2. job design & analysis

7/29/2019 2. Job Design & Analysis

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Job Design & AnalysisAn understanding

S R Tulasi

Hyderabad


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Why do we need to design a job

!

-Clarity on the role

-Performance criteria/KRAs and KPIs-Targets and goals for the job

-Inter functional & Inter personal relationships

-Responsibility and authority

-Base for performance evaluation

-Rewards and recognition

-Motivation and development

-A sense of fulfillment


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What getscounted gets

measured

What getsmeasured gets

done

What getsdone gets

rewarded

What getsrewarded really

counts


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Understand some terms

Task: An action/Related group ofActions to produce a definite outcome

Position: Group of Similar tasks &

responsibilities/Number of employeesequal number of positions

Job: group of similar positions as to

kind and level of work / Broadly adesignation

Occupation: Group of Similar Jobs

found throughout the industry


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What is job design !The process of deciding the contents

of a job in terms of its duties and

responsibilities

A job design should meet :a) The organisational needs such as

productivity, efficiency, quality etc

b) The needs of job holder such asinterest, challenge,

accomplishment etc


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Elements of job design

Task analysis

Worker analysis

Environment analysis


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Task analysis

Determines

- What tasks will be done- How each task will be done

- How the tasks fit together to form a

job


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Worker analysis

Determines

- Capabilities the worker must

possess

- Responsibilities the worker will have


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Environment analysis

Used to analyse physical environment

including

- Location

- Lighting

- Temperature- Noise

- Ventilation etc


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Five Core Job Dimensions

Skill Variety: the number of different skills and

talents necessary to do the job

Task Identity: the degree to which the job requires

completion of an identifiable piece of work

Task Significance: the degree of impact on the on

the lives or work of other people.

Autonomy: the freedom to do the job in the waydesired by the worker

Feedback: information about job performance


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THE JOB CHARACTERISTICS MODEL

Core Job

Characteristics

High Internal

Work Motivation

High Quality

Work Performance

High Satisfaction

with the Work

Low Absenteeism

and Turnover

Skill Variety

Task

Identity

Task

Significance

Autonomy

Feedback

Experienced

Meaningfulnessof the Work

Experienced

Responsibility for

Outcomes of Work

Knowledge of theActual Results of

the Work Activities

Mediators

Critical

Psychological

States

Personal &

Work

Outcomes

1. Knowledge and Skills

2. Employee growth

3. Satisfactions positive or

negative


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Techniques of Job Design

Job

Design

Job

Enrichment

JobSimplification

Job

Enlargement

Job

Rotation


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Job Simplification

Jobs are broken down into their smallest units and then

analyzed.

Each resulting subunit typically consists of relatively

few operations.

These subunits are then assigned to workers as their

total job.

Employees can do these jobs without much specialized

training.

Many small jobs can also be performed

simultaneously, so that the complete operation can be

done more quickly.

Time and motion studies are often used for work

simplification


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Advantages of Job

Simplification Requires less training

Less expensive unskilled labour

Increase in speed


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Job Enlargement:(Horizontal)

Addition /expansion of tasks in the job andjob becomes a meaningful operation.

Strategy adopted by many organizations

to combat the ill-effects of division oflabour.

Focus is on enlarging the contents of jobs

by adding tasks and responsibilities. Ex : A clerk in an office doing typing may

be asked to also draft simple letters, sort

mail and file papers. Reduces boredom


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Job Enrichment: (Vertical)

Theory of Motivation.

To motivate personnel, the job itself must

provide opportunities for achievement,

recognition, responsibility, advancement andgrowth.

Vertical expansion of jobs / Increase

responsibilities associated with the positions.

Ex : A worker who previously only loaded

boxes

for delivery into a trailer may be given the

responsibility of verifying that the customer


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Job Enrichment ( Contd )

Through job enrichment, autonomy,responsibility and control become part

of a workers job.

This in turn leads to greater feelings ofsatisfaction, higher motivation and

increased productivity.


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Job Rotation

Movement of an employee from one job

to another over a designated period of

time.

Jobs themselves are not actually

changed, only the employees are rotated

among various jobs.

An employee who works on another job

for some days or months returns back to

the first job.


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Job Rotation( Contd )

This would relieve the employee fromboredom and monotony, improves the

employees skills regarding various jobs

and prepares the employee to meet thecontingencies.

This is also intended to improve workers

self-image and provides personal growth.


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Job Rotation( Contd )

However, job rotation can have a very limited

potential.

It does not change the basic nature of jobs.

Rather an employee is asked to perform severalmonotonous jobs in place of a single job.

Therefore, the employees who want a

challenging and satisfying job still feel

frustrated.

Moreover, frequent rotation of employees may

cause interruptions in the work routine of the

organization.


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Approaches To Job Design

Scientific

Management

Approach

(F.W. Taylor)

Behavioural

Approach

(Herzberg)

Socio-technical

System

Approach


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Scientific Management

Approach

The standardization of jobs into the single

best way by which they can be performed.

