JOB CHANGES IN AN ORGANISATION

Submitted by:
Pratik Mehra
Student of BBA (B&I), SEM-V
0071221808

Delhi College of Advanced Studies

B-7, Shankar Garden, Vikas Puri
New Delhi-110018
 Objectives of Study

In light of today's competitive, technological, and demographic forces, no

organization can escape change. The best-practice organizations profiled in
Realizing Change: Knowing When and How to Successfully Change began
their journeys toward change with different needs and objectives, explored
various paths in search of success, and achieved diverse outcomes.
Nevertheless, each has successfully managed large, complex change with
dramatic results.

Employees are constantly moving within companies, sometimes outside

factors like completion of college leads employees to a different employer
and higher pay. With high turnover it basically means people are leaving the
company fairly quickly. When people leave the company normally someone
else changes positions to fill that vacant position leaving their position open
to another person or a new employee.

The key for great companies is finding talented people and being able to
retain those people within the organization for a long period of time.

There are often overlaps in these, but generally each individual employee
will have their own particular set of reasons for changing job - some will be
related to corporate environment and may be shared with others driving
higher turnover, and some will be unique to them - either internal to job (e.g.
relationship to manager, remunerations etc) and some will be external
(personal circumstances and general personal development goals).
the reasons for individual employees to change jobs are varied. In any
company, there will always be some people who move on to other jobs.
There will usually also be people who stay as they are getting what they
want and need from the job.

This report details best practices in identifying the need for change,
implementing change, managing the human side of change, and
understanding the impact of change on the organization.
 Research Methodology

Type of Data Collected

There are two types of data used. They are primary and secondary data.
Primary data is defined as data that is collected from original sources for a
specific purpose. Secondary data is data collected from indirect sources.

Primary Sources
These include the survey or questionnaire method, telephonic interview as
well as the personal interview methods of data collection.

Secondary Sources
These include books, the internet, company brochures, product brochures,
the company website, competitor’s websites etc, newspaper articles etc.

The type of data used in this study is secondary data.

 Introduction

A job is a regular activity performed in exchange for payment. A person

usually begins a job by becoming an employee, volunteering, or starting a
business. The duration of a job may range from an hour (in the case of odd
jobs) to a lifetime (in the case of some judges). If a person is trained for a
certain type of job, they may have a profession. The series of jobs a person
holds in their life is their career.

Types of Jobs

There are a variety of jobs: full time, part time, temporary, odd jobs,
seasonal, self-employment.

People may have a chosen occupation for which they have received training
or an degree.

Someone may pursue a vocation but support themselves financially with a

day job. Those who do not hold down a steady job may do odd jobs or be
unemployed.
 Job changes

Transfer

Job transfers generally fall into one of two categories: those initiated by
management or those made in response to an employee’s request. Transfers
initiated by the employer may be necessary because of temporary workload
imbalances; the need to rotate employees to limit exposure to harmful
conditions; corporate restructuring; dislocations caused by job elimination or
reductions in force; and demotions in response to disciplinary or
performance problems. Employees may initiate a transfer because they want
new or broader experience; there is friction among coworkers; they want to
better use their skills; or they need accommodation for disabilities or family
care responsibilities. Either way, transfers may be temporary or long-term,
depending on the organization’s business needs.

Purpose

To provide information on the types of transfers and the process for

transferring a classified staff employee.

Policy

It is the policy of the organization to provide fair and equitable guidelines in

transferring a classified staff employee; whether a voluntarily or
involuntarily cation has taken place. This policy also details the processes
for completing a voluntarily or involuntarily transfer.
Types of Transfers:

Lateral Transfer:

The following conditions constitute a Lateral Transfer:

• An employee is transferred to another area or department with the

same title, or the same salary range, if the title is different.
• No immediate salary action is to be taken. The base salary of the
transferred employee will be reviewed during the normal common
review process.

Voluntary Transfer:

The following conditions constitute a Voluntary Transfer:

• When an employee voluntarily elects to apply for a position and is

selected for the job which has a lower salary range than their current
position.
• When an employee actively volunteers to accept an open position in a
lower salary range because of a position elimination or Departmental
reorganization.
• The employee’s base salary should be established within 10% of the
new job’s salary range, not to exceed the salary range maximum of
the new position.

Involuntary Transfer:

The following conditions constitute an Involuntary Transfer:

 • The employee’s current position is eliminated due to a restructuring or
reclassification and is transferred to a position in a lower salary range.
• The employee will maintain his/her current base salary and follow the
normal common review process.
• If the employee’s salary exceeds the maximum salary rate of the new
position, the employee’s salary should be red-circled until the salary
range for that position is adjusted as part of the normal pay range
adjustment process.

