JOB ANALYSIS & JOB DESIGN

Job Analysis
 Goal:

Match Person & Job  Definitions  Format of a Job Description  Format of a Task Statement  Job Analysis Process  New Views of Job Analysis

Goal: Match Person & Job

 Need

information about the Person & about the Job

3

Definitions
 Job

Analysis: the process of collecting & analyzing information about jobs to write:
 Job

Description: Description: a document that identifies the tasks & duties performed by a job  Job Specification: a document that identifies Specification: the qualifications required by a job
 Most

organizations combine the Job Description & the Job Specification into a single document for each job
 Usually

simply called a Job Description

Definitions (more)
a unit of work activity performed by a worker within a limited time period  Duty: several related tasks that are Duty: performed by a worker  Position: the set of all tasks & duties Position: performed by a worker  Job: a group of identical positions Job:
 Task: Task:

Format of a Job Description

Restaurant Manager

 Example:
[Link] humann/www/teach/sample _job_descrip.pdf

Job Summary:

Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages.
Tasks and Duties:

1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent c hecks to ensure consistent high quality of preparation and service. 2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations. 3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions. 4. Direct hiring, training, and scheduling of food service personnel. 5. Investigate and resolve complaints concerning food quality and service. 6. Enforce sanitary practices for food handling, general cleanliness, andmaintenance of kitchen and dining areas. 7. Comply with all health and safety regulations. 8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance. 9. Perform other duties as assigned by management.
Qualifications:

 Common
 Job

Elements

Title  Job Summary  Tasks & Duties



1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate. 2. Good organizational skills for dealing with diverse duties and staff. 3. Pleasant, polite manner for dealing with public as well as staff. Reports to: Supervises: Date: Department: Division: Approved:

Task Statements

 Qualifications  Other

Source (revised from): [Link]

information

Format of a Task Statement

 First

word or phrase (required): Performs what action? (Present-tense verb) (Present Example:

Supervise

 Next

word or phrase (required): To whom or what is the action performed? (Object of the verb)
 Example:

operation of bar

 Next

word or phrase (optional): Additional information

 Example:

to maximize profitability,

Format of a Task Statement

 Example:
[Link] ann/www/teach/sample_job_des [Link]
Restaurant Manager
Job Summary:

Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages.
Tasks and Duties:

1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent c hecks to ensure consistent high quality of preparation and service. 2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations. 3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions. 4. Direct hiring, training, and scheduling of food service personnel. 5. Investigate and resolve complaints concerning food quality and service. 6. Enforce sanitary practices for food handling, general cleanliness, andmaintenance of kitchen and dining areas. 7. Comply with all health and safety regulations. 8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance. 9. Perform other duties as assigned by management.
Qualifications:

 Each

Task Statement is in the proper format

 Optional:

Put the Task Statements in order of:

 Task

1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate. 2. Good organizational skills for dealing with diverse duties and staff. 3. Pleasant, polite manner for dealing with public as well as staff.

performance  Task importance  Amount of time spent

Reports to: Supervises: Date:

Department: Division: Approved:

Source (revised from): [Link]

Job Analysis Process

Source: Fisher, Schoenfeldt, & Shaw (2006), Figure 4.1, p. 141

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Phase 1: Scope of the Project

 Decide
 How


purposes of the job analysis project

do you want to use the Job Descriptions?

Job design  Recruiting  Selection  Performance appraisal  Training  Compensation

 Decide

which jobs to include in the job analysis project

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Phase 2: Methods of Job Analysis

 Decide
 At


what data (information) is needed

a minimum, for each job being analyzed, we need data on:

Tasks & duties performed on the job  Qualifications required by the job

 Identify
 Job

sources of job data

incumbents: observation, interview, questionnaire  Supervisor of job: interview, questionnaire  Other sources
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Phase 2: Methods (more)

 Select


specific procedures of job analysis

Job Descriptions

 Narrative

Simplest method of job analysis  Collect qualitative data (no numbers)

 Engineering


approaches: micro-motion studies micro(time & motion studies)

Measure body motions involved in performing the job

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Phase 2: Methods (more)



Select specific procedures of job analysis (more)



Structured Job Analysis Procedures

 Functional


Job Analysis (FJA): adds to the Job Description 7 scales (numbers) that measure:
3 worker-function scales: % of time spent with: worker Data  People  Things 1 worker-instruction scale worker3 scales that measure the general educational requirements: reasoning, mathematics, & language
13

 

Phase 2: Methods (more)

 Structured



Job Analysis Procedures (more)

Position Analysis Questionnaire (PAQ)

Standardized questionnaire  Questions focus on worker activities on the job  For non-managerial & non-professional jobs nonnon [Link]

Professional and Managerial Position Questionnaire (PMPQ)

Standardized questionnaire  For professional & managerial jobs  [Link]


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Phase 2: Methods (more)

 Structured



Job Analysis Procedures (more)

