Job Analysis and Design

Job Analysis & Job Design

Concept Process Methods

Uses
Obstacles
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Meaning and Definition Job analysis and competitive advantage Process of job analysis Methods of collecting job data Potential problems with job analysis Job design Factors affecting job design Job design approaches Contemporary issues in job design

Scheme

It is the process of determining and recording all the pertinent information about a specific job, including the tasks involved, the knowledge and skill set required to perform the job successfully.

Concept of Job Analysis

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Job analysis
Process of collecting, analyzing and setting out information about the content of jobs in order to provide the basis for a job description and data for recruitment, training, job evaluation and performance management. It is the process which provides information used for writing job description (a list of the job entails) and job specification (what kind of people to hire for the job)

It is the process of studying and collecting information relating to the operations & responsibilities of a specific job. (Edwin B Flippe)
It is a systematic exploration of the activities within a job. It is a basic technical procedure used to define duties, responsibilities and accountabilities of a job. (Stephen Robbins)

Job Analysis Defined

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Types of information provided by job analysis

Overall purpose- why the job exist and, in essence what the job holder is expected to contribute Content- the nature and scope of the job in terms of the tasks and operations Key result area Performance criteria Responsibilities Organizational factors- reporting relationships etc Motivating factors Development factors- promotion, and career perspectives Environmental factors- working condition, unsocial hours, mental and emotional demand

Recruitment
Selection Training & Development Performance Appraisal Compensation Management

Relationship with HRM

Recruitment

Compensation Management

Selection

Performance Appraisal

Training & Development

Recruitment & Selection

Job

duties that should be included in advertisements of vacant positions requirements (education and/or experience) for screening applicants questions

Minimum

Interview

PURPOSE

Compensation:
Skill

levels (e.g., fiscal; supervisory)

Responsibilities

Required

level of education (indirectly related to salary level)

PURPOSE

Training Needs Assessment

Training

Content to be used in delivering the

Equipment

training

Methods

of training (e.g., small group computer-based, video, classroom)

PURPOSE

Performance Appraisal & Review:

Goals

& Objectives Standards

Performance

Evaluation

Criteria

PURPOSE

SOURCES OF DATA Job Analyst Employee Supervisor

METHODS OF COLLECTING DATA Interviews Questionnaires Observation Records O* Net

JOB DATA Tasks Performance Standards Responsibilities Knowledge Required Skills Required Experience Job Context Duties Equipment Used

JOB DESCRIPTION Tasks Duties Responsibilities

HUMAN RESOURCES FUNCTIONS

JOB SPECIFICATION Skills Physical Demands Knowledge Abilities

Strategic Choices
Employee Involvement Level of Details Timing and Frequency of analysis Past-Oriented vs Future-Oriented Sources of Data

Gather Information Process Information Job Description job Specification

Process of Job Analysis

Functional Job Analysis

Position Analysis Questionnaire

Approaches to Job Analysis

Functional Job Analysis

A Quantitative Approach to Job Analysis that utilises a compiled inventory of the various functions or work activities that make up a job Assumes that each job involves three broad worker functions
Data People Things

Job analyst conduct background research, interviews job incumbents and supervisors, make site observations and then prepares detailed document

Job Analysis Method

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Work Function & their level of difficulty

Data 0 Synthesizing 1 Coordinating 2 Analyzing 3 Compiling People 0 Mentoring 1 Negotiating 2 Instructing 3 Supervising Things 0 Setting up 1 Precision Working 2 Operating 3 Driving

4 Computing
5 Copying 6 Comparing

4 Diverting
5 Persuading 6 Speaking 7 Serving & Helping

4 Manipulating
5 Tending 6 Feeding 7 Handling
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Position Analysis Questionnaire (PAQ)

Standardized questionnaire-194 items 6 categories Seeks to determine the degree to which different tasks are involved in performing a particular job Helps quantitatively sample work-oriented job elements

Category

Information Input- Obtain & use info. Mental Processes Level of reasoning & dec. Physical Activities Assembling, Keyboard Relationship with other persons -Instructing Job Context High temp or conflict situation Other Job Characteristics Work pace
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Critical Incident Technique (CIT )

Method by which important job tasks are identified for job success Behaviours in specific situations contribute to the success or failure of individuals in organizations. Compilation of all the critical acts or behaviours provides a portrayals of the job, with the focus on both the action of the worker and the context in which behaviour was noticed.
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Organisation-specific list of tasks & their descriptions used as a basis to identify components of job

Task Inventory Analysis

Information Gathering: Job specific Competency determination Developing a job description Developing a job specification

