JOB ANALYSIS

Instructor: LTT Xuân 1

Content

Instructor: LTT Xuân 2

 Work flow analysis and Organizational structure

• Work flow analysis

Providing a means to understand all the tasks required to
produce a high-quality product as well as the skills necessary
to perform those tasks.

Instructor: LTT Xuân 3

 Work flow analysis and Organizational structure
• Work flow analysis

Analyzing work Analyzing work Analyzing work

inputs processes outputs

Raw Inputs
- material
- information

Equipment ACTIVITY OUTPUT

- facilities what tasks - product/service
- systems are required? - how measured?

People
- knowledge
- skills
- abilities
Instructor: LTT Xuân 4
Work flow analysis and Organizational structure

• Work flow analysis

– Analyzing work outputs:
• Product/service
• Output – organization’s picture
• HRM department – analyzing customers inside the company
and products they desire from HRM functions
– Analyzing work processes:
• All tasks should be performed
• Tasks broken down into each person’s activities
• Identifying workloads or the situation of being overstaffed

Instructor: LTT Xuân 5

Work flow analysis and Organizational structure

• Work flow analysis

– Analyzing work inputs:
• Raw Inputs
• Equipment
• Human Resources: human skills and efforts necessary

Instructor: LTT Xuân 6

 Cooking &
Taking Order Frying
assembling

Getting drinks

Preparing Bags

Instructor: LTT Xuân 7

 Work flow analysis and Organizational structure
• Organizational structure
– provides a cross-sectional overview of the static relationship
between individuals and units that create the outputs
– Types of structure vs. Design of jobs
Functional Divisional
• functional departmentalization • workflow departmentalization
• high level of centralization • low level of centralization
• high efficiency • semi-autonomous
• inflexible • flexible and innovative
• insensitive to subtle differences • sensitive to subtle differences
across products, regions, and across products, regions, and
clients clients
• low efficiency

Instructor: LTT Xuân 8

 DISCUSSION QUESTION

• Assume that you are the manager of a fast food shop, or

cafeteria .
– What are the outputs of your work unit?
– What are the activities required to produce those outputs?
– What are the inputs?

Instructor: LTT Xuân

Influences Affecting Jobs,
People, and Related HR
Policies

© 2005 Southwestern College Publishing. 10

Instructor: LTT Xuân
All rights reserved.
 Job Analysis
• The importance of Job analysis to HR Managers

Work Redesign Performance

Appraisal

HR Planning Job Evaluation

Job Analysis

Recruitment Career Planning

Selection Training and

Development
Instructor: LTT Xuân 11
McGraw-Hill/Irwin © 2006 The McGraw-Hill Companies, Inc. All rights reserved.
 Job analysis
• The importance of Job analysis to Line Managers

To be responsible for ensuring

To understand the work-
that each individual is performing
flow process
his or her job satisfactorily

to make intelligent hiring

decisions

Instructor: LTT Xuân 12

 Job analysis
• Job Analysis
– A systematic way to gather and analyze information about the
content, context, and the human requirements of jobs.
• Work activities and behaviors
• Interactions with others
• Performance standards
• Financial and budgeting impact
• Machines and equipment used
• Working conditions
• Supervision given and received
• Knowledge, skills, and abilities needed

Instructor: LTT Xuân 13

 Steps in Job Analysis
1. Identify the use of the information and how to
collect it

2. Review relevant background information about

the job, such as org chart, process chart, …

3. Select representative positions to focus on

4. Analyze the job

5. Verify information with worker and supervisors

6. Develop a job description and job specification

Copyright © 2016 Pearson Education, Inc. 4-14

Workflow Analysis

Copyright © 2016 Pearson Education, Inc. 4-15

 Business Process Reengineering

Business Process Reengineering

1. Identify a business process to be redesigned
2. Measure the performance of the existing processes
3. Identify opportunities to improve these processes
4. Redesign and implement a new way of doing the work
5. Assign ownership of sets of formerly separate tasks to
an individual or a team who use computers to support
the new arrangement

