JOB ANALYSIS & JOB DESIGN

PREPARED BY: NORSHAHIRAH BINTI MOHD NOOR 2013286948 BM 700 1DF

PREPARED FOR: ASSOC.PROF.DR.ROSHIDI HASSAN

 JOB ANALYSIS Process of gathering, documenting & JOB analyzing about the Group of position that job requirement. are similar in their duties. JOB DESCRIPTION Written summary of the JOB FAMILY job as an identifiable Group of two or more jobs that have similar organizational unit. duties. JOB SPECIFICATION Written explanation of POSITION the knowledge, skills, Responsibilities & duties abilities & other performed by an individual. characteristics (KSAOs).

(Ivancevich & Konopaske, 2013)

JOB ANALYSIS
(Snell & Bohlander, 2010)

The process of obtaining information about jobs by determining what the duties, tasks, or activities of jobs are.
HR managers use the data to develop job descriptions and job specifications that are the basis for employee performance appraisal and development. The ultimate purpose of job analysis is to improve organizational performance and productivity.

JOB ANALYSIS
(Gatewood, Field & Barrick, 2008)

A purposeful, systematic process for collecting information on the important work-related aspects of job
(Bernadin, 2003)

(Noe, Hollenbeck, Wright & Gerhart, 2003)

A systematic process of gathering information about works jobs & the relationship between jobs.

The process of getting detailed information about jobs.

PURPOSE OF JOB ANALYSIS

(Noe et al., 2003)

Prepare the outcomes: Job description Job specification Job design

To documents the requirements of a job and the work performed.

USES OF JOB ANALYSIS

(Ivancevich & Konopaske, 2013)

RECRUITMENT & SELECTION TRAINING & CAREER DEVELOPMENT COMPENSATION STRATEGIC PLANNING

Helps recruiters seek , find & hire right person. Selection testing is assess the critical skills and abilities to perform the job & this information come from job analysis. Knowing necessary skills is essential to build effective training programs. Furthermore, to assist employee for career stage only can be accomplished with information from job analysis. Tied to duties and responsibilities of a job, Proper compensation demands accurate assessments of what various jobs needed. Job analysis is important tools in organizations overall strategic planning efforts. Effective job analysis help organization change, eliminate, or restructure work flow process to meet changing demand of uncertain environment.

USES OF JOB ANALYSIS

(Noe et al., 2003)

WORK REDESIGN

To redesign the work, detailed information about the existing job must be available. Furthermore, redesign the job is similar as analyzing a job that is not yet exist. To analyze organizations HR planning, it needs a dynamic environment & develop activities that enable a firm to adapt to change. The planning process require accurate information such as level of skill required in various jobs to ensure enough individual are available to execute the plan. Through job analysis, HR can have information to reward who are effective, improve who are ineffective , or provide written justification for why poor performance should be disciplined.

HR PLANNING

PERFORMANCE APPRAISAL

STEPS OF JOB ANALYSIS

(Ivancevich & Konopaske, 2013)

STEP 1 Examine the total organization & the fit of each job
STEP 2 Determine how job analysis information will be used STEP 3 Select jobs to be analyzed STEP 4 Collect data by using acceptable job analysis technique STEP 5 Prepare job description STEP 6 Prepare job specification

METHODS OF DATA COLLECTION IN JOB ANALYSIS

(Ivancevich & Konopaske, 2013)

QUESTIONNAIRES INTERVIEWS

OBSERVATION DIARY /LOG

ADVANTAGE & DISADVANTAGE OF COLLECTION METHOD

(Bernadin, 2003)
COLLECTION METHOD QUESTIONNAIRE ADVANTAGES Less expensive, quicker to use than other methods. Can reach large sample of incumbents or source. Use of multiple source instead of one source can provide more comprehensive & unbiased vie of the job. DISADVANTAGES Questions may be interpreted incorrectly, response rate may be low, results less generalizable. Value of the data is dependent on the interviewers skills & may be faulty if they ask unclear questions.

INTERVIEW

OBSERVATION

Allow for a deeper Unable to observe mental aspect understanding of job duties of jobs (e.g.: decision making of than relying on managers, creativity of scientist). incumbents descriptions. Provide insight into the reasons for job activities. Time consuming to document, may not include mental activities (e.g. : innovativeness) or representatives of all activities.

DIARY

Example of Job Analysis Questionnaire

(http://www.explorehr.org/articles/HR_Planning/Job_Analysis_Questionnaire_Guide.html)

Example of Job Analysis Interview Questions

(http://www.explorehr.org/articles/HR_Planning/Job_Analysis_Interview_Guide.html)

1. What is the job's overall purpose? 2. JOB DUTIES: Describe briefly WHAT the incumbent does and, if possible, HOW he/she does it. Include duties in the following categories: a. daily duties b. periodic duties c. duties performed at irregular intervals 3. Is the incumbent performing duties he/she considers unnecessary?

