class-job analysis and design

8/12/2019 Class-Job Analysis and Design

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Job Description and JobSepcification in Job Analysis


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Job Analysis offers competitive Advantageto a firm-

Foundation for HRP

Foundation for employee hiring

Foundation for T & D

Foundation for performance appraisal

Foundation for wage fixation

Foundation for safety and health


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Uses of Job Analysis:

q Human Resource Planning (HRP): Job analysis helps in forecasting HRrequirements in terms of knowledge & skills.

q Recruitment:It is used to find out how & when to hire people for futurejob openings. An understandingof the skills needed & the positions that

are vacant in the future helps managers to plan & hire people in asystematic way.

q Selection:Without a proper understanding of what is to be done on ajob, it is not possible to select a right person for the right job.

q Placement & Orientation: Job Analysis helps to determine toeffectively identify the right person for the right job. Similarly, it also

helps in the implementation of effective job orientation by enabling aproper understanding of the needs of each concerned job.

Job Analysis


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q Training: If there is any confusion about what the job is & what is

supposed to be done, proper training efforts cant be initiated.q Counseling: Managers can properly counsel employees about their

careers when they understand the different jobs in the organization.

q Employee safety:A thorough job analysis reveals unsafe conditionsassociated with a job & thereby helps to reduce risks & associated with

jobs at the workplace.

q Performance Appraisal: By comparing what an employee issupposed to be doing (based on Job analysis) to what the individual has

actually done, the worth of that person can be assessed.

q Job Evaluation: Job Analysis helps in finding the relative worth ofa job, based on criteria such as degree of difficulty, type of work done,

skills & knowledge needed etc.

Uses of Job Analysis (Contd.)


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Job Analysis

Benefits of Job Analysis:

q It serves as a basis for clarifying job expectations with workers

q It facilitates worker performance since there is specificinformation about job tasks & competencies necessary for

assessing the outcomes.

q It serves as an information base for assessing the staffing process.

q It serves as a tool for monitoring the relationship betweenthe work performed by staff & the goals & objectives of

organization.

q Job analysis could be effectively used so as to identify thetraining needs of workers.


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Process of Job Analysis


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Process of Job Analysis

Strategic choices employee involvement

levels of details

timing and frequency of analysis

past or future

sources of data

Information gathering Information processing

Job description & Specification

Resulting in various outcomes


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Information gathering

Methods of Collecting Job Data


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Methods of Job Analysis:Observation Method: Job Analysts carefully observes the job holder atwork and records what he or she does, how they do and time required to

complete a given task.

Interview Method:It involves discussions between job analysts & joboccupants.

Dairy Method:It requires the job holders to record in details theiractivities on a daily basis.

Technical Conference Method:In this method, services of thesupervisors who possess extensive knowledge about a job are used

Check List: Check list can cover 100 activities and job holders tick onlythose tasks that are includes in their jobsQuestionnaire Method: These can be filled out by the employeeson an individual basis or by job analysts for a group of employees.


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Job Description:

Definition:

A Job Description (JD) is a written statement of what the job holderdoes, how it is done, under what conditions it is done & why it isdone. It describes what the Job is all about, throwing light on jobcontent, environment & conditions of employment.

Contents of a Job Description:

q Job Identification: It includes the Job Title, Job Code,Department, Division, Location, Plant, Reporting Supervisor & aims toeffectively identify & designate the job properly.

q Job Summary:It is a brief write-up about what the job is.q Job Duties/Activities (Principal activities):It is a description

of the tasks done, facilities used, extent of supervisory help etc.q Relation to other Jobs:It helps to locate the job in the

organization by indicating the job immediately below or above it inthe job hierarchy & thereby also provides an idea of the verticalrelationships of work-flow & procedure.


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Components of Job Description

q Supervision Required: It indicates the number of persons to besupervised along with their job titles and to the extent of supervision

required.

q Machine/Tools/Equipments Required:

q Working Conditions Involved:It indicates the physicalenvironment of the job in terms of heat, noise & other hazards.

q Social Environment: Size of the work Group & Interpersonalinteractions required for the job.


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Guidelines for Job Description:

q The JD should indicate the nature & scope of the job, includingall-important relationships.

q It should be brief, factual & precise & provide a clear pictureof the job.

q The extent of supervision available.

q The reporting relationships should be clearly indicated.


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Job Specification:

Definition:Job Specification summarizes the human characteristicsneeded for satisfactory job completion. It translates the jobdescription into terms of the human qualifications which arerequired for a successful performance of a job. It spells out

the important attributes of an individual in terms of education,experience, knowledge, skills, & abilities (KSAs) to perform aparticular job.

Attributes to be mentioned in Job Specifications:The personal attributes that are described in a job

specification are classified into categories, namely:Essential Attributes: Knowledge, Skills & Abilities (KSAs)

of an individual

Desirable attributes:Qualifications of an individual


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Job design is the conscious efforts to organize

tasks, duties and responsibilities into one

unit of work. It involves identification of individual tasks

specification of methods of performing the tasks

combination of tasks into specific jobs to be

assigned to individuals


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Job Design Factors


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Organisational Factors

Characteristics of Task- Grouping of tasksin to a job

Work Flow- Sequencing work

Ergonomics- It is concerned with designing &shaping jobs to fit the physical abilities andcharacteristics of employees. Nature of job remainsthe same but the location of tools, switches andother facilities is changed to make the jobholder feel

comfortable Work Practices- Set of ways for performing

work


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Environmental Factors

Employee Abilities & Availability.

Social & Cultural Expectations

Behavioral Factorso Feedback

o Autonomy

o Use of Abilitieso Variety


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Job Enlargement

It refers to the expansion of thenumber of different tasks performedby an employee in a single job. Itattempts to add somewhat similartasks to the existing job so that ithas more variety and becomes

more interesting.


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Job Enrichment

It involves adding more motivatorsto a job to make it more rewarding.Job becomes enriched when itgives job-holder more decision-making , planning and controllingpowers.


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Socio-Technical Systems

This approach focuses onorganizations as being made up ofpeople with various competencies(the social system) who use tools,machines, and techniques (thetechnical system) to create goods &

services valued by customers andother stake holders.


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Comparison of FiveJob Design Approaches

class-job analysis and design

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