What is job design in HRM with examples?

Job design follows job analysis i.e. it is the next step after job analysis. It aims at outlining and organising tasks, duties and responsibilities into a single unit of work for the achievement of certain objectives. It also outlines the methods and relationships that are essential for the success of a certain job. In simpler terms it refers to the what, how much, how many and the order of the tasks for a job/s.

Job design essentially involves integrating job responsibilities or content and certain qualifications that are required to perform the same. It outlines the job responsibilities very clearly and also helps in attracting the right candidates to the right job. Further it also makes the job look interesting and specialised.

There are various steps involved in job design that follow a logical sequence, those that were mentioned earlier on. The sequence is as follows:

1. What tasks are required to e done or what tasks is part of the job?
2. How are the tasks performed?
3. What amount are tasks are required to be done?
4. What is the sequence of performing these tasks?

All these questions are aimed at arriving upon a clear definition of a specific job and thereby make it less risky for the one performing the same. A well defined job encourages feeling of achievement among the employees and a sense of high self esteem.

The whole process of job design is aimed to address various problems within the organisational setup, those that pertain to ones description of a job and the associated relationships. More specifically the following areas are fine tuned:

• Checking the work overload.
• Checking upon the work under load.
• Ensuring tasks are not repetitive in nature.
• Ensuring that employees don not remain isolated.
• Defining working hours clearly.
• Defining the work processes clearly.

The above mentioned are factors that if not taken care of result into building stress within the employees.

Benefits of Job Design

The following are the benefits of a good job design:

1. Employee Input: A good job design enables a good job feedback. Employees have the option to vary tasks as per their personal and social needs, habits and circumstances in the workplace.
2. Employee Training: Training is an integral part of job design. Contrary to the philosophy of “leave them alone’ job design lays due emphasis on training people so that are well aware of what their job demands and how it is to be done.

3. Work / Rest Schedules: Job design offers good work and rest schedule by clearly defining the number of hours an individual has to spend in his/her job.

4. Adjustments: A good job designs allows for adjustments for physically demanding jobs by minimising the energy spent doing the job and by aligning the manpower requirements for the same.

Job design is a continuous and ever evolving process that is aimed at helping employees make adjustments with the changes in the workplace. The end goal is reducing dissatisfaction, enhancing motivation and employee engagement at the workplace.

Authorship/Referencing - About the Author(s)

The article is Written By “Prachi Juneja” and Reviewed By Management Study Guide Content Team. MSG Content Team comprises experienced Faculty Member, Professionals and Subject Matter Experts. We are a ISO 2001:2015 Certified Education Provider. To Know more, click on About Us. The use of this material is free for learning and education purpose. Please reference authorship of content used, including link(s) to ManagementStudyGuide.com and the content page url.

Job design has never been more relevant. Jobs are changing faster than ever and new jobs are invented every day. In this article, we will explain the basics of job design and how it can lead to jobs that add value to the organization while being motivating and fun for the employee. We also offer a proven and science-based framework that helps in designing better jobs.

Contents
What is Job design? A definition
Job motivating potential
Job design strategies
Job crafting and job design
Conclusion
FAQ

What is job design? A definition

Job design is the process of creating a job that enables the organization to achieve its goals while motivating and rewarding the employee. This means that a well-designed job leads to higher productivity and quality of work, while also leading to higher job satisfaction, lower absence, and lower employee turnover intentions.

In today’s VUCA world, the content of jobs is changing more and more rapidly, making continuous job design more important than ever. In a previous article, we focused on the drivers of job redesign. In this article, we will explain how job design works from a practical perspective, and which strategies can be used to design a job.

How job design works

To properly redesign jobs, we need a framework to guide this redesign process. The best-known framework is Hackman & Oldham’s job characteristics theory. 

Back in 1980, Hackman & Oldham proposed that each job should have five core job characteristics to be motivating for the individual. These characteristics remained consistent over time and are still used today.

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When a job has these five characteristics, it will be more meaningful, the employee will feel more responsible, and have more knowledge of the work results. This, in turn, leads to the outcomes we mentioned in the introduction: high motivation, higher quality performance, job satisfaction, and low absenteeism and turnover.