4. Is the incumbent performing duties not presently included in the job description?
5. EDUCATION: Indicates the educational requirements for the job (not the educational background of the incumbent).

Example of Job Analysis Interview Questions(continue)

6. EXPERIENCE: Indicates the amount of experience needed to perform the job. 7. LOCATION: Check location of job. 8. ENVIRONMENTAL CONDITIONS: Check any offensive conditions found on the job and note afterward how frequently each is encountered (rarely, occasionally, constantly, etc.)

9. HEALTH AND SAFETY: Check any undesirable health and safety conditions under which the incumbent must perform and note how often they are encountered.

How Job Analysis Observation is done?

(Bernadin, 2003)

Direct Observation : To see how incumbents performing their jobs. Enables the trained job analyst to obtain first-hand knowledge and information about the job being analyzed.

Example of jobs in which the Observation method is successful include: Machine Operator Construction Worker Police Officer Flight Attendant Bus Driver Skilled Crafts Worker

SPECIFIC QUANTITATIVE TECHNIQUES

(Ivancevich & Konopaske, 2013)

FUNCTIONAL JOB ANALYSIS (FJA) POSITION ANALYSIS QUESTIONNAIRE MANAGEMENT POSITION DESCRIPTION QUESTIONNAIRE

The cumulative result of approximately 60 years of research on analyzing and describing jobs.

A structured questionnaire for quantitatively assessing jobs. Often filled out by a trained job analyst due to its considerable experience & a high level of reading comprehension. A checklist of 208 items related to concerns & responsibilities of managers. Design to be a comprehensive description of managerial work, & intended for use across most industrial settings.

(Snell & Bohlander, 2010) A job analysis method by which important job tasks are identified for job success. CRITICAL INCIDENT Information about the critical job task METHODS collected through interview or self-report statements.

SPECIFIC QUANTITATIVE TECHNIQUES

TASK INVERNTORY ANALYSIS

An organization specific list of tasks and their description used as a basis to identify components of jobs. Task inventory questionnaire can be tailormade to a specific organization. The goal is to produce a comprehensive list of task statements hat are applicable to all jobs. CBA can be use when organization operate in a fast moving environment. This method relies on building job profiles that look at the responsibilities & activities of jobs $ the worker competencies necessary to accomplish them.

COMPETENTCY BASED ANALYSIS

SOURCES OF JOB ANALYSIS (Noe et al., 2003)

SUBJECTMATTER EXPERT
Obtaining information from people familiar with the job To get most accurate information about what is done on the job Suitable to use for compensation purpose. To avoid incumbent exaggerate on their duties. To determine whether what is being doing is congruent with what supposed to be done.

JOB INCUMBENT

SUPERVISOR

OUTCOME OF JOB ANALYSIS

(Ivancevich & Konopaske, 2013)

JOB DESCRIPTION

JOB SPECIFICATION

JOB DESIGN

JOB DESCRIPTIONS & SPECIFICATIONS (Ivancevich & Konopaske, 2013)

JOB DESCRIPTIONS There is no standard format for a job description Example of almost all well-written & useful description include:
Job Title : Title of the job to identify information. E.g: wage, benefits classification.

Summary : Brief of statement describing the purpose of the job and output expected from the job.
Equipment : Clear statement of tools, equipment & information for effectively performing the job. Environment : Description of working condition, location & other relevant characteristics of the job such as hazards and noise levels Activities : Description of job duties, responsibilities & behaviors performed on the job.

Job Description for an Employment Assistant

JOB TITLE: Employment Assistant Division: Southern Area Department: Human Resource Management Job Analyst: Virginia Sasaki Date Analyzed: 12/3/08 Wage Category: Exempt Report to: HR Manager Job Code: 11-17 Date Verified: 12/17/08 JOB STATEMENT Performs professional human resources work in the areas of employees recruitment and selection, testing, orientation, transfer, and maintenance of employee human resource files. May handle special assignments and projects in EEO/Affirmative Action, employee grievances, training, or classification and compensation. Works under general supervision. Incumbent exercises initiatives and independent judgment in the performance of assigned tasks. ESSENTIAL FUNCTIONS 1. Prepares recruitment literature and job advertisements for applicant placement. 2. Schedules and conduct personal interviews to determine applicant suitability for employment. 3. Supervises administration of testing program. Responsible for developing or improving testing instruments and procedures. 4. Presents orientation program to all new employees, Reviews and develops all materials and procedures for orientation program.

