Module 2

Job Analysis, Job

Description and Job Design
 Job Analysis
▪ Job analysis is a systematic process of collecting complete information
pertaining to a job.
▪ Job analysis is done by job analyst who is an officer have been trained for it.
▪ Job analysis is a procedure through which you determine the duties and
responsibilities, nature of the jobs and finally to decide qualifications, skills and
knowledge to be required for an employee to perform particular job. Job analysis
helps to understand what tasks are important and how they are carried on.
▪ Job analysis forms basis for later HR activities such as developing effective
training program, selection of employees, setting up of performance standards
and assessment of employees (Performance appraisal) and employee
remuneration system or compensation plan.

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There are two components in job analysis
Job description
▪Job description includes basic job-related data that is useful to
advertise a specific job and attract a pool of talent.
▪It includes information such as job title, job location,
reporting to and of employees, job summary, nature and
objectives of a job, tasks and duties to be performed, working
conditions, machines, tools and equipment's to be used by a
prospective worker and hazards involved in it.

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There are two components in job analysis
Job specification
▪Job specification is a written statement of educational qualifications,
specific qualities, level of experience, physical, emotional, technical
and communication skills required to perform a job, responsibilities
involved in a job and other unusual sensory demands.
▪It also includes general health, mental health, intelligence, aptitude,
memory, judgment, leadership skills, emotional ability, adaptability,
flexibility, values and ethics, manners and creativity, etc.

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Objectives of Job Analysis----
(a) to determine most effective methods for performing a job.
(b) to increase employee job satisfaction.
(c) to identify core areas for giving training to employees and
to find out best methods of training.
(d) development of performance measurement systems, and
(e) to match job-specifications with employee specifications
while selection of an employee.
Determine Appropriate Information Sources 5
Millennials at WorkPlace
▪ Millennials (also known as ‘Generation Y’) are the first
generation of ‘digital natives’ – tech savvy and
connected, rarely without a mobile phone or tablet
▪ Aside from Millennials (born 1980-1999) the current
workforce also includes Generation X (born 1960-1979)

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Objectives of Job Analysis----
(a) to determine most effective methods for performing a job.
(b) to increase employee job satisfaction.
(c) to identify core areas for giving training to employees and
to find out best methods of training.
(d) development of performance measurement systems, and
(e) to match job-specifications with employee specifications
while selection of an employee.
Determine Appropriate Information Sources 7
 An ideal job analysis should include
Duties and Tasks:
▪The basic unit of a job is the performance of specific tasks
and duties. This segment should include frequency, duration,
effort, skill, complexity, equipment, standards, etc.
Environment:
▪This segment identifies the working environment of a
particular job. This may have a significant impact on the
physical requirements to be able to perform a job.

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 An ideal job analysis should include
Tools and Equipment:
▪Some duties and tasks are performed using specific equipment
and tools. These items need to be specified in a Job Analysis.
Relationships:
▪The hierarchy of the organization must be clearly laid out.
The employees should know who is under them and who they
have to report to.
Requirements:
▪The knowledge, skills, and abilities required to perform the
job should be clearly listed. 9
METHODS OF COLLECTING JOB ANALYSIS DATA

▪ Understanding what motivates Millennials, as well as how

they perceive their employers and their colleagues, is
essential to attracting them to your organisation and
ensuring that you can maximise their effectiveness as
employees and potential leaders
▪ Several organisation have already started implementing
innovative practices to attract & retain millennials
▪ For instance Infosys have scrapped the formal dress code
& encourages its employees to wear smart business casual

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Millennials at WorkPlace
▪ It has also come up with up with a new crowd-sourcing
initiative known as “Murmuring” which invites
innovative business ideas that could contribute to the
company's strategy
▪ Microsoft attempts to drive the culture of innovation at
the internship phase itself by allowing interns to learn
from experts directly
▪ IBM integrative tool “IBM Verse” which integrates email,
calendar, meetings, video chats & a lot of other
capabilities in a single platform
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Key Characteristics of Millennials
▪ Millennials not only make up a significant proportion of
the workforce, but also form an essential segment of
the customer base
▪ Millennials are very likely to switch their service
providers if they do not feel satisfied with the quality of
goods and services.
▪ They ought to continually innovate, provide
personalized services and take up the responsibility of
managing the best interests of their customers

