Job analysis in Human Resource Management(HRM)

PREJI.M.P, MTA, UGC-NET 1

Job Analysis

PREJI.M.P, MTA, UGC-NET


ANALYSIS OF WORK- JOB ANALYSIS

In order to achieve effective HRP, duties involved and skills required

for performing all the jobs in an organization have to be taken care of.

This knowledge is gained through analysis of work, popularly known as Job Analysis.


JOB A job is a bundle of related works A synonym for job is work. Work is

understood as physical and mental activity that is carried out at a particular place and time according to instructions in return for money


PERSPECTIVES

WORK

PSYCHOLOGICAL SOCIOLOGICAL


Psychological Dimensions of work- Concerned with managerial problems @ Individual level

Job satisfaction

learning


Sociological Dimensions of work- Concerned with contextual and Structural factors affecting people’s experience of work

Group dynamics

leadership


JOB ANALYSIS

JOB ANALYSIS refers to the process of collecting information about a job

It involves collection of information that should include Knowledge Skill Ability


JOB ANALYSIS AS A PROCESS

JOB ANALYSIS

KNOWLEDGESKILL ABILITY


Knowledge, skills and abilities Knowledge should be understood as

the extent to which the job holder is familiar with his/her job

Skill refers to the specific capability to operate machine/system. This also includes information about tools, equipment and machinery.

Abilities refer to the physical and mental capacity needed to perform tasks.


The process of job Analysis results in two sets of data

JOB DESCRIPTION

JOB SPECIFICATIO

N


a) Job descriptionwhere the details regarding the job are given.

b) Job specificationwhere we explain the qualities required by people applying for the job.


Job description means what all a job involves

Job Description


Job Specification means- the capabilities that a job holder should possess

Job Specification


IN A NUTSHELL


Job analysis

Job analysis is useful for overall management of all personal activities

Job related data obtained from job analysis are useful in HRP, employee hiring and other functional, operational and managerial functions.


Purpose of Job Analysis

Job analysis helps the organization to make suitable changes in the organizational structure, so that it matches the needs and requirements of the organization.

Duties are either added or deleted from the job


Fig 5:3


HUMAN RESOURCE PLANNING

HRP determines how many and what type of personal will be needed in

future. The number and type of personnel

are determined by the jobs that which need to be staffed.

Job related information is there fore necessary for HRP


RECRUITMENT AND SELECTION

Job analysis helps the HR manager to locate places to obtain employees for

openings anticipated in future. An understanding of the

type of skills needed and types of job that may arise in future

enables managers to have a better continuity and planning in staffing their organisation.


Contd:-

Similarly, selecting a qualified person to fill a job requires knowing clearly the work to be done and the qualifications needed for some one

who can perform the task satisfactorily Without a clear and precise

understanding of what a job entails, the HR manager cannot effectively select some one to do the job.


Cont:-

The objective of employee hiring is to match right people with right jobs.

This objective is too difficult to achieve without having adequate job

information.


TRAINING AND DEVELOPMENT Job analysis is useful for an HR

manager as it helps to know what exactly the job demands in terms

of knowledge and skills. Training and development programs

can be designed depending on the job requirements.

Selection of trainees is also facilitated by job analysis


Training and Development

Based on the job requirements identified in the job analysis, the company decides a training program.

Training is given in those areas which will help to improve the performance on the job.

Similarly when appraisal is conducted we check whether the employee is able to work in a manner in which we require him to do the job.


JOB EVALUATION

Job evaluation involves determination of relative worth of each job for the

purpose of establishing wages and salary differentials.

Relative worth is determined by job description and job specification


Job Evaluation

Job evaluation refers to studying in detail the job performance by all individual.

The difficulty levels, skills required and on that basis the salary is fixed.

Information regarding qualities required, skilled levels, difficulty levels are obtained from job

analysis


REMUNERATION

Job evaluation helps to determine wage and salary grades of jobs which

they occupy. Remuneration also involves fringe

benefits, bonus and other benefits. Clearly remuneration must be based

on relative worth of each job. Ignoring this basic principle will

result in inequitable compensation.


PERFORMANCE APPRAISAL

Appraisal involves assessment of actual performance of an employee against what is expected from them.

Such assessment is the basis for awarding promotions, effecting transfers or

assessing training needs. Job analysis facilitates performance

appraisal as it helps to fix standards for performance in relation to

the actual performance of an employee is compared and assessed.


