Job Design and AnalysisBBA 5th

Dr. Aziz Javed

Job Design and AnalysisChapter 2

Job design, information and personnel MGT

Job Analysis

Job description

Job specification

Job analysis

Job analysis defines a job in terms of specific tasks and

responsibilities and identifies the abilities, skills and

qualifications needed to perform it successfully.

Human resource planning or employment planning is the

process by which an organisation attempts to ensure that it has

the right number of qualified people in the right jobs at the

right time.

Globalization

The tendency of firms to extend their sales or manufacturing to

new markets abroad.

Competitive advantage

Any factors that allow an organization to differentiate its product

or service from those of its competitors to increase market share.

Employee recruitment is the process of seeking and

attracting a pool of applicants from which qualified candidates

for job vacancies within an organisation can be selected.

Employee selection involves choosing from the available

candidates the individual predicted to be most likely to

perform successfully in the job.

Cost leadership

The enterprise aims to become the low-cost leader in an industry.

Differentiation

A firm seeks to be unique in its industry along dimensions that

are widely valued by buyers.

Employee equity - Individuals performing similar jobs for

same firm are paid according to factors unique to employee,

such as performance level or seniority

Team equity - More productive teams are rewarded more

than less productive groups

Task: a unit of work activity performed by a worker within a

limited time period

Duty: several related tasks that are performed by a worker

Position: the set of all tasks & duties performed by a worker

Job: a group of identical positions

Goal: Match Person & Job

Person

KSAsTalents & Interests

Motivation

Job

Tasks & DutiesRewards

Job Outcomes

PerformanceSatisfaction

Need information about the Person & about the Job

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Person/Job Match

Introduction, Session 2: Strategy and Human Resources

Job Analysis: the process of collecting & analyzing information about

jobs to write:

Job Description: a document that identifies the tasks & duties performed

by a job

Job Specification: a document that identifies the qualifications required

by a job

Most organizations combine the Job Description & the Job

Specification into a single document for each job

Usually simply called a “Job Description”

© 2008 by Prentice Hall

Luck

“It certainly helps to be in the right place at the right time.”

9-12

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5 Skill Levels

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1a. Senior management

1b. Middle & other managers

2. Professional

3. Technical, para-professional, skilled

4. Skill level C

(e.g., clerical, assisting, intermediate sales)

5. Skill level D

(e.g., elemental service, trades helpers, laborers)

Steps in Job Analysis14

Select jobs for analysis.

Determine what information to collect.

Determine how to collect the information.

Determine who collects the information.

Process the information.

Write job descriptions and job specifications (job analysis

report).

Information Collected for Job Analysis15

Actual work activities

Tools, equipment, and other necessary work aids

Job context

Personal characteristics

Behavior requirements

Performance standards

Collecting Job Analysis Information 16

Observation Perform the job Interviews Questionnaires and checklists Critical incidents Performance evaluations Diaries Variety of methods

Uses of the Job Description 17

Recruiting

Selection

Orientation

Training

Employee evaluations

Promotions and transfers

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Job Description Elements

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Job Title Indicates job duties and organizational level

Job Identification Distinguishes job from all other jobs

Job Duties Indicate responsibilities entailed and results to be accomplished

Job Specifications (job requirements) Skills required to perform the job and physical demands of the job

Table 4.2 Contents of a Job Description

A job description should be a formal, written document, usually from one tothree pages long. It should include the following: Date written. Job Status (full-time or part-time; salary or wage). Position title. Job summary (a synopsis of the job responsibilities). Detailed list of duties and responsibilities. Supervision received (to whom the jobholder reports). Supervision exercised, if any (who reports to this employee). Principal contacts (in and outside the organization). Related meetings to be attended and reports to be filed. Competency or position requirements. Required education and experience. Career mobility (position[s] for which job holder may qualify next).

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Job Analysis in a Changing Environment

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How might rapid changes in technology, organizational

downsizing, or reengineering be a problem for job analysis?

What are issues with a future-oriented or a competency-based

job analysis?

Example of a Job Description Example of a Narrative

Job Description: http://krypton.mnsu.edu/~schumann/www/teach/sample_job_descrip.pdf

How could it be used for:Job design?Recruiting?Selection?Performance appraisal?Training?Compensation?

Restaurant Manager Job Summary: Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages. Tasks and Duties:

1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent checks to ensure consistent high quality of preparation and service.

2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations.

3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions.

4. Direct hiring, training, and scheduling of food service personnel. 5. Investigate and resolve complaints concerning food quality and service. 6. Enforce sanitary practices for food handling, general cleanliness, and maintenance

of kitchen and dining areas. 7. Comply with all health and safety regulations. 8. Review and monitor, with bookkeeper or other financial personnel, expenditures

to ensure that they conform to budget limitations. Work to improve performance. 9. Perform other duties as assigned by management.

Qualifications: 1. Bachelor of Science degree in hotel/restaurant management is desirable. A

combination of practical experience and education will be considered as an alternate.

2. Good organizational skills for dealing with diverse duties and staff. 3. Pleasant, polite manner for dealing with public as well as staff.

Reports to: Department: Supervises: Division: Date: Approved: Source (revised from): http://www2.hrnext.com/Article.cfm/Nav/2.4.0.0.6719.0

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Key Elements of the Job Description22

Job identification data

Job summary

Job duties

Job environment

Job specifications

Minimum qualifications

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Problems with Job Descriptions

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If poorly written, they provide little guidance to the jobholder.

They are not always updated as job duties or specifications

change.

They may violate the law by containing specifications not

related to job success.

They can limit the scope of activities of the jobholder, reducing

organizational flexibility.

Job Design Job Scope and Job Depth Sociotechnical Approach to Job Design The Physical Work Environment Alternative Work Schedules

Flextime Telecommuting Job Sharing Condensed Workweek

Job Design Techniques25

Job simplification

Job enlargement

Job enrichment

Job rotation

Team building

Employee Categories 26

Permanent:

30-40 hours/week

on regular payroll

receive benefits

Alternative:

temporary

part-time

outsourced

The “Great Eight” Competencies

Introduction, Session 2: Strategy and Human Resources

Leading: initiates action, gives direction Supporting: shows respect, puts people

first Presenting: communicates and networks

effectively Analyzing: thinks clearly, applies expertise Creating: thinks broadly, handles

situations creatively Organizing: plans ahead, follows rules Adapting: responds to change, copes with

setbacks Performing: focuses on results, shows

understanding of organization

What Do We Measure in Job Analysis?

Introduction, Session 2: Strategy and Human Resources

Tasks, duties and responsibilities The actual things that people do on the job Objectively observable

KSAOs Knowledge: declarative (what’s a

spreadsheet) Skills: procedural (how do I run a

spreadsheet) Abilities: capacity to develop new

knowledge and skills Other traits: personality characteristics