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Job Analysis Process-
1. Gather information about a position
2. Evaluate the importance of each task and
competency
3. Research industry standards
4. Revise job descriptions and standards
5. Use data to make changes
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 Competencies-
▪ Competencies are particular qualities that a
company’s recruiters have decided are desirable
for employees to possess.
▪ Competencies are not skills, although they are
similar. Skills are learned, while competencies are
inherent qualities an individual possesses –
combining skills, knowledge and ability.

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 competencies usually fall into three categories:
1. Behavioral Competencies – an expression of the softer skills
involved in an employee’s performance. Example Teamwork,
Problem solving,
2. Technical Competencies – usually concerned with the
effective use of IT systems and computers, or any hard skills
necessary for a job role. Example-Accounting, Sales
3. Leadership Competencies – an expression of the qualities
that make a good leader, turned into measurable behaviors.
Example-Motivation, Employee relations
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Competency Iceberg Model

▪ The Competency Iceberg Model is a

framework used to illustrate the various
levels of competencies, with some being
visible and others being hidden beneath the
surface.
▪ The model is divided into three main levels:

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Competency Iceberg Model

▪ Visible Competencies (Above the Waterline)

1. Knowledge: Theoretical understanding and
factual information.
2. Skills: Practical abilities and technical
proficiency.
3. Attitudes: Observable behaviors and
demonstrated values.
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Competency Iceberg Model
▪ Hidden Competencies (Below the Waterline)
1. Motives: Underlying drivers and
motivations.
2. Traits: Personality characteristics and
inherent tendencies.
3. Self-Concept: An individual's perception of
themselves and their abilities.
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Competency Iceberg Model
▪ Deep-Level Competencies (Deep Below the
Waterline)
▪ 1. Emotional Intelligence: Ability to
recognize and manage emotions.
▪ 2. Social Intelligence: Ability to navigate
complex social situations.
▪ 3. Cognitive Abilities: Mental processes such
as problem-solving and decision-making.
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Competency Iceberg Model
▪ The Competency Iceberg Model highlights
that:-
▪ Visible competencies are easily observable,
but may not provide a complete picture.
▪ Hidden competencies are more difficult to
assess, but are crucial for success.
▪ Deep-level competencies are the foundation
for all other competencies.
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Competency Iceberg Model
▪ By recognizing the different levels of
competencies, organizations can:
- Develop more comprehensive competency
frameworks.
- Create more effective training and
development programs.
- Improve talent management and
succession planning.
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Competency-based recruitment
▪ Competency-based recruitment is a method
of hiring that focuses on identifying and
assessing the specific skills, abilities, and
behaviors required for a particular job. Here
are some reasons why competency-based
recruitment is effective:

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Advantages of Competency-Based
Recruitment
▪ 1. Improved Job Fit
▪ 2. Enhanced Objectivity:
▪ 3. Better Candidate Evaluation:
▪ 4. Increased Efficiency:

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Advantages of Competency-Based
Recruitment
▪ 5. Improved Training and Development:
▪ 6. Enhanced Employee Performance:
▪ 7. Reduced Recruitment Costs:
▪ 8. Improved Diversity and Inclusion:

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Key Principles of Competency-Based
Recruitment
1. Define Key Competencies:
2. Use Behavioral-Based Questions:
3. Assess Candidate Fit:
4. Use Multiple Assessment Methods:

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Key Principles of Competency-Based
Recruitment
1. Define Key Competencies:
2. Use Behavioral-Based Questions:
3. Assess Candidate Fit:
4. Use Multiple Assessment Methods:

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Sources of Recruitment
Internal Sources
1.Employee Referrals:
2.Internal Job Postings:
3.Promotions:
4.Transfers:
5.Rehiring Retirees:

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Sources of Recruitment
External Sources
1. Job Boards:
2. Social Media:
3. Career Fairs:
4. Recruitment Agencies:

