Job analysis and design

Job Analysis and Design Lecturer: Cao To Linh ITP - 2010 Outlines  What is job?  Why organization needs job analysis?  Job analysis process  Job design and its challenges  Summary Job?  Tasks: Coordinated and aggregated series of work elements used to produce an output  Position: the responsibilities and duties performed by an individual. There are as many positions in an organization as there are employees  Job: group of positions that are similar in their duties, such as computer programmer  Job family: group of two or more jobs that have similar duties  Job description: the principal product of a job analysis. It represents a written summary of the job as an identifiable organizational unit  Job specification: a written explanation of the knowledge, skills, abilities, traits, and other characteristics necessary for effective performance on a given job Why organization needs job analysis? Job Analysis Job Description Job Specification is a systematic way to gather and analyze information about the content and human requirement of jobs, and the context in which jobs are performed. Job Design HR planning Recruitment Selection Training Performance evaluation Compensation Job design and redesign Why organization needs job analysis?  Job analysis is vital to any HRM program and answers such questions as:  How long does it take to complete important tasks?  Which tasks are grouped together as a job?  How can a job be designed or structured so that employee performance can be enhanced?  What behaviors are needed to perform the job?  What kind of person, in terms of traits and experience, is best suited for the job?  How can the information acquired by a job analysis be used in the development of HRM programs? Job Analysis and Strategic HRM  The fundamental nature of work may be changing:  Functional areas are not as important as they once were for defining a job  After reengineering of processes, new job responsibilities may be poorly defined  Organizations must continually adapt to changing business environments  Thus, reengineering is likely in most organizations  Job analysts traditionally create descriptions of jobs as they currently exist • Now they must also describe future jobs Job Analysis and Strategic HRM  There is a growing need to match human resource activities to an organization’s strategic planning  Job specifications must accurately detail the knowledge and skills that will complement future strategic initiatives  Job descriptions will no longer be snapshots of a static job  Strategic job analysis will have to capture both the present and the future Job Analysis and Strategic HRM  Compounding the problems of reengineering, many work environments offer employees:  Compressed work schedules  Telecommuting  Job sharing  Flexible hours Job Analysis & Employee Competencies  Competencies are general attributes employees need across multiple jobs or within the organization  Includes anything from “teamwork” to “leadership potential”  Many organizations identify, communicate, and reward competencies they believe employees should have  Competency modeling reflects an organization’s desire to:  Communicate job requirements in ways that extend beyond the job itself  Describe and measure the organization’s workforce in more general, competency-based terms  Design and implement staffing programs focused around competencies, rather than specific jobs, as a way to increase staffing flexibility Job analysis process [...]... accomplishing the job are not possible • Nonessential skills can be accommodated by changing the structure or work methods of the job Job Description & Specification Job Description & Specification Job Design  Job descriptions and specifications can be used for designing or redesigning jobs  There is no one best way to design a job  Different situations call for different arrangements of job characteristics... Job Analysis?  Regardless of who collects the information, the individuals should:  Thoroughly understand people, jobs, and the total organizational system  Understand how work should flow within the organization  Sources of personnel in charge of job analysis:  Outside temporary analyst  Full-time job analyst  Supervisors  Job incumbents  Combination The use of charts  Before beginning analysis, ... lower job satisfaction, higher absenteeism, and turnover  Job enlargement attempts to increase satisfaction by giving employees a greater variety of things to do  They are not additional authority or responsibility Job Enrichment: A Motivational Approach  Job enrichment tries to design jobs in ways that help incumbents satisfy their need for:  Growth  Recognition  Responsibility  The job is expanded... stringent regulation of employment practices Job Descriptions & Specifications  There is no standard format for a job description, but most well-written, useful descriptions include:  Job title  Summary  Equipment  Environment  Activities  A job specification evolves from the job description  It is especially useful for recruitment and selection Job Descriptions & Specifications  R J Harvey’s... that require manual, standardized, and short -job- cycle activities  Job analysts must be trained to:  Observe relevant job behaviors  Be as unobtrusive as possible Methods of gathering information Interview  Interviewing job incumbents is often done in combination with observation  This is the most widely used technique  It allows the job analyst to talk with job incumbent  Interviews can be conducted... choosing characteristics included on a job specification: the  All job tasks must be identified and rated in terms of importance, using sound job analysis techniques  A panel of experts, incumbents, or supervisors should specify the skills needed to perform each job task  The importance of each skill must be rated  Any other characteristics necessary for performing the job should be identified (physical... certification)  Each skill identified must be linked to a job task Job Descriptions & Specifications  Any trait or skill stated on the job specification should be required for performance of the job  The Americans with Disabilities Act makes the job analyst’s responsibilities even greater in this area  Job specifications must differentiate between essential and nonessential skills • Essential skills are those... which methods of job analysis yield the best information  Interviews should not be the sole data collection method  Certain methods may be better for a given situation  Most organizations base their choice on:  The purpose of the analysis  Time and budget constraints Which Method to Use?  Many organizations use a multi-methods job analysis approach  The analyst interviews incumbents and supervisors... emphasis may be placed on performance and satisfaction as desired outcomes  A single approach is unlikely to satisfy all a manager’s goals  The choice of job design involves trade-offs based on the critical needs of the organization Job Design  Approaches to the design of work:  Perceptual-motor  Biological  Mechanistic  Motivational  The perceptual-motor and biological approaches are based on... judgments is constructed and administered  A statistical analysis of the responses is conducted  Using a comprehensive process is relatively expensive and time-consuming  The quality of information derived from a comprehensive approach is strongly endorsed by courts Job Descriptions & Specifications  The job description is one of the primary outputs of a systematic job analysis  It is a written . Job Analysis and Design Lecturer: Cao To Linh ITP - 2010 Outlines  What is job?  Why organization needs job analysis?  Job analysis process  Job design and its challenges  Summary Job?  Tasks:. given job Why organization needs job analysis? Job Analysis Job Description Job Specification is a systematic way to gather and analyze information about the content and human requirement of jobs,. jobs, and the context in which jobs are performed. Job Design HR planning Recruitment Selection Training Performance evaluation Compensation Job design and redesign Why organization needs job analysis?  Job