Job Analysis And Design By Gary Dessler 27244c

Job analysis and design The definition: Systematic process of determining the skills, duties, and knowledge required for performing jobs in an organization. Job Analysis collect, evaluate, & organize the information about the job to study the patterns of activities and determine the task, duties, & responsibilities needed for each job Small operation need simple job. When complexity arise, it demand higher need  HRIS Task A basic element of work that is a logical and necessary step in performing a job duty. Duty Consists of one or more tasks that constitute a significant activity performed in a job. Responsibility One or several duties that identify and describe the major purpose or reason for the job’s existence JOB can be describe as patterns of task, duties, & responsibilities done by a person Identifies components of job by answering 4 questions: What does incumbent actually do? What are duties, responsibilities, & performance expectations? What KSAs (knowledge, skill and attitude) are needed for success? What are conditions, location, physical & social needs, supervision needs, etc. under which job is performed?

Job analysis II. Job Analysis Defined: Job Analysis is the SYSTEMATIC process of collecting and making judgments about all the important information related to a job. Job analysis is the procedure through which you determine the duties and nature of

the jobs and the kinds of people who should be hired for them. You can utilize the information it provides to write job descriptions and job specifications that are utilized in recruitment and selection, compensation, performance appraisal, and training. Job Description Job description includes basic job-related data that is useful to 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 equipments to be used by a prospective worker and hazards involved in it.

Purpose of Job Description 1. The main purpose of job description is to collect job-related data in order to for a particular job. It helps in attracting, targeting, recruiting and selecting the right candidate for the right job. 2. It is done to determine what needs to be delivered in a particular job. It clarifies what employees are supposed to do if selected for that particular job opening. 3. It gives recruiting staff a clear view what kind of candidate is required by a particular department or division to perform a specific task or job. 4. It also clarifies who will report to whom. Job Specification Also known as employee specifications, a 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.

Purpose of Job Specification 1. Described on the basis of job description, job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not.

2. It helps recruiting team of an organization understand what level of qualifications, qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening. 3. Job Specification gives detailed information about any job including job responsibilities, desired technical and physical skills, conversational ability and much more. 4. It helps in selecting the most appropriate candidate for a particular job. 5. Job description and job specification are two integral parts of job analysis. They define a job fully and guide both employer and employee on how to go about the whole process of recruitment and selection. Both data sets are extremely relevant for creating a right fit between job and talent, evaluate performance and analyze training needs and measuring the worth of a particular job.

Job standards Recruitment and Selection: Job Analysis helps in determining what kind of person is required to perform a particular job. It points out the educational qualifications, level of experience and technical, physical, emotional and personal skills required to carry out a job in desired fashion. The objective is to fit a right person at a right place. Performance Analysis: Job analysis is done to check if goals and objectives of a particular job are met or not. It helps in deciding the performance standards, evaluation criteria and individual’s output. On this basis, the overall performance of an employee is measured and he or she is appraised accordingly. Training and Development: Job Analysis can be used to assess the training and development needs of employees. The difference between the expected and actual output determines the level of training that need to be imparted to employees. It also helps in deciding the training content, tools and equipments to be used to conduct training and methods of training. Compensation Management: Of course, job analysis plays a vital role in deciding the pay packages and extra perks and benefits and fixed and variable incentives of employees. After all, the pay package depends on the position, job title and duties and responsibilities involved in a job. The process guides HR managers in deciding the worth of an employee for a particular job opening. Job Deg and Redeg: The main purpose of job analysis is to streamline the human efforts and get the best possible output. It helps in deg, redeg, enriching, evaluating and also cutting back and adding the extra responsibilities in a particular job. This is done to enhance the employee satisfaction while increasing the human output. Therefore, job analysis is one of the most important functions of an HR manager or department. This helps in fitting the right kind of talent at the right place and at the right time. 3 Appraisal:

Appraisal of employees reveals as to how efficiently the subordinate is performing his job and also to know his aptitudes and other qualities necessary for performing the job assigned to him. The qualities of employees that are apprised through performance appraisal are ability to do work, spirit of cooperation, managerial ability, self confidence, initiative, intelligence etc.

The main objective of performance appraisal is to improve the efficiency of a concern by attempting to mobilise the best possible efforts from individuals employed in it. 5 Labour Relations The Labour Relations Division is responsible for undertaking the strategic management of and conditions of employment for public servants that promote harmonious labour/management relations, productive work environments, and fair and consistent treatment of staff. The Division is responsible for the consistent application of the Duty to Accommodate Injury and Disability Policy and Guidelines and the Harassment Free and Respectful Workplace Policy and Guidelines. 6 HEALTH & SAFETY In order for Organisations to manage health and safety in their workplace effectively they must implement adequate preventative and protective measures for their workplace, along with training Management and Employees in certain processes with regards to ensuring both their own safety, and the safety of others. At Adare we have set out information with regards to the key areas Organisations should be aware of, such as: Fire First Aid Manual Handling Carrying out Risk Assessments Job Analysis Process Identification of Job Analysis Purpose: Well any process is futile until its purpose is not identified and defined. Therefore, the first step in the process is to determine its need and desired output. Spending human efforts, energy as well as money is useless until HR managers don’t know why data is to be collected and what is to be done with it. Who Will Conduct Job Analysis: The second most important step in the process of job analysis is to decide who will conduct it. Some companies prefer getting it done by their own HR