Task Inventory Procedure

Questionnaire with a master list of possible tasks  Check-mark the tasks done by the job Check-

Other structured Job Analysis procedures:

Critical Incidents Technique  Ability Requirements Scales  Personality-Related Job Analysis Procedures Personality Cognitive Task Analysis


List of Job Analysis questionnaires with brief [Link] [Link]

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Phase 3: Data Collection & Analysis

 Collect
 Get

job data

the organization ready  Reduce sources of bias  Conduct effective interviews

 Analyze
 Write

the job data  Report results to organization

the job descriptions
 Periodically
 Update

recheck the job data

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& revise the job descriptions as

needed

Phase 4: Assessment
 Evaluate

the Job Analysis project

 Continuous

improvement: learn from both successes & mistakes to continuously get better


Did the project finish on-time and under-budget? onunder

If not, what went wrong? What would you do differently?

Did you collect the correct information?

What additional information would you collect if you did the project over?  What information would you not collect?


Are the Job Descriptions being used as intended?



If not, whats missing to make them useful?

17

Job Analysis Process

Source: Fisher, Schoenfeldt, & Shaw (2006), Figure 4.1, p. 141

18

New Views of Job Analysis

 Future-Oriented Future Identify

Strategic Job Analysis

the tasks, knowledge, skills, & abilities that will be needed to perform a job in the future
Instead of describing how a job is today, describe how it will be in the future  Typically uses experts to help make predictions of the future


 Competency
 Identify

Modeling
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the observable performance dimensions that differentiate effective from ineffective employees

Example of a Job Description

 Example

of a Narrative Job Description:

[Link] humann/www/teach/sample _job_descrip.pdf

Restaurant Manager
Job Summary:

Plan, organize, direct, and coordinate the workers and resources of the restaurant for the efficient, well-prepared, and profitable service of food and beverages.
Tasks and Duties:

1. Work with chefs and other personnel to plan menus that are flavorful and popular with customers. Work with chefs for efficient provisioning and purchasing of supplies. Estimate food and beverage costs. Supervise portion control and quantities of preparation to minimize waste. Perform frequent c hecks to ensure consistent high quality of preparation and service. 2. Supervise operation of bar to maximize profitability, minimize legal liability, and conform to alcoholic beverage regulations. 3. Work with other management personnel to plan marketing, advertising, and any special restaurant functions. 4. Direct hiring, training, and scheduling of food service personnel. 5. Investigate and resolve complaints concerning food quality and service. 6. Enforce sanitary practices for food handling, general cleanliness, andmaintenance of kitchen and dining areas. 7. Comply with all health and safety regulations. 8. Review and monitor, with bookkeeper or other financial personnel, expenditures to ensure that they conform to budget limitations. Work to improve performance. 9. Perform other duties as assigned by management.
Qualifications:

 How

could it be used for:

 Job

design?  Recruiting?  Selection?  Performance

1. Bachelor of Science degree in hotel/restaurant management is desirable. A combination of practical experience and education will be considered as an alternate. 2. Good organizational skills for dealing with diverse duties and staff. 3. Pleasant, polite manner for dealing with public as well as staff. Reports to: Supervises: Date: Department: Division: Approved:

Source (revised from): [Link]

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Outline
 Goal:

Match Person & Job  Definitions  Format of a Job Description  Format of a Task Statement  Job Analysis Process  New Views of Job Analysis

21

Performing Job Analysis

     

Select jobs to study Determine information to collect: tasks, responsibilities, and skill requirements Identify sources of data: Employees, supervisors/managers Methods of data collection: Interviews, questionnaires, observation, diaries, and records Evaluate and verify data collection: Other employees, supervisors/managers Write job analysis report

JOB DESIGN


What employees actually do on the job, the design of their work, has great influence on their productivity and level of satisfaction. Def: Job Design is the process of deciding on the content of a job in terms of its duties and responsibilities; on the methods to be used in carrying out the job, in terms of techniques, systems and procedures and on the relationships that should exist between the job holder and the superiors, subordinates and colleagues.

JOB DESIGN
 

 

Major Concern: Employee Productivity & Satisfaction Purpose of Job Design: how the job is to be performed, who is to perform it, and where it is to be performed. Affect on Employee: How he feels about a Job. Impact : Level of Authority- How much decisionAuthoritydecisionmaking the employee has and how make tasks he/she has to complete and interpersonal relationships

GOALS OF JOB DESIGN;

To Meet the organizational requirements such as higher productivity, operational efficiency, quality of product/service etc and  To satisfy the needs of the individual employees like interests, challenges, achievement or accomplishment, etc.  Integrate the needs of the individual with the organizational requirements.