JOB SPECIFICATIONS Evolves from job description Offering guidance for recruitment & selections

Characteristics of Job Specification:

1. All job tasks must be identified & rated in terms of importance. 2. Experts or supervisors should specify the necessary skills for performing each of the job tasks identified 3. The importance of each skill must be rated

4. Other characteristics necessary for performing the job should be identified

5. Each skills that has been identified needs to be specifically linked to each job task.

Job Description for an Employment Assistant (continued)

JOB SPECIFICATIONS 1. Four-year college or university degree with major course work in human resource management, business administration, or industrial psychology; OR a combination of experience, education, and training equivalent to a four-year college degree in human resources management. 2. Considerable knowledge of principles of employees selection and assignments of personnel. 3. Ability to express ideas clearly in both written and oral communications. 4. Ability to express ideas clearly in both written and oral communications. 5. Knowledge of human resources computer application desirable.

Job Specifications & Requirements

JOB DESIGN
(Ivancevich & Konopaske, 2013)

The process of structuring job elements, duties & tasks in a manner that will help achieve optimal performance & satisfaction.
(Bernadin, 2003) (Noe et. al, 2003)

Allocation & arrangement of organizational work activities & tasks into sets where activities is performed by job incumbent.

The process of defining the way work will be performed and the task will be required in a given job.

An outcome of job analysis, is concerned with structuring jobs to improve organization efficiency & employee job satisfaction.
(Snell & Bohlander, 2010)

JOB ENRICHMENT

JOB CHARACTERISTICS

Basis for Job Design

(Snell & Bohlander, 2010)

Organizational objectives for the job, including tasks, duties, and responsibilities to be performed Industrial engineering concerns centering on efficient production processes and workmethod improvements

THE JOB

Ergonomic considerations involving human capabilities and limitations

Behavioral concerns reflected in the different talents, abilities, and skills of employees

Example of Job Design Checklist

Job Design
Task variety Repetitive tasks - are the same muscle groups or mental tasks done over and over? Static positions - are there few or no opportunities to change position? Fast work pace - is there muscle tension and stress? Long work period(s)-- is there potential for fatigue? Are there allowances for adjustment periods or varying pace ofwork for new/returning employees? Have employees had adequate training? Is there some variety or ability to choose what to do next?

Yes

No

Work/Rest Schedules

Adjustment Period

Training Mental variety

(Adapted from: Workplace Health and Wellness guide. CCOHS) http://www.ccohs.ca/oshanswers/hsprograms/job_design.html

JOB ENRICHMENT & JOB CHARACTERISTICS

(Snell & Bohlander, 2010)

JOB ENRICHMENT Enhancing a job by adding more meaningful tasks & duties to make work more rewarding or satisfying.
Herzberg 5 Jobs Enrichment Factors: 1. Achievement : Increasing the level of difficulty & responsibility of the job

2. Recognition : Allowing employees to retain more authority & control over work outcomes
3. Responsibility : Providing unit or individual job performance reports directly to employees 4. Growth : Adding new tasks to the job that require training and growth 5. Performance of the whole job vs only parts of the job : Assign individual for specific tasks, enable them to use the particular competencies & skills.

JOB CHARACTERISTICS
Core job dimension
o Skill variety o Task identity o Task significance o Autonomy o Feedback
Source: Reprinted from Organizational Behavior & Human Performance, vol. 16 issue 2, Hackman & Oldham, Motivation through the Design of Work : Test of Theory, p.256, 1976, with permission from Elsevier.

Critical psychological states

Experience meaningfulness of work Experienced responsibility for outcomes of work

Personal & work outcomes

o High internal work motivation o High quality work performance o High satisfaction with work

Knowledge of actual results of work activities

Strength of employees need for growth

o Low absenteeism and turnover

WORK-FAMILY BALANCE & JOB DESIGN (Ivancevich & Konopaske, 2013)

Organization offer flexible working arrangement include: Job Sharing : work arrangement in which two or more employees divide a jobs responsibilities, hours, and benefits among themselves. Flextime : flexible work arrangement in which employees can choose when to be at the office within certain limits Telecommuting : work arrangement that allows employees to work in their homes part or full time, maintaining their connection with office using phone, fax & computer.

JOB DESIGN IN TEAMS

(Ivancevich & Konopaske, 2013)

How to design jobs for employees who work in one or more teams? Work Team: has two or more employees who work together toward a common organizational goal or objective. Type of Work Team: Self-managed team : have considerable freedom in how they decide to accomplish their objectives or goals. Virtual team : members are geographically dispersed & collaborate on projects through use of communication technology

Two major component to be considered when analyzed work team:

1. Recruitment & selection of team members need to emphasize job specific knowledge, skills, abilities and other characteristics. 2. Select members who have strong interpersonal skills such as communication, collaboration & conflict resolution skills.