The process described above is summarized in this model, which forms the basis for job design. Let’s now look into some job design techniques that can be used to improve the motivational power of these core job characteristics.

Job motivating potential

The idea behind motivational power is that when employees like their job, they are more likely to give it their all and push for better results, which benefits both the employee and the organization. This is commonly accepted.

Hackman and Oldham proposed a system, which they called the motivating potential score (MPS). To calculate this score, one takes all core job characteristics into account and uses these to calculate the motivating potential of the job.

To do this, each of the core job dimensions should be scored on a scale of one (low) to seven (high). Next, these values can be put into the formula as follows:

According to the formula, a low score on either autonomy or feedback will significantly impact the motivating potential of the job, while a lower score on either skill variety, task identity, or task significance will have a less significant impact.

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In the figure above, job A scores much higher on all motivational dimensions compared to job B. Because these motivational elements are multiplied, the MPS difference between the two jobs is huge (255 vs. 40). A better approach would be to transfer some of the autonomy or feedback opportunities from job A to job B, if possible.

Four job design strategies

In order to increase the motivational potential of a job, four common job design strategies are used. Each of these strategies will make an impact on one or more of the elements in the MPS formula. The strategies are job rotation, job enlargement, job enrichment, and job simplification. We will explain each of them briefly and then link to an in-depth article on the topic.

Job rotation is a practice of moving employees between jobs in an organization. This increases the skill variety, helps employees orientate in potential new roles, and learn through different experiences. 

Job rotation programs can lead to increased motivation and create flexibility in deployment resulting in easy replacement in case of absence.

2. Job enlargement

Job enlargement involves adding additional activities within the same hierarchical level to an existing role. An example is a designer specialized in hotel room design, now also getting involved in restaurant design. The work requires similar skills but the work’s content differs.

Job enlargement increases the skill variety and task identity, enabling a worker to do more of similar activities, which reduces monotony, teaches a variety of skills, and gives a broader range of responsibilities, accountability, and autonomy.

3. Job enrichment

Where job enlargement is aimed at adding tasks, job enrichment is characterized by adding motivational dimensions. This means that job enlargement could be a form of job enrichment.

Job enrichment focuses on adding motivators to existing roles, increasing the MPS. Examples include adding opportunities to receive feedback, establishing client relationships to increase task significance, and creating natural work units, which is aimed at grouping interrelated tasks together to increase task identity.

4. Job simplification

Job simplification is the opposite of job enlargement and a bit of the odd one out. Job simplification is the process of removing tasks from existing roles to make them more focused. 

Job simplification is about stripping skill variety to create a more focused task. This can be used in case of job creep when a job has been enlarged over time and has become unmanageable.

Job crafting and job design

So far, we have introduced job design as a top-down driven approach in which either the manager or the OD professional determines what factors can be changed to improve the motivational potential of a job for the employee.

These days, employees have considerable freedom to customize, modify, and craft their own job, either independently or in collaboration with their manager. The process of an employee taking the initiative and shaping the characteristics of their job is referred to as job crafting.

Job crafting can be encouraged through higher organizational support, higher levels of autonomy, and higher self-efficacy, which is the employee’s belief in their capacity to achieve what they want to achieve. Job crafting leads, in turn, to higher levels of job satisfaction.

Conclusion

Job design is a systematic approach to creating jobs that are both motivating for employees and add value to the organization. The latter is important – the role needs to fit in the organizational framework and help to contribute to organizational goals. If this is not the case, the role is redundant and should be removed.

This shows a fine balance and difficulty when it comes to designing jobs. Some jobs need to happen even though they are not motivating. In this case, there are still other tools in the OD professional’s toolkit. These include good management, creating a strong vision and a culture that connects and retains people, and selecting people who thrive on stability and predictability.

When done well, job design can be an incredibly fun and rewarding process, for both the manager or OD practitioner, as well as for the employee.

FAQ

What is job design?

Job design is the process of creating a job that enables the organization to achieve its goals while motivating and rewarding the employee.

Why is job design important?

Job design is important because in today’s VUCA world, the content of jobs is changing more and more rapidly, making continuous job design more important than ever.

What is the result of job design?

When done well, job design leads to higher productivity and quality of work, while also leading to higher job satisfaction, lower absence, and lower employee turnover intentions.