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Sources of Recruitment
External Sources
5. Employee Leasing:
6. Internships:
7. Walk-ins:
8. Referrals from Vendors:

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Sources of Recruitment
Professional Sources
1. Professional Associations:
2. Alumni Networks:
3. Industry Events:
4. Online Professional Networks:

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Sources of Recruitment
Government Sources
1. Job Centers:
2. Government Job Boards:
3. Veterans' Organizations:

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Sources of Recruitment
Other Sources
1.Employee Ambassadors:
2.Company Website:
3.Recruitment Process Outsourcing (RPO):

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Sources of Recruitment
Educational Institutions
1.University Career Centers
2.Job Fairs:
3.Internship Programs:

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 The different steps of a job search:
Preparation
1.Self-Assessment: Identify your strengths, weaknesses, skills,
and interests.
2.Career Goal Setting: Define your short-term and long-term
career goals.
3.Update Your Resume: Tailor your resume to your target job
and industry.
4.Online Presence: Create or update your LinkedIn profile and
other social media.
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 The different steps of a job search:
Job Search

1. Networking:
2. Job Boards:
3. Company Websites:
4. Recruiters:
.5. Job Fairs:

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 The different steps of a job search:
Application Process
1.Job Application: Tailor your application materials
(resume, cover letter) to each job.
2.Cover Letter: Write a compelling cover letter
highlighting your relevant skills and experience.
3.References: Prepare a list of professional references.

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 The different steps of a job search:
Interview Preparation
1.Research the Company: Learn about the company's
mission, values, and culture.
2.Practice Interview Questions: Prepare answers to
common interview questions.
3.Prepare Questions to Ask: Develop thoughtful
questions to ask the interviewer.

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 The different steps of a job search:
Interview
1.In-Person or Virtual Interview: Attend the interview,
either in-person or virtually.
2.Follow-Up: Send a thank-you note or email after the
interview.

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 The different steps of a job search:
Post-Interview
1.Negotiation: Negotiate salary, benefits, and other
terms of employment.
2.Job Offer Evaluation: Evaluate the job offer and
consider factors beyond salary.
3.Onboarding: Prepare for your new role and complete
any necessary paperwork.

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 The different steps of a job search:
Continuous Learning
1.Stay Up-to-Date: Continuously update your skills and
knowledge to stay competitive.
2.Networking: Maintain and expand your professional
network.
3.Career Development: Plan for future career growth
and advancement.

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 Motivational job specification
A motivational job specification is a
document that outlines the key
responsibilities, requirements, and benefits
of a job in a way that motivates and attracts
top talent.
Here are some key elements to include:

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 Motivational job specification
Job Title and Summary- Clearly define
the job title and provide a brief summary
of the role, highlighting its importance
and impact on the organization.

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 Motivational job specification
Key Responsibilities- List the main duties
and tasks of the job, focusing on the most
critical and challenging aspects.- Use
action verbs like "lead," "manage,"
"develop," and "improve" to create a
sense of excitement and challenge.
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 Motivational job specification
Benefits and Perks- Highlight the
competitive salary, benefits, and perks
offered by the organization.- Emphasize
the positive work culture, work-life
balance, and opportunities for
advancement.
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 Motivational job specification
Requirements and Qualifications-
Outline the essential skills, knowledge,
and experience required for the job.-
Emphasize the opportunities for growth,
learning, and professional development.

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 Motivational job specification
Company Overview- Provide a brief
overview of the company's mission,
values, and culture.- Highlight the
organization's achievements, awards, and
recognition.

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 Motivational job specification
Call to Action- Encourage potential
candidates to apply by providing clear
instructions and contact information.-
Use a sense of urgency and excitement to
motivate candidates to take action.

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 Functional Specification
A Functional Specification is a document
that outlines the requirements and
expectations for a specific product,
system, or process.
Here's a step-by-step guide to creating a
Functional Specification:
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 Functional Specification
Preparing for Functional Specification
1. Define Project Scope:
2. Gather Requirements:
3.Conduct Research:

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 Functional Specification
Creating the Functional Specification Document
1.Introduction: Provide an overview of the project, its
objectives, and the purpose of the Functional
Specification.
2.System Overview: Describe the system, product, or
process being developed, including its components
and interfaces.

