Question

You have been hired as the HR Director for your organization. You realize your job descriptions are outdated. What approach would you take to update the organization’s descriptions?

Address in your response: methods used for your suggested job analysis, how you will ascertain the recommended components for the job description, innovative job design methods, strategy for communicating changes, and recommendations for maintaining and/or updating job descriptions.

Answer 1

A. What approach would you take to update the organization’s descriptions?

i. A systematic review from a functional perspective of various function performed in the Organization is one productive approach that can comprise of Job Description.

ii. To understand; how many times is the document or service moved from person to person or desk to desk as it reaches completion? How many people have to work on the document to finish that part of the document.

iii. To tabulate the outcome of each function, and ascertain if an abrupt halting of the said function would result in a stoppage of the entire work or will a new method be identified.

iv. Once processes are separated into various components, to ascertain if the same can be executed in another method which reduces cost and time of operations.

v. To identify all those tasks which can be done by another person as an addition to the existing function.

vi. This can lead to the drafting of Job Descriptions in an Updation Project, the first question being to understand What could be functional defects, repeated errors, problems keep us from doing it the first time through?

B. Methods used for your suggested job analysis,

i. Job analysis helps us to understand if functions are similar and execution is being repetitive. This leads to creation of a document titled Job Documentation. Methods of Job analysis includes (a) Observation Method (b) Questionnaire (c) Delphi Technique (d) Interview

ii. In Observation Method – There are three ways (i) Direct Observation (ii) Work Methods Analysis (iii) Critical Incidents Analysis

iii. Questionnaire Method – In this process, a structured instrument is sent and responses obtained and then they are tabled and analysis is performed. The questionnaire may be sent directly or be obtained using technology from a larger pool of respondents.

iv. Delphi Technique: Speak to the supervisors on the floor and ascertain details of functions performed.

C. How you will ascertain the recommended components for the job description,

Job description can be factualized by (a) Job Title (b) Job Location (c) Job Summary (d) Relatedness to other Job Roles (e) Nature of Supervision function (f) Machine Tools used on the Job (g) Working Environment

D. Innovative job design methods,

Job Design can be made innovative using

(a) Job Engagement

(b) Job Enrichment

(c) Job Rotation

E. Strategy for communicating changes, and Recommendations for maintaining and/or updating job descriptions.

I. We can design the team so that potential to perform is maximized

II. To Discuss and launch goals that are challenging, and keeps employees engaged

III. Dispute resolution within the teams needs to be effective and fast.

IV. Ensure methods to demonstrate and improve Passion

V. Managers need to be very persuasive

VI. Place new objectives and foster creativity and innovation

VII. Always Support Staff and be positive in approach to communication of the change parameters