MANAGING Session 02-

Job Design
PEOPLE &
Job Analysis
 CONTENTS

• Defining Job Design

• Importance of Job Design
• Techniques of Job Design
• Elements of Job Design
• Job Analysis
• Job Description
• Job Specification
JOB DESIGN
Simply job design is creation of jobs which individuals in the organization
have to perform

Job is composed of three main components- tasks, duties, responsibilities

Job Tasks Duty Responsibilities (requirement)

Lecturer Talking Delivering lecture planning, preparation ,teaching time with

Writing Lectures students, checking and assessing students' work,
Observation encouraging personal development
Asking Questions
Giving Answers
HR Manager Checking Certificates Interviewing job Monitor productivity, Grievance Handling, Smooth
Observation applicants functioning of HR activities
Evaluating
IMPORTANCE OF JOB DESIGN

Employee Efficiency

Job Design Employee Effectiveness

Content, tools and techniques, Employee Productivity

relationship of the job on other jobs,
surroundings of work Employee Satisfaction

Employee Training and Development

 TECHNIQUES OF JOB DESIGN
Designing and redesigning jobs
1. Scientific technique – focus on specialization

Job Duties Time Required Job Cycle

Headlight installer in an Pick up the bulb Plug the 30 seconds 02 minutes

automobile company bulb into the holder 30 seconds

Fix it 60 seconds
TECHNIQUES OF JOB DESIGN CONT….

2. Job Enlargement (Horizontal loading) Increasing the number of duties

3. Job enrichment (Vertical loading)

• Increasing the authority for planning and controlling the job
• Certain jobs cannot have this function(e.g.sales person)
• Highly enriched jobs – Professor in a university, CEO in a company, Principal
in a school
 TECHNIQUES OF JOB DESIGN CONT….
4. Job rotation
Shifting an employee from one job to another job. this is also a training
method

Clerk

Computer Store
Assistant keeper
TECHNIQUES OF JOB DESIGN CONT….

5.ProfessionalTechnique
It is an occupation based upon specialized intellectual study and
training it requires special competencies which should be
acquired through a long term systematic learning.

6.GroupTechniques
Designing jobs to be performed by groups
 ELEMENTS OF JOB DESIGN

Efficiency element
 Division of Labor -breaking work into smaller parts and each part one by separate people and behavioral
 Standardization – best way to do the job more simply and low cost (mass production)
 Specialization – concentrating on one particular role (differentiation)

Behavioral Elements
 Skill variety – which the job requires use of different skills(less skills-create boredom)
 Task identity – doing some complete piece of work (finishing the pair of shoes completely-high
degree of task identity)
 Task significance – which the job has impact on other employee’s work  Autonomy - freedom
 Feedback-clear information of results is provided
JOB ANALYSIS

Job Analysis is the

process of getting
detailed information
about jobs
It is a systematic investigation of jobs and
job holder characteristics in order to
create a collection of information to
perform the HRM functions
JOB ANALYSIS

“the process of collecting, analyzing and setting out

information about the content of jobs in order to provide the
basis for a job description and data for recruitment, training,
job evaluation and performance management. Job analysis
concentrates on what job holders are expected to do”
Armstrong
PROCESS OF JOB ANALYSIS
 JOB DESCRIPTION

• The main purpose of job description is to collect job related data in order
to advertise for a particular job.

• It is done to determine what needs to be delivered in a particular job. It

clarifies what employees are supposed to do if selected for that
particular job opening.

• It gives recruiting staff a clear view what kind of candidate is required by

a particular department or division to perform a specific task or job.

• It also clarifies who will report to whom.

CONTENT OF THE JOB DESCRIPTION

• Job title - Department, job code, immediate supervisor, Grading of

the job.
• Job Summery – Major functions, tools, machinery & special
equipment used
• Job content – Operations & duties of the job, Nature of the
responsibility
• Limits –Authority, rights & responsibility
• Other – Working hours, salary, benefits, location, physical
condition, work pressure, training, transfer, promotion objectives
or expecting results.
 LIMITATIONS OF JOB DESCRIPTIONS

• Suitable for largely repetitive jobs – functional jobs

• Always out dated – Business environment changes constantly

(dynamic)

• People adhere strictly to the content

PERSON SPECIFICATION

“ A person specification profiles the type of person the

organization should be trying to recruit for a position, that is
the ideal candidate”
 PERSON SPECIFICATION

• Also known as employee specifications, a job specification

• A written statement of educational qualifications, specific qualities, level of

experience, physical, emotional, technical and communication skills required
to perform a job, responsibilities involved in a job and other unusual sensory
demands.

• It also includes general health, mental health, intelligence, aptitude,

memory, judgment, leadership skills, emotional ability, adaptability,
flexibility, values and ethics, manners and creativity, etc.
 PERSON SPECIFICATION

• Described on the basis of job description, job specification helps

candidates analyze whether are eligible to apply for a particular job
vacancy or not.

• It helps recruiting team of an organization understand what level of

qualifications, qualities and set of characteristics should be present in a
candidate to make him or her eligible for the job opening.

• It helps in selecting the most appropriate candidate for a particular job.

MODELS FOR PERSON SPECIFICATIONS – 7 POINT PLAN
 CLASSIFICATIONS OF PERSON SPECIFICATIONS

• Essentials

E.g. Driving license is essential for a driver but not for a computer
operator

• Desirables

E.g. Maths & English qualifications are desirable for a driver

• Contra Indicated :Making Disadvantages

E.g. Age under 21 ,is illegal for driving heavy vehicles

ACTIVITY

• Prepare a Job Description & Job Specification for a selected

job role.

• Using the prepared documents prepare a job advertisement.