Job Analysis, Job Description

& Job Design

Presented by-

Col P S Jaggi

Gaurav Khokhani

Namita Rajani

INTRODUCTION

Job Analysis is a detailed description of thephysical and other demands of a job or jobgoal based on direct observation of the job.Among other things, it describes what theworker does in terms of activities andfunctions, and the worker characteristics(skills, knowledge, abilities, and adaptabilities)needed to accomplish the tasks involved.

INTRODUCTION

Job Analysis is a process to identify and determine in detail the particular job duties and

requirements and the relative importance of these duties for a given job. Job Analysis is a process where judgments are made about data collected on a job.

Job Analysis data may be collected from the injured worker, other workers and the employer through interviews or questionnaires, the product of the analysis is a description or specifications of the job, not a description of the person.

Job Analysis and Evaluation

Do it or else…

What is Job Analysis?

It is the systematic process of determining the tasks, duties, knowledge, skills, abilities, and other requirements (KSAOs) necessary for performing jobs in an organization.

Job Analysis Defined

Process of defining a job in terms of its component tasks or duties and the knowledge or skills required to perform them

Job Analysis

The identification of criteria necessary for successful performance in a given job

Identifies KSAs Job tasks to perform Skills required Abilities needed

Definitions

Job - Consists of a group of tasks that must be performed for an organization to achieve its goals

Position - Collection of tasks and responsibilities performed by one person; there is a position for every individual in an organization

Definitions (Continued)Job analysis - Systematic process of

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

Job description – document providing information regarding tasks, duties, and responsibilities of job

Job specification – minimum qualifications to perform a particular job

Purpose of a Job Analysis

Necessary to success of human resource

functions and provides a legal foothold for

organizations to defend themselves against

employment-related litigation

Types Of Job Analysis Information Considerable information is needed, such

as:Worker-oriented activitiesMachines, tools, equipment, and work aids

usedJob-related tangibles and intangiblesWork performanceJob contentPersonal requirements for the job

Summary of Types of Data Collected Through Job Analysis

Work Activities – work activities and processes; activity records (in film form, for example); procedures used; personal responsibility

Worker-oriented activities – human behaviors, such as physical actions and communicating on the job; elemental motions for methods analysis; personal job demands, such as energy expenditure

Machines, tools, equipment, and work aids used

Job-related tangibles and intangibles – knowledge dealt with or applied (as in accounting); materials processed; products made or services performed

Work performance – error analysis; work standards; work measurements, such as time taken for a task

Job context – work schedule; financial and nonfinancial incentives; physical working conditions; organizational and social contexts

Personal requirements for the job – personal attributes such as personality and interests; education and training required; work experience

Job Analysis: A Basic Human Resource Management Tool

Tasks Responsibilities Duties

Job Analysis

Job Descriptions

Job Specifications

Knowledge Skills Abilities

Human Resource Planning

Recruitment

Selection

Training and Development

Performance Appraisal

Compensation and Benefits

Safety and Health

Employee and Labor Relations

Legal Considerations

Job Analysis for Teams

Two Primary Outcomes or Aspects of Job Analysis

A. Job Description:

a written statement about the tasks, duties, activities and results associated with a given job.

B. Job Specification:

a description of the knowledge, skills, abilities, and other attributes (KSAOs) which an individual needs to satisfactorily perform a job.

 

Three Types of Job Analysis

Job Requirements

Competency-Based

Job

Rewards

Focus on specific tasks and KSAOs.

Focus on general KSAOs.

Focus on both intrinsic and extrinsic rewards.

Looks at context for a specific job.

Looks at the use of KSAOs across jobs.

Used for specific jobs.

The Process of Job Analysis

Strategic Choices

Gather Information

Process Information

Job Description

Uses of Job Description and

Job SpecificationPersonnel planningPerformance appraisalHiringTraining & developmentJob evaluation &

compensationHealth & safetyEmployee disciplineWork SchedulingCareer planning

Job Specification

The ProcessofJob AnalysisinDetail….

