ANALYSING WORK AND DESIGNING JOBS Ch. 4. What Do I Need to Know? Summarize the elements of work flow analysis. Describe how work flow is related.

ANALYSING WORK AND DESIGNING JOBS

Ch. 4

What Do I Need to Know?

Summarize the elements of work flow analysis.

Describe how work flow is related to an organization’s structure.

Define the elements of a job analysis, and discuss their significance for human resource management.

Tell how to obtain information for a job analysis.

Summarize recent trends in job analysis

Describe methods for designing a job so that it can be done efficiently.

Identify approaches to designing a job to make it motivating.

Explain how organizations apply ergonomics to design safe jobs.

Discuss how organizations can plan for mental demands of a job.

Work Flow in Organizations

Work flow design : The process of analyzing the tasks necessary for the production of a product or service.

A position : the set of duties (job) performed by a particular person.

A job : A set of related duties

Work Flow AnalysisRaw Inputs :

What materials, data, information are needed?

Equipment :

What special equipment, facilities, systems are needed?

Human Resources:

What knowledge, skills, abilities are needed?

Activity:

What task are required in the production of the output?

Output :

What product, information, or service is provided? How is the output measured?

Job Analysis

Job Analysis : The process of getting detailed information about jobs.

Analyzing jobs and understanding what is required to carry out a job provide essential knowledge for staffing, training, performance appraisal, and many other HR activities

Job Description

Job Des : A list of the tasks, duties, and responsibilities (TDRs) that a particular job entails

TDRs are observable actions. E.g a news photographer’s job requires the jobholder to use a camera to take photographs.

Several ways to get information Several ways to get information about the duties of a jobabout the duties of a job : :

1. Questionnaire : filled by the 1. Questionnaire : filled by the employees – asks about what employees – asks about what they do/ their activities over they do/ their activities over several days.several days.

2. A job analyst can visit the 2. A job analyst can visit the workplace-watch/videotape an workplace-watch/videotape an employee performing a job. employee performing a job. Appropriate for jobs that are Appropriate for jobs that are repetitive and involve physical repetitive and involve physical activityactivity

3. A job analyst can visit the workplace and ask an employee to show what the job entails. Appropriate for clerical and technical jobs.

4. A manager or supervisor can describe what a person holding the job must do to be successful.

5. A supervisor/job analyst can review company records related to performing the job

From the information, the writer of the job description obtains the important elements of the description : Title of the job; Administrative information; Summary of the job, focusing on its purpose and duties; Essential duties of the job; Additional responsibilities; Job specification

* Title of the job

The title should be descriptive and, if appropriate, indicate the job’s level in the organization by using terms such as junior, senior, assistant, and executive

* Administrative information about the job Depending on the company’s

size and requirements, the job description may identify a division, department, supervisor’s title, date of the analysis, name of the analyst, and other information for administering the company’s human resource activities

* Summary of the job, focusing on its purpose and duties The summary should be brief and as

specific as possible, including types of responsibilities, tools and equipment used, and level of authority (for example, the degree of authority and responsibility of the job holder – how much the person is supervised and how much the person supervises others or participates in teamwork)

* Essential duties of the job These should be listed in order

of importance to successful performance of the job and should include details such as physical requirements (e.g. the amount of weight to be lifted), the persons with whom an employee in this job interacts, and the results to be accomplished.

* Additional responsibilities

The job description may have a section stating that the position requires additional responsibilities as requested by the supervisor.

* Job specifications (Job spec)

Cover knowledge, skills, abilities and other characteristics required for a person to be qualified to perform the job successfully.

Job spec may appear at the end of the job description or as a separate document.

Importance of Job Analysis

Work Design : often an organization seeks to redesign work to make it more efficient – requires detailed information about the existing job(s).

Human resource planning: Analyze human resource must have accurate information about the levels of skills required in various jobs.

Selection : To identify the most qualified applicants for various positions, decision makers need to know what tasks the individual must perform, as well as the necessary knowledge, skills and abilities.