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 Functional Specification
3. Functional Requirements: Outline the specific
functions and features required, including:
-User interactions and interfaces
-Data inputs and outputs
-Processing and calculations
-Error handling and recovery

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 Functional Specification
4. Non-Functional Requirements:
-Performance and scalability
-Security and access control
-Usability and accessibility
-Maintainability and supportabil

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 Functional Specification
5. User Interface:
-Layout and design
-Navigation and workflow
-Error messages and feedback

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 Functional Specification
6. Data Requirements:
-Data structures and formats
-Data storage and retrieval
-Data security and backup

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 Functional Specification
7. Integration Requirements:
-Interfaces with other systems
-Data exchange formats

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 Functional Specification
8. Testing and Validation:
-Test cases and scenarios
-Test data and environments
-Validation criteria and metrics

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 Functional Specification
Finalizing the Functional Specification
1.Review and Revise:
2.Approve and Sign-Off:
3.Version Control:

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 Behavioral Specification
A Behavioral Specification is a document that
outlines the expected behaviors, attitudes, and
performance standards for a specific job or role.
Here's a step-by-step guide to creating a Behavioral
Specification:

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 Behavioral Specification
Preparing for Behavioral Specification
1.Define Job Requirements
2.Identify Key Performance Indicators (KPIs):
3.Gather Input from Stakeholders:

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 Behavioral Specification
Creating the Behavioral Specification Document
1.Introduction:
2.Job Summary:
3.Behavioral Competencies:
Technical Competencies:
Business Competencies:
4. Interpersonal Competencies:
5. Performance Standards:
6. Examples of Desired Behavior:
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 Behavioral Specification
Finalizing the Behavioral Specification
1.Review and Revise: Review the document with stakeholders
and revise as necessary.
2.Approve and Sign-Off: Obtain formal approval and sign-off
from stakeholders.
3.Communicate to Employees: Share the Behavioral
Specification with employees and provide training and
support to help them meet the expected standards.

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Employer branding
Employer branding refers to the process
of creating and promoting a unique and
compelling identity for an organization as
an employer. The goal is to attract,
engage, and retain top talent by
showcasing the organization's values,
culture, and benefits.
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 Benefits of Employer Branding:
1. Improved Recruitment:
2. Increased Employee Engagement:
3. Enhanced Reputation:
4. Competitive Advantage:
5. Cost Savings:

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 Channels for Employer Branding:
1. Company Website:
2. Social Media:
3. Job Boards:
4. Employee Referrals:
5. Events and Activations:

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Social media
Social media refers to interactive technologies
that enable the creation, sharing, and exchange
of information, ideas, and content among
virtual communities and networks. These
platforms have become an integral part of
modern life, allowing users to connect with
others, share experiences, and consume
information ¹.
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 Key Features of Social Media:
- Interactivity:
- User-Generated Content:
- Networking:

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 Popular Social Media Platforms:
- Facebook-
- Twitter-
- Instagram-
- YouTube-
- LinkedIn-
- TikTok-
- Snapchat-
- Reddit-
- Pinterest
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 Impact of Social Media:
- Social Connectivity:
- Information Sharing:
- Marketing and Advertising:
- Social Movements:

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 Job design
▪ Job design is the process of structuring a job role into
tasks and activities that align with the overall strategy of
the organization, while also motivating and rewarding
employees
▪ It involves specifying the content, methods, and
relationships of jobs to satisfy both organizational and
employee needs .

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 Key Elements of Job Design:
- Task Specification:
- Skill Variety:
- Task Identity:
- Task Significance
- Autonomy:
- Feedback:

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 Job Design Methods:
- Job Rotation: Exposing employees to various roles and
profiles-
- Job Simplification: Identifying and simplifying mechanical
processes-
- Job Enlargement: Adding more tasks and value to existing
job profiles-
- Job Enrichment: Adding more responsibility, value, and
decision-making powers to existing job profiles

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 Thanks !

Any Queries ?
Contact : Udaya Shankar S, Asst. Professor MBA, PDIT