Strategic Choices

• Employee involvement

• Level of details

• Time and frequency of analysis

• Past-oriented v/s future-oriented

• Sources of job data

Sources of Job DataNon-human sources Human sources

Existing job descriptions and specifications

Job analysts

Equipment maintenance records Job incumbents

Equipment design blueprints Supervisors

Architectural blueprints of work area Job Experts

Films of employees working

Training manuals and other job materials

Literature like magazines & newspapers

Information Gathering

What type of data is to be collected?

♠ Work activities

♠ Machines, tools, equipment & work aids used

♠ Job context

♠ Personal requirements

Who should collect the data?

♠ Trained job analysts

♠ Supervisors

♠ Job incumbents

Conducting Job Analysis

The people who participate in job analysis should include, at a minimum:

The employee

The employee’s immediate supervisor

Timeliness of Job Analysis

Rapid pace of technological change makes need for accurate job analysis even more important now and in the future.

An Example of Job Analysis ….

Client NeedA medium sized health care organisation was seeking to clarify the competencies required for success in targeted professional roles as a means of improving selection and performance management practices.

An Example of Job Analysis…

Consultant SolutionAfter an initial project planning session to agree on the process for consultation, project success factors and timelines, the Consultant reviewed existing documentation that provided insight into the roles and how they may develop in the future. This provided the platform for constructing questions for interviews and focus groups. Several incumbents participated in the focus groups that concentrated on time applications in the role and role challenges. Managers of incumbents were also interviewed to identify several critical incidents capturing highly effective or ineffective performance.The resultant data were analysed by the Consultant to draft a provisional set of competencies for the target roles. These profiles were embedded into a validation questionnaire that provided an opportunity for a wide cross-section of role stakeholders to provide feedback against the provisional profiles in terms of accuracy and comprehensiveness.

An Example of Job Analysis….

OutcomeCHANGES finalised the competency profiles, demonstrating both the accuracy and buy-in to the final profiles. With some guidance from Consultant, the competencies were integrateed with selection and performance management systems, and now form the bedrock for selection data gathering and performance feedback.   

Purpose of Job Analysis&

Methods of Data Collection

Purpose of Job Analysis

Job Analysis

JobSpecification

Job Description

HRP

T&D

Recruitment &Selection

Remuneration

Job Evaluation

Safety& health

PerformanceAppraisal

Human Resource Planning

It is the process of forecasting an organisation’s future demand for, and supply if, the right type of people in the right number

The number and type of personnel are determined by the jobs which need to be staffed

Job related information is therefore important for Hrp

Recruitment and SelectionRecruitment is process of finding and attracting capable

applicants for employment

Job analysis helps Hr manager to locate places to locate places to obtain employees for openings anticipated in future

Selection is process of differentiating between applicants in order to identify those with a greater likelihood of success in a job

Precise knowledge of job helps Hr manager to effectively select someone to do the job

Training and DevelopmentTraining and Development is any attempt to

improve current or future employee performance by increasing an employee’s ability to perform through learning

Job analysis helps HRD manager to know what a given job demands in terms of knowledge and skills

Training and development programmes can be designed depending on the job requirement

Job Evaluation

Job Evaluation is process of analysing and assessing the various jobs systematically to ascertain their relative worth in an organisation

Relative worth is determined mainly on the basis of job description and job specification

Remuneration

Remuneration is the compensation an employee receives in return for his or her contribution to the organisation

Remuneration must be based on relative worth of each job

Performance Appraisal

Performance Appraisal is an objective assessment of an individual’s performance against well defined well defined benchmarks

Job analysis helps fix standards for performance in relation to which actual performance of an employee is compared and assessed

Safety And Health

Safety refers to protection of workers from the danger of accidents

The process of a detailed job analysis provides an excellent opportunity to uncover and identify hazardous conditions ,so that corrective measures can be taken to minimise and avoid the possibility of human injury

Job analysis can also: Help the company remain profitable and

competitive Help the company keep up with technology Prevent employees from being overworked Help the company stay

in compliance with

government regulations

Methods of Data Collection

JobData

Checklists Diary Technical Conference

QuestionnaireInterviewsObservation

Methods of Data Collection

Observation Method Analyst observes Job Holder

Directly Videotape

Useful when job is fairly routine Simple method and gives accurate result Time consuming Analyst need to be trained

Methods of Data CollectionInterview Method

IndividualSeveral workers are interviewed individuallyThe answers are consolidated into a single job

analysis

GroupEmployees are interviewed simultaneouslyGroup conflict may cause this method to be

ineffective

Methods of Job Analysis

QuestionnairesEmployees answer questions about the

job’s tasks and responsibilities

Each question is answered using a scale that rates the importance of each task

Methods of Job AnalysisQuestionnaires (ctnd.)

