Jobs should not be designed in isolation from other jobs within the work area. The organization, structure and objective of the work area should also be taken into account.

1. The first step in job design is data gathering. In this stage the following questions should be asked:

a. what are the future directions/objectives of the organization/section?

b. what are the tasks to be done?

c. why do they need to be done?

d. how will the tasks be done?

e. what impact will there be on other positions in the area?

f. where will the work be done? (physical location)

g. who are the clients and what are their needs?

h. how is the work currently organised?

i. who will the position report to?

j. will any positions report to this position?

This information is often known but can also be obtained through research such as observation, interviews, questionnaires, group discussion and client feedback. Affected staff should be involved in gathering the information.

2. Once the information has be obtained it can be analyzed. During the analysis phase the following should be included:

a. Group the tasks into functional areas, e.g. Process enrolment forms and respond to student enquiries should be under the functional heading of Student Administration.

b. Eliminate all unnecessary and wasteful activities

c. Simplify unnecessarily complex activities or procedures

d. List the functional areas in order of importance.

3. Now that there is a description of what the job is required to do consideration should be given to the Key Factors in Job Design, this can be done by using the attached checklist - A Checklist for Effective Job Design.

Jobs many not meet all the criteria. If the job does not meet a number of the Key Factors for Job Design you should ask why. The job should be analysed again to see what could be changed to make it a more effective job.

4. The job is now ready to be formally documented.

5. As all new processes require fine-tuning and adjustment, it will be necessary to review the job, discuss progress and address any problematic areas that have occurred. This might best be done by staff in regular meetings, where additional training requirements can be identified and suggestions for improved information flows can be made.

The review of the job could also be undertaken as part of the workplan process. The elements of good job design will come through in both the position description and the work plan.