4407838 job analysis and job design1

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Job Analysis and JobJob 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

Met hods of collecting job dataMet hods of collecting job data

Potential problems wit h job analysisPotential problems wit h 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 settingProcess of collecting, analyzing and settingout information about t he content of jobs inout information about t he content of jobs inorder to provide t he basis for a joborder to provide t he basis for a job

description and data for recruitment,description and data for recruitment,training, job evaluation and performancetraining, job evaluation and performancemanagement management

ororIt is t he process which provides informationIt is t he process which provides information

used for writing job description ( a list of used for writing job description ( a list of t he job entails) and job specification (what t he job entails) and job specification (what

kind of people to hire for t he job)kind of people to hire for t he job)



Types of information provided by JobTypes of information provided by Job Analysis Analysis

Overall purposeOverall purpose-- why t he job exist and, in essence, what why t he job exist and, in essence, what t he job holder is expected to contributet he job holder is expected to contribute

Content Content-- t he nature and scope of t he job in terms of t het he nature and scope of t he job in terms of t hetasks and operationstasks and operations

Key result areaKey result area

Performance criteriaPerformance criteria

ResponsibilitiesResponsibilities

Organizational factorsOrganizational factors-- reporting relationships et creporting relationships et c

Motivating factorsMotivating factors

Development factorsDevelopment factors-- promotion, and career perspectivespromotion, and career perspectives

Environmental factorsEnvironmental factors-- working condition, unsocial hours,working condition, unsocial hours,mental and emotional demandsmental and emotional demands



PURPOSEPURPOSE

Conducting a job analysis can help identify:Conducting a job analysis can help identify:

Selection Procedures Selection Procedures :: job duties t hat should be included in advertisements job duties t hat should be included in advertisements

of vacant positionsof vacant positions minimum requirements (education and/or experience)minimum requirements (education and/or experience)

for screening applicantsfor screening applicants

interview questionsinterview questions

C ompensation C ompensation :: skill levelsskill levels

responsibilities (e.g., fiscal; supervisory)responsibilities (e.g., fiscal; supervisory)

required level of education (indirectly related to salaryrequired level of education (indirectly related to salarylevel)level)



Training / Needs Assessment: Training / Needs Assessment:

training content training content

equipment to be used in delivering t he trainingequipment to be used in delivering t

he training

met hods of training (e.g., small group,met hods of training (e.g., small group,computercomputer--based, video, classroom)based, video, classroom)

P erformanc e Revi ewP erformanc e Revi ew::

goals and objectivesgoals and objectives

performance standardsperformance standards

evaluation criteriaevaluation criteria



Process of Job AnalysisProcess of Job Analysis



Process of Job AnalysisProcess of Job Analysis

Strategic choicesStrategic choices employee involvement employee involvement

levels of detailslevels of details

timing and frequency of analysistiming and frequency of analysis sources of datasources of data

Information gat heringInformation gat hering

Information processingInformation processingJob descriptionJob description

Resulting in various out comesResulting in various out comes



Met hods of Collecting Job DataMet hods of Collecting Job Data



InterviewInterview

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

Work t o a l ogical sequen ceWork t o a logical sequen ce of questions t hat helpof questions t hat help

interviewees to order t heir t houghts about t he job.interviewees to order t heir t houghts about t he job.Probe as necessary t o establish what peopleProbe as necessary to establish what people

d odo--answers to questions are often vague andanswers to questions are often vague andinformation may be given by means of untypicalinformation may be given by means of untypical

instanc

es.instanc

es. asking leading questions t hat make t he expectedasking leading questions t hat make t he expected

answer obviousanswer obvious

Allow t he job holder ample opportunity to talk Allow t he job holder ample opportunity to talk

bycreating an atmosp

here of trust by

creating an atmosp

here of trust



Pros and consPros and cons

Basic met hod of analysis and, as such, is t he oneBasic met hod of analysis and, as such, is t he one

most commonly used. Obtain

clear statements frommost

commonly used. Obtain

clear statements from job holders about t heir aut hority to make decision job holders about t heir aut hority to make decision

Requires skills on t he part of t he analyst and is timeRequires skills on t he part of t he analyst and is timeconsuming.consuming.

