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Job Analysis and Design
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Job Analysis & JobDesign
ConceptProcess
Methods
Uses
Obstacles
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Scheme
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
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Concept of Job Analysis
It is the process of
determining andrecording all thepertinent informationabout a specific job,
including the tasksinvolved, the knowledgeand skill set required toperform the job
successfully.
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Job analysis
Process of collecting, analyzing andsetting out information about the contentof jobs in order to provide the basis for a
job description and data for recruitment,
training, job evaluation and performancemanagement.
It is the process which provides informationused for writing job description (a list ofthe job entails) and job specification (whatkind of people to hire for the job)
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Job Analysis Defined
It is the process of studying andcollecting information relating to the
operations & responsibilities of a specificjob. (Edwin B Flippe)
It is a systematic exploration of the
activities within a job. It is a basictechnical procedure used to define duties,responsibilities and accountabilities of a
job. (Stephen Robbins)
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Types of information provided byjob analysis
Overall purpose- why the job exist and, in essencewhat the job holder is expected to contribute
Content- the nature and scope of the job in termsof the tasks and operations
Key result area
Performance criteria
Responsibilities
Organizational factors- reporting relationships etc
Motivating factors
Development factors- promotion, and careerperspectives
Environmental factors- working condition, unsocialhours, mental and emotional demand
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Relationship with HRM
Recruitment
Selection
Training & Development
Performance Appraisal
Compensation Management
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Recruitment
Selection
Training &Development
PerformanceAppraisal
CompensationManagement
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PURPOSE
Recruitment & Selection
Job duties that should be included inadvertisements of vacant positions
Minimum requirements (education and/or
experience) for screening applicants
Interview questions
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PURPOSE
Compensation:
Skill levels
Responsibilities (e.g., fiscal; supervisory)
Required level of education (indirectlyrelated to salary level)
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PURPOSE
Training Needs Assessment
Training Content
Equipment to be used in delivering thetraining
Methods of training (e.g., small groupcomputer-based, video, classroom)
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PURPOSE
Performance Appraisal & Review:
Goals & Objectives
Performance Standards
Evaluation Criteria
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SOURCES OFDATA
Job AnalystEmployee
Supervisor
METHODS OFCOLLECTING
DATA
InterviewsQuestionnairesObservationRecordsO* Net
JOB DATATasksPerformanceStandardsResponsibilitiesKnowledge Required
Skills RequiredExperienceJob ContextDutiesEquipment Used
JOBDESCRIPTION
TasksDuties
Responsibilities
HUMANRESOURCESFUNCTIONS
JOBSPECIFICATION
SkillsPhysical DemandsKnowledgeAbilities
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Process of Job Analysis
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
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Approaches to Job Analysis
Functional Job Analysis
Position Analysis Questionnaire
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Job Analysis Method
Functional Job Analysis
A Quantitative Approach to Job Analysis that utilises a
compiled inventory of the various functions or workactivities that make up a job
Assumes that each job involves three broad workerfunctions Data People Things
Job analyst conduct background research, interviewsjob incumbents and supervisors, make site
observations and then prepares detailed document
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Work Function & their level ofdifficulty
Data People Things0 Synthesizing 0 Mentoring 0 Setting up
1 Coordinating 1 Negotiating 1 Precision Working
2 Analyzing 2 Instructing 2 Operating
3 Compiling 3 Supervising 3 Driving
4 Computing 4 Diverting 4 Manipulating
5 Copying 5 Persuading 5 Tending
6 Comparing 6 Speaking 6 Feeding
7 Serving & Helping 7 Handling
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Position Analysis Questionnaire (PAQ)Standardized questionnaire-194 items 6 categories
Seeks to determine the degree to which different tasksare 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 areidentified for job success
Behaviours in specific situations contribute tothe success or failure of individuals inorganizations.
Compilation of all the critical acts orbehaviours provides a portrayals of the job,
with the focus on both the action of theworker and the context in which behaviourwas noticed.
