job analysis & design

Chapter - 4 : 

Chapter - 4 Job Analysis & Design

CONCEPT OF JOB ANALYSIS : 

Job analysis is the process of determining & recording all pertinent information about a specific job like task, skills, knowledge, accountabilities, abilities, qualifications etc. It require a systematic collection, evaluation and organization of information about the job. This information is collected through interviews, mailed questionnaires, observation, study of records and similar methods. CONCEPT OF JOB ANALYSIS

USES OF JOB ANALYSIS : 

Human Resource Planning Recruitment Selection Placement & Orientation Training & Development Counseling Employee safety Job evaluation Performance Appraisal Promotion & Transfer Preventing Dissatisfaction Succession Planning USES OF JOB ANALYSIS

Who should conduct the job analysis ? : 

It is always better to use supervisors , job incumbents or some combination of these to obtain information about jobs in an organizations. Who should conduct the job analysis ?

Process of job Analysis : 

The major steps involved in job analysis are as follow -: Organization analysis Selection of representative position to be analyzed. Collection of job analysis data. Preparation of job description. Preparation of job specification. Preparation of job evaluation. Preparation of job design. Process of job Analysis

Job Description : 

A JD is written statement of what job holder does , how it is done, under what condition it is done & why it is done. It describe what job is all about ,throwing light on job content, environment & condition of employment. Content - :JD usually considered the following information -: Job title Job summary Job activities Working condition Social environment Job Description

Job Specification : 

Job specification summaries the human characteristic needed for satisfactory job completion. It spell the important attributes of a person in term of education, experience, skill, knowledge & abilities(SKA) to perform a particular job. The JS is a logical outgrowth of JD. Personal attributes cab be classified into three categories -: Essential attributes -KSA Desirable attributes -qualification Contra attributes - attributes that will become a handicap to successful job performance. Job Specification

Job Evaluation : 

A third aspects of job analysis is to rank the jobs in order of importance (of responsibility or skills) so as to determine the terms of remuneration payable to the person doing the job. This is known as job evaluation. It also helps in comparing jobs & placing them in common compensation groups . Job evaluation is a basic element in salary administration . Job Evaluation

Job Design : 

Job Design Job design, which is an outgrowth of job analysis , is a way of organizing task, duties and responsibilities into a productive unit of the work. Job design is the process of structuring work and designating the specific activities at individual or group levels. It determines : The responsibility of an employee The authority he enjoys His scope of decision making His level of satisfaction and His productivity

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Engineering Approach Human Relations Approach Job Characteristics Approach Socio technical Approach Different Approaches to Job Design

Engineering Approach : 

Scientific Management developed by F.W.Taylor, gave rise to the engineering approach to job design. Key Element: “Task Idea” : the work of every workman that is fully planned and laid out by the management at least one day in advance. Resulted in : Workers using none of his mental or intellectual skills and just doing what he has been asked to do. Role of management in Job Design: The manager determines one best way of performing the job. The manager employs individuals according to their abilities, which have to match the needs of job design. The manager undertakes all planning, organizing and controlling of a job. “OVER SPECIALIZATION” Engineering Approach

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Demerits of Overspeciali- zation Repetition Mechanical Pacing No End Product Little Social Interaction No Personal Input

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Introduced a “Human touch” to deal with the problems of over – specialization. Redesigning of over – specialized jobs needed. Workers have social needs, so scope for flexibilities had to be introduced. Herzberg’s Two factor theory: Human Relations Approach Job Satisfaction The Motivators The Hygiene Factors

The Motivators : 

The Motivators Have the power to enhance employee satisfaction. e.g. achievement, growth responsibility and recognition, these are high level needs – have the effect on satisfaction and hence on performance. Helps in tackling dissatisfaction among the workers and preventing an negative job environment. e.g. working conditions, organizational policies, pay and job security etc. high pay and job security keeps the employee getting dissatisfied but can not keep him motivated. While poor pay - dissatisfaction The Hygiene Factors

Job Characteristic Approach : 

Given by Hackman and Oldham in 1976. Acc. To this approach: Motivation, satisfaction and productivity should be integrated into job design. Job Characteristic Model: Identifies the specific job characteristics that affect productivity, motivation and satisfaction and their inter-relationship. Job Characteristic Approach Core dimensions or characteristics of any job Skill Variety Task Significance Task Identity Autonomy Feedback

Core job Dimensions (Contd.) : 

Core job Dimensions (Contd.) Skill Variety: The number of different activities, skills and talents the job requires Task Identity: The degree to which the job requires completion of a whole piece of work – doing the whole job Task significance: The jobs impact on the lives or work of other people Autonomy: The degree of freedom, independence and discretion in scheduling work and determining procedures Task feedback: The degree to which direct and clear information about effectiveness of performance is provided.