Effectiveness can be increased by t he use of aEffectiveness can be increased by t he use of a

checklist checklist



QuestionnairesQuestionnaires

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

Can save interviewing time by recording purelyCan save interviewing time by recording purely

factual information and by enabling t he analyst tofactual information and by enabling t he analyst tostructure questions in advance to cover areas t hat structure questions in advance to cover areas t hat need to be explored in greater dept hneed to be explored in greater dept h

should only be carried out on t he basis of someshould only be carried out on t he basis of some

preliminary field workpreliminary field workThe accuracy of results also depends upon t heThe accuracy of results also depends upon t he

willingness and ability of job holders to completewillingness and ability of job holders to completequestionnairesquestionnaires



Pros and consPros and cons

Can save interviewing time but may fail toCan save interviewing time but may fail toreveal full flavor of t he job. if t hey are overreveal full flavor of t he job. if t hey are overgeneralized it will be too easy for job holders togeneralized it will be too easy for job holders toprovide vague or incoherent answersprovide vague or incoherent answers



Self descriptionSelf description

Job holders can be asked to analyze t heirJob holders can be asked to analyze t heirown jobs and prepare job descriptions but own jobs and prepare job descriptions but people do not find it easy, perhaps becausepeople do not find it easy, perhaps becausewhat t hey do is so much part of t hemselveswhat t hey do is so much part of t hemselvest hat t hey find it difficult to be detached andt hat t hey find it difficult to be detached anddissect t he information into variousdissect t he information into various

elements.elements.It is advisable to run special trainingIt is advisable to run special training

sessions in which t hey practice analyzingsessions in which t hey practice analyzing

t heir own and ot her peoples jobst heir own and ot her peoples jobs



ObservationObservation

Observation means studying job holders at work,Observation means studying job holders at work,noting what t hey do, how t hey do it, and hownoting what t hey do, how t hey do it, and howmuch time it takes. It is appropriate for situationsmuch time it takes. It is appropriate for situations

where a relatively small number of key jobs needw

here a relatively small number of key jobs needto be analyzed in dept h, but it is time consumingto be analyzed in dept h, but it is time consuming

and difficult to apply in jobs t hat involve a high and difficult to apply in jobs t hat involve a high proportion of unobservable mental activities, or inproportion of unobservable mental activities, or inhighly skilled manual jobshighly skilled manual jobs

Pros and consPros and cons Most accurate but so time consuming t hat it is seldomMost accurate but so time consuming t hat it is seldom

used except when preparing training specifications forused except when preparing training specifications formanual or clerical jobs.manual or clerical jobs.



Diaries and LogsDiaries and Logs

Job holders requires to analyze t heir own jobs byJob holders requires to analyze t heir own jobs bykeeping diaries or logs of t heir activities. Thesekeeping diaries or logs of t heir activities. Thesecan be used by t he job analyst as t he basic can be used by t he job analyst as t he basic

material for a job descriptionmaterial for a job description

Best used for managerial jobs which are fairlyBest used for managerial jobs which are fairlycomplex and where t he job holders have t hecomplex and where t he job holders have t heanalytical skills required, as well as t he ability toanalytical skills required, as well as t he ability to

express.express. Pros and consPros and cons

Make great demand on job holders and can be difficult Make great demand on job holders and can be difficult to analyzeto analyze



Job Description and Job SpecificationJob Description and Job Specificationin Job Analysisin Job Analysis



Job DescriptionJob Description

Derived from t he job analysis t hey provideDerived from t he job analysis t hey providebasic information about t he job under t hebasic information about t he job under t heheading of t he job title, reportingheading of t he job title, reportingrelationships, overall purpose and principlerelationships, overall purpose and principleaccountabilities or main tasks or duties.accountabilities or main tasks or duties.



Content and format Content and format

Content Content

Flexibility: operational flexibility and multiFlexibility: operational flexibility and multiskilling are becoming increasingly significant. It skilling are becoming increasingly significant. It is t herefore necessary to build flexibility into t heis t herefore necessary to build flexibility into t he

job description. This is achieved by job description. This is achieved byconcentrating on results rat her t han spelling out concentrating on results rat her t han spelling out what has to be donewhat has to be done

Team work: flatter organizations rely more onTeam work: flatter organizations rely more ongood team work and t his requirement needs togood team work and t his requirement needs tobe stressedbe stressed



Format Format

Job identificationJob identification

Job summaryJob summary

Responsibilities and dutiesResponsibilities and duties Aut hority of incumbent Aut hority of incumbent

Standards of performanceStandards of performance

Working conditionsWorking conditionsJob specificationsJob specifications



Job SpecificationJob Specification

A list of a jobs human requirement, t hat A list of a jobs human requirement, t hat is, t he requisite education, skills,is, t he requisite education, skills,personality, and so onpersonality, and so on anot her product of anot her product of a job analysis.a job analysis.



