JOB ANALYSISJOB ANALYSISJOB DESIGN

ObjectivesObjectives

Analyse a work-flow process, identifying the output, activities and inputs in the production of a product or service.

Understand the importance of job analysis in human resource management.

Choose the right job analysis technique for a variety of human resource activities.

Identify the tasks performed and the skills required in a given job.

ObjectivesObjectives

Understand the different approaches to job design

Comprehend the trade-offs among the various approaches to designing jobs.

Identify approaches to the management of human capital in various employment modes.

Work-flow analysisWork-flow analysis

The process of analyzing the tasks necessary for the production of a product or service, prior to allocating and assigning these tasks to a particular job category or person.

DefinitionsDefinitions Job Analysis-

A purposeful systematic process for collecting information on the important work related aspects of a job

Job description –A list of the tasks, duties and responsibilities (TDRs) that a job entails.

Job specificationA list of the knowledge, skills, abilities and other characteristics (KSAOs) that an individual must have to perform a job.

DefinitionsDefinitionsTasks- Series of work elements used to produce an output.

Position- Consists of the responsibilities and duties performed

by an individual

Job – Group of positions that are similar in their duties.

Work Flow In OrganizationsWork Flow In Organizations

Work-unit Activity AnalysisWork-unit Activity Analysis

Work Flow DesignWork Flow DesignWithin an organization, units and individuals

must cooperate to create outputs.The organization’s structure brings together

the people who must collaborate to efficiently produce the desired outputs.– Centralized– Decentralized– Functional– Product or Customer

Job AnalysisJob AnalysisThe process of The process of getting detailed getting detailed information about information about jobs.jobs.

Job DescriptionsJob Descriptions

Job Description: a list of tasks, duties, and responsibilities (TDRs) that a particular job entails.

Key components:– Job Title– Brief description of the TDRs– List of the essential duties with detailed

specifications of the tasks involved in carrying out each duty

Sample Job DescriptionSample Job Description

Job SpecificationsJob Specifications

Job Specification: a list of the knowledge, skills, abilities, and other characteristics (KSAOs) that an individual must have to perform a particular job.– Knowledge: factual or procedural information necessary

for successfully performing a task.– Skill: an individual’s level of proficiency at performing a

particular task.– Ability: a more general enduring capability that an

individual possesses.– Other Characteristics: job-related licensing,

certifications, or personality traits.

Sample Job SpecificationsSample Job Specifications

Steps in Job AnalysisSteps in Job Analysis

Step 1 - Examine the total organization and fit of each job

Step 2- Determine how job analysis information will be used

Step 3- Select jobs to be analyzed

Step 4- Collect data by using acceptable job analysis techniques

Steps in Job AnalysisSteps in Job Analysis

Step 5Prepare job description

Step 6Prepare Job specification

Use job analysis Information forUse job analysis Information for

Job DesignPlanningRecruitmentSelection and trainingPerformance EvaluationCompensation and benefitsEEO complianceFollow up Evaluation

Who Should Conduct Job AnalysisWho Should Conduct Job Analysis

Job Analysis ExpertsTemporary job AnalystsJob incumbentsSupervisorsCombination of all these

Overview of the organization Overview of the organization and its jobsand its jobs

Flow of workArrangements of departments units and jobs

Job Analysis methodsJob Analysis methods

ObservationInterviewQuestionnaireJob Incumbent Diary or LogMulti method

Quantitative techniquesQuantitative techniques

Functional job analysis

Position analysis questionnaire

Management position description questionnaire

Sources of Job InformationSources of Job Information

Position Analysis Questionnaire Position Analysis Questionnaire (PAQ)(PAQ)

What is it? A standardized job

analysis questionnaire containing 194 questions about work behaviors, work conditions, and job characteristics that apply to a wide variety of jobs.

Key sections:1. Information input2. Mental processes3. Work output4. Relationships with

other persons5. Job context6. Other characteristics

Fleishman Job Analysis SystemFleishman Job Analysis System

What is it? Job analysis technique

that asks subject-matter experts to evaluate a job in terms of the abilities required to perform the job.

Categories of abilities: Written comprehension Deductive reasoning Manual dexterity Stamina Originality

Example of an Example of an Ability from the Ability from the Fleishman Job Fleishman Job Analysis SystemAnalysis System

Management Position Description Management Position Description Questionnaire (MPDQ)Questionnaire (MPDQ)MPDQ is a checklist of 208 items related

to the concerns and responsibilities of managers

Comprehensive description of managerial work – classified into 15 sections

MPDQMPDQ

General information Decision making Planning and organizing Administering Controlling Supervising Consulting and innovating Contacts Coordinating

MPDQMPDQ

RepresentingMonitoring Business indicatorsOverall ratingsKnowledge, skill and AbilitiesOrganizational ChartComments and reactions

Job DescriptionJob Description

Job Title – identity info, wages, benefits

Summary- purpose , outputs expected

Equipment- tools, equipment and info required to do the job

Environment – working conditions, locations, hazards, noise level etc

Activities – duties, responsibilities, behaviors performed in the job. Size of work group, dependency in the work etc

Job SpecificationJob Specification

What personal traits and experiences are needed to perform the job effectively.

