Design and redesign of work system-1.pptx

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1. Design and redesign of work system D epartment : BBA-8 S ubject: S trategic hrm G roup members: M uhammad Zaid A yesha Niaz T ayyba Muhammad Hanan Sajjad

2. O utline Introduction Designing Process of Work System Key Factors of Designing Work System Need to Redesign Work System Benefits of Redesigning Work System Challenges in Designing HR Work System Employee Feedback Related to r edesigning Evaluation c onclusion

3. Introduction w ork system : Work systems are comprehensive and integrated sets of HR practices designed to enhance employee skills, knowledge, motivation and involvement. Work system design: It deals with the systematic examination of the methods of doing work with an aim of finding the means of effective and efficient use of resources and setting up of standards of performance for the work being carried out.

4. Designing Process of Work System D esigning a work system involves several steps. Here’s a simplified overview: Define Goals: Clearly identify the goals and objectives of the work system. What outcomes are you trying to achieve? This will guide the entire process. Analyse Current Process: Evaluate the existing work system to understand how tasks are currently performed, identify bottlenecks or inefficiencies, and gather insights on what works well and what needs improvement. i dentify Requirements: Determine the necessary resources, tools, technologies and skills needed to support the work system. Consider factors like budget, time constraints, and any regulatory or compliance requirements.

5. Design Workflow: Map out the flow of work, including the sequence tasks, responsibilities, and decision points. Consider how different tasks and roles interact and how information flows within the system. Allocate Resources: Determine the allocation of resources, such as personnel, equipment, and facilities, to support the work system effectively. Ensure that resources are aligned with the workflow and requirements. Technology Integration: Assess if technology solutions can enhance or streamline the work system. Evaluate options like automation, software platforms, nor communication tools that can improve efficiency and collaboration.

6. T est and r efine: I mplement the designed work system on a small scale or in a pilot phase. Monitor its performance, gather feedback from users, and make necessary adjustments, to optimize its effectiveness. Train and Support: Provide training and support to employees to ensure they understand the new work system and can effectively utilize it. Offer ongoing assistance and resources to address any challenges or questions that arise. Evaluate and Improve: Continuously evaluate the performance of the work system and gather feedback from users. Identify areas for improvement and implement enhancements to enhance productivity, efficiency and user satisfaction.

7. Key Factors of Designing Work System W hen designing a work system in HR, there are several key factors to consider. Clear Objectives: Define the goals and purpose of the work system to ensure it aligns with the overall HR strategy. Job Analysis: Conduct a thorough analysis of job roles, responsibilities and required skills to create accurate job descriptions. Workflow: Understand the flow of work and information within the HR department to streamline processes and eliminate bottlenecks.

8. T echnology: A sses the technology and tools needed to support the work system, such as HRIS software or applicant tracking systems. Communication: Establish effective communication channels within the HR team and with other departments to ensure smooth collaboration. Flexibility: Design the work system to be adaptable and flexible, allowing for changes and adjustments as needed. Employee Involvement: Involve employees in the design process to gather their insights and ensure the system meets their needs.

9. P erformance M easurement: Determine how performance will be measured and establish metrics to evaluate the effectiveness of the work.

10. Need to Redesign Work System To Keep Up with the Changing Nature of Work The traditional HR work system may not be equipped to handle the evolving needs and challenges of the modern workforce, which is increasingly remote, diverse, and tech-savvy. To Attract and Retain Top Talent A well-designed HR work system that focuses on employee engagement, development, and well-being can help organizations attract and retain top talent in a competitive job market. To Align HR with Business Goals By redesigning HR processes to better align with organizational objectives, HR can become a more strategic partner to the business and help drive overall success.

11. To Foster Inclusive and Diverse Workplace Redesigning HR processes can help promote diversity, equity, and inclusion in the workplace by implementing fair and unbiased policies and practices. To Ensure Compliance and Mitigate Risks A redesigned HR work system can help ensure that the organization remains compliant with regulations and mitigates legal and reputational risks associated with HR practices.

12. Benefits of Redesign Work System Improve Efficiency Redesigning the work system can eliminate unnecessary tasks, streamline processes, and reduce bottlenecks, leading to improved efficiency and productivity. Greater Flexibility A redesigned work system can make it easier for organizations to adapt to changing market conditions or business needs, leading to greater flexibility and agility. Cost Savings Redesigning the work system can help to identify areas where costs can be reduced or eliminated, leading to overall cost savings for the organization.

13. Better Communication and Collaboration Redesigned work systems can improve communication and collaboration among employees, leading to better coordination and teamwork. Increase Innovation Redesigning the work system can create a more innovative and creative work environment, leading to new ideas and solutions. Enhance Quality A redesigned work system can help to identify and rectify quality issues, leading to higher quality products and services.

14. Challenges in Designing HR Work System Complexity HR work systems often involve multiple processes, stakeholders, and regulations, making it challenging to design a system that is both efficient and effective. Alignment with Strategy Ensuring that the work system aligns with the organization's overall HR strategy and goals can be a challenge. It requires a deep understanding of the organization's needs and objectives. Change Management Implementing a new work system can be met with resistance from employees who are accustomed to the old ways of doing things. Managing change and getting buy-in from stakeholders can be a challenge.

15. Technology Integration Incorporating technology into HR work systems can be complex, especially when integrating different software platforms or transitioning from manual processes. Ensuring seamless integration and user-friendliness can be a challenge. Cost and Resource Constraint Designing and implementing robust HR work systems can require significant financial and human resources. Balancing the need for an effective system with budgetary constraints can be a challenge.

16. E mployees Feedback Related to Redesigning W hen it comes to redesigning a work system, gathering feedback from employees is essential for a smooth transition and successful implementation. here’s how to collect employee’s feedback related to redesigning a work system: Surveys: Create surveys that focus on specific aspects of the work system, such as processes, tools, communication, and overall efficiency. Ask employees for their opinions, suggestions, and areas they feel need improvement. Focus Groups: Organize focus groups where employees can discuss their experiences with the current work system, what works well, what doesn’t and their ideas for a redesigned system.

17. One-on-one i nterviews: C onduct individual interviews with employees to gain a deeper understanding of their daily challenges, preferences, and suggestions for improving the work system. Feedback Platforms: Utilize digital platforms or suggestion boxes where employees can anonymously share their feedback, concerns, and ideas for redesigning the work system. Pilot programs: Consider implementing small scale pilot programs of the redesigned work system to gather real-time feedback from a select group of employees before full implementation.

18. e valuation E ffectiveness Check: I t helps us see if the changes made are actually working as intended and benefiting the employees and the organization. Feedback Collection: By evaluating, we can gather valuable feedback from employees on how the redesign is impacting their work, productivity, and overall satisfaction. Adjustments and Improvements: Evaluation allows us to identify any areas that may need further refinement or adjustment in the redesigned work system to ensure it meets its objectives.

19. Employee Engagement: It helps in understanding how engaged employees are with the new work system and whether it is helping or hindering their performance and motivation. Decision Making : E valuation provides data and insights that can guide decision-making for future changes or enhancements to the work system.

20. c onclusion I n conclusion, designing and redesigning work systems are crucial processes in ensuring that the organization’s structure and processes align with its goals and objectives. Evaluation plays a vital role in both stages to assess the effectiveness of the changes, gather feedback from employees and enhance overall employee engagement and satisfaction.