Definition of job design

Job design, also called job redesign, is a process that aims at understanding an individual’s role in the business. The process maps the jobs in the organisation and any links they have with each other and highlights any dependencies between them. The outcome is a clear view of the roles and responsibilities of each job and any reliance they may have with other positions. Human resources are often responsible for this process, together with managers. When specific to an individual, job design provides the employee with a clear view of their tasks and their duties. As such, it maximises their understanding of their role, increases motivation and thus leads to better performance.

Job design can be conducted in various ways depending on the state of play and what the business is looking to achieve. Nevertheless, job design should encompass the details of the tasks, the duties and responsibilities, the qualifications required for the job and the interactions involved with different stakeholders. It encompasses the performance needs of the organisation for the role in question as well as the social needs of the worker.

The process for job design can be strict or flexible depending on the circumstances and the job itself. Some job design exercises are more subjective than others as tasks assigned to the role might not be as factual. Overall, the job design exercise should encompass four critical aspects:

1. Job simplification

This step may seem fastidious but is essential. It consists of splitting a large task into smaller details. Providing this granularity on the tasks will generate two main benefits. It ensures the task is clear in its entirety and it can motivate employees by enabling them to see a way forward rather than the end goal which might have seemed too challenging at first glance.

2. Job rotation

Employee versatility in a business is a true asset. It allows for better staff  and workload management. Job rotation allows for skill diversification. By shifting workers from one task to the other, the business increases its employees’ versatility. Employees themselves gain in skills and can therefore perform in multiple roles in the business.

3. Job enrichment

Job enrichment aims at motivating employees by giving them more ownership and responsibilities. The objective of this strategy is to help staff feel more fulfilled in their role. Job enrichment might lead to promotions when those are available and if the employee delivering on the tasks has been successful with the additional responsibilities given.

4. Job enlargement

Different to job enrichment, job enlargement is the simple addition of tasks and duties to the role. These additional duties are horizontal, which means that the amount or variety of tasks increases but the employee stays at the same hierarchical level in the business. Job enlargement is tactical and aims at increasing employee engagement by widening their skill set. It tackles boredom and makes for multi-skilled employees.

Job design is essential for businesses to fulfil their performance needs. It can be delivered in various ways and with diverse goals. The use of the techniques above should consider the employee’s development and work-life balance throughout.

Why is job design important?

Job design is essential for businesses and employees alike. It provides guidance and direction on what needs to be done to deliver on the assigned role. In the section below, we explore the purpose of job design, what effective job design should consider and what the benefits are.

The purpose of job design

Job design aims at optimising processes. It creates the right value, with the right skill set and the right productivity level. However, job design goes beyond effectiveness. It is part of a wider strategy and relates to the company culture and people strategy. It has a deep impact on motivation and job satisfaction. Below are some elements that are influenced by job design:

• Job satisfaction, fulfilment and overall motivation (check our article on employee satisfaction for more information on that topic here)
• People development and employee skills (to know more about people development, click here)
• Overall business organisation
• Career progression
• Workload management
• Work-life balance and employee wellbeing

The above place job design not only at the centre of employee satisfaction, but also in a prevalent position when it comes to business growth. For more on this topic, check our content on how to grow your business here.

What does effective job design consider?

The approach used for effective job design should be linked to the desired outcome. Having the end goal clearly defined will make for more effective results. For a successful outcome, we recommend that the following considerations are accounted for in the job design process:

• Business purpose
• Employee skill set
• Productivity
• Process efficiencies
• Health and safety
• Work-life balance
• Employee satisfaction
• Learning and development

Encompassing all these elements within the job design process will ensure the end goal is clear and will deliver a focussed, holistic and well-rounded outcome.

Benefits of job design

As job design is part of people strategy, but also the organisation structure and ways of working, it has a positive impact on the organisation’s performance. When managed well, the core benefits are employee satisfaction, motivation and enhanced skills. Ultimately, these elements have an impact on the organisation’s goals.

It is essential to note that there are some risks to poorly managed job design. If the process is not well conducted, it can create frustrations within the workforce, put employees under pressure unnecessarily and ultimately bring negative results to the business. To ensure the process is smooth and successful, job design must consider employee feedback. Their needs, aspirations and personal circumstances should also be accounted for. Additionally, the appropriate training should be delivered to ensure that employees are set to succeed in the new tasks allocated to them. The feedback should be collected on a regular basis and should lead to adjustments where necessary.

Key steps to effective job design

Job design can be carried out in various ways. Whatever the style chosen, there are some key steps to follow when starting the job design process.

1. Job assessment, a crucial step to getting it right

Like many projects, the first step is a thorough analysis of the state of play. This step aims at understanding what the baseline is, if job design is required or even if it is feasible. The job in question is looked into thoroughly and those involved should be clear about the process and what it entails. The tasks should be listed in detail, as well as the equipment required for the role and any dependencies with other employees. This assessment should clearly identify the problem, in other words the present roadblock that is affecting the performance of the employee in the role. Job analysis should feed itself from internal factors and external factors. External factors may include demand from customers, technological development or even the economic market. Internal factors relate to the organisation, such as the workflow, internal relationships or the nature of the tasks themselves. It may also consider human factors such as physical capabilities and work-life balance.

2. Job design

As its name states, this step is about designing or redesigning the job. It uses the findings from the initial assessment to lay out the list of tasks, duties and relationships that relate to the role in question. At this stage, the person drafting the job design should be mindful of the workload assigned to the worker. Depending on the nature of the role, a fine balance should be found between intellectual work that requires strategic thinking and tactical actions that are more operational. This balance allows for varied activities. Method of work, schedule, training and equipment required should all be mapped as part of this step. When this step is about redesigning a job, particular attention should be given to the employee feedback and their desire to develop and grow within the organisation.

3. Smooth implementation

Job design can be a fastidious task, particularly if conducted at large scale for a full department or even the entire organisation. Having a phased approach may avoid those conducting the task being overwhelmed by it. They may start with a pilot phase that will provide insight on the process and any associated roadblocks. Allowing for sufficient adjustment for employees will also shed some light on long-term efficiencies.

4. Ongoing evaluation for continuous improvement

The key to effective job design is its continuous review and improvement. Processes are influenced by inter and intra changing factors that influence their effectiveness. An ongoing review of job design or redesign will allow for adjustments. Employee voice and feedback can be utilised and combined with external factors and market influences.

Effective and well-rounded job design will bring a lot of value to the business and its employees. It will positively influence motivation and impact growth. Establishing job design strategies is an essential component that leads to business success.