Experience and TrainingEducationKnowledgeSkillsabilities

Job DesignJob DesignJob Design: the process of defining how

work will be performed and what tasks will be required in a given job.

Job Redesign: a similar process that involves changing an existing job design.

To design jobs effectively, a person must thoroughly understand:– the job itself (through job analysis) and– its place in the units work flow (work flow

analysis)

Approaches to Job DesignApproaches to Job Design

Industrial Engineering: the study of jobs to find the simplest way to structure work in order to maximize efficiency.– Reduces the complexity of work.– Allows almost anyone to be trained quickly and

easily perform the job.– Used for highly specialized and repetitive jobs.

Designing Efficient JobsDesigning Efficient Jobs

Designing Jobs That Motivate: Designing Jobs That Motivate: The Job The Job Characteristics ModelCharacteristics Model

1. Skill variety – the extent to which a job requires a variety of skills to carry out the tasks involved.

2. Task identity – the degree to which a job requires completing a “whole” piece of work from beginning to end.

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

Designing Jobs that Motivate: Designing Jobs that Motivate: The Job The Job Characteristics ModelCharacteristics Model (continued)(continued)

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

5. Feedback - the extent to which a person receives clear information about performance effectiveness from the work itself.

Characteristics of a Motivating JobCharacteristics of a Motivating Job

Designing Jobs That Motivate Designing Jobs That Motivate (continued):(continued):

Job EnlargementJob Enlargement

Designing Jobs That Motivate Designing Jobs That Motivate (continued)(continued)

Job Enrichment Empowering workers by

adding more decision-making authority to jobs.

Based on Herzberg’s theory of motivation.

Individuals are motivated more by the intrinsic aspects of work.

Self-Managing Work Teams

Have authority for an entire work process or segment:– schedule work– hire team members– resolve team performance

problems– perform other duties

traditionally handled by management

Team members motivated by autonomy, skill variety, and task identity.

Designing Jobs That Motivate Designing Jobs That Motivate (continued):(continued):

Flexible Work SchedulesFlexible Work Schedules

Flextime A scheduling policy in

which full-time employees may choose starting and ending times within guidelines specified by the organization.

A work schedule that allows time for community and family interests can be extremely motivating.

Job Sharing A work option in which

two part-time employees carry out the tasks associated with a single job.

Enables an organization to attract or retain valued employees who want more time to attend school or take care of family matters.

Designing Jobs That Motivate Designing Jobs That Motivate (continued):(continued):

TeleworkTeleworkTelework – the broad term for doing one’s

work away from a centrally located office.Advantages to employers include:

– less need for office space– greater flexibility to employees with special

needsEasiest to implement for managerial,

professional, or sales jobs.Difficult to set up for manufacturing workers.

Designing Ergonomic JobsDesigning Ergonomic Jobs

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

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

Redesigning work to make it more worker- friendly can lead to increased efficiencies.

Ways to Simplify a Job’s Mental Ways to Simplify a Job’s Mental DemandsDemandsLimit the amount of information and

memorization that the job requires.Organizations can provide:

– adequate lighting– easy-to-read gauges and displays– simple-to-operate equipment– clear instructions

SummarySummary Work flow analysis identifies:

– the amount and quality of a work unit’s outputs– the work processes required to produce these outputs– the inputs used to carry out the processes and produce the

outputs Within an organization, units and individuals must

cooperate to create outputs, and the organization’s structure brings people together for this purpose.

Job analysis is the process of getting detailed information about jobs.

Summary Summary (continued)(continued)

Job analysis includes preparation of :– Job descriptions

– Job specifications Information for analyzing an existing job often

comes from incumbents and their supervisors. The U.S. Department of Labor provides information:

– Dictionary of Occupational Titles

– Occupational Information Network (O*NET)

Summary Summary (continued)(continued)

The nature of work and job design is changing.– Viewing organizations in terms of a field of work needing

to be done instead of specific job descriptions

– Organizations are adopting project-based structures and teamwork, which also require flexibility and the ability to handle broad responsibilities.

The basic technique for designing efficient jobs is industrial engineering.

Summary Summary (continued)(continued)

According to the Job Characteristics Model, jobs are more motivating if they have greater skill variety, task identity, task significance, autonomy, and feedback.

Ways to create such jobs include:– Job Enlargement

– Job Rotation

– Job Enrichment

– Self-managing work teams offer greater skill variety and task identity

– Flexible work schedules and telework offer greater autonomy

Summary Summary (continued)(continued)

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.

Employers may seek to reduce the mental as well as physical strain.– The job design may limit the amount of information and

memorization involved.

– The goal is to reduce errors and accidents.

– Technology tools may actually cause more distractions, errors, and accidents.