Job designJob design

Job design has been defined by DavisJob design has been defined by Davis(1966) as: t he specification of t he content,(1966) as: t he specification of t he content,met hods and relationships of jobs in ordermet hods and relationships of jobs in orderto satisfy technological and organizationalto satisfy technological and organizationalrequirements as well as t he social andrequirements as well as t he social andpersonal requirements of t he job holderpersonal requirements of t he job holder



Job design is t he conscious efforts to organize

tasks, duties and responsibilities into one unit of work. It involves

identificationidentification of of individualindividual taskstasks

specificationspecification of of met hodsmet hods of of performingperforming t het he

taskstasks

combinationcombination of of taskstasks intointo spe

cific

specific jobs jobs toto bebe

assignedassigned toto individualsindividuals



Job Design FactorsJob Design Factors



Approaches to job design Approaches to job design

Job rotationJob rotation

Job enlargement Job enlargement

Job enrichment Job enrichment Self Self--managing teamsmanaging teams

HighHigh-- performance work designperformance work design



Job enrichment Job enrichment

Aims to maximize t he interests and challenges of Aims to maximize t he interests and challenges of work by providing t he employee wit h a job t hat work by providing t he employee wit h a job t hat has t hese characteristicshas t hese characteristics

Complete piece of work in t he sense t hat t he workerComplete piece of work in t he sense t hat t he workercan identify a series of tasks or activities t hat end in acan identify a series of tasks or activities t hat end in arecognizable and definable product recognizable and definable product

It affords t he employee as much variety, decisionIt affords t he employee as much variety, decision--

making responsibility and control as possible in carryingmaking responsibility and control as possible in carryingout t he workout t he work

It provide t he direct feedback t hrough t he work itself onIt provide t he direct feedback t hrough t he work itself onhow well t he employee is doing his workhow well t he employee is doing his work



Job enrichment as proposed byJob enrichment as proposed byHerzberg(1986) is not just increasing t heHerzberg(1986) is not just increasing t henumber nor variety of tasks. It is claimed bynumber nor variety of tasks. It is claimed bysupporters of job enrichment t hat t hesesupporters of job enrichment t hat t heseapproaches may relieve boredom, but t heyapproaches may relieve boredom, but t heydo not result in positive increase indo not result in positive increase in

motivationmotivation



Job rotationJob rotation

Means systematically moving workers from oneMeans systematically moving workers from one job to anot her job to anot her

A closer look at some Indian companies shows A closer look at some Indian companies shows

t hat job rotation is becoming an increasinglyt hat job rotation is becoming an increasinglyaccepted practice.accepted practice.

At McDonald's, cross At McDonald's, cross--functional job rotations arefunctional job rotations areencouraged, globally and in India. "It is a winencouraged, globally and in India. "It is a win--winwinsituationsituation ---- win for t he organization, t he team andwin for t he organization, t he team andt he employee," says Amit Jatia, joint venturet he employee," says Amit Jatia, joint venturepartner and managing director, McDonald's,partner and managing director, McDonald's,

Western IndiaWestern India



Job Enlargement Job Enlargement

Job Enlargement is t he horizontal expansionJob Enlargement is t he horizontal expansionof a job. It involves t he addition of tasks at of a job. It involves t he addition of tasks at t he same level of skill and responsibility. It t he same level of skill and responsibility. It is done to keep workers from getting bored.is done to keep workers from getting bored.It is different t han job enrichment It is different t han job enrichment

Thus t he worker who previously only boltedThus t he worker who previously only bolted

t he seat to legs might attach t he back ast he seat to legs might attach t he back aswellwell



Examples: Small companies may not haveExamples: Small companies may not haveas many opportunities for promotions, soas many opportunities for promotions, sot hey try to motivate employees t hrough jobt hey try to motivate employees t hrough jobenlargement.enlargement.



Comparison of FiveComparison of FiveJob Design ApproachesJob Design Approaches



Contemporary IssuesContemporary Issues

TelecommutingTelecommuting

Alternative work patterns Alternative work patternsTechno stressTechno stress

Task revisionTask revision

Skill Development Skill Development



Principles of Job DesignPrinciples of Job Design

To influence skill variety, provide opportunities forTo influence skill variety, provide opportunities forpeople to do several tasks and combine taskspeople to do several tasks and combine tasks

To influence task identity and form natural workTo influence task identity and form natural work

unitsunits

To influence task significanceTo influence task significance

To influence autonomy, give people responsibilityTo influence autonomy, give people responsibility

for determining t heir own working systemfor determining t

heir own working system

To influence feed back, establish goodTo influence feed back, establish goodrelationships and open feedback channelsrelationships and open feedback channels

4407838 job analysis and job design1

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