Job Analysis and Design!
JOB
-
The core of every organization's productivity. A group of related activities and duties, which
may be held by a single employee or several person.
JON ANALYSIS
- The procedure for determining the duties and skills requirement of a job and the kind of person
who should be hired for it.
JOB DESCRIPTION
- List of job’s duties and responsibilities, reporting relationships, working conditions and
supervisory responsibilities-one product of a job analysis.
JOB SPECIFICATION
- List of job’s “human requirements,” that is, the requisite education, skills, personality, and so
on and another product of job analysis.
JOB ANALYSIS PROCESS
➔ PREPARATION FOR JOB ANALYSIS
◆ Familiarization with the Organization and the Jobs.
◆ Identification of the Jobs to be Analyzed.
◆ Determination of the Uses of Job Analysis.
➔ COLLECTION OF JOB ANALYSIS INFORMATION
◆ Determine the Sources of Job Data
◆ Choice of Method for Data
◆ Collection Data Collection Instrument Design
➔ USE OF JOB ANALYSIS INFORMATION
◆ Job Description
◆ Job Specification
◆ Job Design
◆ Recruitment and Selection
◆ Performance Appraisal
◆ Job Evaluation – Compensation
◆ Training
JOB DESIGN
- Identification of job duties, characteristics, competencies, and sequences taking into
consideration technology, work force, organization's character, and environment.
JOB DESIGN CONSIDERATION
➔ ENVIRONMENTAL
➔ ERGONOMIC
➔ ORGANIZATIONAL
➔ EMPLOYEE
PLANNING THE JOB ANALYSIS
PLANNING
- The systematic processof establishing a need and then working
out the best way to meet the need.
OBJECTIVES OF JOB ANALYSIS
- Always ascertain and record the job related information of the employment measures like training,
selection, payment and performance assessment.
ESTABLISHING OBJECTIVES, PERFORMANCE STANDARDS AND GOALS
- Performance Goals and Objectives
- Communicate Responsibilities, Goals and Objectives & Performance Standards
- Obtain the Top Management Support & Survey Those Involved
- Show the Budget, Give them a Choice, & Fit Into Their Goals.
PREPARING AND INTRODUCING JOB ANALYSIS
IDENTIFY JOBS AND METHODOLOGY
➔ INTERVIEW: conduct interviews with incumbents to collect information about their tasks and how
they are coping with them.
➔ QUESTIONNAIRE: This requires employees, supervisors, and managers to fill out forms, namely
questionnaires.
➔ OBSERVATION: This enables job analysts to observe employees in their daily routines.
MAIN PURPOSE OF JOB ANALYSIS
● Job Design and Redesigning
● HR Recruitment and Selection
● Determining Training Needs
● Establishing a Compensation Management Policy
Job Analysis and Design!
● Conducting Performance Review
REVIEW EXISTING JOB DOCUMENTATION
Job Description is one of the most important substrates of HR systems.
JOB DESCRIPTION OBJECTIVES
- Dividing and distributing the general objectives of the organization into tasks and
responsibilities.
- Contributing in promotion and transfer bases according to organizational structure.
- Unifying job titles on the level subjected to HR law and implementing code.
MOST IMPORTANT CONDITIONS
- Considering the actuality of task and responsibilities of role.
- Determining the minimum required qualifications of the role.
- An existing job description is to be amended by an official request with surrounding reasons.
COMMUNICATION PROCESS TO MANAGERS AND EMPLOYEES
PRINCIPLES OF EFFECTIVE INTERNAL COMMUNICATIONS
- A responsibility of a department's management; not its communications section.
- Consist of accurate, consistent, and timely information.
- Always two-way communications.
- Never stop.
4 COMMUNICATION FACTORS TO ACHIEVE GOALS
1. Clarity of Purpose
2. Effective Communication Method
3. Effective Sharing of Information
4. Walking the Talk
CONDUCTING JOB ANALYSIS
GATHER JOB ANALYSIS DATA
➔ Duties and Tasks - Duration, complexity, standards etc.
➔ Environment - Unpleasant conditions, noxiousfumes, radioactive substances,
aggressive people, etc.
➔ Tools and Equipment - Protective clothing, machines, etc
➔ Relationships - Internal and external people.
➔ Requirements - Knowledge, Skills, and Abilities (KSA)
ROLE AND RESPONSIBILITY CHARTING
- A technique for identifying functional areas where there are process ambiguities, bringing the
differences out in the open and resolving them through a cross-functional collaborative
effort.
- A process to lock all elements in place, that clarifies who is to do what, with whom and when.
THE RESPONSIBILITY CHARTING THEORY ASSUMPTIONS
➔ Role Conception - What a person thinks his/her job is and how the person has been taught to do
it.
➔ Role Expectation - What others in the organization think the person is responsible for, and
how he/she should carry out those responsibilities.
➔ Role Behavior - What a person actually does in carrying out the job.
ADVANTAGES AND DISADVANTAGES OF REVIEWING DATA
➔ Advantage
◆ Information from extant document (s) is independently
verifiable.
◆ Document review process can be done independently.
◆ Less expensive than collecting data on your own.
➔ Disadvantage
◆ Information in the document (s) may represent a
perspective that is not aligned with the job analysis project.
DEVELOPING JOB DESCRIPTION & SPECIFICATION
JOB DESCRIPTION WRITING GUIDE
Job Analysis and Design!
➔ Position Details: Contains general information about the job - the current or requested
classification, working title, pay range, exemption status, department name and number,
position number, percentage of effort, the job description summary, comparable positions, etc.
➔ Working title: Based on the main function or role of the job.
➔ Job Duties: Foundation Of the Job Description. It conveys the complexity, scope, and level
of responsibility of a job.
➔ Performance Standard:
◆ Conveys the expectations of the job.
◆ Depicts the knowledge, skills, and abilities necessary to be successful in the job.
◆ Provides a basis for measuring performance.
➔ Job Factors: Outlines the knowledge and skills required to successfully function in the job.
FINALIZE JOB DESCRIPTIONS
- Finalizing the report to be reviewed by the upper management;
- Disseminating the final report; and
- Supporting the implementation of recommendations made in the final report.