Promotion

A promotion is the advancement of an employee's rank or position in an

organizational hierarchy system. Promotion may be an employee's reward
for good performance i.e. positive appraisal. Before a company promotes an
employee to a particular position it ensures that the person is able to handle
the added responsibilities by screening the employee with interviews and
tests and giving them training or on-the-job experience. A promotion can
involve advancement in terms of designation, salary and benefits, and in
some organizations the type of job activities may change a great deal. The
opposite of a promotion is a demotion.

Elements

A promotion can involve advancement in terms of designation, salary and

benefits, and in some organizations the type of job activities may change a
great deal. In many companies and public service organizations, more senior
positions have a different title: an analyst who is promoted becomes a
"principal analyst"; an economist becomes a "senior economist"; or an
associate professor becomes a "full professor". The amount of salary
increase associated with a promotion varies a great deal between industries
and sectors, and depending on what parts of the hierarchical ladder an
employee is moving between. In some industries or sectors, there may be
only a modest increase in salary for a promotion; in other fields, a promotion
may substantially increase an employee's salary.

The same is true with benefits and other privileges; in some industries, the
promotion only changes the title and salary, and there are no additional
benefits or privileges (beyond the psycho-social benefits that may accrue to
the individual). In some not-for-profit organizations, the values of the
organization or the tightness of funding may result in there being only
modest salary increases associated with a promotion. In other industries,
especially in private sector companies, a promotion to senior management
may carry a number of benefits, such as stock options, a reserved parking
space, a corner office with a secretary, and bonus pay for good performance.

The degree to which job activities change varies between industries and
sectors. In some fields, even after an employee is promoted, they continue to
do similar work. For example, a policy analyst in the federal government
who is promoted to the post of senior policy analyst will continue to do
similar tasks such as writing briefing notes and carrying out policy research.
The differences may be in the complexity of the files that the individual is
assigned to or in the sensitivity of the issues that they are asked to deal with.

In other fields, when an employee is promoted, their work changes

substantially. For example, whereas a staff engineer in a civil engineering
firm will spend their time doing engineering inspections and working with
blueprints, a senior engineer may spend most of their day in meetings with
senior managers and reading financial reports. In symphony orchestras,
when a musician such as a violinist is promoted to the position of
concertmaster, their duties change substantially. As a violin player, the
individual played the music as part of the violin section. As a concertmaster,
the individual plays solo parts, decides on the bowings and interpretation of
the music, and leads the violins during performances.

Different organizations grant the hiring and promoting managers different

levels of discretion to award promotions. In some parts of the private sector,
the senior management has a very high level of discretion to award
promotions, and they can promote employees without going through much
procedures or formalities such as testing, screening, and interviewing. In the
public sector and in academia, there are usually many more checks and
balances in place to prevent favoritism or bias. In many Western public
service bodies, when a manager wants to promote an employee, they must
follow a number of steps, such as advertising the position, accepting
applications from qualified candidates, screening and interviewing
candidates, and then documenting why they chose a particular candidate. In
academia, a similar approach is used, with the added safeguard of including
several layers of committee review of the proposed promotion using
committees which include members of other faculty and experts from other
universities.
Demotion

A demotion is a reduction in an employee's rank or job title within the

organizational hierarchy of a company, public service department, or other
body. A demotion may also lead to the loss of other privileges associated
with a more senior rank and/or a reduction in salary or benefits. An
employee may be demoted for violating the rules of the organization by a
behavior such as excessive lateness, misconduct, or negligence. In some
cases, though, an employee may be demoted as an alternative to being laid
off, if the company is facing a financial crisis. A move to a position at the
same rank or level elsewhere in the organization is called a lateral move or
deployment. The opposite of a demotion is a promotion.

Types

Within the continuum of disciplinary options available within most

organizations, a demotion falls in the middle range of severity. Minor
violations of rules, or the first violation of a rule will typically result in a
verbal or written warning or a suspension without pay. At the other extreme,
for severe violations of the rules, such as embezzlement or sabotage, an
employee will typically be fired and/or the company will file criminal or
civil charges. In sports leagues, when teams are transferred between
divisions, the worst-ranked teams in the higher division are relegated (or
demoted) to the lower division.

Conditions:
A demotion occurs when a classified employee (“employee”) is reassigned
to a position with a salary range that is lower than the salary range of the
former position. A demotion may occur when:

1. An individual is assigned to a position that requires performing

accountabilities of significantly decreased complexity or responsibility.