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Task Inventory Analysis
Organisation-specific list of tasks & theirdescriptions used as a basis to identify
components of job
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Process of job analysis
Information Gathering: Job specific Competency
determination
Developing a jobdescription
Developing a jobspecification
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Job Analysis
JobDescription
HRP
Recruitment &
Selection
JobSpecification
T&D
Job
Evaluation
Remuneration
PerformanceAppraisal
PersonnelInformation
Health &Safety
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Person CollectingJob Analysis Data
Advantages Disadvantages
Trained Analyst
Objectivity maximisedConsistent reportingof InformationExpertise in JobAnalysis
ExpensiveMay overlook certainintangible aspects of
job due to lack offamiliarity
Supervisor
Familiarity with jobFast Data CollectionIntangible aspectscollected
Needs training foreffective Job AnalysisTime burdenObjectivityLess standardisationof Data
Job Holder
Greater familiaritywith jobFast Data CollectionInexpensive
Problem withresponse pattern dueto ambiguity in JobAnalysis QuesRestrictive Job
SamplePoor Standardisation
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Uses of Job Analysis
Recruitment & Selection
Training and development
Performance Appraisal
Promotion and transfer
Preventing Dissatisfaction
Compensation Management Organisational Audit
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Uses of Job Analysis
Health and Safety
Induction
Industrial Relations
Career Planning
Succession Planning
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Methods of Collecting Job Data
Observation
Interviews
Individual Interviews Group Interviews
Questionnaire
Diary
Technical Conference
Checklists
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Interview
Job analysis interviews should be conducted asfollows:
Logical sequence of questions that helpemployees to order their thoughts about thejob
Probe as necessary to establish what peopledo
Asking leading questions
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Pros and Cons
Basic method of analysis, the most commonlyused
Necessary to Obtain clear statements fromjob holders about their authority to makedecisions
Requires skills on the part of the analyst andis time consuming
Effectiveness can be increased by the use of
a check list
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Questionnaire Helpful when a large number of jobs are
to be covered Can save interviewing time by recording
purely factual information and by enablingthe analyst to structure questions in
advance to cover areas that need to beexplored 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 jobholders to complete questionnaires
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Pros and Cons
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 incoherentanswers
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Observation
Studying job holders at work, noting whatthey do, how they do it, how much time it
takes
Appropriate for situations where a relativelysmall number of key jobs need to be analyzedin depth
Time consuming and difficult to apply in jobsthat involve a high proportion of unobservablemental activities, or in highly skilled manual
jobs
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Pros and Cons
Most accurate but so time consuming thatit is seldom used except when preparing
training specifications for manual orclerical jobs.
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Diaries and Logs
Job holders required to keep diaries orlogs of Activities
These can be used by the job analyst asthe basic material for a job description
Best used for fairly complex managerialjobs where the job holders have therequired analytical skills and ability toexpress
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Pros and Cons
Makes great demand on job holders, maybe difficult to analyse
Job Analysis
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Job Analysis
J
Job DescriptionA statement contianingitems:
Title
Location
Summary
Duties
Machines, Tools &Equipment
Materials & Forms used
Supervision given orreceived
Working Conditions
Hazards
Job Specification
A statement containinghuman qualificationsnecessary to do the job
Education
Experience
Training
Judgement
Initiative
Physical Effort
Physical Skills
Responsibilities
Communication Skills
Emotional Charactristics
Unusual sensory demands
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Job Analysis
Job Description Job specificationA written statement of whatthe job holder does, how it isdone and why it is done.
It states the minimumacceptable qualifications thatthe employee must posses to
perform the job successfullyIncludes- Job title, Location,Job Summary, duties ,machines, tool and
equipments used andworking conditions.
Includes Education,Qualification, exp, training,communication skills and
emotional characteristics
Imp. Tool in the recruitmentprocess, helps in adv. Thevacancy effectively.
