Workplace design

Workplace and job design is the definition of employee responsibility for the work carried out by him. Job descriptions are essential components of any organization. They are determined by: the area of freedom of action and the area of freedom of decision. Job design is part of a wider set of actions, which defines process of organizing.

Design approach

There are several different approaches to the job design. They can be divided into two groups: job specialization and alternatives to specialization.

Specialization

Job specialization is the extent to which the general operation of the organization will be divided into smaller components. This is a limitation of the scope of freedom of action and freedom of decision and control. Specialization applies to both operational and managerial positions. The most important benefits of specialization are:

• improved performance of actions
• elimination of counter-productive time associated with switching between different actions,
• possibility to use more specialized work tools,
• reduction in the cost of training new employees.

Beside the advantages flowing from the implementation of the specialization, there are also some disadvantages of this solution, which include:

• alienation,
• work-related fatigue,
• dissatisfaction with work,
• dispersion and difficulty with coordination.

Specialization can also lead to a lack of flexibility in the workforce, as employees may not be able to easily adapt to new tasks or projects outside of their area of expertise. This can create challenges for businesses that need to pivot or adapt to changing market conditions. Additionally, the focus on a specific set of skills or tasks can lead to a lack of creativity and innovation, as employees may not be exposed to new ideas or ways of thinking.

Another potential drawback of specialization is the increased risk of job loss or redundancy, as employees may become less valuable if their specialized skills are no longer in high demand. This can create uncertainty and insecurity for employees, and can make it difficult for businesses to plan for the future.

Overall, while specialization can bring many benefits in terms of improved performance and cost savings, it is important for businesses to carefully consider the potential drawbacks and to implement strategies to mitigate these risks. This may include providing employees with opportunities for skill development and cross-training, as well as fostering a culture that values creativity and innovation.

Examples of Workplace design

• Open Office Layout: Open office layouts are becoming increasingly popular in the workplace, as they promote collaboration and communication among employees. They typically involve a large open space with desks and workstations arranged in clusters, and often include common areas for meetings, brainstorming, and team-building activities.
• Task Rotation: Task rotation is the practice of having employees move between different tasks or departments within a company. This allows employees to gain more varied experience and knowledge, while also helping to prevent boredom.
• Flexible Scheduling: Flexible scheduling allows employees to choose when they work, as long as they complete their tasks by set deadlines. This can be beneficial for both employers and employees, as it allows individuals to work when they feel most productive, while still allowing employers to meet their operational needs.
• Job Enrichment: Job enrichment is the practice of increasing the scope and complexity of a job to make it more interesting and challenging for employees. This can include adding more responsibility, providing more autonomy, or increasing the level of skill required to complete the job.

Advantages of Workplace design

• Workplace design can provide employees with a better understanding of their roles and responsibilities, allowing them to work more efficiently and effectively.
• It can also help to reduce workplace stress, as employees can be given more autonomy in their roles, allowing them to take ownership of their work and take pride in their accomplishments.
• Additionally, workplace design can create a better work-life balance, as employees can be given more flexibility to work around their own needs and preferences.
• Furthermore, workplace design can help to reduce costs, as it can be used to streamline processes, reduce waste and increase productivity.
• Finally, workplace design can help to improve communication and collaboration between departments, as employees can be given better access to information and resources to help them work together effectively.

Limitations of Workplace design

• Flexibility: Workplace design can be limited due to the nature of some jobs, which require specific equipment or process. This can make it difficult to adjust the environment to individual needs.
• Ergonomics: Ergonomic design of workplace can become a limiting factor when aiming to optimize productivity and efficiency. Incorrect ergonomic design can lead to health issues and fatigue in employees.
• Resources: Limited resources can limit the workplace design options available. Excessive complexity can lead to overspending and can quickly exhaust the allocated budget.
• Time: Time is a major limiting factor in workplace design. It can be difficult to design a workplace to meet all the needs of the company due to the limited time available.
• Technology: Technology can be a major limitation in workplace design. If the technology is outdated or not up to the standard, it can limit the functions and features available.
• Culture: Workplace design is also limited by the culture of the organization. Different cultures have different expectations and norms, which can make it difficult to design an environment that meets everyone’s needs.

Other approaches related to Workplace design

• Job enrichment - This is a form of job design which empowers employees by increasing the level of responsibility and autonomy they have within a job. This can be done by adding more tasks or responsibilities to their job, or by giving them more control over their own work.
• Job rotation - This is the practice of regularly changing employees from one job to another, in order to give them exposure to different jobs and responsibilities. This helps to increase motivation and engagement, and to prevent boredom and burnout.
• Task consolidation - This approach involves combining multiple tasks into one job role, in order to reduce the number of employees needed for a particular job. This can help to streamline processes and improve efficiency.
• Job enlargement - This is another form of job design which involves expanding the scope of a job to include more tasks and responsibilities. This can help to increase employee motivation and engagement.

In conclusion, workplace and job design involves a range of approaches which are used to define employee responsibilities and optimize the organization of work. These approaches can help to increase motivation, engagement, and efficiency.

Workplace design — recommended articles

Office space design — Importance of teamwork — Multi skilling — Network structure — Design structure matrix — Displacement of employees — Scrum of scrums — Core process — Organizational progress

References

• Feyen, R., Liu, Y., Chaffin, D., Jimmerson, G., & Joseph, B. (2000). Computer-aided ergonomics: a case study of incorporating ergonomics analyses into workplace design. Applied Ergonomics, 31(3), 291-300.