2. job design & analysis
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Job Design & AnalysisAn understanding
S R Tulasi
Hyderabad
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Why do we need to design a job
!
-Clarity on the role
-Performance criteria/KRAs and KPIs-Targets and goals for the job
-Inter functional & Inter personal relationships
-Responsibility and authority
-Base for performance evaluation
-Rewards and recognition
-Motivation and development
-A sense of fulfillment
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What getscounted gets
measured
What getsmeasured gets
done
What getsdone gets
rewarded
What getsrewarded really
counts
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Understand some terms
Task: An action/Related group ofActions to produce a definite outcome
Position: Group of Similar tasks &
responsibilities/Number of employeesequal number of positions
Job: group of similar positions as to
kind and level of work / Broadly adesignation
Occupation: Group of Similar Jobs
found throughout the industry
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What is job design !The process of deciding the contents
of a job in terms of its duties and
responsibilities
A job design should meet :a) The organisational needs such as
productivity, efficiency, quality etc
b) The needs of job holder such asinterest, challenge,
accomplishment etc
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Elements of job design
Task analysis
Worker analysis
Environment analysis
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Task analysis
Determines
- What tasks will be done- How each task will be done
- How the tasks fit together to form a
job
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Worker analysis
Determines
- Capabilities the worker must
possess
- Responsibilities the worker will have
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Environment analysis
Used to analyse physical environment
including
- Location
- Lighting
- Temperature- Noise
- Ventilation etc
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Five Core Job Dimensions
Skill Variety: the number of different skills and
talents necessary to do the job
Task Identity: the degree to which the job requires
completion of an identifiable piece of work
Task Significance: the degree of impact on the on
the lives or work of other people.
Autonomy: the freedom to do the job in the waydesired by the worker
Feedback: information about job performance
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THE JOB CHARACTERISTICS MODEL
Core Job
Characteristics
High Internal
Work Motivation
High Quality
Work Performance
High Satisfaction
with the Work
Low Absenteeism
and Turnover
Skill Variety
Task
Identity
Task
Significance
Autonomy
Feedback
Experienced
Meaningfulnessof the Work
Experienced
Responsibility for
Outcomes of Work
Knowledge of theActual Results of
the Work Activities
Mediators
Critical
Psychological
States
Personal &
Work
Outcomes
1. Knowledge and Skills
2. Employee growth
3. Satisfactions positive or
negative
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Techniques of Job Design
Job
Design
Job
Enrichment
JobSimplification
Job
Enlargement
Job
Rotation
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Job Simplification
Jobs are broken down into their smallest units and then
analyzed.
Each resulting subunit typically consists of relatively
few operations.
These subunits are then assigned to workers as their
total job.
Employees can do these jobs without much specialized
training.
Many small jobs can also be performed
simultaneously, so that the complete operation can be
done more quickly.
Time and motion studies are often used for work
simplification
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Advantages of Job
Simplification Requires less training
Less expensive unskilled labour
Increase in speed
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Job Enlargement:(Horizontal)
Addition /expansion of tasks in the job andjob becomes a meaningful operation.
Strategy adopted by many organizations
to combat the ill-effects of division oflabour.
Focus is on enlarging the contents of jobs
by adding tasks and responsibilities. Ex : A clerk in an office doing typing may
be asked to also draft simple letters, sort
mail and file papers. Reduces boredom
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Job Enrichment: (Vertical)
Theory of Motivation.
To motivate personnel, the job itself must
provide opportunities for achievement,
recognition, responsibility, advancement andgrowth.
Vertical expansion of jobs / Increase
responsibilities associated with the positions.
Ex : A worker who previously only loaded
boxes
for delivery into a trailer may be given the
responsibility of verifying that the customer
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Job Enrichment ( Contd )
Through job enrichment, autonomy,responsibility and control become part
of a workers job.
This in turn leads to greater feelings ofsatisfaction, higher motivation and
increased productivity.
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Job Rotation
Movement of an employee from one job
to another over a designated period of
time.
Jobs themselves are not actually
changed, only the employees are rotated
among various jobs.
An employee who works on another job
for some days or months returns back to
the first job.
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Job Rotation( Contd )
This would relieve the employee fromboredom and monotony, improves the
employees skills regarding various jobs
and prepares the employee to meet thecontingencies.
This is also intended to improve workers
self-image and provides personal growth.
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Job Rotation( Contd )
However, job rotation can have a very limited
potential.
It does not change the basic nature of jobs.
Rather an employee is asked to perform severalmonotonous jobs in place of a single job.
Therefore, the employees who want a
challenging and satisfying job still feel
frustrated.
Moreover, frequent rotation of employees may
cause interruptions in the work routine of the
organization.
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Approaches To Job Design
Scientific
Management
Approach
(F.W. Taylor)
Behavioural
Approach
(Herzberg)
Socio-technical
System
Approach
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Scientific Management
Approach
The standardization of jobs into the single
best way by which they can be performed.
