The importance of job description and team motivation: a practical guide to improve organizational performance
It never ceases to amaze me with the number of companies, not only small, but also medium and large, that still lack a clear and written description of jobs and functions. Especially in key areas such as the economic-financial area, commonly known as Administration. In my professional experience, I have observed that there are common points in many of them that affect organizational performance. Despite the diversity of cases.
The initial challenge: team structure and lack of role clarity
When it comes to a new company or business unit, the first logical step is to define and structure the team needed to meet the company’s or project’s objectives. To do this, it is essential to follow reasonableness, proportionality, and feasibility criteria. Without falling into excesses or deficiencies in the configuration of roles. However, the most common situation in established companies is to find teams where there is no written description of positions and functions. In these cases, managers often justify the lack of formalization with different arguments. “Everyone knows what they have to do.” “We have always done things this way and it has worked for us.” “We never needed so much formality.”
The importance of conducting an in-depth analysis of teams
In these cases, it is crucial to conduct thorough analysis, starting with individual interviews with each employee and the people in charge of each area. The goal is to understand not only the tasks that each person performs according to his or her own perception. But also, how he or she views the work of others. To this information is added an analysis of the performance and dynamics observed within the organization.
Through these conversations, we can also obtain valuable information about the concerns, interests, and motivations of employees. Aspects that, together with their aptitudes and attitudes, make it possible to determine the best fit for each one. In existing positions or in those that may be created. Therefore, this approach makes it possible to identify areas for improvement in the structure and responsibilities assignment.
Elaboration of clear job descriptions aligned with the organizational purpose.
With all the information gathered, job descriptions (and team motivation) can be developed. It is essential that these descriptions are clear, concise, and easy to understand.
They are key to subsequent team motivation. An ideal format would be a single sheet that includes:
Job objective; Specific roles and tasks; Responsibilities; Key reports and deliverables.
It is important that job descriptions not only explain what needs to be done, but also why and for what.
This not only provides clarity but allows each contributor to understand the impact of their work on the organization. How it contributes to the overall success of the company. This approach promotes a sense of ownership and commitment without the need to share confidential or strategic information.
Fostering motivation and cheerful outlook: purpose and communication
Once employees understand the purpose of their roles, their impact on the company and their value within the team, they are more likely to develop a cheerful outlook. Greater interest and satisfaction in their work. Motivation comes not only from an adequate salary, but also from a sense of purpose, autonomy, and the perception that their efforts are valued.
Consequently, it is essential that companies focus their endeavors on aligning employees’ roles with a clear and shared purpose. Beyond specific tasks. When employees understand how their work contributes to the overall success of the company, it generates a greater sense of belonging and increases their intrinsic motivation.
In addition, it is vital that companies focus on establishing open and transparent communication channels. Where employees can express their concerns, suggestions, and needs. Regular individual and group meetings, both for feedback and follow-up. They should be customary practice to maintain the link and commitment between management and employees.
Continuous evaluation and adaptation: key to organizational growth
For job description and team motivation to remain effective, constant follow-up is necessary. This includes regular performance appraisal, adapted to the reality of each company. Updating roles as business and environment evolve. A continuous feedback process will allow adjusting functions, identifying areas for development and strengthening the sense of belonging and professional development.
Implementing practices such as job rotation allows employees to develop complementary skills. The creation of temporary support between areas to cover absences. It strengthens organizational flexibility and favors long-term motivation. This flexibility also contributes to a better work environment, as it allows employees to experience distinct aspects of the organization. Develop skills and capabilities that not only benefit the individual, but also the team and the whole company.
Conclusion: creating a motivating and goal-aligned work environment
The key to maintaining a cheerful outlook in work teams lies in a combination of issues. Role clarity, a strong connection to organizational goals. And a genuine commitment on the part of the company to the well-being at work and development of its employees. When employees feel that they have a clear purpose, that their work is important and that their efforts are recognized and valued. The results tend to be much more positive, both for them and for the company.
A job well done depends not only on the structure, but also on how that structure allows and fosters the motivation, development, and continuous growth of employees within a framework of constant and open communication. As we said at the beginning, combine job description and team motivation.
