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Unit 2 Jobanalysis & Job Design

Job analysis

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airmanchulbulpandey
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14 views

Unit 2 Jobanalysis & Job Design

Job analysis

Uploaded by

airmanchulbulpandey
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 39

Contents

 Definition of Job analysis


 Job analysis steps
 Components of Job
analysis
 Process of Job analysis
 Job analysis information
 Methods for data
collection
 Job analysis method

Contents Cont..
Advantages of Job analysis
 Disadvantages of Job
analysis
 Problems with Job analysis
 Definition of Job design
 Approaches to Job design
 Job design process
 Job design methods
 Advantages of Job design
Job analysis is the process of studying and
collecting information relating to the
operations and responsibilities of a specific
job.
-K.Aswathappa
Right Person for
the Right Job at
the Right Time and
In a Right Place.
Before discussing job analysis in more detail,
many related terms used in personnel should be
carefully defined:

TASK: A distinct work activity which has


an identifiable beginning and end.
Ex: post man sorting bag full of mails in
appropriate boxes

DUTY: Several tasks which are related by


some sequence of events.
1.Task: an identifiable work activity carried out for a specific purpose. For
example, typing a letter.
2. Duty: several tasks which are related by some sequence of events. For
example, pick up, sort out and deliver incoming mail.
3. Position: A collection of tasks and duties which are performed by one
person.
For example, the P.A. to Chairman receives visitors, takes dictation, operates
computer, answers queries, attends to complaints and helps students.
4. Job: A group of positions similar in their significant duties. For example the
job of salesmen, technical assistants, computer programmers, etc.
5. Job Families: Groups of different jobs that need similar skills. For example,
sales jobs and clerical jobs in different departments.
6. Job code: A job code uses numbers, letters or both to provide a quick
summary of a job and its content.
7. Job Classification: The grouping of jobs on some basis such as the nature of
work done or the level of pay. For example, skilled, semiskilled and unskilled;
Grade II and III officers in a Bank.
8.Job Analysis: The process of gathering information about a
job.
9. Job Description: A written summary of tasks, duties and
responsibilities of a job.
10. Job Specification: the minimum skills, education and
experience necessary for an individual to do a job.
11. Job Evaluation: A systematic procedure for finding the
relative worth of a job.
12. Job Sharing: It is a scheduling innovation that allows two or
more workers to share a job.
13. Job Design: A conscious effort to organize tasks, duties and
responsibilities into a unit of work to achieve a certain
objective.
14. Job Rotation: Moving employees horizontally or vertically
to expand their skills, knowledge or activities.
15. Job Enrichment: Adding more responsibilities, autonomy
and control to a job
 Collecting and recording job information.
 Checking the job information for accuracy.
 Writing job description based on information.
Using the information to determine the skills,
abilities, and knowledge that are required on
the job.
 Updating the information from time to time.
There are two components in job
analysis.
1) Job description

2) Job specification
JobDescription
. A written summary of tasks,
duties and responsibilities and functions
of a job/position
Job Specification
The minimum skills, education, traits,
certification,credentials and experience
necessary for an individual to perform a job
Job Analysis

Job Description Job Specification

 Job Title
 Working Hours  Qualifications
 Duties &  Qualities
Responsibilities  Experience
 Working Conditions  Family Background
 Salaries & Incentives  Training
 company mission,
culture
 any benefits it provides
Example
Job Title: Customer Service Representative (Call Centre)
Location: Sydney
Department: Operations
Reports to: Customer Service Manager
Subordinated positions (titles): Nil
Standard Work Hours:
Monday to Friday 8.30am to 5.30pm however overtime may be required during peak periods
and promotions
Purpose of Position:
To provide inbound and outbound sales and support to customers both internal and external
Key Accountabilities:
•Answer inbound calls
•Create purchase orders
•Respond to customer enquires
•Sell product & place customer orders
•Up-sell products & services where applicable
•Transfer customer calls to appropriate staff
•Clear daily email logs
•Identify, research & resolve customer issues
•Complete call logs & reports
•Enter order details into the system
•Research all billing & payment issues
•Authorise and process customer refunds
Competencies:
Fast & accurate data entry skills
Excellent phone manner
A high level of accuracy & attention to detail
Customer focus
Be a self starter who shows initiative
Respond to customer enquires
Qualifications & experience:
Minimum 2 years' customer service / call centre experience
Strong IT skills ( W4W, Excel, Outlook )
SAP experience

.
 Personnel planning
 Performance appraisal
 Hiring
 Training and development
 Job evaluation and
compensation
 Health and safety
 Employee discipline
 Work scheduling
Jobs can be analyzed through a
process, which consists of Six basic steps,
these steps consist of:

1. Collection of background
2. Selection information
of representative to be
positions analyzed
3. Collection of job analysis data
4. Developing a job description
5. Developing of a job Specification
6. Developing Employee Specification
Identify a job to Update the task list
analyze based on individual
task analyses findings
Survey is Develop the
administer target audience
Distribute the
ed to job description
incumbent approved critical
s and task list
supervisors Compile the
of job total task Obtain critical
incumbent inventory individual task list
s approval

Collect task
Survey data is
complied in a performance data Identify critical
report and individual shred
provided to the tasks
critical task Nominate critical
selection board individual tasks
 Job identification
 Significant characteristics of a job
 What the typical worker does?
 Job duties
 What materials and equipments the
worker uses
 How a job is performed
 Required personal attributes
 Job relationships
 Observation
 Interview
 Questionnaire
 Checklist
 Technical conference
 Diary methods
1) Interview method
2) Technical conference method
3) Questionnaire method
4) Observation method
5) Diary
 HR planning
 Recruitment and selection
 Orientation
 Job evaluation
 Training and development
 Performance Appraisal
 Compensation and Benefits
 Career planning and
development
 Health and safety
 Present immediate information
Assist in designing the requirements to perform
a job.
 Assist in the hiring process
Helps in performing evaluation and
appraisal processes.
 Assists in delivering appropriate training.
Assists in Deciding Compensation Package for a
Specific Job
 Subjective matters
 Lengthy projects
 Require lots of human efforts
 Source of Data is Extremely Small
 Unqualified Job Analyst
 Mental Abilities Cannot be Directly
Observed
Support from top
management
Single means and source
No training or motivation
Activities may be distorted
Job Design is the process of deciding on the
content of a job in terms of its duties and
responsibilities; on the methods to be used in
carrying out the job, in terms of techniques,
systems and procedures and on the
relationships that should exist between the job
holder and the superiors, subordinates and
colleagues.
 To Meet the organizational requirements
such as higher productivity, operational
efficiency, quality of product/service etc
 To satisfy the needs of individual
employees the like
achievement or accomplishment,
interests, etc.
challenges,
 Integrate the needs of the individual with the
organizational requirements.
 Engineering Approach
 Human Approach
 Job Characteristics Approach
The work of every workman is fully planned out by
the management at least on day in advance and
each
man receives in most cases complete written
instructions, describing in detail the
task he/she has to accomplish. -FW which
Taylor

Problem with this approach:


Repetition-Mechanical pacing-no end product-little
social interaction-no input.
The Human relations approach recognized the need to
design jobs which are interesting and rewarding.
Herzberg’s research popularized “The notion of
enhancing need satisfaction through what is called job
enrichment”
Factors involved:
Motivators like achievement, recognition, work itself,
responsibility, advancement and growth and
Hygienic factors.
According to Herzberg. The Employee is dissatisfied
with the job if required maintenance factors to the
required degree are not introduced into the job.
Theory by Hackman and Oldham states that
employees will work hard when they are rewarded
for the work they do and when the work gives them
satisfaction.
Hence integration of motivation, satisfaction and
performance with job design.
According to this approach Job can be described in
terms of five core job dimensions:
1) Skill Variety
2) Task Identity
3) Task significance
4) Autonomy
5) Feedback
Job Design Process has to start from what
activity needs to be done in order to achieve
organizational goals.

It requires use of techniques like work-study,


process planning, organizational methods and
organizational analysis and also technical
aspects.
Work design

Job design Work measurement

Job enlargement, Principles of Stop-


Method Work
rotation motion watch
sampling
enrichment economy time
analysis
study

Flow process Employee machine


chart activity chart
Job Rotation:
Refers to the movement of an employee from one Job to
another.
Note That jobs themselves are not actually Changed,
only employees are Rotated among various jobs.
Job Enlargement :
When a job is enlarged the tasks being performed are either
enlarged or several short tasks are given to on worker, thus the
scope of the Job is increased because there are many tasks to be
performed by the same worker.
Job Enrichment:
Job enrichment as is currently practiced all over the work is a
direct outgrowth of Herzberg’s Two factor theory of motivation.
 Organizational Design
 Structure Of Competent Employee
 Motivation And Commitment Of
Employees
 Environmental Adaptation
 Labor relation
 Quality of work life
 Organizational productivity
 Lack of training
 Increase work load
 Conflict with non-participants
 Poor performance
Employee Satisfaction
Is Organization's
Success

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