HRM201/TRM204

MANAGING
HUMAN
RESOURCES/HRM
FOR THE
HOSPITALITY AND
TOURISM INDUSTRY
 TOPIC 5

Job Analysis, Job

Design, Quality of
Work Life
Learning Objectives
After completing this topic, students should be able to:
5.1 Understand what is Job Analysis.
5.2 Understand why JA is important.
5.5 Determine methods of Job Analysis.
5.6 Summarize job design concepts and benefits.
5.7 Discuss Quality of Work Life
 JOB ANALYSIS (JA)

Is the systematic process of

determining the skills, duties and
knowledge required for
performing jobs in an
organization.

New jobs are being created and

old jobs are redesigned or
eliminated.
What data you want to collect?
Reporting relationship
Authority
Working conditions
Physical and mental
demand on the worker

Qualification
Personality
Skills & Knowledge
 Why Job
Analysis is
important?
Help HR professionals understand the
duties and responsibilities of a particular
job.
Does employee have the necessary skills
& knowledge?
Does employee needs training?
Is there any risk or hazard involve in
performing the job
 Job analysis has an
impact on every
aspect of HR
• Legal
HR practices
considerations

Job
Analysis
• Employee and
Labor Relations
• Staffing Has Its
Impact on
HRM
• Training and
• Safety and Health
Development

• Performance
• Compensation
Appraisal
 When to
conduct job • When the organization is founded, and
analysis? a job analysis program is initiated for
the first time.
• When new jobs are created.
• When jobs are changed significantly
because of new technologies,
methods, procedures or systems.
 Differences • A job consists of a group of tasks that must be
performed for an organization to achieve its
between job goals.
• A job can have multiple positions, but each
and position position can only be associated to one job.
• A job may require the services of one
person, such as that of the president, or the
services of 75, as might be the case with
machine operators in a large manufacturing
firm.
• A position is the collection of tasks and
responsibilities performed by one person; there
is a position for every individual in an
organization.
• A person can have multiple positions for cases
where a user performs more than one role.
• Example: In a work group consisting of a
supervisor, two senior analysts, and four
analysts, there are three jobs and seven
positions.
 Questionnaires

Job Observation
Analysis
Methods Interviews

Employee Recording

Combination of Methods
How to Conduct Job
Analysis?
 Questions to ask when conducting a Job
Analysis
• What physical and mental tasks does
the worker accomplish?
• When is the job to be completed?
• Where is the job to be accomplished?
• How does the worker do the job?
• Why is the job done?
• What qualifications are needed to
perform the job?
(1) Questionnaires

• Structured questionnaires given

to employees.
• Typically, quick and
economical.
• Potential problems:
• Employees might lack verbal
skills
• Employees might
exaggerate the significance
of their tasks
• Lack of accuracy
(2) Observation • Analyst watches worker
perform job tasks and
records observations( Ex:
Safety observation)
• Used primarily to gather
information emphasizing
manual skills.
• Often insufficient when used
alone.
• Difficult when mental skills
are dominant in a job.
(3) Interviews
• Interview both employee and
supervisor.
• Interview employee first,
helping him or her describe
duties performed.
• After interviews, analyst
normally contacts supervisor
for additional information.
(4) Employee • Employees describe daily work
Recording activities in diary or log.
• The employee records their daily
activities, the time spent on each,
and the urgency of each activity.
• This log forms the basis for analyzing
the job.
• Valuable in understanding highly
specialized jobs.
• Problem:
• Employees might exaggerate job
importance.
 (5) Combination of Methods

• Analysts usually use more than one method.

• Clerical and administrative jobs (example):

• Questionnaires supported by interviews and limited observation

• Production jobs:
• Interviews supplemented by extensive work observation
 (i) The Critical
Incident Technique

• Critical incidents are behaviors that

represent either outstanding or
unacceptable performance.
• A typical critical incident report has the following elements:
• A description of the context and circumstances leading up to
the incident.
• The behaviors of the employee(s) during the incident.
• The consequences of the behaviors and their broader impact.
 (ii) Task
Inventory
• The task inventory, or task
analysis, is an inventory of
all the tasks that a job
consists of.

• These tasks are often grouped under their duties.

• You indicate each task’s frequency, importance, and associated
difficulty when creating a task inventory.
 (iii) Functional Job
Analysis (FJA)

• The functional job analysis provides specific information about what

work needs to be performed and the worker qualifications required to
successfully do the work.
• The FJA focuses on tasks, not on what gets done. This is because
people are more likely to agree about the activity involved.
• An airline lounge receptionist may be required to ‘make guests feel
welcome’, but there are many ways to achieve this objective.
Conducting Job Analysis

• People who participate in job analysis

should include, at a minimum:
• Employee
• Employee’s immediate supervisor
 JOB DESCRIPTION

• Document that provides information

regarding the essential tasks, duties and
responsibilities of the job.

• Needs to be relevant and accurate.