Copyright © 2016 Pearson Education, Inc. 4-16

Business Process Reengineering

Job Enlargement

Job Rotation

Job Enrichment

Copyright © 2016 Pearson Education, Inc. 4-17

 Job analysis

• Job Description - a list of tasks, duties, and responsibilities

=> observable actions

• Job Specification - a list of knowledge, skills, abilities, and

other characteristics
=> Compare and contrast “knowledge” and “skill”

Instructor: LTT Xuân 18

 Job analysis
JOB ANALYSIS
A process of obtaining all pertinent job facts

Job Description Job Specification

• Job Title • Education
• Location • Experience
• Job summary • Training
• Duties • Initiative
• Machine tools etc • Physical effort
• Material etc • Responsibilities
• Supervision • Communication skills
• Working condition • Emotional characteristics
• Hazards • Unusual sensory sight etc.
Instructor: LTT Xuân 19
 Identification

General
summary
Job description

Essence

Requirements

Job
specifications Instructor: LTT Xuân 20
 Job analysis
• To conduct job analysis:
1. Understand the purpose of conducting the job analysis
2. Understand the role of the jobs in the organization
3. Benchmark positions
4. Determine how you want to collect the job analysis information
5. Seek clarification, whenever necessary
6. Develop the first draft of the job description
7. Review draft with job supervisor

Instructor: LTT Xuân 21

 Job analysis
• Approaches to Job analysis
– Task-based Job analysis: focusing on tasks, duties and
responsibilities performed in a job
– The competency approach to Job analysis:
• focusing on the competencies that individuals needed to
perform jobs
• emphasizing how significantly people’s capabilities influence
organizational performance
• Considering how knowledge and skills are used

Instructor: LTT Xuân 22

 Job analysis
• Job analysis methods
– Observation
– Interviewing: individual or group
– Work diary
– Questionnaires
– Computerized Job analysis
– The Occupational Information Network
– Combination methods

Instructor: LTT Xuân 23

 Interviewing
The Interview (typical questions asked)
• What is the job being performed?
• What exactly are the major duties of your position?
• What physical locations do you work in?
• What are the education, experience, skill, and (where applicable)
certification and licensing requirements?
• In what activities do you participate?
• What are the job’s responsibilities and duties?
• What are the basic accountabilities or performance standards that
typify your work?
• What are your responsibilities?
• What are the environmental and working conditions involved?
• What are the job’s physical demands? The emotional and mental
demands?

Copyright © 2016 Pearson Education, Inc. 4-24

 Job analysis
• Job analysis methods
Typical Areas Covered in a Job Analysis Questionnaire

Instructor: LTT Xuân 25

 Sample Job Duty Statements
and Performance Standards

Figure 6–10
© 2005 Southwestern College Publishing. 26
Instructor: LTT Xuân
All rights reserved.
 Job analysis
• Job Analysis in Perspective

Instructor: LTT Xuân 27

 Job analysis
• Stages in the Job Analysis Process

Figure 6–7

© 2005 Southwestern College Publishing. All rights reserved.

28
Instructor: LTT Xuân
 Job analysis
Sample Job Description and Specifications

29
Instructor: LTT Xuân
Job analysis

Instructor: LTT Xuân 30

Job analysis

Instructor: LTT Xuân 31

 Job design
• Job design
– How work will be performed and the tasks that will be required in
a given job
• Job redesign
– Changing the tasks or the way work is performed in an existing job

• To effectively design jobs, it must understand the job as it exists

its place in the

larger work unit’s
• Job design influences:
work-flow process
– Job performance
– Job satisfaction
– Physical and mental health

Instructor: LTT Xuân 32

 Job design

• Job Enlargement
– Broadening the scope of a job by expanding the number of
different tasks to be performed.
• Job Enrichment
– Increasing the depth of a job by adding the responsibility for
planning, organizing , controlling, and evaluating the job.
• Job Rotation
– The process of shifting a person from job to job.

Instructor: LTT Xuân 33

 GROUP ASSIGNMENT

Choose a position and conduct job analysis for that

position (job description and job specification)

Instructor: LTT Xuân

 FOR NEXT CLASS

Assign the case for reading

Instructor: LTT Xuân