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