Job Analysis and Job Design

Session 5 and 6
• What do you understand by the word JOB
 Job
• a paid position of regular employment.

• a task or piece of work, especially one that is

paid.
• What is Job Analysis then ?
• Job Analysis – is the procedure through which we
determine the duties and skill requirements of a job
and the kind of person who should be hired for it.
• Why should we do Job analysis ? How and
where does it help ?
 Job Analysis-Definition
• Job Analysis is the process of determining and
recording all the pertinent information about a specific
job including

➢ The tasks involved

➢ The knowledge and skills required to perform the job

successfully

➢ The abilities required to perform the job successfully

➢ The responsibilities attached to the job

• Why should we do Job Analysis ?
 Why should we Job Analysis ?

It helps in
• Recruitment &
selection
• Compensation
• Training
• Performance
appraisal
• Legal
compliance
 Job Analysis Involves

• Information gathering about the Job

• Determining Job specific competency

• Developing a job description

• Developing a job specification

 Processes involved in Job Analysis

Workflow Analysis
• A detailed study of the flow of work from job to job in a
work process. Usually, the analyst focuses on one
identifiable work process, rather than on how the
company gets all its work done.

• Workflow Analysis is the process of breaking down the

performance of a workflow and examines trends for
improvement. By looking at a workflow at a granular task
level, business users can tweak processes for optimal
efficiency and workplace productivity.
 Business Process Reengineering

• Business process reengineering means

redesigning business processes, usually by
combining steps
 Business Process Reengineering
involves
– Job Redesign
– Job Enlargement
– Job Rotation
– Job Enrichment
Business Process Reengineering involves

1. Identify a business process to be redesigned (such as

processing an insurance claim).
2. Measure the performance of the existing processes.
3. Identify opportunities to improve these processes.
4. Redesign and implement a new way of doing the
work.
Business Process Reengineering involves

1. Identify a business process to be redesigned (such as

processing an insurance claim).
2. Measure the performance of the existing processes.
3. Identify opportunities to improve these processes.
4. Redesign and implement a new way of doing the
work.
 Job Redesign

Redesigning jobs involves

• job enlargement,
• job rotation, and
• job enrichment.
 Job Redesign Methods

Redesigning jobs uses methods such as

• job enlargement : assigning workers additional
same-level activities.
• job rotation : systematically moving workers from
one job to another.
• job enrichment : redesigning jobs in a way that
increases the opportunities for the worker to
experience feelings of responsibility, achievement,
growth, and recognition—and therefore more
motivation
 Job Analysis Methods
• Observation method
• Individual Interview method
• Group Interview method
• Questionnaire method
• Technical Conference method
• Diary method
• Functional job analysis
• Position Analysis Questionnaire(PAQ)
• Critical Incident Technique(CIT)
 Observations

useful when jobs consist mainly of observable physical

activities—assembly-line worker and accounting clerk
are examples
 The Interview
1. Job analysis interviews range from unstructured (“Tell me about your
job”) to highly structured ones containing hundreds of specific items
(Questions)

2. Typical Questions asked are

• What is the job being performed?
• What exactly are the major duties of your position?
• What physical locations do you work in?
• What are the education, experience, skill, and [where
applicable] certification and licensing requirements?
• In what activities do you participate?
• What are the job’s responsibilities and duties?

2.
 Questionnaires

employees fill out questionnaires to describe

their job duties and responsibilities
 Participant Diary /Logs

Another method is to ask workers to keep a diary/log; here for

every activity engaged in, the employee records the activity
(along with the time) in a log.

Some firms give employees pocket dictating machines and

pagers. Then at random times during the day, they page the
workers, who dictate what they are doing at that time.
 Quantitative Job Analysis Techniques

1. Position Analysis Questionnaire

2. Department of Labor (DOL) Procedure
 POQ and DOL

2. Position Analysis Questionnaire : Its a very popular

quantitative job analysis tool, consisting of a
questionnaire containing 194 items.
3. It is a Quantitative Job Analysis Technique to collect
the data about the duties and responsibilities of
various jobs.