department while some hire job analysis consultants. Job analysis consultants may prove to be extremely helpful as they offer unbiased advice, guidelines and methods. They don’t have any personal likes and dislikes when it comes to analyze a job. How to Conduct the Process: Deciding the way in which job analysis process needs to be conducted is surely the next step. A planned approach about how to carry the whole process is required in order to investigate a specific job. Strategic Decision Making: Now is the time to make strategic decision. It’s about deciding the extent of employee involvement in the process, the level of details to be collected and recorded, sources from where data is to be collected, data collection methods, the processing of information and segregation of collected data. Training of Job Analyst: Next is to train the job analyst about how to conduct the process and use the selected methods for collection and recoding of job data. Preparation of Job Analysis Process: Communicating it within the organization is the next step. HR managers need to communicate the whole thing properly so that employees offer their full to the job analyst. The stage also involves preparation of documents, questionnaires, interviews and forms. Data Collection: Next is to collect job-related data including educational qualifications of employees, skills and abilities required to perform the job, working conditions, job activities, reporting hierarchy, required human traits, job activities, duties and responsibilities involved and employee behaviour. Documentation, Verification and Review: Proper documentation is done to the authenticity of collected data and then review it. This is the final information that is used to describe a specific job. Developing Job Description and Job Specification: Now is the time to segregate the collected data in to useful information. Job Description describes the roles, activities, duties and responsibilities of the job while job specification is a statement of educational qualification, experience, personal traits and skills required to perform the job. Thus, the process of job analysis helps in identifying the worth of specific job, utilizing the human talent in the best possible manner, eliminating unneeded jobs and setting realistic performance measurement standards. Job Analysis Identify the job:

Search thru the entire organization about the function or work available Find the pattern of the work flow Construct list of the jobs. You can us: organization charts payroll discussion (talk to the employee and management) earlier records The work flow: Each job in the organization should receive work as an input, add value to that work by doing something useful to it, and then move the work on to another worker. Work-flow analysis usually reveals that some steps or jobs can be combined, simplified, or even eliminated. In some cases, it has resulted in the reorganization of work so that teams rather than individual workers are the source of value creation. Collect job information Job Requirements: These include basic but specific requirements which make a candidate eligible for a particular job. The collected data includes: Knowledge or basic information required to perform a job successfully Specific skills such as communication skills, IT skills, operational skills, motor skills, processing skills and so on Personal ability including aptitude, reasoning, manipulative abilities, handling sudden and unexpected situations, problem-solving ability, mathematical abilities and so on Educational Qualifications including degree, diploma, certification or license

Job Context: Job context refers to the situation or condition under which an employee performs a particular job. The information collection will include: Working Conditions

Risks involved Whom to report Who all will report to him or her Hazards Physical and mental demands Judgment Well like job content, data collected under this category are also subject to change according to the type of job in a specific division or department. DEVELOP QUESTIONNAIRE Construct a well prepared questionnaire It help to standardized and consistency In US, they have Position Analysis Questionnaire Job analysis questionnaire should cover ; Duties & responsibilities Human abilities Performance standard There should be a different questionnaire for technical, clerical, & managerial jobs Sample of questionnaire can be found on p. 122 – 124 Questionnaire should have ; Status (how current) & identification of the jobs Duties & responsibilities Human characteristic (KSA) & working conditions (unique needs) Performance standards Job design A systematical process by which jobs are characterized and engineered based on its elements to gain organizational productivity and employee satisfaction

Work arrangement (rearrangement) aimed at reducing or overcoming job dissatisfaction & employee alienation arising from repetitive and mechanistic tasks. The design of a job reflect the organizational, environmental, & behavioral demands. Job designers have to create satisfying & productive jobs Poor job design can affect productivity, performance, satisfaction With job design, organizations can raise productivity levels by offering non-monetary rewards such as ; Greater satisfaction from a sense of personal achievement in meeting the increased challenge Responsibility of one's work. The trade-offs between productive & satisfaction still at large Job enlargement, job enrichment, job rotation, & job simplification are the various techniques used in a job design Job design Job enlargement expands a job’s duties. Auto workers whose specialized job is to install carpets on the car floor may have their job enlarged to include the extra duties of installing the car’s seats and instrument Job rotation rotates workers among different narrowly defined tasks without disrupting the flow of work. A worker whose job is installing carpets would be rotated periodically to a second workstation where she would install only seats in the car Job enrichment is the process of putting specialized tasks back together so that one person is responsible for producing a whole product or an entire service. Instead of people working on an assembly line at one or more stations, the entire assembly line process is abandoned to enable each worker to assemble an entire product, such as a kitchen appliance or mobile phone

Job Reengineering -Scientific management / industrial approach concerned with product, process, and design tool design; plant layout; standard operating procedures; wok measurement and standards; worker methods; and human-machine interactions

Job design Organizational Elements Concerned with efficiency (Frederick Taylor) Specialization & repetition are the key in design job Mechanistic approach (use in assembly line)  Identifying every task so that can be arranged to minimize time & efforts Limited number of task group into job Short the job cycles Require less training and allow worker to learn quickly Other method ; Work flow, sequence and balance Ergonomics, physically interface with the equipment. Ease of use. Work practices. Set ways of performing work result of tradition, past work practices, or collective wishes from employees Environmental Factors Concern with employee potential The ability & availability of potential employee Job must adjusted according to the ability and availability of the workforce Social expectation Higher expectation in today’s workforce Salary, work condition, holidays, management style, quality of work life BEHAVIOURAL ELEMENTS Concern with individual needs These personal elements often play most important role in the organization These sub elements must appear to motivate employee to measure their achievement

Autonomy. Level of authority Variety. Complexity of work. Task identity. Completeness of work . As a form of evaluation Task significance. Importance of work to others GUIDELINES FOR REDEG JOBS Core Job Characteristics

Guidelines for Practice

Skill Variety

Provide cross-training Expand duties requiring more skills Give projects Form work modules

Task Identity Task Significance

Communicate importance of the job. Enhance image of the organization

Autonomy

Empower to make decisions Give more responsibility & ability Implement information system (IS) Supervisors give objective, Immediate information