Imp. Tool in the selectionprocess
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Job description
Derived from job analysis provides basicinformation about the job
Includes job title, reporting relationships,overall purpose, principal accountabilities,main tasks and duties
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Job Description
Job description Contains
Title
Location
Job summary
Duties
Machines, tools and equipment
Materials
Supervision given or received
Working conditions
Hazards
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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 officialcontacts with local officials
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Job Description - SNP Co Ltd
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 ABCmachinery range to Maharastra major accounts andspecifiers, 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 withinternal order-processing staff.
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Job Description - SNP Co Ltd
Scale and territory indicators: Core product range of four ABC machines
price range Rs 50 to Rs 250. Targetsectors:
All major multiple-site organisations
having more than 1,000 staff.
Total personal revenue accountabilitypotentially Rs.4.5m. Territory: Mumbai
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Job specification
Another product of job analysis.Statement ofhuman qualifications necessary to do the job-
a list of a jobs human requirements Education
Experience
Training
Judgment Initiative
Physical effort
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Job specification
Physical skills
Responsibilities
Communication skills Emotional characteristics
Unusual sensory demands such as sight,
smell, hearing
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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, PleasingManner, Fluency, Analytical skill, GK
SummaryExperience 0 2 Years
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Experience:0 - 2 YearsLocation:Hyderabad / SecunderabadCompensation:Rupees 1,00,000 - 2,00,000Education:UG - Any Graduate - Any SpecializationPG - Any PG Course - Any SpecializationIndustry Type:Fresher/Trainee
Role:TraineeFunctional Area:Marketing, Advertising, MR, PRPosted Date:20 OctDesired Candidate ProfileThe 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 onlineadvertising and tools will be provided. if successful and suitable for the role, the candidate mighthave further career development opportunities on specific online account management or in areasof interest from online advertising.Keywords: Online, SEM, PPC, Fresher, Trainee, Intern, Online MarketingCompany ProfileEcselis , part of Havas Digital , which is a leading interactive agency is currently looking for trainees
to join their operations office in Hyd
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Job Design
Job Enrichment Engineering Approach
Job Enlargement
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Job Design
The specification of the content,method andrelationships of jobs in order to satisfytechnological and organisational
requirements as well as the social andpersonal requirements of the jobholder(Davis,1966)
Involves
Identification of tasks Specification of methods of performing the
tasks
Combination of tasks into specific jobs
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Concept of Job design
A good job design facilitates involvementand development of employee mental and
physical characteristics by payingattention to:
Flexibility work / rest schedule
Variety & challenges
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Job Design
A good job design:
Flexibility in scheduling the task
Gives employees sense of pride
Provides timely feedback
Balance static & dynamic work.
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Approaches to Job Design
JobDesign
Job EnrichmentJob Enlargement
Job EngineeringApproach
Human RelationApproach
SociotechnicalApproaches
Job CharacteristicsBuilding 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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55Herzbergs TheoryFactors Affecting Job Satisfaction
Hygiene Needs
Motivation Needs
Hygiene FactorsGood workingconditionJob security
Policies & rules
Motivators:AchievementResponsibilityRecognition
Level ofJob dissatisfaction
Level ofJob Satisfaction
Level ofJob Performance
Human Relation Approach
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A design theory that purports that threepsychological states
Experiencing meaningfulness of the workperformed 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
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Job Characteristic Model
Employees work hard when they are rewarded for thework they do and when the work gives themsatisfaction. (Hackman & Oldham)
Skill Variety : Degree to which job necessitates the use ofdifferent skills
Task Identity : Degree to which job requires completion ofwork
Task Significance: importance of task & Degree to whichjob makes impact.
Autonomy: Degree to which job provides freedom inscheduling the work and determining pace
Feedback: Degree to which objectives, progress &performance feedback reaches employees.
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Job Characteristic Model
Core JobCharacteristics
CriticalPsychological States
Outcome
Skill VarietyTask Identity
Task Significance
Experiencedmeaningfulness of the job
Autonomy
Feedback
Res. For the outcome
Know. Of actual result
High Internal Work
High growthsatisfactionHigh work effectiveness
High quality work
Low absenteeism
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Redesigning
Redesigning
Sales employees job
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Job Characteristic Model
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 inrupees
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Job Characteristic Model
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 andlunch time.
