Presented By: Sujaya Thapa Kantipur Valley College BBA V Sem

The process of defining in terms of tasks or behaviors and specifying the education, training, and responsibilities needed to perform the job successfully. It is a systematic process of discovery of nature of job by dividing into smaller units. Job Analysis information can be collected through;
Observation method, Questionnaire method, Interview method, Conference with job experts

1. Understanding the purpose of job analysis

A job analyst should know the nature & purpose of such analysis. Job analysis is mostly used to make manpower planning, recruitment & selection decision, determine training & development requirement & most importantly to make compensation policies.

2. Understanding the strategic meaning of the jobs in an organization

Each job has its strategic importance in achieving organizational goals so, if job analyst fails to establish relations of individual job & organizational objective, analyzing jobs will be meaningless.

3. Position benchmarking
Its difficult to analyze every single jobs so, analyst select some representative jobs & categorize. Representative jobs used as benchmarks to analyse other positions in the organization.

4. Selecting the methods of job analysis

Observation method Individual interview method Group interview method Structured questionnaire method

5. Prepare job description & specification

Job Focused Technique

1. Functional Job Analysis (FJA)
Describes nature of job in terms of people, data, thing People monitoring, instructing, supervising Data comparing, analyzing, computing, compiling Thing handling, operating-controlling, manipulating

2. Management Position Description Questionnaire

Designed to analyze managerial positions where analyst use checklist containing 197 job factors Product & market planning, internal business control, Supervision, complexity & issues, public relations

3. The Hay Plan

Used to analyze managerial & executive level jobs. Its an interview between analyst & person in job.

Person Focused or Behavior-Focused Technique

Position Analysis Questionnaire (PAQ)
Studies dimensions related to decision making/communication, performing skilled activities, relating to physical activities, operating vehicles etc

Physical Abilities Analysis (PAA)

Strength needed to lift, press & pull Ability to maintain balance in unstable positions

Critical Incident Technique (CIT)

It represents effective & ineffective performance & desirable or undesirable incidents of a worker.

Interviews

Direct Observation

Individual (with groups of employees who do same job) Supervisory (with one or more supervisors who are thoroughly knowledgeable about the job) Where the work of the employee, his/her physical activity is closely studied Workers are asked to maintain & keep daily records or list of activities they are ding. Various questions prepared to get accurate information's Specific characteristics of job are obtained from experts. Interaction leads to Insight & detailed information might be available which might not be possible from individual job holder.

Maintenance of Long Records

Questionnaire method

Technical conference method

Its an end product of job analysis in the form of written records of the job & its requirements. It is a statement of the duties and responsibilities of a specific job. Information found in Job Description;
Title of the job, level of the job, location of the job Duties & responsibilities, authorities, working conditions, use of machines & materials

Uses of Job Description;

Guides newly hired employees towards basic responsibilities Describes jobs to the recruiters Aids in development of job specification Used for developing performance standards Used for job evaluations

It is a statement of personal traits, education or qualifications needed to perform the job. It contains minimum requirements of the job holder in relating to performing the job. Information included in Job Specification are;

Attainments: Education, Qualification & Experience General Intelligence: Intellectual capability Special Aptitude: Computer, Communication skills Interest: Culture, Sport Special Circumstances: Work in shifts, excessive travel Physique: Health, appearance

According to Mathis and Jackson, Job Design refers to organizing tasks into a productive unit of work. It is the process of determining specific tasks to be included in a job and the methods of performing that tasks. Its benefits are:
Performance Job Satisfaction Motivation Quality of work life

Organizational Factors
Work Nature Ergonomics Workflow Culture

Environmental Factors
Employee availability and abilities Socio economic and cultural expectations

Behavioural Factors
Autonomy Feedback Diversity

Work simplification
Breakdown of job into smaller subparts; either jobs are specified or specialized

Job Rotation
It is a shifting of people from one job to another within a working group. Allow employee to work in various departments

Job enlargement
It refers to broadening the scope of a job by expanding the number of different tasks to be performed. There is only horizontal expansion of job in it.

Job enrichment

Job characteristics

It increases the contents of a job or upgrading of responsibility, scope & challenge in work. It leads to vertically enhanced job by adding functions.
Skill variety Task identity Task significance amount of impact of the job to others Autonomy individual freedom & direction to work Feedback information receives on how well the work is been performed

Teams in jobs

Flexible work schedules

Self directed work teams group of employees who are accountable for a whole work process Quality circle small group of employees who monitor productivity & quality and suggest solution Virtual team uses computer & technology to link team members who are geographically dispersed Compressed workweek no. of workweek compressed by increasing working hours Flextime employee contract to work specific number of hours a week but free to choose time for his convenience Job sharing where two-part time employees perform a job that otherwise would be held by one employee

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