role play

By K. Mahmud HasanBy K. Mahmud Hasan

www.mahmudhasan.comwww.mahmudhasan.com

Role AnalysisRole Analysis



Meaning of Role AnalysisMeaning of Role Analysis

Role analysis is a process of Role analysis is a process of analyzing the role of a manager in analyzing the role of a manager in relation to the roles of other relation to the roles of other managers or members of the managers or members of the organization who get affected by his organization who get affected by his performance.performance.



Definition Definition

P. N. Singh, “Role analysis is a P. N. Singh, “Role analysis is a participatory process which aims at participatory process which aims at defining the work content of a role in defining the work content of a role in relation to all those with whom the relation to all those with whom the role occupant has significant role occupant has significant interaction in the performance of his interaction in the performance of his jobs.”jobs.”



Process of Role AnalysisProcess of Role Analysis

Focal Role Role Set Members

Expectations&

Contributions

Discussion

Role Consensus

Key Performance Areas Critical Attributes



Focal Role Focal Role

Identification of Key Position Identification of Key Position The first step is to identify focal The first step is to identify focal

role. The focal role is the manager role. The focal role is the manager whose role is to be analyzed.whose role is to be analyzed.



Identification of Role Set Identification of Role Set Members Members

The next step is to identify the role The next step is to identify the role set members. The role set members set members. The role set members are the various members in the are the various members in the department or organization with department or organization with whom the focal role has to interact whom the focal role has to interact to accomplish goals.to accomplish goals.



Listing out Expectations and Listing out Expectations and Contributions Contributions

The Focal Role (Role Holder) has to The Focal Role (Role Holder) has to write down his expectations from write down his expectations from and his contributions to the Role Set and his contributions to the Role Set Members.Members.

The Role Set Members also have to The Role Set Members also have to write down their expectations from write down their expectations from and contributions to the Focal Role.and contributions to the Focal Role.



Discussion Discussion

The focal role and role set members The focal role and role set members hold discussion. In this discussion, hold discussion. In this discussion, they compare the two lists of they compare the two lists of expectations and contributions.expectations and contributions.



Role Consensus Role Consensus

The discussion leads to role The discussion leads to role consensus which the focal role needs consensus which the focal role needs to undertake. The role consensus is to undertake. The role consensus is arrived only after a good discussion arrived only after a good discussion on the expectations and on the expectations and contributions are stated in the two contributions are stated in the two lists. lists.



Identification of Key Identification of Key Performance Areas Performance Areas

The group i.e. focal role and the The group i.e. focal role and the role set members identifies role set members identifies ‘key ‘key performance areas’ performance areas’ in which the in which the focal role needs to concentrate.focal role needs to concentrate.



Identification of Critical Identification of Critical Attributes Attributes

The role set members may be The role set members may be asked to indicate the critical asked to indicate the critical attributes in the areas of attributes in the areas of knowledge, attitude, skills and knowledge, attitude, skills and behaviour required for the focal behaviour required for the focal role. Such critical attributes enable role. Such critical attributes enable the focal role to perform his role the focal role to perform his role effectively.effectively.



Review of Performance Review of Performance

The performance of the focal role is The performance of the focal role is reviewed either by the superior of reviewed either by the superior of the focal role or by the role set the focal role or by the role set members or any other appraising members or any other appraising authority. Necessary feedback is authority. Necessary feedback is provided to the focal role so that he provided to the focal role so that he can correct his weaknesses and can correct his weaknesses and consolidate his strengths.consolidate his strengths.



Uses, Applications and Uses, Applications and Advantages of Role Analysis Advantages of Role Analysis

Role clarityRole clarity Identification of main functionsIdentification of main functions Critical AttributesCritical Attributes Setting goalsSetting goals PlacementsPlacements Performance appraisalPerformance appraisal



Uses, Applications and Uses, Applications and Advantages of Role AnalysisAdvantages of Role Analysis

Training needsTraining needs Team workTeam work Second line executivesSecond line executives MotivationMotivation Career PlanningCareer Planning SelectionSelection



Distinguish between Job Distinguish between Job Analysis and Role Analysis and Role

AnalysisAnalysis



MeaningMeaning

Job Analysis Job Analysis It is systematic It is systematic

collection and collection and studying studying information information relating to relating to operations and operations and responsibilities of a responsibilities of a specific job. specific job.

