Job Analysis and Job Job Analysis and Job DesignDesign

SchemeScheme

►Meaning and DefinitionMeaning and Definition

► Job analysis and competitive advantageJob analysis and competitive advantage

► Process of job analysisProcess of job analysis

►Methods of collecting job dataMethods of collecting job data

► Potential problems with job analysis Potential problems with job analysis

► Job designJob design

► Factors affecting job designFactors affecting job design

► Job design approachesJob design approaches

► Contemporary issues in job designContemporary issues in job design

Job AnalysisJob Analysis

►Process of collecting, analyzing and setting Process of collecting, analyzing and setting out information about the content of jobs in out information about the content of jobs in order to provide the basis for a job order to provide the basis for a job description and data for recruitment, description and data for recruitment, training, job evaluation and performance training, job evaluation and performance managementmanagement

oror► It is the process which provides information It is the process which provides information

used for writing job description ( a list of used for writing job description ( a list of the job entails) and job specification (what the job entails) and job specification (what kind of people to hire for the job)kind of people to hire for the job)

Types of information provided by Types of information provided by Job AnalysisJob Analysis

► Overall purpose- why the job exist and, in essence, Overall purpose- why the job exist and, in essence, what the job holder is expected to contributewhat the job holder is expected to contribute

► Content- the nature and scope of the job in terms of Content- the nature and scope of the job in terms of the tasks and operationsthe tasks and operations

► Key result areaKey result area► Performance criteriaPerformance criteria► ResponsibilitiesResponsibilities► Organizational factors- reporting relationships etcOrganizational factors- reporting relationships etc► Motivating factorsMotivating factors► Development factors- promotion, and career Development factors- promotion, and career

perspectivesperspectives► Environmental factors- working condition, unsocial Environmental factors- working condition, unsocial

hours, mental and emotional demandshours, mental and emotional demands

PURPOSEPURPOSE

Conducting a job analysis can help identify: Conducting a job analysis can help identify: ► Selection ProceduresSelection Procedures: :

job duties that should be included in job duties that should be included in advertisements of vacant positionsadvertisements of vacant positions

minimum requirements (education and/or minimum requirements (education and/or experience) for screening applicantsexperience) for screening applicants

interview questionsinterview questions► CompensationCompensation: :

skill levels skill levels responsibilities (e.g., fiscal; supervisory) responsibilities (e.g., fiscal; supervisory) required level of education (indirectly related to required level of education (indirectly related to

salary level)salary level)

►Training/ Needs Assessment: Training/ Needs Assessment: training content training content equipment to be used in delivering the training equipment to be used in delivering the training methods of training (e.g., small group, methods of training (e.g., small group,

computer-based, video, classroom) computer-based, video, classroom)

►Performance ReviewPerformance Review:: goals and objectives goals and objectives performance standards performance standards evaluation criteriaevaluation criteria

Process of Job AnalysisProcess of Job Analysis

Process of Job AnalysisProcess of Job Analysis►Strategic choicesStrategic choices

employee involvementemployee involvement levels of detailslevels of details timing and frequency of analysistiming and frequency of analysis sources of datasources of data

► Information gatheringInformation gathering► Information processingInformation processing► Job descriptionJob description►Resulting in various outcomesResulting in various outcomes

Methods of Collecting Job Methods of Collecting Job Data Data

InterviewInterview

Job analysis interviews should be conducted as follows:Job analysis interviews should be conducted as follows:

►Work to a logical sequenceWork to a logical sequence of questions that help of questions that help interviewees to order their thoughts about the job.interviewees to order their thoughts about the job.

►Probe as necessary to establish what people Probe as necessary to establish what people dodo-answers to questions are often vague and -answers to questions are often vague and information may be given by means of untypical information may be given by means of untypical instances.instances.

► asking leading questions that make the expected asking leading questions that make the expected answer obviousanswer obvious

Allow the job holder ample opportunity to talk Allow the job holder ample opportunity to talk by creating an atmosphere of trustby creating an atmosphere of trust

Pros and consPros and cons Basic method of analysis and, as such, is the Basic method of analysis and, as such, is the

one most commonly used. Obtain clear one most commonly used. Obtain clear statements from job holders about their statements from job holders about their authority to make decisionauthority to make decision

Requires skills on the part of the analyst and is Requires skills on the part of the analyst and is time consuming.time consuming.