Performance Appraisal Promotions and transfer :- When we give a promotion to an

employee we need to promote him on the basis of the skill and talent required for the

future job. Similarly when we transfer an

employee to another branch the job must be very similar to what he

has done before. To take these decisions we collect

information from job analysis.


PERSONAL INFORMATION

Organizations generally maintains computerized personal data base. Such information is useful as it helps:- Improve administrative efficiency Provide decision support

Job analysis is vital in building such Information systems.


SAFETY AND HEALTH

Job analysis gives excellent opportunity to reveal and identify hazardous conditions and unhealthy environmental factors.


Health and safety :-

Most companies prepare their own health and safety, plans and programs based on job analysis.

From the job analysis company identifies the risk factor on the job and based on the risk factor safety equipments are provided.


Acceptance of job offer :- When a person is given an

offer/appointment letter the duties to be performed by him are clearly mentioned in it

This information is collected from job analysis, which is why job analysis becomes important.


Career path planning :-

Many companies have not taken up career planning for their employees. This is done to prevent the employee from leaving the company. When we plan the future career of the employee, information will be collected from job analysis. Hence job analysis becomes important or advantageous.

7. Labour relations :- When companies plan to add extra duties or delete

certain duties from a job, they require the help of job analysis, when this activity is systematically done using job analysis the number of problems with union members reduce and labour relations improve.


JOB DESIGN Job design involves conscious efforts to

organize tasks, duties and responsibilities into a unit of

work to achieve certain objectives. the relationships between the job holder

and his superiors, subordinates and colleagues.

In movies actors are to be given roles according to their personality, likewise the same applies to the corporate world.


If there is no proper Job Design If the jobs are designed properly,

then highly efficient managers will join the organisation.

They will be motivated to improve the productivity and profitability of the organisation.

However, if the jobs are designed badly, then it will result in absenteeism, conflicts, and other labour problems.


JOB DESIGN- What else

Job Design is the process of putting together various elements to form a job, bearing in mind organizational and individual worker

requirements considerations of health, safety, and ergonomics.


Job design is the process of:-

Deciding the contents of the job.Deciding methods to carry out the job.Deciding the relationship which exists in

the organization. Job analysis helps to

develop job design and job design matches the requirements of

the job with the human qualities required to do the job.


Factors affecting JOB DESIGN FIG 5.5


1. ORGANISATIONAL FACTORS

Organizational

factors

Characteristics of

task

Work practices

Ergonomics

Work flow


CHARECTERISTICS OF TASK Assembling number of task into a job Task characteristics refer to features

of the job that is depending on the type of job and the duties involved in it

In case the company is not in a position to appoint many people, a single job may have many duties and vice versa.


Work Practices and Work Flow The process or flow of work in the

organization :- There is a certain order in which jobs

are performed in the company. Every organization has different work

practices. Although the job may be the same

the method of doing the job differs from company to company. This is called work practice and it affects job design.


How to Plan & Organize Workflow in Hotels _ eHow.pdf


ERGONOMICS Concerned with designing and shaping

jobs to fit the physical abilities and characteristics of individuals so that they can perform their jobs effectively.

It helps employers to design jobs so that workers' physical ability and job demands are balanced.

It will not alter the nature of job tasks but the location of the tools and facilities keeping in mind handling of the job is the primary consideration.



2.ENVIRONMENTAL FACTORS

a) Employee Abilities and Availability b) Social and cultural Expectations


Employee availability and ability

Certain countries face the problem of lack of skilled labour.

They are not able to get employees with specific education levels for jobs and have to depend on other labour markets due to this job design gets affected.


Social and cultural expectations :- The social and cultural conditions of

every country is different For example:- when an MNC appoints

an Indian it has to take into account of his festivals, auspicious time, inauspicious time, etc. to suit the Indian conditions.

This applies to every country and therefore job design will change accordingly.


3. BEHAVIOURAL FACTORS

Job design is affected by behavioural factors also. These factors are

a) Feedback :-Job design is normally prepared on the basis of job analysis and job analysis requires employee feedback based on this employee feedback all other activities take place. Many employees are however not interested in providing a true feedback because of fear and insecurity. This in turn affects job design.


b) Autonomy :-Every worker desires a certain level of freedom to his job effectively. This is called autonomy. Thus when we prepare a job design we must see to it that certain amount of autonomy is provided to the worker so that he carries his job effectively.

c) Variety :-When the same job is repeated again and again it leads to burden and monotony. This leads to lack of interest and carelessness on the job. Therefore, while preparing job design certain amount of variety must be provided to keep the person interested in the job.

Education

Job analysis in Human Resource Management(HRM)