Role AnalysisRole Analysis It is participatory It is participatory

process, which process, which aims at defining aims at defining the role content in the role content in relation to all those relation to all those roles of Role Set roles of Role Set Members. Members.



Suitability Suitability

Job AnalysisJob Analysis Operative jobs Operative jobs

Role AnalysisRole Analysis Managerial jobs Managerial jobs



Who conducts? Who conducts?

Job AnalysisJob Analysis Job Analyst who Job Analyst who

occupies advisory occupies advisory position position

Role AnalysisRole Analysis Interaction Interaction

between the Focal between the Focal Role and the Role Role and the Role Set Members Set Members



Frequency Frequency

Job AnalysisJob Analysis Not very frequently Not very frequently

Role AnalysisRole Analysis More frequentlyMore frequently



Information Information

Job AnalysisJob Analysis Job DescriptionJob Description Job Specification Job Specification

Role AnalysisRole Analysis Key Performance Key Performance

Areas of the Focal Areas of the Focal RoleRole

Critical Attributes Critical Attributes of the Focal Role of the Focal Role



Type of concept Type of concept

Old conceptOld concept New Concept New Concept



Career Career PlanningPlanning



Meaning of term CareerMeaning of term Career

It denotes all the jobs that are held It denotes all the jobs that are held during one’s working life.during one’s working life.

It consists of a series of properly It consists of a series of properly sequenced role experiences leading to sequenced role experiences leading to an increasing level of responsibility, an increasing level of responsibility, status, power and rewards.status, power and rewards.

It represents an organized path taken It represents an organized path taken by an individual across time and space.by an individual across time and space.



Career Related TermsCareer Related Terms

Career Goals: The future positions one Career Goals: The future positions one strives to reach as part of a career.strives to reach as part of a career.

Career Path: The sequential pattern of Career Path: The sequential pattern of jobs that form a career.jobs that form a career.

Career Progression: Making progress in Career Progression: Making progress in one’s career through promotions.one’s career through promotions.

Career Counselling: Guiding and Career Counselling: Guiding and advising people on their possible career advising people on their possible career paths and what they must do to achieve paths and what they must do to achieve promotions.promotions.



Career Related TermsCareer Related Terms

Mentoring: The process wherein an Mentoring: The process wherein an executive or senior employee serves executive or senior employee serves as a guide, friend, philosopher and as a guide, friend, philosopher and confidante to the new entrant.confidante to the new entrant.

Career Anchor: The basic drives that Career Anchor: The basic drives that give the urge to take up a certain give the urge to take up a certain type of career.type of career.



Career Anchor (Drives)Career Anchor (Drives)

Technical Competence – continuous Technical Competence – continuous learning and updating one’s expertise in learning and updating one’s expertise in a technical or specialized area such as a technical or specialized area such as quality control, advertising, public quality control, advertising, public relations etc.relations etc.

Managerial Competence – opportunities Managerial Competence – opportunities for higher responsibility, decision-for higher responsibility, decision-making, control and influences over making, control and influences over others.others.



Career Anchor (Drives)Career Anchor (Drives)

Security and stability of career.Security and stability of career. Autonomy and independence of Autonomy and independence of

action.action. Creativity, innovation and risk-taking.Creativity, innovation and risk-taking.



Concept of career PlanningConcept of career Planning

Career Planning the systematic Career Planning the systematic process by which one selects career process by which one selects career goals and the path to these goals.goals and the path to these goals.

From the organization’s viewpoint it From the organization’s viewpoint it means helping the employees to plan means helping the employees to plan their career in terms of their their career in terms of their capacities within the context of capacities within the context of organization’s needs.organization’s needs.



