Kutayib

2.4. Roles and responsibilities

Session Objectives

By the end of the session, participants will be able to:

  • Understand their individual tasks and accountabilities within the team.

  • Break down activities into manageable steps, organise work effectively, and adapt to unexpected challenges.

  • Build trust among peers and practice effective cooperation in team settings.

  • Design and apply gamified systems tailored to their club activities to enhance engagement and participation.

Duration

02h 05min

Group size

Set by facilitator

Materials needed

Ball of yarn, cards, flipcharts, markers, pen

Session Description 

This session helps participants organise roles and responsibilities within their clubs. Through interactive exercises like task mapping, a “task marketplace,” and crisis simulations, they learn to assign tasks based on strengths, adapt to challenges, and work collaboratively toward shared goals.

Duration: 20min

Group size: All together (in a circle)

Materials needed: Ball of Yarn

  • The facilitator starts with a ball of yarn, holds the string, and passes it to a participant.

  • The participant holds the string and passes it to another participant.

    Each participant shares:

    • A skill they feel confident about

    • An activity/role they enjoy

    • Something they dislike or prefer not to do

  • Continue until everyone has participated, creating a web of yarn.

  • The facilitator/ trainer leads a brief reflection on how diverse skills and interests strengthen the team.

Objectives: Build trust and rapport among participants, highlight the diversity of skills and interests, and provide a visual representation of the team’s interconnections, fostering collaboration and mutual understanding.

Duration: 15min

Group size: Groups

Materials needed: Flipcharts, markers

  • Each club reviews their previous action plan. (from Strategic planning session 2.3).

  • On a flipchart, they rewrite each activity as concrete tasks (smaller steps).

    Example: “Organise tournament” → design poster, book venue, contact teams, manage registrations, prepare prizes.

Objectives: Objectives: Break large goals into actionable steps, improve planning and organization skills, and clarify responsibilities for each activity.

Duration: 15min

Group size: Individual

Materials needed: Cards, flipchart, markers, pen

  • The facilitator/ trainer writes each task (tasks are taken from the previous activity) on a card and places them on the wall/table.

  • Club members walk around, discuss, and claim tasks by writing their name/initials on the card.

    Rule: Each member takes at least one main responsibility and one may support others.

Objectives: Promote ownership and accountability, foster negotiation and collaboration skills, and ensure a fair distribution of tasks within the club.

Duration: 20min

Group size: Groups

Materials needed: Flipchart, markers

  • Each club reviews their action plan.

  • On a flipchart, create a role map:

    • The tasks / roles

    • Who is responsible for each task (main role)

    • Who supports (secondary role)

    • Attach deadlines

  • Decorate the map creatively.

  • Each group presents their role map and receives feedback from their peers.

Objectives: Clarify roles and responsibilities, reinforce accountability, and create a visual, engaging reference for future work.

Duration: 40min

Group Size: Groups

Materials Needed: 5 scenarios, flipchart, markers, pens

  • The facilitator/ trainer presents 5 different event preparation scenarios (from their action plans).

  • Clubs plan each event on a flipchart, detailing pre-, during-, and post-event tasks based on their claimed responsibilities.

  • Crisis: Randomly remove 3 tasks per club (e.g., member absent, resource blocked, deadline changed).

  • Clubs adapt their plans to handle the changes.

  • Reflection plenary: discuss what went well, challenges faced, and strategies used to adapt.

Objectives: Build problem-solving and adaptability skills, encourage creative thinking under pressure, and foster teamwork and effective decision-making in unexpected situations.

Duration: 15min

Group size: All together

  • Participants sit in a circle.

  • The facilitator/ trainer guides discussion with questions:

    • How did you decide who takes which responsibility?

    • Was it based on skills, interests, or availability?

    • How did it feel when tasks were reshuffled?

    • How can you apply this system in real club work?

Objectives: Consolidate learning from the session, encourage self-awareness and reflection on teamwork processes, and reinforce the practical application of skills for future club activities