How to define roles that actually work.
Many SaaS founders hire the wrong person not because they picked the wrong candidate, but because they never clearly defined what they actually needed.
You think you need "someone to run sales" or "help with product" or "own customer success." But those aren't roles, they're vague wishes that lead to expensive mistakes.
Here's what tends to happen - you hire someone senior because you need strategic thinking, but you actually need them to execute day-to-day work. Or you hire an executor because you need hands-on help, but you actually need someone who can build systems and lead a team. Six months later, they're struggling. You're frustrated. And the role still isn't working.
This framework helps you avoid that. It breaks down the three types of roles that exist in every function - sales, engineering, marketing, product, customer success, operations - and shows you exactly what each one requires to succeed. Use this before you write a job description.
Determine if you need a strategic leader, player-coach, or specialized executor.
Establish clear success metrics, responsibilities, and expectations.
Sidestep the most common hiring pitfalls that cost SaaS companies money.
PART 1
Every role in your company falls into one of three categories.
Strategic Leader
VP of Sales, Head of Engineering, VP Marketing, Head of Cusomer Success, VP Product
What they do: Set strategy and roadmap for the entire function. Build and manage teams. Own budget and resource allocation. Report directly to CEO/executive team. Make strategic bets and long-term decisions.
What they don't do: Individual contributor work, Execution without a team (they need people to execute their strategy).
You need this if:
You're ready to scale systematically
You have budget for them to build a team
You're willing to give them real autonomy to set direction and make strategic decisions
Warning: Don't hire a VP but expect them to do all the execution themselves because "we're early stage and everyone wears multiple hats." That's a player-coach role.
Player-Coach
Sales Manager, Engineering Manager, Marketing Manager, Customer Success Manager, Product Manager
What they do: Split time between execution (60-70%) and light team leadership (30-40%). Own day-to-day operations in their area. May manage 1-3 direct reports or oversee contractors. Build initial processes and systems while still doing hands-on work. Bridge between founder vision and execution.
What they don't do: Build enterprise-scale infrastructure on day one. Manage large teams.
You need this if:
You've proven product-market fit
You need someone who can own an area and start building process, but you're not ready for a full leadership team
You need execution and light management
Warning: Don't epect this person to build a full department from scratch without giving them budget to hire or time to actually manage. Player-Coaches work best when they can focus on execution with a small team, not when they're trying to do everything alone.
Specialized Executor
SDR, Backend Engineer, Content Marketer, Product Designer, Customer Success Rep, Demand Gen Specialist
What they do: Own one specific discipline or area. Execute against a strategy someone else sets. Report to a manager or founder. Focus deeply on their craft.
What they don't do: Set overall strategy for the function. Manage other people. Figure out what to work on without direction.
You need this if:
You have clear strategy and direction
You need someone to execute specific work
You have bandwidth to manage them or a manager in place
Warning: Don't hire a specialist but expect them to "figure out what we should be doing" in their function. That's a manager or leader role.
Before you post the job, answer these four questions. If you can't answer them clearly, you're not ready to hire yet.
What does success look like in 90 days? (e.g., onboarding complete, first major deliverable shipped)
What does success look like in 6 months? (e.g., key metric improved by X %, new system launched)
What does success look like in 12 months? (e.g., own full function independently, team expanded)
What will they own completely? (roadmap, budget, vendor decisions)
What will they collaborate on? (cross-functional initiatives, product launches, GTM strategy)
What will you/leadership retain control over? (company positioning, brand decisions, major partnerships)
Required: What must they have done before? (e.g., built this function from scratch at a similar stage company, managed $200K+ budget)
Nice-to-have: What would be helpful but isn't a dealbreaker? (e.g., specific tool expertise, industry experience, certifications)
What's the budget? (salary + tools + agency/contractor spend)
Who will they work with daily and what support will they get from you?
What tools/systems are already in place? (tech stack, processes, existing vendors)
Common mismatches between what companies hire for vs. what they need.
Execute daily tasks hands-on
Work without a budget for team, tools, or agencies
Report to someone who wants to own the strategy for their function
Reality Check
Heads need resources and autonomy. If you can't provide both, hire a Manager.
Build the entire function from scratch with no guidance
Lead a team of 5+ immediately
Know your product, market, and customers without onboarding
Reality Check
Managers can grow into leaders, but they need time, direction, and realistic scope.
A specialist (e.g., backend engineer, enterprise AE, SEO expert)
A cross-functional partner (e.g., sales enablement, RevOps, product ops)
A fractional leader first to define the strategy before hiring full-time
Reality Check
Every function has specialites. Get specific about what you need.
Now that you have clarity on what role you need, the next steps are:
We help SaaS companies hire talent that fit perfectly in your organization. We don't just send resumes, we help you think through whether this is the right role at the right time, what the market looks like for your specific needs, what "good" looks like in these roles and how to compete for talent at your stage and budget.
Schedule a Free Consultation
Specialized recruiting partner for growing SaaS companies needing talent that drives real results.