Concept of career PlanningConcept of career Planning

It involves designing an It involves designing an organizational system of career organizational system of career movement and growth opportunities movement and growth opportunities for employees from the employment for employees from the employment stage to the retirement stage.stage to the retirement stage.

It is managerial technique for It is managerial technique for mapping out the entire career of mapping out the entire career of young employees.young employees.



Career Plan for MBA Career Plan for MBA GraduateGraduate

1.1. Management trainee 22Management trainee 22

2.2. Asst. Manager 25Asst. Manager 25

3.3. Deputy Manager 30Deputy Manager 30

4.4. Manager 35Manager 35

5.5. Deputy General Manager 40Deputy General Manager 40

6.6. General Manager 45General Manager 45



Features of Career PlanningFeatures of Career Planning

It is a process of developing human It is a process of developing human resources rather than an event.resources rather than an event.

It is a continuous process due to an It is a continuous process due to an ever changing environment.ever changing environment.

It is not an end in itself but a means of It is not an end in itself but a means of managing people to obtain results.managing people to obtain results.



Features of Career PlanningFeatures of Career Planning

It is the responsibility of an It is the responsibility of an organization to provide guidance and organization to provide guidance and counseling to its employees in counseling to its employees in planning their careers and in planning their careers and in developing and utilizing their developing and utilizing their knowledge and skills.knowledge and skills.

The basic aim is integration of The basic aim is integration of individual and organizational needs.individual and organizational needs.



Objectives of Career Objectives of Career PlanningPlanning

To attract and retain the right type of To attract and retain the right type of persons in the organization.persons in the organization.

To map out careers of various To map out careers of various categories of employees suitable to categories of employees suitable to their ability and willingnesstheir ability and willingness

To ensure better use of human To ensure better use of human resources through more satisfied and resources through more satisfied and productive employees.productive employees.



Objectives of Career Objectives of Career PlanningPlanning

To have a stable workforce by To have a stable workforce by reducing turnover and absenteeism. reducing turnover and absenteeism.

To increase the utilization of To increase the utilization of managerial reserves within an managerial reserves within an organization.organization.

To improve motivation and morale of To improve motivation and morale of employees.employees.



Relation between Career Relation between Career Planning and Manpower Planning and Manpower

PlanningPlanning Manpower Planning provides an Manpower Planning provides an

inventory of skills and potentials inventory of skills and potentials available within an organization. But available within an organization. But Career Planning determines who (on Career Planning determines who (on the basis of Performance and Potential) the basis of Performance and Potential) could be groomed for higher level could be groomed for higher level assignments, where, when and how assignments, where, when and how (i.e. after what kind of training).(i.e. after what kind of training).



Relation between Career Relation between Career Planning and Manpower Planning and Manpower

PlanningPlanning Manpower Planning provides Manpower Planning provides

information about the human information about the human resources available within the resources available within the organization for expansion, growth and organization for expansion, growth and technological innovations. But Career technological innovations. But Career Planning only tells as to who could Planning only tells as to who could succeed in case of retirement, death, succeed in case of retirement, death, resignation, etc. of existing personnel. resignation, etc. of existing personnel.



Manpower Planning provides Manpower Planning provides following information for following information for

Career PlanningCareer Planning Inventory of Human ResourcesInventory of Human Resources Manpower needs in terms of number, type, Manpower needs in terms of number, type,

skills, levels and timeskills, levels and time Changes in functions and activities, two, five Changes in functions and activities, two, five

or ten years hence..or ten years hence.. Nature and extent of behavioral changes Nature and extent of behavioral changes

required to meet manpower needs.required to meet manpower needs. Availability of human resources within and Availability of human resources within and

outside the organization, training outside the organization, training opportunities, training resources and training opportunities, training resources and training time.time.



Succession PlanningSuccession Planning

A Succession Plan is to fill key positions A Succession Plan is to fill key positions over time.over time.

It is essential for the survival and It is essential for the survival and success of an organization.success of an organization.

The purpose of Succession Planning is to The purpose of Succession Planning is to identify and develop people to replace identify and develop people to replace current incumbents in key positions in current incumbents in key positions in cases of resignation, retirement, growth cases of resignation, retirement, growth etc.etc.

