A role is who is responsible, and an activity is what is done. Keeping them apart stops you from writing a correct idea in the wrong form.
This lesson belongs to SPM Business functional areas. It builds on connecting departments in a business process.
One print shop, two columns
Here is an original case. Cetak Jaya is a small print shop with four staff.
| Function | Role (who) | Activity (what) |
|---|---|---|
| Finance | Accounts clerk | Preparing invoices and recording payments |
| Marketing | Sales executive | Visiting offices and quoting prices |
| Operations | Production supervisor | Printing, cutting and checking each job |
| Human resources | Owner (in a small shop) | Hiring part-timers and arranging shifts |
The same function appears in both columns. The difference is the question you are answering.
The mistake that costs marks
Suppose the question says, “State two activities in the operations function of Cetak Jaya.” A student writes, “Production supervisor and machine operator.”
Those are roles. The correct answer is “Printing the jobs” and “checking each job for errors before delivery”.
| Question asks | Wrong answer | Right answer |
|---|---|---|
| Two activities of operations | Production supervisor | Printing jobs, checking quality |
| Who is responsible for invoices? | Preparing invoices | Accounts clerk |
Small businesses blur the line
In a shop with one owner, the owner may hold every role. You can still write, “The owner acts as the sales executive when quoting prices.”
This wording shows you know the role exists and the activity is being done by one person. It is more accurate than saying the shop has no marketing function.
A two-second check before you write
Underline the question word. “Who” or “which position” asks for a role. “What”, “how” or “state the activities” asks for a task.
Then read your answer back. A job title answers who. A phrase starting with a verb usually answers what.
Check yourself
For Cetak Jaya, (a) name the role responsible for quoting prices, (b) state two activities of the finance function.
Answer
(a) Sales executive (a role, who quotes prices).
(b) Preparing invoices and recording payments received (activities, what is done).
What to study next
Put roles and activities together in diagnosing a fictional coordination problem, or test yourself with the practice set.
If wording slips cost you marks, online one-to-one Business tuition lets a teacher check them with you.