2. The employee was unable to perform satisfactorily in the higher-level

position.

3. The employee’s request for a demotion is approved.

4. As a result of disciplinary action.

Process:

1. All demotions must be discussed with Human Resource Services (HRS)

prior to communicating any information to employees.

2. If the demotion is at the employee’s request, a written letter from the

employee requesting the demotion action will be required if the position
wasn’t posted.

3. When considering a demotion, the department must ensure that there is a

valid budget line and/or position that the employee will be occupying.

4. All demotions must be approved by respective Director/Vice President

and HRS.
Separation

Employee Separation is one of the very important and crucial function /

process of HR Department. This process, if not handled in an efficient
manner, can lead to various legal complications.

Types of Separation

Resignation – This is the most common way of separation. Employee leaves

his job and employment with his employer to pursue better opportunities; a
better position at a better compensation package in a branded company (or
better known company) in a same city and country or in a different city or
different country. So, an employee resigns for:

1) Better compensation and benefits

2) Higher position / level
3) Challenging role
4) To move from an unknown or lowly branded company to a highly
branded and reputed company (Top 10 or 25 companies in the world etc)
5) For foreign or international assignments

Termination – Usually, this process is perceived negatively by employees.

In termination, an employer uses his right to terminate the contract of an
employment. There can be many reasons for an employer to terminate the
contract of employment but some of the common reasons are:
1) Non-Performance
2) Indiscipline
3) Misconduct
4) Insubordination
5) Theft and etc

Absconding – This is one of the most unethical, unexpected and

unprofessional way to terminate the contract of an employment. In this, on
one fine day an employee decides not to go to work. He does not care to
hand-over his stuff. In case an employee decides to abscond (or run-away), it
becomes very important to understand his motives and intentions.
Employees can abscond in either or all of the below mentioned
circumstances / situations:

1) After stealing the confidential information or documents or database from

the company.
2) If the intentions of an individual is to commit a crime.
3) If there is a work-pressure and stress and the individual is not able to
cope-up with it (as it happens in call-centers, BPO and other high-stress
industries).
4) If the employee has committed any crime outside the office and after
working hours (such as murder or getting involved in terrorist activities or
theft or any other civil crime).
5) Then, when priorities are different. Employee has asked for leave due to
some urgency at his home (or might be he is trying to escape from his work
responsibilities) and at the same time his team also needs him in the office
and his leaves are not approved.
6) If he has got some exceptionally good opportunity that requires him to
join immediately and he feels that the process of separation in his company
is a bit too complicated. He assumes few things and do not really try to face
the challenge.
7) Lastly, it is a personality issue. Employees that abscond have different
personalities. They are low in confidence. They are too weak to face the
reality and challenges of life. They feel that running away from the problem
is as good as solving the problem. They are cowards to take the problems
head-on.

The Process of Separation

Resignation

Once an employee gives his resignation to the department head or the

management, it is important for HR to schedule the first meeting with him.
Preferably the meeting should be scheduled within 24 hours or else it will
give an impression that “no one really cares”. Being a neutral department,
the meeting should be administrated by HR Manager (Employee Relations
Manager) or anyone senior to him to understand the root cause of separation.

1. If the root cause is an issue with the reporting manager of an individual;

or some conflict with a team-member or some other human issue, try to
address the same with the concerned person.
2. If the reason for resignation is better opportunity or a higher position,
explain to him the Performance Management System and Career
Management System of the company. If possible, show him his performance
records. Do not make any commitment that you might not be able to fulfill,
such as, “we will give you a promotion in this appraisal” or “will send you
overseas for an assignment” and etc.
3. If an employee has given his resignation because he is getting a better
compensation package, explain to him the grading system and compensation
package of your company and also share with him the minimum possible
increase that he might get in his next appraisal but do not give any hike
immediately. You might be required to repeat this exercise after another
couple of months. So, don’t show any blood to the lion.

Any other reason of resignation, such as policies of the company, benefits,

branding and positioning of the company, working hours and etc are beyond
the preview and scope of this discussion with HR. Such issues cannot be
changed to suit the needs, demands and requirements of one individual.
However, if more employees are leaving the organization for one specific
reason then the management should address the matter but this should not be
done for one specific employee.

After the meeting give your feedback to the department head and advise him
on whether to accept the resignation or not.

Once the resignation is accepted, issue the “letter of acceptance of

resignation” to the concerned employee and inform the IT, Payroll and
Finance Department.

Responsibility of the Department Head: Now, the department head needs to

plan the process of handover of duties, projects and assignments to other
member(s) in the team.