Succession can be from within or from Succession can be from within or from outside the organization.outside the organization.



Relation between Career Relation between Career Planning and Succession Planning and Succession

PlanningPlanning Career Planning and Succession Career Planning and Succession

Planning appear to be similar but not Planning appear to be similar but not synonymous.synonymous.

Career Planning covers all levels of Career Planning covers all levels of employees whereas Succession Planning employees whereas Succession Planning is generally required for higher level of is generally required for higher level of executives.executives.

Succession Plan involves identification of Succession Plan involves identification of vacancies that are likely to occur in the vacancies that are likely to occur in the higher levels and locating the probable higher levels and locating the probable successors.successors.



Relation between Career Relation between Career Planning and Succession Planning and Succession

PlanningPlanning Succession Planning facilitates continuity Succession Planning facilitates continuity

of the organization.of the organization. Career Planning may consist of charts Career Planning may consist of charts

showing the career paths of different showing the career paths of different categories of employees showing how categories of employees showing how they can advance up in the organization.they can advance up in the organization.

Succession Plan consists of a runner up Succession Plan consists of a runner up chart or succession chart for a particular chart or succession chart for a particular position such as General Manager.position such as General Manager.



Steps in Career PlanningSteps in Career Planning

Preparation of Personnel Inventory – Preparation of Personnel Inventory – status, duties, qualifications, age, status, duties, qualifications, age, aptitude, ability and acceptability aptitude, ability and acceptability (surplus or shortage)(surplus or shortage)

Identifying Career Needs – (HR Identifying Career Needs – (HR Manager may assist)Manager may assist)

Identifying career OpportunitiesIdentifying career Opportunities Matching of Employee’s Aspirations Matching of Employee’s Aspirations

with Career Opportunitieswith Career Opportunities



Steps in Career PlanningSteps in Career Planning

Formulating and Implementing StrategiesFormulating and Implementing Strategies Changes in the career systems by creating Changes in the career systems by creating

new career pathsnew career paths Changing employee needs and aspirations – Changing employee needs and aspirations –

to help scale down unrealistic goals and/or to help scale down unrealistic goals and/or creating new aspirationscreating new aspirations

Seeking new basis of integration through Seeking new basis of integration through problem solving, negotiations and problem solving, negotiations and compromisecompromise

Training and development to meet individual Training and development to meet individual and organizational needsand organizational needs

Reviewing career PlansReviewing career Plans



Advantages of Career Advantages of Career PlanningPlanning

Knowledge of various career Knowledge of various career opportunitiesopportunities

Helps to select the career which is Helps to select the career which is suitable to his life style, preference, suitable to his life style, preference, family environment and self developmentfamily environment and self development

Helps to identify talented employeesHelps to identify talented employees Internal promotion, up gradation and Internal promotion, up gradation and

transfers boost up motivation and moraletransfers boost up motivation and morale Lowers employee turnoverLowers employee turnover Enhances job satisfactionEnhances job satisfaction Improves employees’ performanceImproves employees’ performance



Limitation of Career Limitation of Career PlanningPlanning

Not suitable for small organizationsNot suitable for small organizations Not suitable for unskilled and semi-Not suitable for unskilled and semi-

skilled jobsskilled jobs Long term planning not feasibleLong term planning not feasible Political interventionPolitical intervention Some careers do not have much scope Some careers do not have much scope

for advancementfor advancement Technological and economic factors Technological and economic factors

may lead to declining stage to some may lead to declining stage to some careercareer



Requirements of Effective Requirements of Effective career Planningcareer Planning

Top management supportTop management support Growth and expansionGrowth and expansion Clear goalsClear goals Proper selectionProper selection Motivated and hardworking staffMotivated and hardworking staff Proper age balanceProper age balance Management of Career StressManagement of Career Stress Fair promotion policyFair promotion policy Adequate publicityAdequate publicity