The training of workers in the single best way
to perform the job. The specialization of labour leading to
expertise in small narrow jobs.
The systematic and specific determination ofjob description for each job.
Monetary compensation should be used to
reward successful performance of the job.
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Scientific Management
Approach
Advantages of Specialization
- Simplifies training- High productivity
- Low wage costs
Disadvantages- Difficult to motivate quality
- Worker dissatisfaction
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Behavioral Approach
Help the job incumbent satisfy personalneeds while performing the job.
Three key psychological states of a job
incumbent ie worth of the work,responsibility & knowledge of results
affect motivation and satisfaction of the
job. The more these three states are
experienced, the more job incumbent will
feel internal work motivation.
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Socio-Technical System
Approach
Develop work systems that would foster ameshing of the technical and socialaspects of jobs.
Job design through socio-technicalapproach requires the combined efforts ofemployees, supervisors and unionrepresentatives in analyzing significant joboperations.
Jobs should be designed by taking aholistic or systems view of the entire job
situation, including its physical and social
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Socio- Technical systems
Approach
Jobs should be reasonably demandingEmployee should be able to learn on the
job
Employees need recognition in work placeEmployees need to relate to what they
produce to their social life
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Job Analysis
It is a systematic analysis of each job for
the purpose of collecting information as
to what the job holder does, under whatcircumstances it is performed and what
qualifications are required for doing the
job.
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Uses of Job Analysis
1. Human resource planning
2. Recruitment
3. Selection of personnel
4. Training and development
6. Organization audit / Safety and
health
7. Performance appraisal
8. Career planning
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Steps in Job Analysis:
1. Collection of background information
2. Selection of representative job to be
analyzed3. Collection of job analysis data
4. Job Description
5. Developing job specification
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Techniques of data collection1. Personal observation
2. Sending out questionnaires
3. Maintenance of log records
4. Conducting personal interviews
5. Critical incident technique
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Components of
Job Analysis
Job Description Job Specification
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Job Description
Job description is necessary before a
vacancy is advertised. It tells in brief
the nature of a job and the jobrequirements.
Job description is an organized
factual statement of the duties &responsibilities of a specific job. It
should tell what is to be done, how it
is done and why.
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Details given in Job Description
Job title Organizational location of the job
Supervision given and received
Materials, tools, machinery andequipment worked with
Designation of the immediatesuperiors and subordinates
Salary levels: Pay, DA, otherallowances, bonus, incentive wage,method of payment, hours of work,
shift, break etc.
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Details given in Job Description(Contd )
Complete list of duties to be performedseparated according to daily, weekly,
monthly and casual, estimated time to
be spent on each duty Definition of unusual terms
Conditions of work: Location, time,
speed of work, accuracy, healthhazards, accident hazards
Training and development facilities
Promotional chances and channels
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Job Specification
Job specification is based on jobdescription. It is a written statement of
qualifications, traits, physical and
mental characteristics that an individualmust possess to perform the job duties
and discharge responsibilities
effectively. Job Specification is a statement of
minimum acceptable human qualities
necessary to perform a job properly.
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Job Specification
Physical Specifications:
Height, Vision, health, age, Capacity tooperate machines
Mental Specifications:Ability to perform arithmetical, interpretdata, informational blue prints, ability tohandle variable factors, judgmental
abilities, General intelligence, memory
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Job Specification covers:
Educational and professionalqualifications
Skills
Practical experience Physical fitness
Special qualities required forperforming the job
Intelligence, judgement and initiativerequired for performing the job
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Team Analysis
Team Design Team Description
Team Specification
Complementary Skills
Flexibilities
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Flexible Job Environment
Job Sharing
Telecommuting
Ergonomics
Empowerment
Flexi-time Flexi-work
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Summary
Job design can help a firm find the
most efficient way to operate
Job design can improve quality of work
life and satisfaction of employees
This will lead to a smoother operation
and more profitable business
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Group 1
Develop the job description for a Receptionist
at the head quarters of a multi national companyoperating out of Hyderabad
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Group 2
Develop the job description for a Chief of
Security at the head quarters of a large softwarecompany operating at Hitec city / Hyderabad
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Group 3
A large infrastructure company needs to recruit a
skilled operator to operate a large crane at a sitewhere a hotel building is being constructed.
Develop the job specification for this position to
enable the HR department recruit the right
candidate
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Group 4
Govt of India decided to recruit able bodied and
right Indian nationals for an elite police force with a
career progression in to NSG Commandos in a
two years period.
Develop the job specification for this position to
enable an advertisement across the country.
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Group 5 Team Role playA team of four software engineers working on a
common project had to resort to telecommuting due
to global recession and decided to meet only once a
week at the office headquarters. A months
experience has resulted in project delay &thrown up
the following issues.
-Confidentiality is not kept up by some.
-Some members are not putting up a days work
-Information sharing is becoming a problemThe team has now to meet to resolve the issues in a
spirit of openness and transparency.
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