Process of job analysis

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HRP

Job Description

Recruitment & Selection

T&D

Job Analysis

Job Evaluation

Remuneration

Job Specification

Performance Appraisal Personnel Information Health & Safety

Person Collecting Job Analysis Data

Advantages

Disadvantages

Trained Analyst

Objectivity maximised Consistent reporting of Information Expertise in Job Analysis Familiarity with job Fast Data Collection Intangible aspects collected

Expensive May overlook certain intangible aspects of job due to lack of familiarity Needs training for effective Job Analysis Time burden Objectivity Less standardisation of Data Problem with response pattern due to ambiguity in Job Analysis Ques Restrictive Job Sample Poor Standardisation

Supervisor

Job Holder

Greater familiarity with job Fast Data Collection Inexpensive

Recruitment & Selection Training and development Performance Appraisal Promotion and transfer Preventing Dissatisfaction Compensation Management Organisational Audit

Uses of Job Analysis

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Health and Safety Induction Industrial Relations Career Planning Succession Planning

Uses of Job Analysis

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Observation
Interviews
Individual Interviews Group Interviews

Questionnaire Diary

Technical Conference
Checklists

Methods of Collecting Job Data

Job analysis interviews should be conducted as follows:

Logical sequence of questions that help employees to order their thoughts about the job Probe as necessary to establish what people do Asking leading questions

Interview

Basic method of analysis, the most commonly used

Necessary to Obtain clear statements from job holders about their authority to make decisions Requires skills on the part of the analyst and is time consuming Effectiveness can be increased by the use of a check list

Pros and Cons

Questionnaire
Helpful when a large number of jobs are to be covered Can save interviewing time by recording purely factual information and by enabling the analyst to structure questions in advance to cover areas that need to be explored in greater depth Should only be carried out on the basis of preliminary field work The accuracy of results also depends upon the willingness and ability of job holders to complete questionnaires

Can save interviewing time

May fail to reveal full flavor of the job If over generalized may be too easy for job holder to provide vague or incoherent answers

Pros and Cons

Studying job holders at work, noting what they do, how they do it, how much time it takes Appropriate for situations where a relatively small number of key jobs need to be analyzed in depth
Time consuming and difficult to apply in jobs that involve a high proportion of unobservable mental activities, or in highly skilled manual jobs

Observation

Most accurate but so time consuming that it is seldom used except when preparing training specifications for manual or clerical jobs.

Pros and Cons

Job holders required to keep diaries or logs of Activities

These can be used by the job analyst as the basic material for a job description Best used for fairly complex managerial jobs where the job holders have the required analytical skills and ability to express

Diaries and Logs

Makes great demand on job holders, may be difficult to analyse

Pros and Cons

Job Analysis J Job Description A statement contianing items: Title Location Summary Job Specification A statement containing human qualifications necessary to do the job Education Experience

Training
Judgement Initiative Physical Effort Physical Skills Responsibilities Communication Skills Emotional Charactristics Unusual sensory demands

Duties
Machines, Tools & Equipment Materials & Forms used

Supervision given or received

Working Conditions Hazards

Job Analysis
Job Description Job specification
A written statement of what It states the minimum the job holder does, how it is acceptable qualifications that done and why it is done. the employee must posses to perform the job successfully Includes- Job title, Location, Includes Education, Job Summary, duties , Qualification, exp, training, machines, tool and communication skills and equipments used and emotional characteristics working conditions. Imp. Tool in the recruitment Imp. Tool in the selection process, helps in adv. The process vacancy effectively.

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Derived from job analysis provides basic information about the job Includes job title, reporting relationships, overall purpose, principal accountabilities, main tasks and duties

Job description

Job

identification Job summary Responsibilities and duties Authority of incumbent Standards of performance Working conditions Job specifications

Format

 Job
Title

description Contains

Location
Job

summary Duties Machines, tools and equipment Materials Supervision given or received Working conditions Hazards

Job Description

Specimen of job Description

Job Title: Manager, Welfare and Social Security Code No: HR/198 Department: HR Division Job summary: Responsible for Job duties: Planning, Supervision, developing, implementation, follow-up Working Conditions: 8 Hrs. Supervision: Report to director.. Relationships: Maintain social and official contacts with local officials

Title: Sales and Marketing Executive Reports to: Sales and Marketing Manager, Vapi Based at: Sparkly New Products Co Ltd, Technology House, vapi.

Job purpose: To plan and carry out direct marketing and sales activities, so as to maintain and develop sales of SNP's ABC machinery range to Maharastra major accounts and specifiers, in accordance with agreed business plans.

Key responsibilities and accountabilities: Maintain and develop a computerized customer and prospect database. Plan and carry out direct marketing activities (principally direct mail) to agreed budgets, sales volumes, values, product mix and timescales. Maintain and develop existing and new customers through planned individual account support, and liaison with internal order-processing staff.