Career DevelopmentCareer Development

Essential for implementing Career Essential for implementing Career PlansPlans

Undertaken by individual employees Undertaken by individual employees and the organization to meet career and the organization to meet career aspirations and job requirementsaspirations and job requirements

Every employee must accept his Every employee must accept his responsibility for developmentresponsibility for development

Career Planning and Organizational Career Planning and Organizational Career Planning will prove really useful Career Planning will prove really useful if they are properly integratedif they are properly integrated



Organizational Career Planning

Integrate short-term and long-term human resource needsDevelop a career plan for each individual

Individual Career PlanningAssess personal interests and abilitiesCollect data about organizational OpportunitiesSet career goalsDevelop a strategy to achieve careergoals

Integrate organizational needs and individual career plansDesigning individual career paths, create developmental

Strategies and provide career counseling

Career DevelopmentImplement career plansPublicize job vacanciesAppraise employee performanceEmployee development through on-and-off the job experiencesEvaluate career progression



Elements of career Elements of career DevelopmentDevelopment

Career Need AssessmentCareer Need Assessment Developing and Publishing career Developing and Publishing career

Development OpportunitiesDevelopment Opportunities Need-Opportunity AlignmentNeed-Opportunity Alignment

a) Management by Objectivesa) Management by Objectives

b) Career Counselingb) Career Counseling Monitoring Career MovesMonitoring Career Moves



Problems in Career Problems in Career DevelopmentDevelopment

Dual Career FamiliesDual Career Families Changing Family NeedsChanging Family Needs Low Ceiling CareersLow Ceiling Careers Declining Career OpportunitiesDeclining Career Opportunities



Steps to Handle ProblemsSteps to Handle Problems Improve Manpower planning and Improve Manpower planning and

forecasting systemsforecasting systems Improving dissemination of career Improving dissemination of career

option informationoption information Initiated career counselingInitiated career counseling Developing effective internal and Developing effective internal and

external Assessment Centresexternal Assessment Centres Supporting educational and training Supporting educational and training

programsprograms Introducing more flexible reward and Introducing more flexible reward and

promotional systemspromotional systems



Career CounselingCareer Counseling

Career Planning involves counseling Career Planning involves counseling individuals on their possible career individuals on their possible career paths and what they must do to achieve paths and what they must do to achieve promotions. promotions.

The need for such counseling arises The need for such counseling arises when employees want to plan their own when employees want to plan their own careers and develop or train themselves careers and develop or train themselves for career progression in the for career progression in the organizationorganization



Objectives of Career Objectives of Career CounselingCounseling

To help individual concerned to develop To help individual concerned to develop himself by giving him some idea of the himself by giving him some idea of the direction in which he ought to be headingdirection in which he ought to be heading

To help individuals to study and understand To help individuals to study and understand the world in which they live the world in which they live

To provide guidelines to help him understand To provide guidelines to help him understand more clearly and develop his thinking and more clearly and develop his thinking and outlookoutlook

To provide guidance about opportunities for To provide guidance about opportunities for greater personal satisfaction, pleasure and greater personal satisfaction, pleasure and happinesshappiness

To understand the forces and dynamics To understand the forces and dynamics operating in a systemoperating in a system



Career StressCareer Stress

Many employees experience stress Many employees experience stress at work which may be damaging to at work which may be damaging to the individual and to the the individual and to the organziation.organziation.



Symptoms of Career StressSymptoms of Career Stress

ApathyApathy WithdrawalWithdrawal DissatisfactionDissatisfaction AbsenteeismAbsenteeism Increased accident pronenessIncreased accident proneness HypertensionHypertension Heart diseaseHeart disease



Causes of Career StressCauses of Career Stress

Blockage of careerBlockage of career Lack of control on himself as he feels Lack of control on himself as he feels

that he is on the way outthat he is on the way out Impending retirementImpending retirement Out-paced by younger employeesOut-paced by younger employees



Management HelpManagement Help

Stress Management ProgramStress Management Program Clarification of uncertaintyClarification of uncertainty Increasing the level of participationIncreasing the level of participation Job switchJob switch Gainful occupation after retirementGainful occupation after retirement

role play

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