Analyzing Work and Designing Jobs
Analyzing Work and Designing Jobs
Presentation Overview
Meaning and Definition
Job analysis and competitive advantage
Process of job analysis
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
orIt 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)
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 areaPerformance criteriaResponsibilitiesOrganizational factors- reporting relationships etcMotivating factorsDevelopment factors- promotion, and career
perspectivesEnvironmental factors- working condition, unsocial
hours, mental and emotional demands
Job Description and Job Specification in Job Analysis
Process of Job Analysis
Process of Job Analysis
Strategic choices employee involvement levels of details timing and frequency of analysis sources of data
Information gatheringInformation processingJob descriptionJob Specification
PURPOSE
Conducting a job analysis can help identify: Selection Procedures:
job duties that should be included in advertisements of vacant positions
minimum requirements (education and/or experience) for screening applicants
interview questionsCompensation:
skill levels responsibilities (e.g., fiscal; supervisory) required level of education (indirectly related to
salary level)
Training/ Needs Assessment: training content equipment to be used in delivering the training methods of training (e.g., small group, computer-
based, video, classroom)
Performance Review: goals and objectives performance standards evaluation criteria
Methods of Collecting Job Data
Interview
Job analysis interviews should be conducted as follows:
Work to a logical sequence of questions that help interviewees to order their thoughts about the job.
Probe as necessary to establish what people do-answers to questions are often vague and information may be given by means of untypical instances.
asking leading questions that make the expected answer obvious
Allow the job holder ample opportunity to talk by creating an atmosphere of trust
Pros and cons Basic method of analysis and, as such, is the
one most commonly used. Obtain clear statements from job holders about their authority to make decision
Requires skills on the part of the analyst and is time consuming.
Effectiveness can be increased by the use of a checklist
Questionnaires
They are 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 some preliminary field work
The accuracy of results also depends upon the willingness and ability of job holders to complete questionnaires
Pros and cons Can save interviewing time but may fail to reveal full
flavor of the job. if they are over generalized it will be too easy for job holders to provide vague or incoherent answers
Self description
Job holders can be asked to analyze their own jobs and prepare job descriptions but people do not find it easy, perhaps because what they do is so much part of themselves that they find it difficult to be detached and dissect the information into various elements.
It is advisable to run special training sessions in which they practice analyzing their own and other people’s jobs
Observation
Observation means studying job holders at work, noting what they do, how they do it, and how much time it takes. It is appropriate for situations where a relatively small number of key jobs need to be analyzed in depth, but it is time consuming and difficult to apply in jobs that involve a high proportion of unobservable mental activities, or in highly skilled manual jobs
Pros and cons Most accurate but so time consuming that it is
seldom used except when preparing training specifications for manual or clerical jobs.
Diaries and Logs
Job holders requires to analyze their own jobs by keeping diaries or logs of their activities. These can be used by the job analyst as the basic material for a job description
Best used for managerial jobs which are fairly complex and where the job holders have the analytical skills required, as well as the ability to express.
Pros and cons Make great demand on job holders and can be
difficult to analyze