Encourage to make suggestions for changes inall phases of policy
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Job Characteristic Model
Feedback (from job)
Encouraged to keep personal record of their ownsales volume
Encouraged to keep sales/ customer ratio
Good feedback from potential customer ensuressales person was successful.
Examples: AT&T, Xerox & Motorola
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Employee Empowerment
Granting employees power to initiatechange, thereby encouraging them to
take charge of what they do
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Sociotechnical Approach
Intellectually challenging & demanding
Variety & novelty
Social Support & Recognition
Desirable future
Decision making authority
Correlation with social lives
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The Volvo Project
Sociotechnical Approach to Job design:
Volvo, Swedens largest employer facedproblems absents, employee turnoverand demand for meaningful job.
Technological changes were made toreflect more of natural module of workrather than continuous workflow.
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Workflow Analysis
Workflow Analysis A study of the way work (inputs, activities, and
outputs) moves through an organization.
InputsPeople
Materials
Equipment
ActivitiesTasks and
Jobs
OutputsGoods and
Services
Evaluation
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The Volvo Project
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
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The Volvo Project
Traditional assembly line was changed tostationery so that it remain static
25 workgroups were formed of 20members each.
They worked Electrical system,instrumentation, steering, controls, brakesystem, fuel, panels.
They contract with management -deliverables.
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Modern Management Techniques
Job Rotationis a where an individualtemporarily moves laterally into an established
or "shadow" position. An employee may
complete a series of Job Rotations.
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Modern Management Techniques
Job Rotation
1. To motivate and challenge an individual who has been on a jobfor a long time.
2. To broaden an individual's knowledge of other functions and
departments in the organization.
3. To prepare an individual for career advancement. To cross-train
members of a team.
4. To maximize an individual's exposure to customers by moving
him or her into positions that require customer interaction.
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Modern Management Techniques
Job Enlargement
Horizontally loading the job. Adding more
operations to reduce the monotony of thejob.
Thomas Watson, founder of IBM, becameconcerned with impact of engineeringapproaches and employee turnoverconsidered Job Enlargement and JobRotation.
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Approaches to Job Design
Job Enrichment: Vertically loading the job
Steps in Job Enrichment:
1. Selecting jobs that can motivate the employeesand result in improved performance.
1. Providing scope for change & enrichment
1. Brainstorming- prepare list of changes that mightenrich the job
1. Concentrate on motivational factors
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Steps in Job Enrichment
Change the content of the job instead ofchanging the employee
Provide adequate training
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Modern Management Techniques
Flexi time
Telecommuting
Job sharing
Condensed work
Working from home
Contemporary issues
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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
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p
Mr.Kishore is a Branch Manager of Indianbank at one of its village branches. His staff
included two clerks and an attendant. Veryoften Mr. Kishore was left alone in the bankafter 5 PM to tally accounts, day books andcomplete all other formalities.On 30th December Mr. Kishore was working
till past 2 AM tallying the accounts sincehardly one day was left for closing theaccounts for the year. On this fateful night,the Branch Manager was attacked by a bandofrobbers, wholooted Rs.5 lakhs afterbrutally wounding Mr.Kishore. His right hand,had to be amputated later.
Job Specification
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Job SpecificationAfter his recovery, the Branch Manager applied for
compensation. The Bank Management was of the
opinion that Mr.Kishore violated the jobspecification by working beyond the stipulatedhours of work. He, in their views, was notentitled to any compensation as the accident
occurred during non-employment hours. Theyalso called for an explanation as to why theamount lost cannot be recovered from his salaryand provident fund.
1.How do you justify the Banks stand in this case?
2.What modifications do you suggest in jobspecification to overcome such incidents infuture?
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Dr.Reddys Lab
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 plantcapacity.
Zero customer complaint.
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