Job Analaysis& Design Of Work

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Week 7 Job Analysis And Design Of Work 22.5.2010 To 28.5.2010

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What Is Job Analysis Job Analysis: A Basic Human Resource Tool WHY

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What Is Job Analysis Knowing Who Does What?

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What Is Job Analysis Studying and under-standing jobs through the process known as job analysis is a vital part of any HRM program

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What Is Job Analysis A systematic investigation of the tasks, duties and responsibilities of a job and the necessary knowledge, skills and abilities a person needs to perform the job adequately

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What Is Job Analysis ‘The process by which jobs are divided to determine what tasks, duties and responsibilities they include, their relationships to other jobs, the conditions under which work is performed, and the personal capabilities required for satisfactory performance

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What Is Job Analysis Job Analysis is the SYSTEMATIC process of collecting and making judgments about all the important information related to a job.

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Job Analysis Responsibility HR Professionals Line Managers

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Human Resources Functions& Job Analysis Recruitment HR Planning HR Research Selection HR Development Employee & Labor Relations Compensation & Benefits Safety & Health Equal Employment Performance Appraisal

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Strategic Importance of Job Analysis Change in organization’s strategic goals Change in way the Organization operates Change in people skills required Results in Job descriptions Job specifications

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When A Job Analysis Is Needed Restructuring and new job creation No analysis ever been done Changes in technology Time lapse since the last analysis Increasing employee grievances re job content Disagreement about work to be performed

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Job Analysis Include Identifying tasks/duties performed Identifying Knowledge, Skills and Abilities (KSAs) required to perform those tasks

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Purpose Of the Job Analysis What physical and mental activities does the worker undertake? Why does the job exist? What are the working conditions of the job? When is the job to be performed? How does the worker do the job? What qualifications are needed to perform the job? What machinery or equipment is used in the job? What constitutes successful performance?

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Benefits Of Job Analysis Provide realistic job information's regarding duties, working conditions, and requirements Help to determine the worth/pay Time required to perform duties Defines duties and related tasks Identifies relationships between supervisors and subordinates Basis for training, career planning, and career development

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Job Analysis& Work Concept Effort directed toward producing or accomplishing results

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Occupation General Class Of Job

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Task A distinct, identifiable work activity composed of motions

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Duty A larger work segment composed of several tasks that are performed by an individual.

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Responsibility An obligation to perform certain tasks and duties

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Position Set of tasks and duties performed by single individual

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Career Sequence of jobs held by individual throughout lifetime

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Job Group of positions that are identical with respect to their major significant tasks and sufficiently alike to be covered by single analysis

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Components Of Job Analysis Job content ( Job Description) Job Requirements ( Job Specification) Job Context

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Job Description Explains the purpose of a job, what activities are performed, the condition under which they are accomplished and the performance standards

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Components Of Job Description Job identification Job summary Problem solving Duties and Responsibilities Accountability Know-how Special circumstances Relationships Performance evaluation standards Authority Trade union/ association

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Job Specification outlines specific skills, knowledge, abilities, physical and personal characteristics necessary to perform a job – What about physical and personal characteristics? Strength, patience, intestinal fortitude, risk-taker.

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Job Context Physical Work Conditions Work group Incentives for doing job

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Process Of Job Analysis Job Analysis Objective The Purpose of Job Analysis Is to collect data For: Job Description. Job Specification. Job Design. HR Planning Recruitment. Type Of information to be collected What is performed? When is it performed? Where is it performed? How is it performed? Why is it performed? Source Of Data Job Incumbent. Supervisor. Job Analyst. Expert. Method Of Data Collection: Observations. Questionnaire. Interview. Form Of Data Analysis Quantitative. Qualitative.

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Job Analysis Action Plan Identify how information will be used Review background information Collect data to analyze job Select representative positions to analyse Develop job description/ specification Review information with Employees& Their Manager

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Collect Data To Analyze Job Numerous ways of collecting the information – varies in: complexity, cost and effectiveness.

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Collect Data To Analyze Job Observation Interviews Diaries and logs of an employee working and records the duties performed the job holder about the duties performed written record of the duties performed by an employee To collect information about job content and other features of the job Questionnaires Critical incident as an example of employee behavior that illustrates effective or ineffective job performance

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Interviews& Questionnaire Approach 100% Position Approach 25 – 50 - 25 Position Approach 360 Degree Approach

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100% Position Approach Job Analysis is done only for position is targeted from HR Professional Regardless Frequency of people. Advantage: Easy& Quick . No Time to do It. Disadvantage: Not Competent. Not Comprehensive. Doesn’t has work mask.

