Chapter 2

Managing Work Flows and Conducting Job Analysis

Organizational Structures
Bureaucratic Flat Boundaryless

Organizational StructuresBureaucratic
United States Army
General Colonels Majors Captains and Lieutenants Warrant Officers

Sergeants
Corporals Privates

Organizational Structures-Flat
A Typical Law Firm

Chief Partner Partners Associates

Organizational StructuresBoundaryless
Alliance of three companies that pool their resources to produce a new product, such as a computer chip.

Company A

Company B

Company C

Work Flow Analysis

The process of examining how work creates or adds value to the ongoing processes in a business.

Business Process Reengineering (BPR)

A fundamental rethinking and radical redesign of business processes to achieve dramatic improvements in cost, quality, service, and speed.

Processing a Loan Application at IBM Credit Corporation Before and After Business Process Engineering
Work Flow Using Specialists Customer Service Receptionist
Log in call from sales rep

Credit Checker
Do credit check on customer

Business Practices Specialist

Modify std. loan covenant based on cust. req.

Pricer
Compute interest rate on loan

Administrator
Convert information into a quote letter

To Customer

Work Flow After Business Process Reengineering Deal Structurer To Customer

Use sophisticated computer program to process entire loan application

Motivation
That which energizes, directs, and sustains human behavior. In HRM, a persons desire to do the best possible job or to exert the maximum effort to perform assigned tasks.

The Job Characteristics Theory of Work Motivation

Core Job Characteristics Skill Varieties Task Identity Task Significance Critical Psychological States Experienced Meaningfullness of the Work Personal and Work Outcomes High Internal Work Motivation High-Quality Work Performance High Satisfaction With the Work Low Turnover and Absenteeism

Autonomy

Experienced Responsibility for Work Outcomes

Knowledge of Results from Work Activities

Feedback

Strength of Relationships is Determined by Intensity of Employee Growth Need

Guidelines for Conducting a Job Analysis

Determine the desired applications of the job analysis. Select the jobs to be analyzed. Gather the job information. Verify the accuracy of the job information. Document the job analysis by writing a job description.

Job Description

A written document that identifies, describes, and defines a job in terms of its duties, responsibilities, working conditions, and specifications.

The Techniques of Job Analysis

Technique 1. Task Inventory Analysis Employee Group Focused On Any large number of workers needed DataCollection Method Questionnaire Analysis Results Rating of tasks Description Tasks are rated by job incumbent,* supervisor, or job analyst. Ratings may be characteristics such as importance of task and time spent doing it.

2. Critical Any Incident Technique

Interview

Behavioral Behavioral incidents descriprepresenting poor tion through excellent performance are generated for each dimension of the job.

* The term job incumbent refers to the person currently filling a particular job.

The Techniques of Job Analysis (cont.)

Technique 3. Position Analysis Questionnaire (PAQ) DataEmployee Collection Group Focused On Method Any Questionnaire Analysis Results Rating of 194 job elements Description Elements are rated on six scales (for example, extent of use, importance to job). Ratings are analyzed by computer. Originally designed to improve counseling and placement of people registered at local state employment offices. Task statements are generated and then presented to job incumbents to rate on such dimensions as frequency and importance.

4. Functional Any Job Analysis (FAQ)

Group interview/ Questionnaire

Rating of how job incumbent relates to people, data, and things

The Techniques of Job Analysis (cont.)

Technique 5. Methods Analysis (Motion Study) DataEmployee Collection Group Focused On Method Any Analysis Results Description Elements are rated on six scales (for example, extent of use, importance to job). Ratings are analyzed by computer.

Observation/ Rating of Question194 job naire elements

6. Guidelines Oriented Job Analysis

Any

Interview

Skills and Job incumbents identify knowledge duties as well as knowrequired ledge, skills, physical abilities, and other characteristics needed to perform the job.

The Techniques of Job Analysis (cont.)

Technique 7. Management Position Description Questionnaire (MPDQ) 8. Hay Plan DataEmployee Collection Group Focused On Method Managerial Questionnaire Analysis Results Checklist of 197 items Description Managers check items descriptive of their responsibilities.

Managerial Interview organization

Impact of job on organization

Managers are interviewed regarding such issues as their responsibilities and accountabilities. Responses are analyzed according to four dimensions: objectives, dimensions, nature and scope, accountability.

Task Inventory Analysis

This technique is used to determine the knowledge, skills, and abilities (KSAs) needed to perform a job successfully. The analysis involves three steps:
Interview Survey Generation

of a task by KSA matrix

Critical Incident Technique

The critical incident technique (CIT) is used to develop behavioral descriptions of a job. In CIT, supervisors and workers generate behavioral incidents of job performance. The technique involves the following four steps:
Generate

dimensions Generate incidents Retranslate Assign effectiveness values