If you've overhauled your job architecture, you know just how much work it takes. You’ve probably spent countless hours perfecting the job architecture framework for your organization. You’ve meticulously outlined functions, families, levels, and jobs. You think you've built a structure that's sleek, is aligned with the market, and has been approved by all the right people. So what happens next?
Once the design phase is completed, the transition to implementation becomes crucial. The handover to another team, whether for integration into the HRIS system or for the development of policies and processes, introduces a potential risk. The risk of the "handover approach" is that the intent of the design team can be misinterpreted when implemented in HRIS or incorporated into business rules and processes.
One common pitfall is rushing into implementation without having thoroughly analyzed the impact – impact to the employees, the HR team and other functions. Understanding how the new job architecture will affect employees, the HR team, and other functions is essential for its success in the real world. A robust change management plan is key to addressing these impacts and ensuring a smooth transition.
Lastly, sustaining the job architecture's success requires ongoing governance. It's not enough to implement the new structure and walk away. Continuous monitoring and alignment with organizational goals and talent initiatives are essential for long-term success.
This proactive approach ensures that the job architecture remains relevant and effective in meeting the evolving needs of the organization.
Job Architecture is a Cross Functional Effort
In job architecture implementation, everyone has a part to play: from the teams that design the framework, those who are responsible for systems implementation, executive leadership, and ultimately the managers who will be communicating the changes to their team. Everyone needs to understand the new structure, the rationale behind it, and their role in making it happen.
In addition to mapping out who does what, there are things to think about that might not seem obvious at first glance, which reinforces why it's important to have many people involved early on so you don’t step on any landmines. Some impacts to think about include:
Impact on pay transparency – With the new job architecture, there’s a heightened focus on pay transparency. On one hand, transparency fosters trust and equity within the organization. On the other hand, it opens up a Pandora’s box of questions and potential grievances. Is your job architecture design and strategy defensible?
Impact on workforce planning – Implementing a new job architecture is no small feat, and it requires careful consideration of your team’s capacity and availability. Have you thought about who on your team will be involved in this implementation? Will these additional responsibilities impact their ability to perform their core functions? It’s crucial to assess whether your team can handle this extra load or if you need to bring in temporary resources to support the transition.
Impact on the “trivial” things – Who gets invited to leadership meetings for “Directors and above”? Who has the authority to approve a new $50,000 contract? These seemingly minor details can get in the way if not considered from the beginning.
Before Implementation, Impact Analysis is Critical
To ensure your job architecture is successful in the real world, a comprehensive implementation plan is essential. Here are three key analyses you’ll need to conduct:
Employee Impact Analysis – How will the new job architecture impact employees and how will you deal with material changes, whether they are to individuals or to groups/teams of individuals? For example, how will you handle business titles that do not align with the job or system title? Will you need to establish a process to maintain legacy bonus targets, or migrate everyone to the new guidelines? What communication is needed, and which stakeholders should be involved?
HR Impact Analysis – How will the new job architecture impact HR policies and procedures? You will need to develop an assessment of the impact on recruiting processes and offer guidelines, pay transparency requirements, and the performance and merit review processes, guidelines, communications, and training materials.
Cross-functional Impact Analysis – Similar to the HR impact, this step examines the impact of the new job architecture on other functional areas. The key functions to consider are finance and legal, and you will need to partner with cross-functional stakeholders to avoid disruptions to expense and finance system approvals, IT provisioning, Payroll systems, and other key areas.
Governance is the Key to Long Term Success
Governance supports the effective management and oversight of job architecture, ensuring alignment with organizational goals, key talent initiatives, and adherence to guiding principles. It is vital, as you go through your job architecture project, from design to implementation, that you consider the governance implications. It ensures the intent of those designing the system, as well as the practical business realities are appropriately accommodated.
Roles & Responsibilities – Clearly defining roles and responsibilities is crucial for the success of the job architecture framework. When everyone knows who is responsible for what, it fosters accountability and ensures adherence to the governance framework. By establishing clear lines of ownership and accountability, organizations can ensure that every team member understands their role in upholding the job architecture, contributing to a smoother and more efficient implementation.
Key Terms & Definitions – The language we use in job architecture can be complex and varied. That’s why it’s vital to establish a common understanding of key terms and definitions. This includes terminology related to job architecture, Workday (or whatever HRIS system is being used) fields, and other relevant concepts. Clarifying these terms not only aids in communication but also delineates field-level ownership, allowable access, and appropriate use of job architecture data. This is essential in ensuring that data is used correctly and consistently across the organization.
Policies & Procedures – Policies and procedures form the operational backbone of the job architecture governance framework. Comprehensive policies and guidelines are necessary to drive the processes and technologies that enable, monitor, and validate the job architecture. These policies ensure that the processes are efficient and align with governance requirements. Clear, documented procedures help streamline operations and provide a roadmap for managing changes and updates to the job architecture, ensuring that the system remains agile and responsive to the organization’s needs.
Supporting Materials & Templates – Having the right supporting materials and templates are essential for ensuring that team members are fully equipped to perform their roles effectively. Documentation, templates, tools, forms, and training materials all play a role in supporting the job architecture process. These resources help standardize practices, provide guidance, and offer a reference point for team members as they navigate the complexities of implementation. By providing comprehensive support, organizations can empower their teams to contribute to the successful implementation and maintenance of the job architecture.
By building a solid plan for implementation and managing your governance from early on in the design and long past implementation, organizations can create a job architecture that not only meets current needs but also adapts and evolves with the organization. It ensures that the job architecture remains relevant, sustainable, and effective in supporting the organization’s long-term growth and success.
By following this comprehensive approach, organizations can overcome common challenges and successfully implement a robust job architecture system that supports long-term growth and efficiency. To learn more about how Nua can help, get in touch with us at hello@nuahr.com.
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