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25 – 50 - 25 Position Approach Job Analysis is done only for position is targeted , superior and followers share process& HR Professional Regardless Frequency of people. Advantage: Concentrate On Functional area. Relative positions agree about Job analysis. Work Mask is covered. Rigid and survive Disadvantage: Ignore other functional area. Take Time

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360 Degree Approach Job Analysis is done only for position is targeted. All the stake holder share process Regardless of Frequency of people. Advantage: Very Strong In Organization. Very Comprehensive Image. Disadvantage: Require complex IT system. Take long time. External Factor effect on the process.

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Job Analysis Techniques Functional Job Analysis Position Analysis Questionnaire The Position Classification Inventory The Management Positions Descriptions Questionnaire [MPDQ}

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Criticism Of Job Description& Job Specification Suitable only for repetitive work. Ignores the dynamics of the job. Does not reflect contemporary jobs [project-based work VS position-based]. Being a static written description it ignores the dynamics of the job Seen as behaviorally sterile.

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Competency Profiling A job analysis method that focuses on the skills and behaviors needed to successfully perform a job HR managers have increasingly focused on person-oriented approaches such as critical incident reporting and behavior–event These occupational requirements are referred to as competencies Attributes model: Underlying characteristics Causality performance

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Competency Characteristic what drives, directs and selects behaviour towards certain actions or goals and away from others. physical characteristics and consistent responses to situations or information. a person’s attitudes, values or self-image. information a person has in specific content areas. the ability to perform a certain physical or mental task.

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Developing Competency Standards The element Performance criteria ‘What action must the employee demonstrate?’ What performance standards must be met?’ Under what conditions must the action be carried out?’ Range of variables

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Criticism Of Competency Profiling Its assumption of rationality Its focus on the past Ambiguous meaning of ‘competency Its generic ‘off-the-shelf ’ nature Emphasis on ‘Behaviour ’ competencies

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Job Analysis& ! Notes Job specifications and job descriptions should not be based on opinion Avoid listing lengthy experience requirements Job analysis is a systematic process for understanding jobs There should be no violations of job analysis requirements Need to ensure the legality of the job analysis itself

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Job Analysis Problems Lack of job analysis training Single source of data collection Lack of top management support Use of single method of analysis

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Theoretical Criticisms Ignorance of impact of organization socio-political influences Influence of age on information quality Reliance on what people say they do rather than what they actually do Lack of task agreement

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Job Design Job design involves systematic attempt to organize or reorganize tasks, duties and responsibilities into a unit of work to achieve certain objectives.

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Traditional Approach Job Design Scientific Management Job Characteristics Theory Job Enlargement/ Job Rotation Job Enrichment

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Scientific Management Emphasizes work simplification (standardization and the narrow, explicit specification of task activities for workers) Allows diverse groups to work together Leads to production efficiency and higher profits Undervalues the human capacity for thought and ingenuity

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Job Enlargement/ Job Rotation\ Job Enrichment Job Enlargement - a method of job design that increases the number of activities in a job to overcome the boredom of overspecialized work Job Rotation - a variation of job enlargement in which workers are exposed to a variety of specialized jobs over time Cross-Training - a variation of job Enlargement in which workers are trained in different specialized tasks or activities

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Job Characteristics Theory Job Characteristics Model - a framework for understanding person– job fit through the interaction of core job dimensions with critical psychological states within a person Job Diagnostic Survey (JDS) - the survey instrument designed to measure the elements in the Job Characteristics Model

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Job Characteristics Model Skill variety Task identity Task significance Autonomy Feedback Core job dimensions Experienced work’s Meaningfulness. Experienced responsibility for work’s outcomes. Knowledge of work activities’ results Critical psychological states High internal work motivation High-quality work performance High satisfaction with the work Low absenteeism and turnover Personal and work outcomes Employee growth, need, strength

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Five Core Job Characteristics Motivating Potential Score MPS SKILL VAREITY SKILL VAREITY SKILL VAREITY x [Autonomy] x [Feedback] + + 3 =

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Job Enrichment Job Enrichment - designing or redesigning jobs by incorporating motivational factors into them Emphasis is on recognition, responsibility, and advancement opportunity

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Case

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BASIC DUTIES Scheduling his sub -ordinate salesmen for sales. Making Reports of Sales Listening to consumer responses and feedbacks and forwarding them to the seniors. Amit’s Duties and Responsibilities

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New Job Designed Job Enrichment Scheduling his sub-ordinate salesmen + Target was given to him with adequate powers to achieve it

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New Job Designed Job Enlargement Listening to consumer responses and feedbacks and forwarding them to the seniors. + Trained to guide and suggest unsatisfied consumers.

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Home Work Do job analysis for your project . Do JOB Analysis procedure for you project