Job Sharing: An Office Success Story

Written by Karen White, Susan Echols, Priscilla Thompson

When you think of the term "job sharing," does the word "workable" come to mind? It should! After attempting to fill a newly created full-time ministry assistant and receptionist position with no success, our church found job sharing to be a workable solution. This position--a combination receptionist and ministry assistant-- to the minister of music and the minister of youth--seemed to have a natural division in responsibilities. It was ideal for a job-sharing situation.

How does job sharing work? Instead of hiring one person, two employees perform the job duties of the vacant position. In a typical week, Susan and Priscilla, each a part-time ministry assistant working 20 hours a week, have their own job assignments and hourly schedule. Each works three days a week, working one day together so both can attend the weekly staff meeting. Susan, ministry assistant to the minister of music, works Tuesday, Wednesday, and Thursday. Priscilla, ministry assistant to the ministry of youth, works Monday, Tuesday, and Friday. On each workday, their schedule includes receptionist duties, general office work, and work for their ministers.

Essentials.-- Employees who job share should spend considerable time getting to know each other. Discuss details and expectations of the position and job sharing arrangement. Also consider the following:

• Good communicator - Maintaining a workable arrangement will require effective communication on an ongoing basis. This is vital to it's success.
• Cooperative - A supportive teamwork attitude of mutual respect, and a give-and-take approach to the exchange of ideas are necessary. Even though both ministry assistants are assigned to a certain minister, if the other minister needs a task done that cannot wait until his ministry assistant works, the one working does whatever is necessary for the smooth running of the office.
• Similar and complementary skills - Someone who complements your strengths and weaknesses can enhance the partnership by rounding out the position. For example, a combination of strong organizational skills with another's creative talents can help an office to run smoother.
• Similar work habits - Attention to detail or a general picture approach? Organized or sloppy (important when you share a desk or filing system)? Prompt or procrastinator?Compatibility in work styles may not be as important as some of the others, but it can make for a more harmonious arrangement.
• Flexibility - The ability to be flexible is essential to job sharing for a smooth working environment. A complete job manual is kept current in the event that one ministry assistant is absent or needing to trade work days.

Benefits.--The personal benefits soon become evident. After these positions were filled and operating, each ministry assistant "filled in" for the other when one had surgery and when the other attended the birth of her first grandchild in a distant Texas town. The ministry assistant who actually worked received the pay for the time she filled in for the other. The church benefited not only by being able to fill a position that couldn't be filled by one full-time person; but, at a time when the office work was growing more quickly than available dollars, it saved by not having to pay medical insurance or retirement (according to church personnel guidelines, part-time workers do not receive medical insurance or retirement, however, vacation is part of their package).

Drawbacks.--The main drawback seems to be the lack of continuity at the front desk even though each ministry assistant does her best to keep the other informed of important happenings on her workday.

Finding a Job Share Partner.--Finding and choosing a compatible partner is the most important aspect of job sharing. Here are some suggestions:

• Your current workplace - A pairing of two currently valued employees that an employer would rather not lose could be a great option.
• Professional and personal networks - Put the word out about your partner search to church members, also, call the association and/or state office for help in promoting your need.
• Employment Agencies - If there are nearby agencies that specialize in your field, you may want to let them know about your potential opening.
• Advertisements - If within the budget a classified ads in local publications may yield results when other avenues are less fruitful.

When all the bases are covered, job sharing can offer a workable and exciting solution for everyone in the office.

Adapted from the July/August/September 1994 issue of Secretary: FYI, p. 2. Used by permission.

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