Training : Any training program requires knowledge and tasks performed in job, so that the training is related to the necessary knowledge and skills

Performance appraisal : Job analysis helps in identifying the behaviors and the results associated with effective performance.

Career planning : career planners has to know the skills requirements of the various jobs, to guide individuals into job in which they will succeed and be satisfied.

Job evaluation : The process of job evaluation involves assessing the relative dollar value of each job to the organization in order to set up fair pay structures. To put the dollar values on jobs, it is necessary to get information about difference job and compare them.

Job Design

Job Design : The process of designing how work will be performed and what tasks will be required in a given job.

To design job effectively, a person must understand the job itself through job analysis

Design for Efficiency

Design for Mental Capacity:•Filtering information•Clear displays and instruction•Memory aids

Design for Motivation :•Job enlargement•Job enrichment•Teamwork•Flexibility

Design for Safety and Health

(Ergonomics)

Design Efficient Jobs

Industrial engineering : the study of jobs to find the simplest way to structure work in order to maximize efficiency.

Applying industrial engineering to a job reduces complexity of the work, make it so simple that almost everyone can be trained quickly and easily to perform the job

Designing Jobs That Motivate Skill variety – The extent to

which a job requires a variety of skills to carry out the tasks involved

Task Identity – The degree to which a job requires completing a “whole” piece of work from beginning to end (e.g., building an entire component or resolving a customer’s complaint)

Task significance – The extent to which the job has an important impact on the lives of other people.

Autonomy – The degree to which the job allows an individual to make decisions about the way the work will be carried out.

Feedback – The extent to which a person receives clear information about performance effectiveness from the work itself

• Job Enlargement

Job enlargement : Broadening the types of tasks performed in a job – make job less repetitive and more interesting, include :

1. Job extension : enlarging jobs by combining several relatively simple jobs to perform a job with a wider range of task.

2. Job rotation : enlarging jobs by moving employees among several different jobs.

• Job enrichment : Empowering workers by adding more decision- making authority to jobs.

• Teamwork : The teams have authority for an entire work process or segment.

• Flexible Work Schedules

Flextime : A scheduling policy in which full-time employees may choose starting and ending times within guidelines specified bt the organization.

Job sharing : A work option in which two part-time employees carry out the tasks associated with a single job

Designing Ergonomic Jobs Ergonomics : the study of the

interface between individuals’ physiology and the characteristics of the physical work environment.

The goal of ergonomics is to minimize physical strain on the worker by structuring the physical work environment around the way the human body works.

Focuses on outcomes such as reducing physical fatigue, aches and pains, and health complaints.

Design for mental Capacity

Filtering information : to limit the amount of information and memorization that the job requires.

Provide adequate lighting, clear displays and instructions, checklist, charts or other memory aids.

Data collected Aktifitas pekerjaan 1. Aktifitas kerja dan prosesnya 2. Rekaman aktifitas ( mis: bentuk film) 3. Prosedur yang digunakan 4. Tanggung jawab pribadi Aktifitas orientasi karyawan 1. Perilaku manusia (mis: gerak fisik, komunikasi) 2. Gerakan gerakan 3. Kebutuhan kerja yang bersifat pribadi (mis : pemakaian energi) Mesin, peralatan, alat bantu kerja yang

dipakai

Hal-hal yang berhubungan dengan pekerjaan

1. Pengetahuan yang berkaitan/dipakai, mis.: accounting. 2. Material yang diproses 3. Hasil produksi/jasa yang diberikan Performance kerja 1. Analisa kesalahan 2. Standar-standar kerja 3. Pengukuran kerja. Mis: waktu yang diberikan untuk satu tugas

Job context 1. Jadwal kerja 2. Insentif finansial & non finansial 3. Kondisi fisik pekerjaan Kebutuhan personal & pekerjaan 1. Atribut personal, mis: kepribadian 2. Pendidikan & pelatihan yang dibutuhkan 3. Pengalaman kerja