Job Simplification: what is it and how to take advantage of it?

Posted on Oct 30, 2022 at 07:10 PM

You've probably heard of job simplification before, but if you work in a private office or with employees, you might be interested to know precisely what that means.

Simply put, it is a set of procedures that organise work to make it more quality and efficient.

If you work in a company and see yourself or your co-workers do a lot of excesses and unnecessary work, job simplification may be the solution that allows you to do your work more efficiently and effectively while saving time and effort to do other things.

What does Job Simplification mean?

Job simplification is one possible solution to alleviating workflow pressure by developing simple procedures that are easy to understand, use and learn to transform an existing complex task or set of work into one or more simple procedures.

The job simplification process is not an end in itself, but instead makes job processes more effective and efficient and certainly more enjoyable in the application.

In addition, it reduces backlog chaos, increases productivity and customer satisfaction, and thus reduces costs, all by improving procedures and developing business systems methods

There are also many possible outcomes of business organisation and simplifying processes, including:

• Reduce tasks.
• Staff satisfaction.
• Efficiency and productivity.
• Reduce costs.
• Reduce errors.

Steps to apply job simplification procedures:

It is essential to articulate specific ways and steps in streamlining work, especially since such a strategy is not likely to be wrong and achieve tangible results.

• Precisely define the job:

The first step is to select or choose the job to simplify, and the best way to determine this is to select the most challenging task.

• Collection of relevant data:

The second step is to collect all relevant information on the function you wish to simplify, including the total time taken, steps included in the implementation of the function, how it is performed, etc.

• Data Analysis:

After completing the data collection about the function, it should be analysed by asking all possible questions to improve the task performance, proposing alternatives, and interpreting them.

• Finding alternative solutions:

This is the most crucial step to develop various possibilities and alternatives to simplify the job, using four criteria for tasks to be simplified, namely (removal, collection, rearrangement, and simplification).

The main goal of this step is to be more transparent and accessible, so you should keep in mind that you can take advantage of all the tools, including physical tools, digitalisation in HR practices, and automation processes; after that, write down the results and create a proposed new method.

• Evaluation of solutions and results:

The last step is to start implementing the final simplified function and improve it, so in this step, the new result is taken into account to test the new prototype.

How can job simplification mechanisms facilitate a company's tasks?

Although the job simplification process may seem to you limited, its concrete results in the conduct and facilitation of the company's tasks will outweigh the simplification size; here are examples:

• Reducing tasks makes it easier for participants to find the required jobs.
• Reducing the number of steps in implementing users' work enables them to complete their tasks faster.
• It makes work programs clear to users and their easy application to beginners.
• Reduce chaos, burden, and errors in employee performance.
• Guiding staff through specific procedures reduces failures and frustrations.

What are the most essential techniques for simplifying tasks and working methods:

Innovative work can simplify and develop job processes simultaneously with little effort and fatigue, thus helping to provide energy for necessary activities in the performance of your professional tasks.

You can do this by applying the following procedures:

Reduce workload.

Just do the tasks that benefit you.

Follow the steps of administrative delegation in the delegation of your employees.

• Share extensive functions with the team.
• Identify priorities for action and its immediate tasks.
• Divide the big job into steps.
• Plan for short and repeated breaks.
• Use workflow maps.
• Type in the to-do list for each job.
• Do not postpone today's work until tomorrow.

What are the main advantages of simplifying administrative procedures during work:

Simplifying and developing job systems and methods are topics of high interest to HR managers, so it is essential to learn about the advantages of job simplification for your employees in the company:

• By simplifying job procedures, employees can perform their work efficiently and effectively.
• Simplifying processes will make their implementation much more accessible than complex functions.
•  Reduce different types of physical and mental stress experienced by employees due to complex functions.
• The training of staff becomes more straightforward with simplified functions and working procedures.
• The cost incurred after the streamlining of the post is negligible.
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In general, simplifying procedures, developing business processes, and simplifying are practical approaches to achieving short-term objectives.

Mainly, that is why a job needs to simplify and made integral to each employee's job design.

Finally, as a human resource manager at the company, you constantly strive to develop the performance of employees and obtain satisfactory work results, allowing your employees to attend career development training courses in Dubai.