1. Let the departing employee complete all the tasks and assignments he has
in hand.
2. Do not assign any new project or assignment to this employee.
3. If there is nothing to complete and proper hand-over is done, then relieve
the employee as soon as possible.
It is a proven fact that once an employee decides to leave the organization
and gives his resignation, they show less commitment, sincerity and
dedication in their work. Hence, it is important to relieve them as soon as
possible rather than them coming to the office and wasting the time of
people who are dedicated to their work and resources of the company.

Responsibility of the HR Department:

HR, on the date of acceptance of resignation letter, should instruct the IT

department to keep track on all the outgoing emails from the system of
separating employee. All IT permissions and rights should be withdrawn
from that employee and he should not be allowed to send any email to any
other email ID except the office email ID’s. He should not be allowed to
copy or edit or delete any file from his system.

HR should ask the concerned employee to obtain no-due letter from all the
concerned departments.

HR should calculate all the amount payable to that employee and the
payment should be made on the last working day of the employee. On his
last day, the company should also give him the relieving letter.

1. The immigration office of the concerned country about the company’s

disassociation with the employee;
2. The banker, healthcare insurance provider, landlord and other service
providers;(This is to ensure that these stakeholders shall not disturb the
company to recover any cost or loss due to its ex-expatriate employee.)
Termination

Termination can be challenged in the court of law. Hence, care must be

taken to document all the incidents that have led to the termination of an
employee.

In case of disciplinary action, the company should take care that the proper
procedure is followed. Warnings (oral and written) were issued to the
employee and the whole incident is properly documented.

In case of non-performance, the required documents must include:

a. Tasks given
b. Expected performance level
c. Evaluation criteria
d. Actual performance
e. Shortfall
f. Action required

Parties involved in the termination process include:

1) The Reporting Manager

2) The Department Head
3) The HR and/or
4) any other senior member of the department

Once the decision is taken to terminate the contract of employment, the

company should seize all the belongings of that employee – such as
computer, drawer, access cards, laptop, ID Cards, files and etc.
Employee should be given the letter of termination clearly specifying the
reasons of termination.
Based on the severity of the case, the company might decide to pay the
employee for the notice period. For example, in case of non-performance he
must be paid for the notice period but in case of any disciplinary action, theft
or misconduct, he should not be. The entire amount due to him must be
recovered.

Absconding Employee

This is one of the most complicated ways of separation.

In case of local employee:

If the employee did not come to the office and nor did he informed about his
whereabouts, try to contact him on his mobile phone.

If he is not answering his calls or his mobile phone is not working then try to
call him on his residence number. Even if that is not working then speak to
his friends in the office to assess the situation.

In case you are not able to get any information about the employee then
assume that he has absconded. As per the employment laws in various
countries, send him three official notices starting from the second day of his
disappearance and send every subsequent notice after every three days. If
there is no response from his side then strike-off his name from your payroll.
 Scope of Study

While a job change may seem somewhat nerve-wracking and intimidating, it

is something that nearly every American worker will go through. Workers in
America are expected to change jobs at least ten times over the span of their
career - many will switch careers on at least one occasion.

It is important to note that there are some strong benefits that can come from
a job change. Those who make the move to study and master a new career
have plenty to gain both physically and emotionally. Understanding the
benefits of changing careers may help you to feel comfortable with a
potential career change of your own.

Avoiding a Dying Industry or Job Sector

Simply put, there are some careers, industries, and job sectors that are dying.
The individuals that are in these careers are going to be forced to make a
career change. Changing careers is a great way to avoid this end-of-the-road
issue. You can change your careers at the first sign of a dying industry,
avoiding the stress that comes when those jobs are finally lost.

Potential Money Gains

One of the major reasons for changing job is money; people are always
willing to work for a higher salary. Those who are serious about changing
careers may find that they will make more per year than they did with their
previous job. Career changes may also bring about greater benefits, which
can help to lessen the financial burden of an individual or family.
General Education

Those who have decided to change careers will generally need to take in
new information. While the new career may still be something in their field
of study, they will have to learn new actions and meet new expectations.
This general education that is formed through a career change will be
beneficial in the future. Individuals with a wider range of job experiences
and skill sets will be seriously considered for new job openings.

Future Job Security

Everyone is looking for job security, the knowledge that they will not be
without a job for an extended amount of time. Those who have a wide range
of careers under their belt will open up a new world of job security. Instead
of being proficient at one career path, you can be proficient with three. If
you lose your job, you can seek out jobs in three different career fields, as
opposed to one career field. Even if you lose your job, your chances of
landing a new job are greater than those who have simply held one career.

