Job Analysis and DesignJob Analysis and Design

Asif JaleesAsif Jalees

What is a Job?What is a Job?

- - A job is a pattern of tasks, duties and A job is a pattern of tasks, duties and responsibilities that can be done by a responsibilities that can be done by a person in an exchange for pay is known person in an exchange for pay is known as job. as job.

Description of Components - JobDescription of Components - Job

Task: The smallest identifiable and Task: The smallest identifiable and essential piece of a job is known as task.essential piece of a job is known as task.

Duty: A collection of tasks having common Duty: A collection of tasks having common objective. And you have to perform.objective. And you have to perform.

Responsibility: It can be any commitment Responsibility: It can be any commitment towards anything where you are free to towards anything where you are free to obey or not to obey.obey or not to obey.

Components of a JobComponents of a Job

Duties Responsibilities

Tasks

Job

Importance of Job AnalysisImportance of Job Analysis- Job analysis helps to create Job Job analysis helps to create Job

Descriptions which helps in recruitment Descriptions which helps in recruitment and selection process.and selection process.

- It helps immediate supervisors to It helps immediate supervisors to understand the responsibilities and duties understand the responsibilities and duties of their team members.of their team members.

- It helps management to understand work It helps management to understand work flow.flow.

- At the time of job offer it gives clear At the time of job offer it gives clear understanding to the selected candidate understanding to the selected candidate about the job.about the job.

- Works out at the time of succession Works out at the time of succession planning. planning.

Collection of Job Analysis InformationCollection of Job Analysis Information

- - Before collecting the information about Before collecting the information about the identified jobs, employees should be the identified jobs, employees should be informed about why the job analysis is informed about why the job analysis is being done. An explanation of the need being done. An explanation of the need for the process assurances that the for the process assurances that the outcome will not have an adverse effect outcome will not have an adverse effect on employees and may assure greater on employees and may assure greater cooperation.cooperation.

Steps involved in Job Analysis InformationSteps involved in Job Analysis Information

- Identify the jobs.Identify the jobs.- Development of a questionnaire.Development of a questionnaire.- Collection of information through job Collection of information through job

analysis.analysis.

Steps involved in Job Analysis InformationSteps involved in Job Analysis Information

a)a) Identif ication of Jobs:Identif ication of Jobs:- First step is to identify the jobs in the First step is to identify the jobs in the

organization and is done before the organization and is done before the collection of data. collection of data.

- Sources:Sources:

Consultation with Departmental Heads, Consultation with Departmental Heads, Organizational charts and Workers. Organizational charts and Workers.

Questionnaire DevelopmentQuestionnaire Development

b) Development of Questionnaire:b) Development of Questionnaire:

- Job analysts develop checklists or - Job analysts develop checklists or questionnaires. This ensures that information is questionnaires. This ensures that information is collected in a systematic way for identified jobs.collected in a systematic way for identified jobs.

- Normally it covers duties & responsibilities, - Normally it covers duties & responsibilities, human abilities and performance standards human abilities and performance standards necessary to perform a job.necessary to perform a job.

Parts of QuestionnaireParts of Questionnaire

1)1) Duties & Responsibil i t ies:Duties & Responsibil i t ies:

This part seeks information about the This part seeks information about the purpose of job and the duties performed. purpose of job and the duties performed. Like decision making, controlling, Like decision making, controlling, organizing, planning etc.organizing, planning etc.

Parts of QuestionnaireParts of Questionnaire2)2) Human Characteristics and Working Human Characteristics and Working

Conditions:Conditions:- This part covers human qualification & This part covers human qualification &

education requirements, particular education requirements, particular knowledge, skills & abilities, training, knowledge, skills & abilities, training, experience and any other information experience and any other information which is vital. which is vital.

- Working conditions: Cover extreme Working conditions: Cover extreme heating conditions, noise, hazardous heating conditions, noise, hazardous environment and extensive traveling. environment and extensive traveling.

Parts of QuestionnaireParts of Questionnaire

c) c) Performance Standards:Performance Standards:

- This part helps in identification of job This part helps in identification of job performance standards. performance standards.

- In case of not availability of performance In case of not availability of performance standards job analysts may ask immediate standards job analysts may ask immediate supervisors or experts of that field to supervisors or experts of that field to develop those standards. develop those standards.

Other Sources of Data CollectionOther Sources of Data Collection

There are some other sources of data There are some other sources of data collection. Which are:collection. Which are:

1)1) Interviews:Interviews:

This is the most appropriate approach to This is the most appropriate approach to collect data from immediate supervisor and collect data from immediate supervisor and worker. Analyst can have detailed answers worker. Analyst can have detailed answers and can probe in detail.and can probe in detail.

-- Although it’s time consuming and costly.Although it’s time consuming and costly.

