HRM

JOB ANALYSIS AND

DESIGN
WORD
 Tenacity

 The quality of being persistent, determined

 The tenacity of purpose of the blind student

was evident when he scored the highest in
the exam.
 He is tenacious; do not think he will succumb
to the negative reports about him in the
press.
TODAY WE WILL COVER :
 Job analysis and design
 Concept of Job Analysis and Design
 Role analysis –Methods of Job analysis - Job
Description - Job Specification
 Modern Management Techniques: Job
rotation – job enlargement – Job enrichment.
 Managing the dejobbed world
 Competency mapping.
 What is a job?
DIVIDING WORK INTO JOBS
 Workflow Analysis:
 A study of how work ( inputs, activities, and
output move through an organisation)
ELECTRICITY PROVIDER
 Receipt of Complaint by customer service
department >
 data entry into database >
 access by operations department >
 schedule drawn up for line technicians >
 call to customer about time of repair >
 repair >
 daily report by technician >
 collation of data by operations >
 analysis of work done
SITUATIONS:
 Customer service agent : new on the job
 Does not know what he is supposed to do

 Line Technician
 Very good at electrical work but poor at
reporting daily work
JOB ANALYSIS
 A systematic exploration of the activities
within a job
 A technical procedure
 Defines the duties, responsibilities and
accountabilities of a job
 Defines characteristics of people required to
do the job
JOB ANALYSIS
 Work activities
 Human Behaviours
 Machines, materials, work tools, services
 Performance standards
 Job Context
 Human Requirement
IMPORTANT TERMINOLOGY
 Task: Unloading a truck
 Duty: a number of tasks; ensuring that 6
trucks are unloaded in a shift
 Position: Place occupied by a person with
defined tasks; e.g. Supervisor, Grade 2;
 Job: Position within the organisation
e.g. 30 Financial Analyst positions in the
company but one Financial Analyst job
 Job family: A group of two or more jobs that
are similar
 Occupation: group of jobs found across the
organisation e.g. accountant, electrician
 Career: Sequence of positions, jobs, titles in
a person’s working life
 What are the uses of Job Analysis?
USE OF JOB ANALYSIS
 Recruitment and Selection
 Compensation
 Training
 Performance Appraisal
 Discovering Unassigned duties
 Legal Compliance
JOB DESCRIPTION
 Job’s duties
 Responsibilities
 Reporting Relationship
 Working conditions
 Supervisory responsibilities
JOB SPECIFICATION
 Minimum acceptable qualifications that one
must possess to perform the job properly
 Knowledge
 Skills e.g. X Ray technician, MRI technician
 Personal Characteristics e.g. thoroughness,
flexibility, honesty, industriousness,
attention to detail, personal hygiene
GROUP ACTIVITY
Write down the Job Specification for :
Policeman, Detective, Teacher, Counsellor,
Road repair worker
STEPS IN JOB ANALYSIS
 Define purpose of analysis, method of data
collection
 Review background information: organisation
charts, process charts ( workflows), job
descriptions
 Choose sample of jobs
JOB ANALYSIS
 Collect data on job activities:
observation/job logs
 Interviews
 Required employee behaviours
 Working conditions
 Human traits and abilities required for the
job
 Verify the information with the worker
performing the job and immediate supervisor
SOME DO S FOR JOB ANALYSIS
 Should be done co-operatively between HR,
worker and supervisor
 Allow for variations from department to
department
 Questions should be very clear to workers
 Use different tools: questionnaire, interview,
group interview
 Choose skilled interviewers
QUANTITATIVE JOB ANALYSIS
TECHNIQUES
 Position Analysis Questionnaire
 5 basic activities:
 Having decision making /
communication/social responsibilities
 Performing skilled activities ( mechanical
tools)
 Being physically active (nurse)
 Operating vehicles/equipment ( crane
operator)
 Processing information ( e.g. inspection of a
dam)
CONTD. POSITION ANALYSIS
QUESTIONNAIRE
 194 items
 The PAQ score shows the job’s rating on each
of the five areas and to what extent

Additional Ref: www.paq.com

JOB DESCRIPTION
 Develop a job description :

 Details of Job Title, Grade level, Job No. , Date

 Reports to: Supervises:
 Functions:
 Scope and Impact of Job:
 Duties and Responsibilities
 Job Characteristics e.g. qualifications, abilities,
reasoning skills, physical and mental
requirements, language and computer skills
 Requirements of law: certifications, licences
JOB ROTATION
 Systematic movement of workers from one
job to another

What are the benefits?

What are the negative aspects of job rotation?
JOB ENLARGEMENT
 Assigning workers additional work of the
same level

 Why do you think this is done?

JOB ENRICHMENT
 Redesigning a job so that it results in the
worker feeling:
 More responsible
 Driven to achieve
 His work life is growing
 Recognised
JOB ENRICHMENT
 Increases depth of the job by adding
responsibility for planning organising,
controlling or evaluating the job.
 Gives more freedom and authority
 Expands assignments to give learning
opportunities for new tasks, develop new
areas of expertise
MANAGING THE DEJOBBED
WORLD
 Employees of companies like Google change
their jobs almost everyday.
 Just in Time systems depend less on job
analysis; entails easier movement from job
to job
 Flat organisations result in closer interaction
with the senior managers, jobs may become
more flexible
ADDITIONAL READING
 http://www.yourarticlelibrary.com/hrm/dej
obbing-meaning-techniques-and-examples-hr
m/75367/

 http://hrmba.blogspot.in/2009/11/dejobbin
g-project-report.html
CASE STUDY NEXT WEEK

 VOLVO’S HR PRACTICES: FOCUS ON JOB

ENRICHMENT
COMPETENCY MAPPING
 What is a competency?
COMPETENCY
 Observable, measureable behavior
 To do the job well
COMPETENCY CLUSTERS
 General: reading, writing, mathematical
reasoning
 Leadership: Strategic thinking, teaching
others
 Technical: Coding in IT, creative writing in
advertising
DISCUSS IN GROUPS OF 3:
 Technical competencies for:

 School Teacher
 Hospital Lab Technician
 Ground engineer at the airport
COMPETENCY BASED JOB
DESCRIPTIONS
 Identify critical incidents on the job to
pinpoint specific competencies

 Hospital: Patient begins to gasp for air

SOME COMPETENCIES
 Business awareness
 Communication and Interpersonal skills
 Initiative
 Problem solving
 Organisational ability
 Leadership and guidance
HAY METHOD OF JOB
EVALUATION
 Input (Know how)

 Processing (Problem Solving)

 Output ( Accountability)
ADDITIONAL READING ON THE
HAY METHOD
 http://www.psc.gov.yk.ca/pdf/hay_summar
y.pdf