Department of Labor (DOL) Procedure : Experts

at the U.S. Department of Labor did much of the
early work developing job analysis
 Job Analysis – Information captured
• Job identification

• Significant characteristics of a job

• What the typical worker does

• What materials and equipment the worker uses

• How a job is performed

• Required personal attributes

• Job relationship
 Job Description

• Job Description is a written statement that

explains the duties, working conditions and
other aspects of a specified job.

• What all JD should contain ?

 Job Description
It describes:

➢ The tasks involved

➢ The responsibilities of the job
➢ The duties of the job
➢ The functions of the job
➢ The deliverables
➢ The setting of the job
➢ The work environment of the job
Guidelines for writing a good Job Description

• Scope and nature of the work should be indicated

• Work and duties of the position should be clearly laid out

• To show the kind of work, responsibility, accountability, skills,

complexity, etc specific words should be used

• Supervisory responsibility should be explained to the job

incumbents
 Writing Job Descriptions

• Job identification
• Job summary
• Responsibilities and duties
• Authority of incumbent
• Standards of performance
• Working conditions
• Job specifications
Job Identification
 Job Summary

SUMMARY (Write a brief summary of job.)

The person in this position is responsible for selling college
textbooks, software, and multimedia products to
professors, via incoming and outgoing telephone calls, and
to carry out selling strategies to meet sales goals in
assigned territories of smaller colleges and universities. In
addition, the individual in this position will be responsible
for generating a designated amount of editorial leads and
communicating to the publishing groups product feedback
and market trends observed in the assigned territory.
Relationships
 Responsibilities and Duties

PRIMARY RESPONSIBILITIES (List in order of importance

and list amount of time spent on task.)
Driving Sales (60%)
• Achieve quantitative sales goal for assigned territory of
smaller colleges and universities.
• Determine sales priorities and strategies for territory and
develop a plan for implementing those strategies.
• Conduct 15–20 professor interviews per day during the
academic sales year that accomplishes those priorities.
 Responsibilities and Duties

• Conduct product presentations (including texts, software, and

Web site); effectively articulate author’s central vision of key
titles; conduct sales interviews using the PSS model; conduct
walk-through of books and technology.
• Employ telephone selling techniques and strategies.
• Sample products to appropriate faculty, making strategic use
of assigned sampling budgets.
• Close class test adoptions for first edition products.
• Negotiate custom publishing and special packaging
agreements within company guidelines.
 Responsibilities and Duties

• Initiate and conduct in-person faculty presentations and

selling trips as appropriate to maximize sales with the
strategic use of travel budget. Also use internal resources to
support the territory sales goals.
• Plan and execute in-territory special selling events and book-
fairs.
• Develop and implement in-territory promotional campaigns
and targeted email campaigns.
 Responsibilities and Duties

Publishing (editorial/marketing) 25%

• Report, track, and sign editorial projects.
• Gather and communicate significant market feedback and
information to publishing groups.
 Responsibilities and Duties (5 of 6)

Territory Management 15%

• Track and report all pending and closed business in assigned
database.
• Maintain records of customer sales interviews and adoption
situations in assigned database.
• Manage operating budget strategically.
• Submit territory itineraries, sales plans, and sales forecasts as
assigned.
• Provide superior customer service and maintain professional
bookstore relations in assigned territory.
 Responsibilities and Duties (6 of 6)

Decision-Making Responsibilities for This Position:

Determine the strategic use of assigned sampling budget to most
effectively generate sales revenue to exceed sales goals.
Determine the priority of customer and account contacts to
achieve maximum sales potential.
Determine where in-person presentations and special selling
events would be most effective to generate the most sales.
 Job Specification
• A job specification is a written statement of the
minimum acceptable qualifications, knowledge, skills,
traits and physical and mental characteristics that an
incumbent must possess to perform the job
successfully. The specifications are:
➢ Physical specifications

➢ Mental specifications

➢ Emotional and social specifications

➢ Behavioral specifications
Job Analysis Information and Facts
Job Description and Job Specification
 Issues in Job Analysis
• Job analysis exercises are often viewed with suspicion by employees
(Fear of downsizing or re-evaluating jobs)

• Job analysis cannot be done by job analysts alone without the

support of top and supervisory management, employees, unions and
consultant

• There is a need to continuously update the information gathered

• Job descriptions and Job specifications might change frequently

• For a job shared by two employees, job analysis may tend to become
subjective and biased

• In case there is some extra work or responsibility to be done or

handled, employees may try to evade it by quoting their narrow an
inflexible job description
 Job Design
• Job design is the process of structuring work and
designating the specific activities at individual or group
levels.