Job Description - SNP Co Ltd

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Scale and territory indicators: Core product range of four ABC machines price range Rs 50 to Rs 250. Target sectors:
All major multiple-site organisations having more than 1,000 staff. Total personal revenue accountability potentially Rs.4.5m. Territory: Mumbai

Job Description - SNP Co Ltd

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Another product of job analysis.Statement of human qualifications necessary to do the joba list of a jobs human requirements Education Experience Training Judgment Initiative Physical effort

Job specification

Physical skills Responsibilities Communication skills Emotional characteristics Unusual sensory demands such as sight, smell, hearing

Job specification

Specimen of job Specification

Position Title: Manager, Welfare and Social Security Department: HR Division Education and Training: MBA/PGDM/PGDBA/MHRM/M.COM/MSW Computer proficiency:.. Experience:.. Age:. Other Attributes: Good Health, Pleasing Manner, Fluency, Analytical skill, GK

Summary Experience:0 - 2 Years Location:Hyderabad / Secunderabad Compensation:Rupees 1,00,000 - 2,00,000 Education:UG - Any Graduate - Any SpecializationPG - Any PG Course - Any Specialization Industry Type:Fresher/Trainee Role:Trainee Functional Area:Marketing, Advertising, MR, PR Posted Date:20 Oct Desired Candidate Profile The requirements are - Knowledge of Microsoft Office, specifically good knowledge of Excel - Excellent English (Spoken and written) - Ability to work with large amount of data - Attention to detail - Ability to analyze data, get conclusions and express them correctly in English language - Some previous knolwedge of online programs such as Google Adwords, Yahoo Search Marketing, MSN would be an added advantage, though not a compulsion. Job Description Intially the job would be reporting and analyzing date of online cmapaigns, full training on online advertising and tools will be provided. if successful and suitable for the role, the candidate might have further career development opportunities on specific online account management or in areas of interest from online advertising. Keywords: Online, SEM, PPC, Fresher, Trainee, Intern, Online Marketing Company Profile Ecselis , part of Havas Digital , which is a leading interactive agency is currently looking for trainees to join their operations office in Hyd

Job Design

Job Enrichment Engineering Approach Job Enlargement

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The specification of the content,method and relationships of jobs in order to satisfy technological and organisational requirements as well as the social and personal requirements of the job holder(Davis,1966)
Involves

Identification of tasks Specification of methods of performing the tasks Combination of tasks into specific jobs

Job Design

A good job design facilitates involvement and development of employee mental and physical characteristics by paying attention to:
Flexibility work / rest schedule Variety & challenges

Concept of Job design

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A good job design:

Flexibility in scheduling the task Gives employees sense of pride Provides timely feedback Balance static & dynamic work.

Job Design
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Approaches to Job Design

Job Enrichment Job Enlargement
Job Design

Human Relation Approach

Job Engineering Approach

Sociotechnical Approaches

Job Characteristics Building Skill variety

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Engineering Approach: Task idea is the key element of this approach. Demerits of overspecialization:
Repetition Mechanical pacing No end product Little social interaction No personal input

Engineering Approach:
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Human Relation Approach

Hygiene Factors Good working condition Job security Policies & rules

Hygiene Needs

Level of Job dissatisfaction

Level of Job Performance Motivation Needs Motivators: Achievement Responsibility Recognition

Level of Job Satisfaction

Herzbergs Theory

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Factors Affecting Job Satisfaction

A design theory that purports that three psychological states Experiencing meaningfulness of the work performed Responsibility for work outcomes Knowledge of the results of the work performed Result in improved work performance, internal motvation and lower absenteeism & turnover
Richard Hackman & Greg Oldham

Job Characteristic Model

Employees work hard when they are rewarded for the work they do and when the work gives them satisfaction. (Hackman & Oldham)
Skill Variety : Degree to which job necessitates the use of different skills Task Identity : Degree to which job requires completion of work Task Significance: importance of task & Degree to which job makes impact. Autonomy: Degree to which job provides freedom in scheduling the work and determining pace Feedback: Degree to which objectives, progress & performance feedback reaches employees.

Job Characteristic Model

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Job Characteristic Model

Core Job Characteristics

Critical Psychological States

Outcome
High Internal Work

Skill Variety Task Identity Task Significance

Experienced meaningfulness of the job

High growth satisfaction High work effectiveness

High quality work

Autonomy

Res. For the outcome

Low absenteeism

Feedback

Know. Of actual result

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Redesigning Sales employees job

Redesigning
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Redesigning Sales employees job:

Skill Variety:
Different selling approaches Better way of recording sales

Task Identity:
Mark off an individual display area that they consider their own and keep it complete & orderly Keep a personal record of daily sales volume in rupees

Job Characteristic Model

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Task Significance :

They represent the store hence courtesy & pleasantness will help build stores reputation. Selling was basic objective of the store.

