Job scope

From CEOpedia | Management online

Job scope is "the extent to which a job requires the jobholder to be mentally and physically involved to get it done effectively. Typically, a job characterised by a high job scope would be non-repetitive, would need a great deal of independent thought/action and training, would entail the job holder to keep track of his/her progress, and others (Afsar, B., 2010, p. 5). It is important to match one's personality and expertise to a given job type in order to ensure the employee's commitment and involvement.

Employees who enjoy meeting new challenges will welcome work in dynamic environments and their motivation to work will improve with new tasks and projects. On the other hand, it is difficult to define a scope that would be optimal and well-balanced for all employees. Doing a job characterised by a high job scope may be also connected with significant stress levels, making the job not fulfilling for some workers (Afsar, B., 2010, p. 6).

Xie indicated that "high job scope (is) functional for organisations" and that generally it is a motivating and stimulating factor rather than a stressor (1995, p. 1288). At the same time, he points out that the stress related to high job scope needs to be properly managed as the excessive exposure to stress is negative not only to individuals, but to the entire business (Xie, J., 1995, p. 1289).

Designing a job scope - challenges

Designing a job scope is becoming more challenging for companies nowadays due to (Peeters, M., 2014, p. 414):

  • growing independence of teams,
  • their flexibility and
  • a rapid development of technology.

All of these factors contribute to significant difficulty in designing a job scope. A job design has been described as a "top-down process in which organisations create jobs and form the conditions under which the job holders/incumbents execute their tasks" (Peeters, M., 2014, p. 415).

Bakker stresses that "organizations should offer their employees sufficient job resources, including feedback, social support, and skill variety (2012, p. 1360). All of these elements allow management to boost employees' efficiency and job satisfaction. However, workers can also shape the working environment and thus play an active part in designing a job through (Bakker, A., 2012, p. 1361):

  • demonstrating proactive attitude at work
  • selecting projects they want to be involved in
  • negotiating the scope of their responsibilities.

Interestingly, allowing employees to take part in shaping the character of the job is one of the most effective ways in which managers can build trust in a team and demonstrate their appreciation to workers and their expertise.

Examples of Job scope

  • Management: Job scope for managers can involve a wide range of responsibilities, such as setting goals for the team, developing strategies to achieve them, creating and implementing processes and procedures, and overseeing the day-to-day operations of the organization.
  • Administrative: Administrative job scopes may include managing calendars, creating and managing filing systems, performing data entry, creating reports and presentations, handling customer inquiries, and organizing meetings and events.
  • IT: IT job scopes can involve the installation, maintenance, and troubleshooting of computer hardware and software, network setup and maintenance, database design and management, and website development and maintenance.
  • Sales: Job scopes for sales roles involve identifying potential customers and developing relationships with them, researching competitors, building and delivering presentations, negotiating contracts, and managing customer accounts.
  • Customer Service: Job scopes for customer service roles may include responding to customer inquiries, resolving customer issues, providing information about products and services, and managing customer feedback.

Advantages of Job scope

A job scope is defined as the degree to which a job requires the job holder to be mentally and physically involved in order to get it done effectively. There are many advantages to having a clear job scope:

  • Job scope allows employers to clearly define the expectations of the role, which can help to reduce confusion and ambiguity in the workplace. This can lead to increased job satisfaction, as employees know exactly what is expected of them.
  • A well-defined job scope can increase efficiency, as employees know the exact tasks they need to complete and are able to focus on them without distraction. This can help to reduce the amount of time spent completing tasks, as well as increase the quality of output.
  • A clear job scope can facilitate better performance management, as it helps employers to measure the success of employees against the expectations of the job.
  • Having a well-defined job scope can help to ensure that the job is adequately staffed, as it allows employers to accurately assess the skills and qualifications necessary for the role. This can lead to increased job security for employees, as they know that their skills are in demand.

Limitations of Job scope

  • Job scope can be limited by the employer's ability to assess and allocate the right job for a particular employee. This can lead to employees feeling underutilised or bored in their current roles, which can lead to a lack of motivation and engagement.
  • Job scope can also be limited by the resources available to the employee. Without the appropriate tools and technology, it can be difficult for employees to complete tasks and achieve the goals of their job.
  • Job scope can also be limited by the employer's expectations of the employee. If the employer has unrealistic expectations or is not providing adequate support for their employees, then the job scope may be too large for the employee to manage.
  • Job scope can be limited by the amount of time that is available to complete tasks. If the job scope is too large, then an employee may not be able to adequately complete their tasks in the allotted time.
  • Job scope can be limited by the level of complexity of the job. If the tasks are too complex, then an employee may not be able to understand and complete them effectively.

Other approaches related to Job scope

  • Job Analysis: Job Analysis is a systematic process of collecting, organizing, and documenting job related data about a specific job. This data is used to identify the skills, abilities, knowledge and other characteristics needed for successful job performance.
  • Job Design: Job Design is the process of creating and arranging job duties, responsibilities, and activities that are essential to the successful performance of a job. It involves structuring the activities and tasks of a job, defining the duties and responsibilities of the jobholder, and determining the skills and experience necessary to carry out the job.
  • Job Evaluation: Job Evaluation is the process of assessing the relative worth of a job. This involves establishing a job hierarchy by comparing the relative value of different jobs, and setting job grades and salary ranges based on the results of the evaluation.
  • Job Description: Job Description is a written document that outlines the duties, responsibilities, and qualifications of a job. It is used to communicate the job's requirements to potential applicants, and to provide guidance to the jobholder on how to carry out their duties.

These approaches are all connected to job scope, as they are all essential steps in determining the scope of a job and ensuring that it is filled with a jobholder who has the required skills and qualifications. Job Analysis provides data about the job, which is then used for Job Design and Job Evaluation in order to determine the job's value. Lastly, a Job Description is used to communicate the job's requirements to potential applicants. In summary, Job Scope is an important consideration in the hiring process, and these approaches are essential in determining the scope of a job and ensuring that it is filled with a jobholder who has the necessary skills and qualifications.


Job scope — recommended articles
Job analysis — Skills transfer — Adaptation process — Delegation of authority — Organization of managerial work — Profile of qualifications — Personnel controlling — Organizational progress — Organizational culture and project management

References

Author: Małgorzata Goryl

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