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Factors I, II, and III –give satisfaction to job holder and motivates him Factor IV – sense of responsibility and commitment, enhance performance. Factor V – analyze employee’s performance and identifies his strengths and weaknesses. This model throw light on some significant aspects of motivating employee to do their work.

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Core Job Characteristics Critical Psychological States Outcomes Mediators : Knowledge and skill Growth need strength Content satisfaction Skill variety Task identify Task significance Autonomy Feedback from the job Experienced meaningfulness of the work Experienced responsibility for the outcomes of the work Knowledge of the actual results of the work activities High internal work Low absenteeism and turnover High growth satisfaction High general job satisfaction High quality work performance High work Effectiveness Job Characteristics model

Sociotechnical Approach : 

Acc.to this concept, jobs should be designed by taking a “holistic” or “systems” view of the entire job situation, including its physical and social environment. Sociotechnical Approach Emphasized The technical System The Social System

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According to this approach, jobs should be designed taking a holistic view of both physical and social environments. Ideally this merges the technical needs of the organization with the social needs of the employees.

JOB ANALYSIS METHODS : 

JOB ANALYSIS METHODS 1) Observation method - watch other doing the job 2) individual interview method – asking people what you are doing 3)Group interview method 4) Job Performance – actually doing the job 5) Diary method 6) Critical incidents method – listing out significant events from which the more important & crucial element can be identified 8) Panel Expert Method 9) Structured Questionnaire

Functional Job Analysis : 

FJA is a worker oriented analysis approach that attempt to describe the whole person on the job. It tries to examine the fundamental components of data, people & thing. There are five steps to be followed -: Identification of organizational goal Second identification and description of task, wherein task are defined as action. Task action may be physical , mental & interpersonal. FJA must conform to a specific written statement. Third step deals with analysis of task. In fourth step ,the analyst develops performance standard to assess the result of a worker. Final step deals with the development of training content needed by the job holder. Note -: FJA is frequently used for government jobs. Functional Job Analysis

Job Rotation : 

JR refer to the movement of employee from one job to another. Job themselves are not actually changed ,only the employee are rotated among various job. This measure relieves the employee from boredom & monotony, improve the employee’s skills regarding various jobs & prepares worker self image & provide personal growth. Job Rotation

Job enlargement : 

Job enlargement expands a job horizontally. It means increasing the scope of a job through extending the range of its job duties & responsibilities generally with in the same level and periphery. Job enlargement seeks to motivate workers through reversing the process of specialization . The continual enlargement of a job over time is also known as “job creep” , which can lead to an unmanageable workload. Job enlargement

JOB Enrichment : 

It is an idea developed by American psychologist Fredrick Hertzberg in the 1950. It is an attempt to motivate employees by giving them opportunity to use the range of abilities. An enriched job should ideally contained -: Range of task & challenges Complete unit of work Feedback , encouragement & communication. JOB Enrichment

Managing the Dejobbed World : 

Over the past few years, the concept of job has been changing quite dramatically. Employees do not like standardized ,routinised operation. They do not like supervisors overseeing their work from close quarters. They want there work to be more meaningful ,challenging & interesting. Certain technique that have helped in this new concept are as follow -: Flatter organization Work teams Boundary less organization Re – engineering Managing the Dejobbed World

Competency Mapping : 

It is a process through one assesses & determine one’s strength as an individual worker & in some cases as part of an organization. The competency approach to job analysis focuses on linking business strategies to individual performance efforts. Competencies can be motives ,traits, self concept ,attitudes or values ,content knowledge, or cognitive or behavioral skills – any individual characteristic that can be measured reliably and that can be shown to differentiate significantly between superior & average performer. Competency Mapping