Approaches to Job Design

Engineering Approach:  Human Approach:  Job Characteristics Approach:


Engineering Approach:


The work of every workman is fully planned out by the management in advance and each man receives in most cases complete written instructions, describing in detail the task which he/she has to accomplish-FW TAYLOR. accomplishProblem with this approach: RepetitionRepetitionMechanical pacing-no end product-little socal pacingproductinteractioninteraction-no input

Human Approach:
 

 

The Human relations approach recognized the need to design jobs which are interesting and rewarding. Herzbergs research popularized the notion of enhancing need satisfaction through what is called job enrichment. enrichment. Factors involved: Motivators like achievement, recognition, work itself, responsibility, advancement and growth and Hygienic factors. According to Herzberg. The Employee is dissatisfied with Herzberg. the job if required maintenance factors to the required degree are not introduced into the job.

Job Characteristics Approach



  1. 2. 3. 4. 5.

Theory by Hackman and Oldham states that employees will work hard when they are rewarded for the work they do and when the work gives them satisfaction. Hence integration of motivation, satisfaction and performance with job design. design. According to this approach Job can be described in terms of five core job dimensions: Skill Variety Task Identity Task significance Autonomy Feedback

Job Design Process:

Job Design Process has to start from what activity needs to be done in order to achieve organizational goals.  It requires use of techniques like workworkstudy, process planning, organizational methods and organizational analysis and also technical aspects


Job Design Methods:

Job Rotation: Job Enlargement :Job Enrichment:



Job Rotation: Refers to the movement of an employee from one Job to another. Please note: Jobs themselves are not actually Changed, only employees are Rotated among various jobs. Job Enlargement When a job is enlarged the tasks being performed are either enlarged or several short tasks are given to on worker, thus the scope of the Job is increased because there are many tasks to be performed by the same worker. Job Enrichment: Job enrichment as is currently practiced all over the work is a direct outgrowth of Herzbergs Two factor theory of motivation.

 

 

JOB ANALYSIS
Need: procurement is the first operative function of personnel management which can be sub divided into various sub functions like HRP, Recruitments and Selection.  Right PERSON for the RIGHT JOB at the Right Time and In a RIGHT PLACE. PLACE.


Small things to KNOW!!

 

Job Terminology: Before discussing job analysis in more detail, many related terms used in personnel should be carefully defined:

TASK: A DISTINCT WORK ACTIVITY WHICH HAS AN IDENTIFIABLE BEGINNING AND END. Ex: Post Man Sorting Bag Full of mails in appropriate boxes  DUTY; SEVERAL TASKS WHICH ARE RELATED BY SOME SEQUENCE OF EVENTS.


Position-JOBPosition-JOB-Job Family
POSITION: A COLLECTION OF TASKS AND DUTIES WHICH ARE PERFORMED BY ONE PERSON .EX: Mail Room Clerk  JOB : ONE OR MORE POSITIONS WITHIN AN ORGANIZATION  JOB FAMILY: SEVERAL JOBS OF A SIMILAR NATURE WHICH MAY COME INTO DIRECT CONTACT WITH EACH OTHER OR MAY BE SPREAD OUT THROUGHOUT THE ORGANIZATION PERFORMING SIMILAR FUNCTIONS: Ex: Jobs Located in different departments


Job Analysis-job Description N Job AnalysisSpecification

JOB ANALYSIS: SYSTEMATIC INVESTIGATION INTO THE TASKS,DUTIES AND RESPONSIBILITIES OF JOB.  JOB DESCRIPTION: A WRITTEN SUMMARY OF TASKS, DUTIES AND RESPONSIBILITES OF A JOB  JOB SPEFICIFATION: THE MINIMUM SKILLS, EDUCATION, AND EXPERIENCE NECESSARY FOR AN INDIVIDUAL TO PERFORM A JOB


JOB EVALUATION JOB CLASSIFICATION:

THEIR DETERMINATION OF THE WORTH OF A JOB TO AN ORGANIZATION. Job evaluation is usually a combination of internal equity comparison of jobs and an external job market comparison JOB CLASSIFICATION: THE GROUPING OR CATEGORISING OF JOBS ON SOME SPECIFIED BASIS SUCH AS THE NATURE OF THE WORK PERFORMED OR THE LEVEL OF PAY.


Classification is often utilized as a simplified method of Job Analysis

PROCESS OF JOB ANALYSIS



1. 2. 3. 4. 5. 6.

Jobs can be analyzed through a process, which consists of Six basic steps, these steps consist of : Collection of background information Selection of representative positions to be analyzed Collection of job analysis data Developing a job description Developing of a job Specification Developing Employee Specification

PROCESS OF JOB ANALYSIS

The Concepts: Types of Work

Whether designing a new job or restructuring an existing one, the critical activities that the job holder will have to perform must be identified. This concept of criticality is fundamental to the Team Management Systems approach to job analysis. analysis.

JOB ANALYSIS INFORMATION

        

The Job Analysis provides the following information Job identification Significant characteristics of a job What the typical worker does? Job duties What materials and equipments the worker uses How a job is performed Required personal attributes Job relationships