week 5 job analysis and design

8/8/2019 Week 5 Job Analysis and Design

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Job analysis and job design

Objectives:

Discuss the nature of job analysis

Use at least three methods of collecting job analysis information

Write job descriptions, including summaries and job functions using theinternet and traditional methods

Write a job specification using the internet



Jobs and roles

A job consist of a related set of tasks that

are carried out by a person to fulfil a

purpose

A role is the part people play in carrying out

their work. A role can therefore be

described as behavioural terms ± givencertain expectation, this is how the person

needs to behave to meet them



Job design

The specification of the contents,

methods, and relationship of jobs in

order to satisfy technological andorganisational requirements as well as

the social and personal requirements of

the job holder. Armstrong, 2003



Aims of job design

The aims of job design are two:

1. to satisfy the requirement of the

organisation for productivity, operational

efficiency, and quality of production.

2. to satisfy the need of the individual for

interest, challenge accomplishment, thusproviding for job engagement.



Principles of job design

To influence skill variety, provide opportunities for

people to do several tasks and combine tasks

To influence task identity, combine tasks and form

natural work units To influence task significance, form natural work units

and inform people of the importance of their work

To influence autonomy, give people responsibility for

determining their own working system To influence feedback, establish good relationships

and open feedback channels



Characteristics of job design

Variety

Autonomy

Required interactions, Optional interactions

Knowledge and skill

Responsibility



Approaches to job design

Job rotation

Job enlargement

Job enrichment Self-managing teams (autonomous work group)

High-performance work design



Job analysis

The procedure for determining the duties

and skill requirements of a job and thekind of person who should be hired for it.



Job description

A list of job¶s duties, responsibilities,

reporting relationships, workingconditions, and supervisory

responsibilities ± one product of a job

analysis



Job specification

A list of a job¶s human requirements, that

is, the requisite education, skills,personality, and so on ± another product

of a job analysis



Information gathered through job analysis

Work activities

Human behaviours

Performance standard Job context

Human requirement

Machines, tools, equipment, and work aids



Uses of job analysis information

Job analysis

Job description

and specification

Trainingrequirement

Job evaluation-

wage and salarydecisions

(compensation)

Performanceappraisal

Recruiting and

selection

decision



Employers use of job analysis information

Recruitment and selection

Compensation

Training Performance appraisal

Discovering unassigned duties

EEO compliance



Steps in job analysis

1. decide how you will use the information

2. review relevant background information

3. select representative position 4. actually analyse the job

5. verify the job analysis information with

the worker performing the job and his

immediate supervisor



Methods of collecting job analysis information

1. interview

2. questionnaires

3. observation



Job Analysis and Job Design

Interviews - are purposeful conversation,

the purpose being to gather valid and reliable

data.

Types of interviews

Unstructured

Semi-structured

Structured




Unstructured and informal conversation ±

This is normally non-standardised. They are

used for exploratory or in-depth evaluations.

There is no pre-determined list of questions,although the person undertaking the interview

needs to have a clear idea of those aspects of

the change he/she wishes to explore. This are

often noted down prior to the interview as achecklist.




Unstructured and informal conversation ± (cont)

The interviewee is encouraged to talk freelyabout events, behaviours and beliefs in

relation to the changes and it is their perceptions which guide the interview. Thenature of the questions and the ensuringdiscussion means that data from unstructuredinterviews are better recorded via audio tape,

provided this does not have a negative effecton interaction with the interview (Easterby-Smith et al., 2002




Semi-structured ± The interviewer will

have a list of themes and questions to be

covered. Questions may vary from

interview to interview to reflect those

areas most appropriate for respondents¶

knowledge and understanding. This

means that the same question may beinappropriate to particular interviewees.




Semi-structured (cont) ± Additional

questions may also be required in some

cases to enable the objective of the

evaluation to be explored more fully. The

nature of the questions and the ensuring

discussion means that data from semi-

structured interviews are usuallyrecorded by note taking.




Structured-- using standard question for

each respondent. it includes a series of

detailed questions matters like the

general purpose of the job, supervisory

responsibilities; job duties; and

education, experience, and skills

required (Dessler, 2008




Interviewing Guidelines

First, the job analyst and supervisor should worktogether to identify the worker who know the job best

Second, quickly establish rapport with the interviewee

Third, follow a structured guide or checklist, one thatlist questions and provide answers

Fourth, when duties are not performed in a regular manner

Fifth, after completing the interview, review and verifythe data




Questionnaires - Can also be seen as

another form of structured interview.

Employees fill out questionnaires to describe

their job-related duties and responsibilities. Inthe event of collecting data from a large

sample, questionnaire provides an efficient

method of gathering data, because each

respondent is asked to respond to the sameset of question in a predetermined order.




Questionnaires (cont) ± Responses to

questionnaires are easier to record.

Answers are often pre-coded. There is a

limit social interaction between the

interviewer and the interviewee. it can be

collected over the telephone, by post, by

delivering and collecting thequestionnaires personally




Observation ± involves the systematic

observation, recording description,

analysis and interpretation of people¶s

behaviour (Saunders et al., 2007).

Types of observation

Participant, and

Structured observation




Participant observation ± Is qualitative

in nature. it is conducted where the

evaluator attempts to become fully

involved in the lives and activities of

those being evaluated and share their

experiences not only by observing but

also by feeling those experiences (Gilland Johnson, 2002).




Structured observation ± Is

quantitative in nature and, has a high

level of predetermined structure. it is

concerned with the frequency of actions,

such as in time and motion studies, and

tend to be concerned with fact finding.




Job description ± Is a written statementof what the worker actually does, how itis done and what the job¶s working

condition are. Job descriptions are basedon objective information obtainedthrough job analysis. it is anunderstanding of the competencies and

skills required to accomplish neededtasks.




There is no single format for writing a jobdescription, but the following are essentiallyrequired: J

ob identification Job summary

Responsibilities and duties

Authority of incumbent

Standard of performance

Working conditions

Job specifications See page 142 & 143




Job description (cont) ± It identify and

spell out the responsibilities of a specific

job. it include information about working

conditions, equipments, knowledge and

skills required for the job, and

relationships with other positions




job specification ± this shows what kind

of person to recruit and for what qualities

that person should be tested. sometimes

this may be a section in the job

description. On other occasions, it may

be a separate document. as seen on

page 142 ± 143, the employer present itas a part of the job description.



Submission of second progress

report for Case Study & English

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