• It determines:

➢ The responsibility of an employee

➢ The authority he enjoys over the work

➢ His/ Her scope of decision-making

➢ His/ Her level of satisfaction

➢ His/ Her productivity

 A Good Job Design
• Allows employee inputs

• Gives employee a sense of pride and satisfaction

• Trains and equips the employees

• Provides good work/rest schedules

• Allows for and adjustment period

• Provides timely feedback to the employees

• Minimizes the effort and expenditure

• Provides a balances between static and dynamic work

 Job Design Approaches
• Engineering approach

• Human Relations approach

• Job Characteristics approach

• Socio-technical approach
 Engineering Approach

• It is based on scientific management

• The key element is task idea that leads to job

specialization

• Task idea is the work of every workman that is fully

planned and laid out by the management
 Human Relations Approach

• It introduces a human touch to deal with the

problem of over-specialized jobs

• Over-specialized jobs are needed to be redesigned to

become more satisfying and rewarding to the
employees

• It is based on Herzberg’s two factor theory of

motivation: Motivators and Hygiene factors
Herzberg’s Theory: Factors affecting Job
Satisfaction
 Job Characteristics approach
• Employees work hard when they are rewarded for the
work they do and when the work gives them
satisfaction
• It identifies the specific job characteristics that
affect productivity, motivation and satisfaction and
their interrelationships
• The core dimensions are:
➢ Skill Variety
➢ Task Identity
➢ Task Significance
➢ Autonomy
➢ Feedback
Job Characteristics Model
 Socio-technical Approach
• Jobs should be designed taking a holistic view of both
physical and social environment which merges the
technical needs of the organization with social needs
of the employees.

• Its characteristics are:

➢ A little challenging and demanding
➢ Variety and novelty
➢ Social support and recognition
➢ Desirable future
➢ Decision-making authority is left to the employees
➢ Correlation with social lives
 Some Modern Management Techniques
• Job Rotation: It is placing an employee on different
jobs for different periods of time, where he gains job
knowledge and experience in each of the different job
assignments

• Job enlargement: It is the process of increasing the

length and hence the operating time of each cycle of
work for the job holder

• Job enrichment: It is the process of redesigning the

jobs so as to increase both their scope and depth
 Job Enrichment techniques
• Incorporate more responsibility
• Provide increased pace of work
• Assigning a natural unit of work
• Minimizing controls and providing freedom
• Allowing employees to set their own goals
• Allowing employees to monitor performance
• Encouraging employees to participate in planning
• Introducing new and creative tasks
• Assigning specific projects
 Job Enrichment steps

• Select motivating jobs

• Provide scope for change
• List the changes by brainstorming
• Concentrate on achievement motive
• Changing the job content
• Providing adequate training
• Remove the implementation resistance
• Ensure information access
Modern Management Techniques(Continued)
• Flexi-time: It allows employees to choose working
hours
• Telecommuting: It is practice of working at home or
while travelling keeping in contact with office
• Job Sharing: It takes place when two or more part-
time employees share the work of a full-time
employee
• Condensed work week: It involves compressing the
work week by increasing the number of working
hours per day
• Working from home: Employees work from home
and visit office only once or twice a week
 Quality of Work-Life(QWL)

• It is a worker oriented approach

• It is defined as an extent to which environment at the

work-place stimulates or hinders the productivity of
employees

• It is the quality of relationship between employees

and total working environment
 QWL Activities
• Provision for Safe and healthy environment

• Establishment of effective supervision

• Adequate and fair compensation

• Development of Work skills

• Creation of positive attitude

• Effective change management

 QWL strategies
• Effective Career guidance

• Reward Systems

• Effective Supervision

• Job Design

• Designing Group and Inter-group relationships

• Self managed Teams