Job Analysis & Design

PROJECT OF HUMAN RESOURCE MANAGEMENT PRESENTED BY: ALI SALEEM M.WAQAS MEHMOOD AMIRA AMJAD

PRESENTED TO: MAJOR NAZZAR ABBAS

The Hajvery University Lahore. (Euro Campus)

Job Analysis and Design

Job Analysis • Job analysis is a systematic investigation of the tasks, duties and responsibilities necessary to do a job. • Job analysis is the process of collecting job related information.

Objectives/Purpose of Job Analysis

Process of Job analysis

Process of Job analysis STEP 1: PREPARATION FOR JOB ANALYSIS

STEP 2: COLLECTION OF JOB ANALYSIS INFORMATION

STEP 3: APPLICATION OF JOB ANALYSIS INFORMATION

•GENERAL FAMILARITY WITH ORGANIZATION AND TYPE OF WORK

•JOB IDENTIFICATION •QUESTIONAIRE DEVELOPMENT •DATA COLLECTION

•JOB DESCRIPTION •JOB SPECIFICATION •JOB STANDARDS

STEP 2: COLLECTION OF JOB ANALYSIS INFORMATION • Job Identification Significant Characteristics of a job What the typical worker does Materials and equipment the worker uses How a job is performed Personal attributes required Job Relationship

Questionnaires DEVELOPMENT • Unstructured format is more useful when: – Questions are open ended. – Questions that probing – The number of incumbents is less – Roles are unclear

• Structured more useful when: – The jobs are fixed and duties extremely

Which questionnaire to use ? A combination of structured and unstructured questionnaire should use. It is more cost effective than interview From a large number of employees.

DATA COLLECTION: • • • • • • •

Methods of Collecting Job Analysis Data

Observation Performing the job. Critical incidents Interview- individual & group Panel of experts Diary method Questionnaire – Structured – Unstructured

Which method to use ? • Factors to be considered before choosing the method of collecting data are: – No. of job/employees to be considered. – Time limit – Cost factors – Education levels of incumbents – Type of data required.

STEP 3: APPLICATION OF JOB ANALYSIS INFORMATION • The information obtained from job analysis is classified into three categories.

–Job description –Job specification –Job STANDARDS

Job Description • A job description is a written statement of the duties, responsibilities, required qualifications and reporting relationships of a particular job. • The job description is based on objective information obtained through job analysis. • Job description acts as an important resource for – Describing the job to potential candidates – Guiding new hired employees in what they are specifically expected to do – Providing a point of comparison in appraising whether the actual duties align with the stated duties.

Example of Job Description JOB TITLE:_____ CODE:________ REPORTS TO:_____________ GRADE LEVEL: _______________ AS ON DATE :_________

OCCUPATIONAL JOB NO. : ______

FUNCTIONS (job summary): ____________________________________________________________ __________________________________________ TASKS AND DUTIES: ____________________________________________________________ __________________________________________ WORKING CONDITIONS: ____________________________________________________________ __________________________________________

Job specification • Job specifications specify the minimum acceptable qualifications required by the individual to perform the task efficiently. Based on the information obtained from the job analysis procedures, job specification identifies the qualifications, appropriate skills, knowledge, and abilities and experienced required to perform the job. • Job specification is an important tool in the selection process as it keeps the attention of the selector on the necessary qualifications required

Example of Job Specification

JOB TITLE: __________________________ SKILLS FACTORS: EDUCATION:_______________________________ APPEARANCE: :_____________________________ COMMUNICATION:__________________________ PREVIOUS WORK EXPERIENCE:_________________ SPECIAL ABILITIES:___________________________ SPECIAL KNOWLEDGE & SKILLS:________________ EFFORTS: MENTAL EFFORTS:____________________ PHYSICAL EFFORTS:___________________ WORKING CONDITIONS:___________________________________________ OTHER : ________________________________________________________

Job Evaluation (JOB STANDARDS)

• Job evaluation provides the relative value of each job in the organization. It is an important tool to determine compensation administration. • If an organization is to have an equitable compensation program, jobs that have similar demands on terms of skills, education and other characteristics should be placed in the common compensation groups.

Job Design • Is the process of structuring work and designating the specific activities at individual or group levels . • It determines the responsibility of an employee • The authority he enjoys over his work • Scope of decision making , level of satisfaction & productivity

Modern Management Techniques OF JOB REDESIGN • UNDER SPECIALIZATION • OVER WORK • REDUCTION OF DUTIES IF ANALYST FEELS THAT THERE IS MORE WORK FOR AN EMPLOYEE.

• OVER SPECIALIZATION • UNDERWORK • INCREASING OF DUTIES IF ANALYST FEELS THAT THERE IS LESS WORK FOR AN EMPLOYEE.

OVER SPECIALIZATION (3 WAYS OF INCREASING JOB)

• Job Enlargement ADDING MORE TASKS

• Job Enrichment ADDING MORE RESPONSIBILITY • Job Rotation ROTATING EMPLOYEES FOR ONE JOB TO ANOTHER JOB

OTHER Techniques OF JOB REDESIGN • • •

Flextime Job sharing Working from home

ELEMENTS OF JOB DESIGN: • BEHAVIORAL ELEMENTS: • • • • •

Skill Variety Task Identity Task Significance Autonomy Feedback

ORGANIZATIONAL ELEMENTS: • MECHANISTIC APPROACH • WORK FLOW • WORK PRACTICES • ERGONOMICS

ENVIRONMENTAL ELEMENTS: • EMPLOYEES ABILITY & AVAILABILITY • SOCIAL & CULTURAL EXPECTATIONS

• Q: why do you do job analysis? We do job analysis. So we can know whether the org. needs more employees or not. (H.R.P.) For placement, selection, job description, training & development, and for redesigning the job. • Q: How do you identify jobs which will be analyzed? We identify job through hierarchy chart and from pay roll record.

• Q: which type of questionnaire you use for collecting job analysis information? Structured? or unstructured? An optimum combination of structured as well as unstructured questions can lead to the best questionnaire. A questionnaire is the best alternative to interviewing a large number of employees. It is much more cost effective. • Q: What are the methods of collecting job analysis data? Observation Performing the job. Questionnaire Interview- individual & group

• Q: How do you determine the job standards in your organization? As it is the level of performance and pay decided according to the performance. we use factor comparison chart for deciding the pay of an individual. We placed the jobs that have similar demands on terms of skills, education and other characteristics in the common compensation groups. • Q: which technique do you use for over specialization (for increasing job)? It depends on the type of job. Normally

• Q: do you consider environmental elements? Yes, we take care of their social and cultural expectations. • Q: do you consider behavioral elements in redesign the job? Yes, definitely!! Most employees want autonomy and verity on their job. We consider behavioral elements while we are redesigning their job.