Why is it important to have a well designed (and documented) job?
First off let me paint a scenario, to put the importance of job design into perspective.
When you take your car to the garage to get it serviced; this valuable asset that gets you to work and back, picks up the children or other vital functions, you are entrusting its safety to this garage.
Do you consider whether or not that garage has trained and qualified mechanics that, KNOW their job, or that they have at least been provided with guidelines of what is required and expected of them according to what was agreed with the customer.
If you come to collect your vehicle and are told, “I’m sorry but one of our mechanics took your vehicle for a test drive, and because someone did not put back a bolt and nut in its correct place, the engine has blown. We are sorry about this.”
How will this make you feel about the garage and its management? Will you entrust your car to this garage, the next time it needs a service?
Having a correctly designed job is an essential tool that reflects a well organised and efficient organisation. WHY you might ask?
- It reflects that the owners/managers have given suitable thought as to what they really want and need in any given job.
- That by designing a job correctly management are saying that the person who does that job is given the best opportunity to succeed in it, which in turn benefits them and the company.
- A tool to evaluate the effectiveness of the employee carrying out the required duties, especially if there are clear performance indicators/measures included.
- It assists in identifying core competencies, qualifications and experience necessary for the correct employee to have; which in turn assists in the recruitment process.
- Where the job fits into the organisational structure, and can provide a ‘sense of belonging’ as well as how the role interacts with other roles .e.g.(internal and external customers/suppliers).
- ‘Consequence of Error statements’ can encourage the employee to identify with a ‘bigger picture’ to their role and how error affects the efficiency of the whole organisation.
- The components identify the responsibilities agreed to, and can say to an employee, “you are a part of our business and “your commitment and understanding of your job, contribute to our continued success.
- Using this ‘tool’ assists in identifying skills gaps and can lead to development and training plans (including internal/external or mentoring/coaching).
- Using it to grade a job, may identify market related salaries, and also assist in employment equity and income differentials (compliance matters).
- It will, assist in evaluating potential internal candidates for succession planning – thereby keeping the skills and the right culture fit within the organisation.
- Innovately designed this ‘tool’ can be flexible enough to contribute to a Performance Feedback (evaluation) and even the development of a Performance Related Pay structure (inputs/outputs).
Some of the benefits of doing this very essential part of running an efficient and sustainable business are;
· identifying who to recruit, as the most suitable person for the job.
· getting staff ‘up and running quickly ’ during their 3 or 6 months probationary period;
· conducting probationary feedbacks with a documented job design that both parties can refer to.....
Think of Job Design as part of ‘saying hello to success’ as you lay out the “house rules” for that particular job, for the purpose of contributing to the efficient/effective ‘running’ of the WHOLE company, as the prize.