There are some who will find solace in these benefits, and will look forward
to their pending career change. There are some others who will still be
somewhat intimidated by the idea of starting a new career. If you are starting
a new career, whether it be by force or by choice, you can be sure that you
have much to gain. You will be giving yourself the opportunity to extend
your education while putting yourself in a secure position in the workforce.
 Case Study

Brenda and Martin

Brenda Batten was an ``exceptional employee ' of Blackhawk Aironics
when the company underwent a change that required more telecommuting
and positional autonomy in Brenda’s position. New responsibilities were
added to Brenda’s job description without any discussion of the
expectations by Brenda’s superiors. In spite of the fact that her
previous performance reviews were exemplary, Brenda’s manager, Martin
Eaton, was at a loss at how to evaluate Brenda after the changes had
been implemented. He was determined to evaluate her even though he was
unsure of her current job responsibilities or how her effort contributed
to the company as a whole. The evaluation of the newer responsibilities
of her job was less than satisfactory, even though she had been given no
guidelines.
.
Brenda and Martin can reach a satisfactory result, but only if both
are willing to compromise. Martin must realize that the criteria for
evaluating Brenda’s performance are no longer valid and must be updated.
The current performance review should only take the technical aspects
into account, as these are the only parts of Brenda’s job that he is
capable of evaluating. As Brenda has been a good employee in the past,
he should trust her to write out a description of the work she does
every day. Once Martin has a precise idea of Brenda’s job, he should
meet with her to explain his expectations for each part of her job
description. This process should be completed for all employees whose
job descriptions changed during the reorganization. He should inform
Brenda of the date of her next evaluation, so that she can be given a
fair opportunity to prepare.
.
Employees should only be evaluated on a specific job description,
not on the extra responsibilities they take on in order to keep the
company running smoothly. As the job description changes, employees
should be made aware of managers ' expectations long before the next
performance evaluation. In the interim, however, employees ' personal
competencies should be evaluated first by determining the overall
contribution to the whole. Managers should ask if the employee’s work
adds to the company’s bottom line, or if it keeps the company from
achieving certain goals. The next way to evaluate these personal
competencies is to observe how the employee works with others, their
time management skills , and client response.
.
Blackhawk Aironics can avoid this problem in the future by assigning
managers to keep up with changes in job descriptions. When the company
was reorganized, they should have considered that this would change job
descriptions and personal responsibilities. Every performance evaluation
should not only be used as an opportunity to check on the employee’s job
performance, but to address changes in job responsibilities. Managers
should keep in mind that not everything needs to be evaluated. They
should only be evaluating those tasks that are essential to the job
description.
 Conclusion

There are many deeply personal reasons to change employment situation.

However, from a purely strategic point of view, there are four good reasons
to change jobs within the same (or similar) industry during employment:

1: Changing jobs gives you a broader base of experience: After about three
years, you've learned most of what you're going to know about how to do
your job. Therefore, over a ten year period, you gain more experience from
"three times 90 percent than "one times 100 percent."

2: A more varied background creates a greater demand for your skills: Depth
of experience means you're more valuable to a larger number of employers.
You're not only familiar with your current company's product, service,
procedures, quality programs, inventory system, and so forth; you bring with
you the expertise you've gained from your prior employment with other
companies.

3: A job change results in an accelerated promotion cycle: Each time you

make a change, you bump up a notch on the promotion ladder. You jump,
for example, from project engineer to senior project engineer; or national
sales manager to vice president of sales and marketing.

4: More responsibility leads to greater earning power: A promotion is

usually accompanied by a salary increase. And since you're being promoted
faster, your salary grows at a quicker pace, sort of like compounding the
interest you'd earn on a certificate of deposit.
Many people view a job change as a way of promoting themselves to a
better position. And in most cases, I would agree. However, you should
always be sure your new job offers you the means to satisfy your values.
While there's no denying the strategic virtues of selective job changing for
the purpose of career leverage, you want to make sure the path you take will
lead you where you really want to go.
 References

• http://www.therecruiterslounge.com/2009/02/19/employee-separation-
%E2%80%93-resignation-termination-and-absconding/
• http://en.wikipedia.org/wiki/Demotion
• http://en.wikipedia.org/wiki/Promotion
• http://www.pvamu.edu/pages/1361.asp
• http://admin.utep.edu/Default.aspx?tabid=39745
• http://findarticles.com/p/articles/mi_m0EIN/is_2005_Nov_4/ai_n1577
6736/
• http://www.linkedin.com/answers/Sustainability/energy-
development/SUS_ENE/630320-23177690