Optimize your organizational structure with job profiles  

What are your business goals? How will you execute these goals and how do you involve your employees? Developing job profiles aligned to organisational structures is essential in shaping and optimising the structure of your organisation, which will add value to your business goals.

Structuring to achieve goals

The first step in developing the structure of an organisation is determining the business’s objectives and the strategy it will follow to reach these objectives. In its basic form, the organizational structure (organogram) referred to above, can take various forms, such as:

  1. Traditional/conventional structures, that is, one position reporting to another and comprising various hierarchical layers, which is shaped like a pyramid.    
  2. Diamond-shaped structures: As a result of outsourcing lower levels of skill – along with acquiring the skills of more specialist staff – many organisational structures today are diamond shaped, that is, fewer basic skilled positions and more specialist positions.
  3. Matrix structures: Also referred to as dotted-line reporting (indirect reporting), the incumbent reports to a supervisor/manager (most probably a divisional head), but also with a dotted line to someone else, such as his/her functional head.
  4. Structures providing for project teams: Similar to matrix structures, the presence of project teams – working on a fixed-term contract, or a contract with a specific scope and deliverables – requires that incumbents/job holders report to a project lead, in addition to the line manager in accordance with the traditional hierarchy. The matrix structure usually is adequate for accommodating project teams.
  5. Networking structures: In the business environment today, where flexibility is imperative and participative structures like these have proven to work well, a coordinator will serve as first line of communication for the team while interaction is less rigid, informal and quick. 

Job profiles that feed your objectives

Once you have clearly defined your business’s goals and you have developed your organisational structure to maximise this deliverable, you need to develop job profiles.  A job profile reflects the essence of what a position entails with reference to key performance areas, each comprising tasks and activities to ensure that the job holder contributes to fulfilling the organisation’s mandate. A job profile also makes reference to minimum requirements (educational and experience) and competencies (such as knowledge and skills) to enable the incumbent to perform in the role.

Putting it all together

The organisational structures are enhanced by well-written job profiles.

JEMS – a forerunner in job profiling and job evaluation (grading) – can offer a business of any size unique insight into the way it should structure its reporting lines, develop job descriptions and evaluate jobs. Keep your eyes on this page for more articles on the optimal utilisation of your human capital.

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