7. Organisation Structure

Making Organisation structure, JD, KRA & KPI booklet

1. Pointer Compilation:
   • Analyst collects inputs from client team members where they have written answer of Role-Specific Exercise
     • Self: Tasks during their absence (90 days).
     • Team Members: Reporting tasks during their absence.
     • Manager: Reporting and approval tasks during their absence.
   • Combines all pointers into a single document.
   • Consultant reviews and refines the document, ensuring clarity and alignment with organizational goals.

1. Job Description, KRA and KPI Development:
   • Analyst drafts comprehensive job descriptions based on the Consultant's guidance.
   • Consultant reviews, refines, and adds Key Performance Indicators (KPIs) for each role.
   • Assigns scoring metrics to KPIs for performance evaluation.

1. Organizational Structure Design:
   • Consultant sketches an initial organizational structure on paper.
   • Analyst creates professional diagrams in draw.io, including:
     • Basic Organizational Structure.
     • Structure with Dotted Lines for cross-functional relationships.
     • Structure with Key Result Areas (KRAs).
     • Structure with KPIs and a Matrix.

1. Internal Review and Refinement:
   • Consultant ensures all documents adhere to internal release procedures.
   • Implements required modifications for accuracy and alignment.

Final Draft Workflow

1. Contents:
   • Disclaimer.
   • Organization Structure.
   • Organization Structure with Dotted Lines.
   • Organization Structure with KRAs.
   • Organization Structure with KPIs.
   • Job Descriptions.
   • KRA and KPI Table

Presentation:

• Create a professional title page using Canva.
• Print the booklet on high-quality paper for durability.

·        Share a PDF version of the finalized booklet with the client, ensuring page order is intact.

Team Meeting:

• Present job descriptions and KPIs to employees.
• Explain the Performance Pathway Parameters (PPP) and their link to appraisals.

Performance Pathway Parameters (PPP)

1. Excel-Based PPP Sheets:
   • Includes Monthly, Quarterly, and Yearly scoring for each position.
2. Review Process:
   • Consultant conducts initial monthly reviews with the business owner to demonstrate the process.
   • After 1-2 months, ownership of the review process transitions to the client.
   • Consultant conducts quarterly follow-ups for ongoing support.

Guidelines for Deliverables

• Organize diverse client teams (2-3 groups) for cross-functional insights
   Share case studies (e.g., Strategic HRM, Apex Corporation) 10-12 days before the session. Gamify submissions to boost engagement.
• Evaluate functional, divisional, matrix, or flat structures based on business needs and strategic goals.
• Align KPIs with organizational goals and prioritize impactful metrics
• Monthly and quarterly reviews with the client to ensure smooth implementation.
• Once Check by senior consultant then only deliver to client organisation structure.

Timeline

• Team Formation (2 weeks before session)
• After session deliver first draft in 4-5 Days
• Final Draft Within 2 Weeks Post-Session
• Client Approval (3 Days)
• Monthly Reviews (First 3 Months)

Sample Example of JD, KRA & KPI

Head-Human Resources

Key Responsibilities:

1. Strategic HR Leadership

• Develop and execute HR strategies that align with the company's goals and objectives.
• Develop and monitor Key Result Areas (KRAs) and Key Performance Indicators (KPIs) for various departments.
• Partner with senior leadership to understand business needs and provide HR solutions.
• Lead organizational development initiatives to improve efficiency and effectiveness.
• Oversee the development and implementation of HR policies and procedures.
• Foster a positive and inclusive workplace culture. Oversee employee engagement initiatives and ensure high levels of employee satisfaction.
• Facilitate effective communication between HR and other departments.

2. Recruitment & Staffing:

·        Recruitment Planning: Strategize and plan recruitment activities to meet departmental staffing needs, including developing recruitment plans and overseeing their execution.

·        Department Hiring: Coordinate with departments to understand their hiring requirements, manage job postings, conduct interviews, and oversee the onboarding process.

·        Top Problem Interviewing: Address and resolve significant issues encountered during the interview process, implementing solutions to enhance recruitment efficiency.

3. Vendor & Third-Party Management:

• 3rd Party Vendor Management: Oversee relationships with third-party vendors, ensuring service quality and compliance with contractual agreements.
• Daily Approval in Traveling & Guest House: Review and approve daily travel and guest house requests, ensuring compliance with company policies and budget constraints.
• Compliance & Liasoning: Ensure compliance with regulations related to third-party services and manage liaison activities with external stakeholders.