The training of workers in the single best way

to perform the job. The specialization of labour leading to

expertise in small narrow jobs.

The systematic and specific determination ofjob description for each job.

Monetary compensation should be used to

reward successful performance of the job.


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Scientific Management

Approach

Advantages of Specialization

- Simplifies training- High productivity

- Low wage costs

Disadvantages- Difficult to motivate quality

- Worker dissatisfaction


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Behavioral Approach

Help the job incumbent satisfy personalneeds while performing the job.

Three key psychological states of a job

incumbent ie worth of the work,responsibility & knowledge of results

affect motivation and satisfaction of the

job. The more these three states are

experienced, the more job incumbent will

feel internal work motivation.


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Socio-Technical System

Approach

Develop work systems that would foster ameshing of the technical and socialaspects of jobs.

Job design through socio-technicalapproach requires the combined efforts ofemployees, supervisors and unionrepresentatives in analyzing significant joboperations.

Jobs should be designed by taking aholistic or systems view of the entire job

situation, including its physical and social


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Socio- Technical systems

Approach

Jobs should be reasonably demandingEmployee should be able to learn on the

job

Employees need recognition in work placeEmployees need to relate to what they

produce to their social life


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Job Analysis

It is a systematic analysis of each job for

the purpose of collecting information as

to what the job holder does, under whatcircumstances it is performed and what

qualifications are required for doing the

job.


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Uses of Job Analysis

1. Human resource planning

2. Recruitment

3. Selection of personnel

4. Training and development

6. Organization audit / Safety and

health

7. Performance appraisal

8. Career planning


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Steps in Job Analysis:

1. Collection of background information

2. Selection of representative job to be

analyzed3. Collection of job analysis data

4. Job Description

5. Developing job specification


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Techniques of data collection1. Personal observation

2. Sending out questionnaires

3. Maintenance of log records

4. Conducting personal interviews

5. Critical incident technique


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Components of

Job Analysis

Job Description Job Specification


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Job Description

Job description is necessary before a

vacancy is advertised. It tells in brief

the nature of a job and the jobrequirements.

Job description is an organized

factual statement of the duties &responsibilities of a specific job. It

should tell what is to be done, how it

is done and why.


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Details given in Job Description

Job title Organizational location of the job

Supervision given and received

Materials, tools, machinery andequipment worked with

Designation of the immediatesuperiors and subordinates

Salary levels: Pay, DA, otherallowances, bonus, incentive wage,method of payment, hours of work,

shift, break etc.


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Details given in Job Description(Contd )

Complete list of duties to be performedseparated according to daily, weekly,

monthly and casual, estimated time to

be spent on each duty Definition of unusual terms

Conditions of work: Location, time,

speed of work, accuracy, healthhazards, accident hazards

Training and development facilities

Promotional chances and channels


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Job Specification

Job specification is based on jobdescription. It is a written statement of

qualifications, traits, physical and

mental characteristics that an individualmust possess to perform the job duties

and discharge responsibilities

effectively. Job Specification is a statement of

minimum acceptable human qualities

necessary to perform a job properly.


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Job Specification

Physical Specifications:

Height, Vision, health, age, Capacity tooperate machines

Mental Specifications:Ability to perform arithmetical, interpretdata, informational blue prints, ability tohandle variable factors, judgmental

abilities, General intelligence, memory


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Job Specification covers:

Educational and professionalqualifications

Skills

Practical experience Physical fitness

Special qualities required forperforming the job

Intelligence, judgement and initiativerequired for performing the job


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Team Analysis

Team Design Team Description

Team Specification

Complementary Skills

Flexibilities


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Flexible Job Environment

Job Sharing

Telecommuting

Ergonomics

Empowerment

Flexi-time Flexi-work


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Summary

Job design can help a firm find the

most efficient way to operate

Job design can improve quality of work

life and satisfaction of employees

This will lead to a smoother operation

and more profitable business


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Group 1

Develop the job description for a Receptionist

at the head quarters of a multi national companyoperating out of Hyderabad


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Group 2

Develop the job description for a Chief of

Security at the head quarters of a large softwarecompany operating at Hitec city / Hyderabad


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Group 3

A large infrastructure company needs to recruit a

skilled operator to operate a large crane at a sitewhere a hotel building is being constructed.

Develop the job specification for this position to

enable the HR department recruit the right

candidate


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Group 4

Govt of India decided to recruit able bodied and

right Indian nationals for an elite police force with a

career progression in to NSG Commandos in a

two years period.

Develop the job specification for this position to

enable an advertisement across the country.


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Group 5 Team Role playA team of four software engineers working on a

common project had to resort to telecommuting due

to global recession and decided to meet only once a

week at the office headquarters. A months

experience has resulted in project delay &thrown up

the following issues.

-Confidentiality is not kept up by some.

-Some members are not putting up a days work

-Information sharing is becoming a problemThe team has now to meet to resolve the issues in a

spirit of openness and transparency.

2. job design & analysis

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