Effectiveness can be increased by the use of a Effectiveness can be increased by the use of a checklistchecklist

Questionnaires Questionnaires

► They are helpful when a large number of jobs They are helpful when a large number of jobs are to be covered.are to be covered.

► Can save interviewing time by recording purely Can save interviewing time by recording purely factual information and by enabling the analyst factual information and by enabling the analyst to structure questions in advance to cover areas to structure questions in advance to cover areas that need to be explored in greater depththat need to be explored in greater depth

► should only be carried out on the basis of some should only be carried out on the basis of some preliminary field workpreliminary field work

► The accuracy of results also depends upon the The accuracy of results also depends upon the willingness and ability of job holders to complete willingness and ability of job holders to complete questionnaires questionnaires

►Pros and consPros and cons Can save interviewing time but may fail to Can save interviewing time but may fail to

reveal full flavor of the job. if they are reveal full flavor of the job. if they are over generalized it will be too easy for job over generalized it will be too easy for job holders to provide vague or incoherent holders to provide vague or incoherent answersanswers

Self descriptionSelf description

► Job holders can be asked to analyze their Job holders can be asked to analyze their own jobs and prepare job descriptions but own jobs and prepare job descriptions but people do not find it easy, perhaps because people do not find it easy, perhaps because what they do is so much part of themselves what they do is so much part of themselves that they find it difficult to be detached and that they find it difficult to be detached and dissect the information into various dissect the information into various elements.elements.

► It is advisable to run special training It is advisable to run special training sessions in which they practice analyzing sessions in which they practice analyzing their own and other people’s jobstheir own and other people’s jobs

Observation Observation

► Observation means studying job holders at work, Observation means studying job holders at work, noting what they do, how they do it, and how noting what they do, how they do it, and how much time it takes. It is appropriate for situations much time it takes. It is appropriate for situations where a relatively small number of key jobs need where a relatively small number of key jobs need to be analyzed in depth, but it is time consuming to be analyzed in depth, but it is time consuming and difficult to apply in jobs that involve a high and difficult to apply in jobs that involve a high proportion of unobservable mental activities, or proportion of unobservable mental activities, or in highly skilled manual jobsin highly skilled manual jobs

► Pros and consPros and cons Most accurate but so time consuming that it is seldom Most accurate but so time consuming that it is seldom

used except when preparing training specifications for used except when preparing training specifications for manual or clerical jobs.manual or clerical jobs.

Diaries and LogsDiaries and Logs

► Job holders requires to analyze their own jobs Job holders requires to analyze their own jobs by keeping diaries or logs of their activities. by keeping diaries or logs of their activities. These can be used by the job analyst as the These can be used by the job analyst as the basic material for a job descriptionbasic material for a job description

► Best used for managerial jobs which are Best used for managerial jobs which are fairly complex and where the job holders fairly complex and where the job holders have the analytical skills required, as well as have the analytical skills required, as well as the ability to express.the ability to express.

► Pros and consPros and cons Make great demand on job holders and can be Make great demand on job holders and can be

difficult to analyzedifficult to analyze

Job Description and Job Job Description and Job Specification in Job AnalysisSpecification in Job Analysis

Job DescriptionJob Description

►Derived from the job analysis they Derived from the job analysis they provide basic information about the provide basic information about the job under the heading of the job title, job under the heading of the job title, reporting relationships, overall reporting relationships, overall purpose and principle accountabilities purpose and principle accountabilities or main tasks or duties.or main tasks or duties.

Content and formatContent and format

►ContentContent Flexibility: operational flexibility and multi Flexibility: operational flexibility and multi

skilling are becoming increasingly skilling are becoming increasingly significant. It is therefore necessary to build significant. It is therefore necessary to build flexibility into the job description. This is flexibility into the job description. This is achieved by concentrating on results rather achieved by concentrating on results rather than spelling out what has to be donethan spelling out what has to be done

Team work: flatter organizations rely more Team work: flatter organizations rely more on good team work and this requirement on good team work and this requirement needs to be stressedneeds to be stressed

Format Format

► Job identificationJob identification► Job summaryJob summary►Responsibilities and dutiesResponsibilities and duties►Authority of incumbentAuthority of incumbent►Standards of performanceStandards of performance►Working conditionsWorking conditions► Job specificationsJob specifications

Job SpecificationJob Specification

►A list of a job’s “human requirement”, A list of a job’s “human requirement”, that is, the requisite education, skills, that is, the requisite education, skills, personality, and so on – another personality, and so on – another product of a job analysis.product of a job analysis.