4.     Training and Development

• Oversee the identification and analysis of training needs across the organization.
• Design and implement training programs to address identified needs.
• Measure and analyze the effectiveness of training programs and make necessary adjustments.

5.     Finance and Administration:

• Salary Checking & Approval: Check and approve salary disbursements and related processes.
• Gifting Sample Approval: Review and approve gifting samples for clients and employees.
• AOP Data Management: Compile and manage Annual Operating Plan (AOP) data, ensuring accuracy and completeness.

6. Data & Analytics:

• Data Analytics: Utilize data analytics tools to make informed HR decisions and support strategic planning based on data insights

        I.          Process for Creating Job Descriptions (JD)

1: Understand Organizational Requirements

• Identify Core Functions: Understand the different business functions and determine what roles are required to support them. Consider whether any new roles are needed or if existing roles can be redefined.
• Team Collaboration: Ensure that each department head or team lead contributes input on key responsibilities for their department’s roles.

2: Define Role Specifics

• Job Title: Clearly define the job title based on the function and level of responsibility.
• Role Overview: Write a summary outlining the main purpose of the role within the company, and how it fits within the organizational structure.
• Key Responsibilities: Outline day-to-day tasks, and any long-term projects or initiatives the role will oversee.
• Skills & Qualifications: List essential skills (e.g., technical, soft skills), experience, and qualifications needed for success.
• Reporting Structure: Indicate who the role reports to, and if there are any direct reports.

3: Align with Organizational Strategy

• Strategic Alignment: Ensure the job description aligns with the company's overall goals and strategies. Each role should be able to contribute to broader business outcomes.
• Cross-Department Coordination: Identify areas where the role will need to interact with other departments, ensuring clarity on collaboration points.

4: Create Performance Expectations

• Define KPIs for the Role: Refer KPI Process

5: Final Review and Adjustments

• Internal Review: Conduct a review with stakeholders (e.g., department heads, senior management) to ensure the JD is aligned with company needs.
• Incorporate Feedback: Adjust the JD based on feedback from these reviews, ensuring clarity and alignment.

6: Deliver and Implement

• Distribute Job Descriptions: Once finalized, ensure the job descriptions are shared with relevant team members and candidates.
• Training: If necessary, offer training to managers on how to implement these roles effectively in terms of expectations and performance evaluation.

      II.          Process for making Key Performance Indicator

1. Understand Team Objectives

• Clarify Goals: Define clear, measurable objectives for the team.
• Align with Organizational Goals: Ensure these objectives contribute to the company’s overall strategy.

2. Identify Key Focus Areas

• Determine Impact Areas: Identify where the team's performance most affects organizational success.
• Prioritize Metrics: Focus on measurable factors that directly influence these areas.

3. Define SMART Metrics

• Quantifiable: Choose metrics that are objective and easy to measure.
• Relevant: Ensure metrics align with team responsibilities.
• SMART: Make KPIs Specific, Measurable, Achievable, Relevant, and Time-bound.

4. Set Baselines and Targets

• Baseline Performance: Assess current performance levels for each metric.
• Ambitious Targets: Define realistic but challenging goals tied to a specific timeframe.

5. Determine Reporting Frequency

• Consistent Updates: Decide on reporting intervals (daily, weekly, monthly).
• Critical Monitoring: Implement real-time tracking for high-priority KPIs, if needed.

6. Assign Ownership

• Designate Roles: Assign team members responsibility for specific KPIs.
• Encourage Accountability: Ensure clear expectations and responsibility for meeting targets.

7. Select Tailored KPIs

• Example KPIs by Department:
  • Sales: Sales revenue, conversion rate, average deal size.
  • Customer Service: Resolution rate, response time, satisfaction score.
  • Marketing: Campaign ROI, website traffic, lead generation.
  • Operations: Efficiency, delivery rate, waste reduction.
  • Projects: Timeline adherence, budget control, stakeholder satisfaction.

8. Track and Analyze Performance

• Data Collection: Use tools or systems for accurate data tracking.
• Insightful Analysis: Examine data trends to identify strengths and weaknesses.
• Performance Reviews: Hold periodic reviews to assess progress and recalibrate as needed.

9. Communicate Results

• Transparent Reporting: Share findings with the team, ensuring clarity and context.
• Celebrate Successes: Acknowledge milestones to boost morale and reinforce positive performance.

10. Embrace Continuous Improvement

• Gather Feedback: Regularly seek input from team members on KPI relevance and usability.
• Iterative Refinement: Adjust KPIs based on feedback, shifting priorities, or changing business needs.