Other Sources of Data CollectionOther Sources of Data Collection

2) 2) Panel Of Experts:Panel Of Experts:

In the particular method a panel or jury of In the particular method a panel or jury of experts having senior job incumbents experts having senior job incumbents (immediate supervisor & worker) are (immediate supervisor & worker) are interviewed. Which gives detail insight interviewed. Which gives detail insight about the job. Again this approach is about the job. Again this approach is expensive and time consuming. expensive and time consuming.

Other Sources of Data CollectionOther Sources of Data Collection

3) 3) Mail Questionnaire:Mail Questionnaire:

- One of the simplest and cheapest way One of the simplest and cheapest way is to mail questionnaire to participants. is to mail questionnaire to participants. However, accuracy is on lower side as However, accuracy is on lower side as because of not understanding of because of not understanding of questions by participants, giving questions by participants, giving incomplete information and hiding facts incomplete information and hiding facts and figures.and figures.

Other Sources of Data CollectionOther Sources of Data Collection

4) 4) Employee Logbook or Diary:Employee Logbook or Diary:- Again one of the simplest and cheapest Again one of the simplest and cheapest

approach. Where you give logbook to the approach. Where you give logbook to the participants to note down the asked participants to note down the asked information.information.

5) 5) Observation:Observation:

In such method analyst directly observes In such method analyst directly observes job. It’s a slow, costly and less accurate job. It’s a slow, costly and less accurate method. method.

Application of Job Analysis InformationApplication of Job Analysis Information

Following are the applications of Job Following are the applications of Job Analysis Information:Analysis Information:

- Job Descriptions. (JDs)Job Descriptions. (JDs)- Job Specification.Job Specification.- Job Performance Standards.Job Performance Standards.

1) Job Description1) Job Description

- A job description is written statement that A job description is written statement that explains the duties, working conditions explains the duties, working conditions and other aspects of the job.and other aspects of the job.

- In an organization all job description In an organization all job description should be of the same format followed by should be of the same format followed by the approvals of HR and concerned the approvals of HR and concerned departmental head and also having the departmental head and also having the signature of the incumbent.signature of the incumbent.

2) Job Specification2) Job Specification

- - A job specification covers human A job specification covers human characteristics needed by a person to characteristics needed by a person to perform a job. This may include perform a job. This may include experience, training, qualification & experience, training, qualification & education, physical and mental demands.education, physical and mental demands.

3) Job Performance Standards3) Job Performance Standards

- Third benefit of Job analysis. It gives Third benefit of Job analysis. It gives performance standards.performance standards.

- They become targets / objectives and They become targets / objectives and standards for employee.standards for employee.

- And standards are criteria against which And standards are criteria against which job success is measured. (Appraisals)job success is measured. (Appraisals)

Sample of JD Sample of JD

NAME: POSITION: Deputy ManagerDIRECT SUPERVISOR: Senior General Manager – TechnicalDEPARTMENT: Procurement

NO. OF REPORTING STAFF: 3

MAIN PURPOSE OF JOB:•Costing of parts.•Financial evaluation of third parties.•Price negotiations with third parties.•Issuance of purchase orders.

KEY ACCOUNTABILITIES:•Per unit pricing.•Timely finalization of prices (as per agreed time schedule)•Placement of orders with third parties after evaluating the financial, management and technical capabilities.

WORKING CONDITION:•Office and Factory environment of XYZ Company.•Office and Factory environment of vendors.

COMMUNICATIONS & WORKING RELATIONSHIPS:•Procurement•Finance•Technical•Marketing

DECISION MAKING:•As per policies / procedures.

KEY COMPETENCIES - KNOWLEDGE, SKILLS & EXPERIENCE•Analytical capabilities.•Quick response time.•Expertise in financial evaluations.•Time management.

APPROVED:INCUMBENT: ____________________ DATE: ___________________DEPARMENTAL HEAD: ________________________________ DATE: ___________________HUMAN RESOURCES: _________________________________ DATE: ___________________

Elements of Job DesignElements of Job Design We have to keep three elements in mind while We have to keep three elements in mind while

designing a job.designing a job.

1)1) Organizational ElementOrganizational Element2)2) Environmental ElementEnvironmental Element3)3) Behavioral ElementBehavioral Element

Please, refer page number 138 of your book. Please, refer page number 138 of your book. Figure 5 – 11 for further details.Figure 5 – 11 for further details.

Some Key TermsSome Key Terms

Job Rotation:Job Rotation: It’s a process where It’s a process where employees are moved from one job to employees are moved from one job to another job. Rotation breaks monotony another job. Rotation breaks monotony (routine work) for an employee.(routine work) for an employee.

And organization gets a multi tasked And organization gets a multi tasked employee.employee.

Some Key TermsSome Key Terms Job Enlargement or Horizontal Loading:Job Enlargement or Horizontal Loading:

- You expand number of related tasks in a - You expand number of related tasks in a job.job.

Job Enrichment or Vertical Loading:Job Enrichment or Vertical Loading:

-- It increases addition of new It increases addition of new responsibilities, autonomy and control.responsibilities, autonomy and control.

Thank youThank you