Redefining Roles with Job Mapping and Job Design
The air in the conference room of CrystalView Corporation was heavy with tension.
“Our productivity has stalled,” Mr. Adrian, the CEO, admitted, rubbing his temples. “We’re not inefficient, but it feels like we’re running in circles. People are stepping on each other’s toes, and no one knows who’s truly accountable.”
Ms. Nora, the HR Manager, nodded. “We have overlapping responsibilities in some areas and major gaps in others. Employees are frustrated, and we’re seeing a rise in turnover.”
Adrian’s voice was firm. “We need clarity—clear roles, defined responsibilities, and accountability. Nora, find someone who can fix this mess before it derails us completely.”
The Diagnosis: A Web of Overlaps and Gaps
When Humanology, led by the insightful Datuk Dr. Leow, stepped in, the first step was to conduct a comprehensive organizational audit.
“Job mapping and job design aren’t just about creating descriptions,” Dr. Leow explained in the initial meeting. “They’re about aligning roles with business goals and ensuring employees can perform at their best.”
Over two weeks, Humanology conducted interviews, analyzed workflows, and reviewed existing job descriptions. The findings were startling:
- Overlapping Roles: Multiple departments were handling similar tasks, leading to inefficiencies and conflicts.
- Undefined Responsibilities: Key functions, such as project coordination, were falling through the cracks.
- Outdated Roles: Some roles no longer aligned with the company’s growth strategy or technological advancements.
Nora was stunned when the findings were presented. “I knew we had issues, but I didn’t realize how deep they ran,” she said.
Adrian frowned. “If we don’t fix this, we’ll lose more than just employees—we’ll lose our competitive edge.”
The Suspense: Resistance to Change
Humanology proposed a Job Mapping and Design Framework to address the issues:
- Conducting role analysis to map current responsibilities.
- Redesigning roles to eliminate overlaps and fill gaps.
- Creating clear, actionable job descriptions aligned with company objectives.
However, resistance arose during a staff meeting.
“What if the new roles mean more work for us?” asked one employee.
“Or worse, what if we’re deemed redundant?” another chimed in.
Dr. Leow addressed their concerns directly. “This process isn’t about cutting jobs—it’s about empowering you to focus on what matters most. You’ll have clarity, support, and the tools you need to succeed.”
Nora added, “We’re not here to take away opportunities. We’re here to ensure everyone has a defined role that contributes to the bigger picture.”
The Climax: Building a Stronger Foundation
Humanology rolled out the framework in phases:
- Role Analysis
Teams were guided through exercises to document their daily tasks, challenges, and redundancies. During one session, a team leader admitted, “I didn’t realize we were duplicating efforts with another department. No wonder projects kept stalling.” - Job Redesign
Humanology worked with department heads to streamline responsibilities, ensuring each role had clear deliverables and no overlaps. They introduced new roles, such as a dedicated Project Coordinator, to address gaps. - Job Description Rollout
Clear, actionable job descriptions were created, detailing responsibilities, KPIs, and how each role supported the company’s strategic goals.
When the new descriptions were unveiled, one employee remarked, “For the first time, I know exactly what’s expected of me—and how my work impacts the company.”
The Resolution: Clarity and Collaboration Restored
Three months later, the transformation was undeniable:
- Project timelines improved by 30% due to streamlined roles and accountability.
- Employee satisfaction scores rose by 25%, with staff reporting greater clarity and reduced frustration.
- Turnover rates decreased as employees felt more valued and understood their contributions.
At the final review meeting, Adrian smiled for the first time in weeks. “This is exactly what we needed. Our teams are more focused, efficient, and engaged.”
Nora added, “Humanology didn’t just fix our job structures—they revitalized our culture. Employees now see themselves as integral parts of the bigger picture.”
Dr. Leow concluded, “When roles are clear, organizations thrive. CrystalView is now equipped to achieve its goals without the chaos of ambiguity.”