Autonomy:

Encouraged to develop their own sales pitch. Allowing freedom to select their own break and lunch time. Encourage to make suggestions for changes in all phases of policy

Job Characteristic Model

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Feedback (from job)

Encouraged to keep personal record of their own sales volume Encouraged to keep sales/ customer ratio Good feedback from potential customer ensures sales person was successful.

Examples: AT&T, Xerox & Motorola

Job Characteristic Model

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Granting employees power to initiate change, thereby encouraging them to take charge of what they do

Employee Empowerment

Intellectually challenging & demanding

Variety & novelty

Social Support & Recognition

Desirable future

Decision making authority

Correlation with social lives

Sociotechnical Approach
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Sociotechnical Approach to Job design:

Volvo, Swedens largest employer faced problems absents, employee turnover and demand for meaningful job. Technological changes were made to reflect more of natural module of work rather than continuous workflow.

The Volvo Project

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Workflow Analysis
A study of the way work (inputs, activities, and outputs) moves through an organization.

Inputs People Materials Equipment

Activities Tasks and Jobs

Outputs Goods and Services

Workflow Analysis

Evaluation

Autonomous workgroup were formed-

5-12 workers, used to select their own supervisor Schedule, inspect and assign their own work Reward same to all group members except supervisor

New Kalmar assembly plant was redesigned Worker assigned space like a small workshop rather than a large factory Natural lighting Separate lounge & Rest facilities Computer-guided trolleys that rolled along the floor

Sociotechnical approaches

The Volvo Project

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Traditional assembly line was changed to stationery so that it remain static 25 workgroups were formed of 20 members each. They worked Electrical system, instrumentation, steering, controls, brake system, fuel, panels. They contract with management deliverables.

The Volvo Project

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Modern Management Techniques

Job Rotation is a where an individual temporarily moves laterally into an established or "shadow" position. An employee may complete a series of Job Rotations.

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 1. 2. 3. 4.

Job Rotation To motivate and challenge an individual who has been on a job for a long time. To broaden an individual's knowledge of other functions and departments in the organization. To prepare an individual for career advancement. To cross-train members of a team. To maximize an individual's exposure to customers by moving him or her into positions that require customer interaction.

Modern Management Techniques

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Job Enlargement

Horizontally loading the job. Adding more operations to reduce the monotony of the job. Thomas Watson, founder of IBM, became concerned with impact of engineering approaches and employee turnover considered Job Enlargement and Job Rotation.

Modern Management Techniques

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1.

Job Enrichment: Vertically loading the job

Steps in Job Enrichment: Selecting jobs that can motivate the employees and result in improved performance. Providing scope for change & enrichment Brainstorming- prepare list of changes that might enrich the job Concentrate on motivational factors

1. 1.

1.

Approaches to Job Design

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Change the content of the job instead of changing the employee Provide adequate training

Steps in Job Enrichment

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Flexi time
Telecommuting Job sharing Condensed work Working from home

Modern Management Techniques

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Contemporary issues

Telecommuting Alternative work patterns Techno stress Task revision Skill Development Flexi time Job Sharing-Part time V/S Full time Condensed work week Working from home

Job Specification
Mr.Kishore is a Branch Manager of Indian bank at one of its village branches. His staff included two clerks and an attendant. Very often Mr. Kishore was left alone in the bank after 5 PM to tally accounts, day books and complete all other formalities. On 30th December Mr. Kishore was working till past 2 AM tallying the accounts since hardly one day was left for closing the accounts for the year. On this fateful night, the Branch Manager was attacked by a band of robbers, who looted Rs.5 lakhs after brutally wounding Mr.Kishore. His right hand, had to be amputated later.

Job Specification
After his recovery, the Branch Manager applied for compensation. The Bank Management was of the opinion that Mr.Kishore violated the job specification by working beyond the stipulated hours of work. He, in their views, was not entitled to any compensation as the accident occurred during non-employment hours. They also called for an explanation as to why the amount lost cannot be recovered from his salary and provident fund.

1.How do you justify the Banks stand in this case? 2.What modifications do you suggest in job specification to overcome such incidents in future?

Dr.Reddys Lab Green field plant- SMT Operates & maintains the plant HR, process, management & community out reach. Functioning with 63 employees compared 400 employees similar plant capacity. Dr.Reddys Labcomplaint. Zero customer

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