challenging.

3.  Update your top priorities: While your main buckets won’t change unless your role does, your priorities should evolve every 6-12 months. Whether you’re negotiating responsibilities with a supervisor, maintaining balance or preparing for growth, it’s important to keep a clear view of the most important aspects of your role. What are the key projects that require your highest level of talent and will move both your role and the organization forward? Maintain a list of at least one, and no more than three, priorities per bucket, and keep it visible.

By bringing clarity to how your role is defined and understood, you not only help set more realistic expectations for others, but also strengthen your own intrinsic motivation by remembering not just what you do, but what matters most and why you do it.