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 the
internet 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 – given
certain 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 and
organisational 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, thus
providing 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 the
kind of person who should be hired for it.
Job description
A list of job’s duties, responsibilities,
reporting relationships, working
conditions, 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
Recruiting and Job evaluation-
Performance wage and salary Training
selection decisions
appraisal requirement
decision (compensation)
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
Job Analysis and Job Design
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 a
checklist.
Job Analysis and Job Design
Unstructured and informal conversation – (cont)
The interviewee is encouraged to talk freely
about events, behaviours and beliefs in
relation to the changes and it is their
perceptions which guide the interview. The
nature of the questions and the ensuring
discussion means that data from unstructured
interviews are better recorded via audio tape,
provided this does not have a negative effect
on interaction with the interview (Easterby-
Smith et al., 2002
Job Analysis and Job Design
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 be
inappropriate to particular interviewees.
Job Analysis and Job Design
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 usually
recorded by note taking.
Job Analysis and Job Design
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
Job Analysis and Job Design
Interviewing Guidelines
First, the job analyst and supervisor should work
together to identify the worker who know the job best
Second, quickly establish rapport with the interviewee
Third, follow a structured guide or checklist, one that
list questions and provide answers
Fourth, when duties are not performed in a regular
manner
Fifth, after completing the interview, review and verify
the data
Job Analysis and Job Design
Questionnaires - Can also be seen as
another form of structured interview.
Employees fill out questionnaires to describe
their job-related duties and responsibilities. In
the 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 same
set of question in a predetermined order.
Job Analysis and Job Design
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 the
questionnaires personally
Job Analysis and Job Design
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
Job Analysis and Job Design
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 (Gill
and Johnson, 2002).
Job Analysis and Job Design
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 Analysis and Job Design
Job description – Is a written statement
of what the worker actually does, how it
is done and what the job’s working
condition are. Job descriptions are
based on objective information obtained
through job analysis. it is an
understanding of the competencies and
skills required to accomplish needed
tasks.
Job Analysis and Job Design
There is no single format for writing a job
description, but the following are essentially
required:
Job identification
Job summary
Responsibilities and duties
Authority of incumbent
Standard of performance
Working conditions
Job specifications
See page 142 & 143
Job Analysis and Job Design
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 Analysis and Job Design
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 it
as a part of the job description.
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report for Case Study & English
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