Position Analysis Questionnaire (PAQ)A structured, behavioral questionnaire194 items in 6 categories

Information inputMental processesWork outputRelationshipsJob contextOther characteristics

Methods of Job Analysis

Diary MethodEmployees record information into

diaries of their daily tasksRecord the time it takes to complete

tasksMust be over a period of several weeks or

months

Methods of Job Analysis

Technical Conference MethodUses experts to gather information about

job characteristics

Problem with Job Analysis

• Support from top Management• Single Means and Source• No Training or Motivation• Activities may be Distorted

JOB DESIGN

Definition

Job design involves conscious efforts to organize tasks, duties and responsibilities into a unit of work to achieve certain objectives.

It integrates work content (tasks, functions,

relationships), the rewards (extrinsic and intrinsic), and the qualifications reqd. (skills, knowledge, abilities) for each job in a way that meets the needs of employees and the organization.

Steps Involved in Job Design

• Specification of individual tasks

• Specification of the method(s) of performing each task

• Combination of tasks into specific jobs to be assigned to individuals

Factors affecting Job Design

Organizational Factors

Environmental Factors

Behavioural Factors

Job Design

Feedback

Productive & Satisfying Job

Organizational Factors

• Characteristics of Task

• Work Flow

• Ergonomics

• Work Practices

Environmental Factors

• Employee Abilities & Availability

• Social & Cultural Expectations

Behavioural Elements

• Feedback

• Autonomy

• Use of Abilities

• Variety

Job Design Approaches

MediumLow High

Low

Medium

High

Complexity

Impact

Job Rotation

Job Engineering

Job EnlargementJob Enrichment

Socio-technical Systems

Job Rotation

It involves moving employees from job to job to add variety and reduce boredom by allowing them to perform a variety of tasks.

Drawbacks:• Increased training costs• Disrupted work• Demotivate intelligent & ambitious trainees

Job Engineering

Job Engineering focuses on the tasks to be performed, methods to be used, workflows among employees, layout of the workplace, performance standards and interdependencies among people and machines

Golden rules for Job Engineering

• Clearly defined end product/output• Clearly defined steps/tasks• Employees know their responsibility• Readily available information, tools &

facilities• Employees involvement in the work

design process

Job Enlargement

• Task Variety

• Meaningful Work Modules

• Ability Utilization

• Worker-paced Control

• Performance Feedback

Job Enrichment

Enriched

Job

Direct Feedback

Unique Experience

Scheduling of own Work

New Leaning

Control Over Resources

Direct Communication

Authority

Personal Accountability

Client Relationship

Job Enrichment and its Outcomes

Feedback

Autonomy

Significance, Identity, Skill, Variety

Knowledge of Results

Sense of Responsibility, Self-control, Self-esteem

Meaningfulness, Achievement, Variety

Motivation, Performance, Satisfaction with Job,

Low Absenteeism,

Job Involvement

Job Characteristics Psychological Needs Outcomes

Some Cautions about Job Enrichment

• Not a Substitute for Good Management• ‘Enriched’ is a Relative Term• Enriching Jobs may create a ‘Snow Ball’ Effect• Assumes that workers want more responsibility• May have negative Short-run Effects• May become Static• Participation can affect the Enrichment Process• Change is difficult to Implement

Socio-technical Systems

The Socio-technical Systems approach focuses on organizations as being made up of people with various competencies (social systems) who use tools, machines and techniques (technical system) to create goods or services valued by customers and other stakeholders.

Contemporary Issues In Job Design

• Telecommuting

• Alternative Work Pattern

• Techno-stress

• Task Revision

• Skill Development

THANK YOU