 Sample Job Description
Administrative Information Job Title: Records Clerk Department: Loan Operations
Reports To: Loan Operation Manager Job Number: 11
Date of Job Analysis
January 3, 2018
Expiration Date
January 2021
Job Summary
Returns all consumer paid loan documents to customers. Supervises the daily activities of two clerks.
Essential Functions Performed
Receives monthly files for accounts that have been paid in full and require the return of contracts, mortgage
documents, auto titles, and other documents.
Answers telephone and e-mail inquiries from customers or loan officers concerning documents.
Maintains file on temporary automobile titles until permanent title is received.
Files permanent automobile titles, contracts, mortgage documents, and other documents in customer files daily.
Supervises two file clerks who maintain correspondence and other general files. Performs file clerk duties as
needed.
Performs other duties, as required, on a temporary basis, to maintain section or depart- mental operations and
services.
Job Specifications Education
High school diploma preferred, but not required
Experience
Six months or more in a financial institution and familiarity with various loan documents
Skills Required
Working knowledge of Microsoft Word and Excel Ability to enter data at a rate of 35 words per minute
 Items Frequently Included
in a Job Description
• Major duties performed
• Percentage of time devoted to each
duty
• Performance standards to be
achieved
• Working conditions and possible
hazards
• Number of employees performing job
• The person to whom the employee
reports
• The machines and equipment used for
job
 Proper Language in the Job Description

• Keep each statement crisp and clear

• Structure sentences in classic verb/object
and explanatory phrases
• Always use present tense of verbs
• Use explanatory phrases telling why, how,
where
• Omit any unnecessary articles
• Use unbiased terminology
• Avoid using words that are subject to
differing interpretations
 Job Specification
• Minimum qualifications worker should
possess
• Should reflect minimum, not ideal,
qualifications
• Often a major section of a job description
 Problems If Job Specifications Are Inflated

• Could systematically eliminate minorities or women from consideration.

• Compensation costs could increase.
• Vacancies could be more difficult to fill.
 Some Job Titles Explained
• Human Resources Specialists
- Perform activities in the human resource area. Includes employment
specialists who screen, recruit, interview, and place workers.
- Excludes “Compensation, Benefits, and Job Analysis Specialists” and
“Training and Development Specialists”
- Examples: Staffing Coordinator, Personnel Recruiter, Human
Resources Generalist
 Some Job Titles Explained (cont’d)
• Compensation and Benefits Managers
• Plan, direct, or coordinate compensation and benefits activities of
an organization.
• Job analysis and position description managers are included in
“Human Resource Managers”
• Examples: Wage and Salary Administrator, Employee Benefits
Director, Compensation Director
 Some Job Titles Explained (cont’d)
• Compensation, Benefits, and Job Analysis Specialists
• Conduct programs of compensation and benefits and job
analysis for employer. May specialize in specific areas, such as
position classification and pension programs.
• Examples: Employee Benefits Specialist, Retirement Plan
Specialist, Job Analyst
 Some Job Titles Explained (cont’d)

• Training and Development Managers

• Plan, direct, or coordinate the training and development
activities and staff of an organization.
• Examples: Labor Training Manager, Employee
Development Director, E-Learning Manager
 Some Job Titles Explained (cont’d)

• Health and Safety Engineers (Except Mining Safety Engineers and

Inspectors)
• Promote worksite or product safety by applying knowledge of
industrial processes, mechanics, chemistry, psychology, and
industrial health and safety laws. Includes industrial product safety
engineers.
• Examples: Product Safety Engineer, Fire Protection Engineer,
Industrial Safety Engineer
 Job Design Concepts

Process of determining:
• Specific tasks to be performed
• Methods used in performing these tasks
• How a job relates to other work in organization
 What are
Benefits of Job
Design?
 (1) Job Enrichment

• Job enrichment consists of basic changes in

the content and level of responsibility of a
job so as to provide greater challenges to
the worker.
• Job enrichment provides a vertical
expansion of responsibilities.

• How to enrich the job?

- Increasing skill variety
- Assigning extra responsibilities
- Adding meaning to jobs
- Creating autonomy
 (2) Job Enlargement (Horizontal)

• Changes in scope of job to provide greater variety to worker.

• All of the tasks at the same level of responsibility.
• Sometimes called cross-training.
• Example – planning activities in the department
 (3) Job Rotation
• Moving employees from one job to
another to broaden their experience.
• Often required for higher-level tasks.
• Often used by organizations to:
- Relieve boredom
- Stimulate better performance
- Reduce absenteeism
- Provide additional flexibility
 (4) Job
Reengineering

Is the fundamental rethinking and

radical redesign of business
processes to achieve dramatic
improvements in critical
contemporary measure of
performance such as cost, quality,
service and speed.
 Quality of Work Life

What is How to
Quality of Why it is create
work life? important? quality of
work life?
 Definition of Quality of Work Life

• Quality of work life refers to the level of happiness or dissatisfaction

with one's career.
• Those who enjoy their careers are said to have a high quality of
work life, while those who are unhappy or whose needs are
otherwise unfilled are said to have a low quality of work life.
 Importance of Quality of Work Life

1. Increase in job and organizational commitment

2. Increase individual productivity.
3. It enhances better teamwork.
4. Morale of the employees will be increased.
5. Organizational stress can be decreased.
6. Reduce absenteeism.
7. Improve employee satisfaction.
8. Preserve healthy mental state.
 Quality of
Work Life
Components