Job designJob design

► Job design has been defined by Davis Job design has been defined by Davis (1966) as: “ the specification of the (1966) as: “ the specification of the content, methods and relationships of content, methods and relationships of jobs in order to satisfy technological jobs in order to satisfy technological and organizational requirements as and organizational requirements as well as the social and personal well as the social and personal requirements of the job holder”requirements of the job holder”

Job design is the conscious efforts to

organize tasks, duties and

responsibilities into one unit of work. It

involves

identification of individual tasksidentification of individual tasks

specification of methods of performing specification of methods of performing

the tasksthe tasks

combination of tasks into specific jobs combination of tasks into specific jobs

to be assigned to individualsto be assigned to individuals

Job Design FactorsJob Design Factors

Approaches to job designApproaches to job design

► Job rotationJob rotation► Job enlargementJob enlargement► Job enrichmentJob enrichment►Self-managing teamsSelf-managing teams►High- performance work designHigh- performance work design

Job enrichmentJob enrichment

► Aims to maximize the interests and Aims to maximize the interests and challenges of work by providing the employee challenges of work by providing the employee with a job that has these characteristicswith a job that has these characteristics Complete piece of work in the sense that the Complete piece of work in the sense that the

worker can identify a series of tasks or activities worker can identify a series of tasks or activities that end in a recognizable and definable productthat end in a recognizable and definable product

It affords the employee as much variety, decision- It affords the employee as much variety, decision- making responsibility and control as possible in making responsibility and control as possible in carrying out the workcarrying out the work

It provide the direct feedback through the work It provide the direct feedback through the work itself on how well the employee is doing his workitself on how well the employee is doing his work

► Job enrichment as proposed by Job enrichment as proposed by Herzberg(1986) is not just increasing Herzberg(1986) is not just increasing the number nor variety of tasks. It is the number nor variety of tasks. It is claimed by supporters of job claimed by supporters of job enrichment that these approaches enrichment that these approaches may relieve boredom, but they do not may relieve boredom, but they do not result in positive increase in result in positive increase in motivationmotivation

Job rotationJob rotation

►Means systematically moving workers from one Means systematically moving workers from one job to anotherjob to another

► A closer look at some Indian companies shows A closer look at some Indian companies shows that job rotation is becoming an increasingly that job rotation is becoming an increasingly accepted practice.accepted practice.

► At McDonald's, cross-functional job rotations are At McDonald's, cross-functional job rotations are encouraged, globally and in India. "It is a win-encouraged, globally and in India. "It is a win-win situation -- win for the organization, the win situation -- win for the organization, the team and the employee," says Amit Jatia, joint team and the employee," says Amit Jatia, joint venture partner and managing director, venture partner and managing director, McDonald's, Western India McDonald's, Western India

Job EnlargementJob Enlargement

► Job Enlargement is the horizontal Job Enlargement is the horizontal expansion of a job. It involves the expansion of a job. It involves the addition of tasks at the same level of addition of tasks at the same level of skill and responsibility. It is done to skill and responsibility. It is done to keep workers from getting bored. It is keep workers from getting bored. It is different than job enrichment different than job enrichment

►Thus the worker who previously only Thus the worker who previously only bolted the seat to legs might attach bolted the seat to legs might attach the back as wellthe back as well

►Examples: Small companies may not Examples: Small companies may not have as many opportunities for have as many opportunities for promotions, so they try to motivate promotions, so they try to motivate employees through job enlargement.employees through job enlargement.

Comparison of FiveComparison of FiveJob Design ApproachesJob Design Approaches

Contemporary IssuesContemporary Issues

►TelecommutingTelecommuting

►Alternative work patternsAlternative work patterns

►Techno stressTechno stress

►Task revisionTask revision

►Skill DevelopmentSkill Development

Principles of Job DesignPrinciples of Job Design

► To influence skill variety, provide opportunities To influence skill variety, provide opportunities for people to do several tasks and combine tasksfor people to do several tasks and combine tasks

► To influence task identity and form natural work To influence task identity and form natural work unitsunits

► To influence task significanceTo influence task significance► To influence autonomy, give people responsibility To influence autonomy, give people responsibility

for determining their own working systemfor determining their own working system► To influence feed back, establish good To influence feed back, establish good

relationships and open feedback channelsrelationships and open feedback channels