Group B

After the presentation YOU

Group Members :
1. Mr. Sukumar Sarkar (Roll : 16)
2. Md. Shofiqul Islam Chowdhury
(Roll : 49)
3. Md Alamin ( Roll: 04 )
4. Shofiqul Islam (Roll :02)
5. Anup Kumar Paul (Roll :38 )
6. Sonia Akter ( Roll: 43 )
7. Mr. Nazmul Hasan ( Roll : 06 )
will be able to understand-
1. Job Analysis
2. Job Description and Job
Specification
3. Job Analysis Process
4. Job Analysis Method
5. Merits of Job Analysis
 Gist of Job Analysis
Job Analysis : It is the process of in-depth understanding the nature of job and the competency required for a job
particular job.

2 components

Merits of Job
Analysis
 Job Analysis
Process of determining and reporting pertinent information relating
to the nature of specific job and identifying the kind of person who
should be hired according to the nature of job. It includes Job
Requirements (what is done in the positions) and Employee
requirements (what skills are needed by the person who holds the
position).
Duties:
One or more task performed in carrying out a job responsibilities.

Micromotion

Elements

Tasks

Duties Responsibilities

Position

Jobs

Occupation
 Basic Terminology
Micromotion
It involves a very elementary movement, such as reaching, grasping,
positioning or realizing an object.
Element
An aggregation of two or more micromotion s forms an element. An
element is complete entity, such as picking up, transporting and
positioning an item.
Task:
Consists of one or more elements ,one of the distinct activities that
constitute logical an necessary steps in the performance by an
employee. A task is performed whenever human effort ,physical or
mental is exerted for a specific purpose. It is sometimes helpful to
view task as subset of duties. For example, suppose one duty of a
receptionist is to handle all incoming correspondence. One task, as a
part of this study, would be to respond to all routine inquiries.
Responsibilities:
Obligation to perform certain task and assume certain duties.
Position
Duties when combined responsibilities (obligation to be performed)
define a position. Collection of tasks and responsibilities constituting
the total work assignment of a single employee.
Job
A group of position that are identical with respect to their major or
significant tasks and responsibilities and sufficiently alike to justify
their being covered by a single analysis. One or many person may be
employed in the same job.

For example, an organization may have two receptionist performing

the same job, however, they occupy two separate position.
Profession:
A group of similar job s forms an occupation. Because the job of
receptionist require similar skill, effort and responsibility in different
organization. being a receptionist may be viewed as an occupation.
The process of Job Analysis
(1) Strategic choice

(a) Employee involvement

(b) The level of details
(c)Past oriented vs future orientated
Sources of job data

Human Resource
Non-human resource
1.observe the job 1. Job analyst
2.Interview both male and female
3.Information from both high and 2. Supervisors
low performer
3. Job experts
2.Types of job Information Gathering

• Work activities: when/how/why is a task performed?

• Machine, tool, equipment and Work aids used: How are they using machines,
equipment's and servicing?

Job context Personal requirement

1.Physical working conditions

2.Work schedule 1.Specific skill, training
3.Expose to heat, Dust. 2. Specific education a
3. Work experience
(3) Information processing
Job Requirements/Job Description
Job status: Full time or part-time, salary or wage
Position title: which position ?
Details: List of duties and responsibilities.
 (3) Information processing
(4) Job Requirements/Job Description
It is a description of the activities and duties to be performed in
a job, the relationship of the job with other job, the equipment
and tools involved, nature of supervision, working condition.
--Date written,
--Job status ( full time or part-time, salary or wage),
--Position title,
--Job summary (a synopsis of job responsibilities),
--Detailed list of duties and responsibilities
 (2) Employee Requirements/Job specification
The job Specification statement contains the following contents:
--Required Education and experience
--Health And Physical Fitness
--Appearance
--Mental And Other Abilities
--Training
--Judgment
--Initiative
--Communication skill
--Emotional characteristics
--Unusual sensory demands such as sight smell, hearing
Example Overview
The example below is for a sales person who is selling financial
service products. About 75% of his/her time is spent in the
office and the other 25% is out on the road making
presentations to customers. The job requires a Certified
Financial Planners designation and requires heavy duty lead
generation.

Job Title: Financial Planning Sales

Classification: Full Time Employee
Department/Division: Financial Product Department
Location: Orange County California
Pay Grade: Level IV (Base + Commission)
 Job Requirements
A. Job Duties
1) Create targeted new client lists within Orange County California
territory
2) Makes initial contact with potential clients
3) Performs routine and regular follow up with potential clients
4) Performs routine and regular follow up with former clients
5) Visits potential clients and makes sales presentations
6) Closes sales
7) Maintains regular record reporting sales activity
B. Computer Skills and Software Used
1) Windows operating system
2) MS Office including Word, Excel and PowerPoint
3) Constant Contact or other Customer Relations Management
Software
C. Reporting Structure
1) Reports to regional sales manager
2) Has nobody directly reporting to this position
3) Required to participate in Annual Sales Meeting
 Employee Requirements
A. Education and Training
1) Bachelor Degree in business, finance or accounting or 5 Years
experience and High School Diploma. Bachelors Degree
Preferred
2) ABC Financial Planning - Level 3 or higher (Fictional)
B. Skills and Aptitudes
1) Fearless cold caller, 250+ Outbound calls per week
2) Ability to close a sale
3. Adapt to changing financial conditions and meet customer
expectations
C. Environment and Physical
1) Work in high volume sales office
2) Be able to sit for prolonged periods of time
3) Be able to travel to client locations 25% of time
D. Licenses/Certifications
1) CFP - Certified Financial Planner
2) California Drivers License
Working condition
Travel to hospital clients in country from one to another days per month. Travel around
each work site collecting job information .Works mostly in an office settings

Translating of Working Condition from Job Description to Job Specification

Job description statement Job specification interpretation

On working condition
1.Work in psychically
comfortable surrounding
2.Deals with physically ill
and diseased patients.
3.Deals with mentally ill
On working condition
1.Must be willing to work inside.
2.Exposed to unpleasant situation
and communicable diseases.
3.Exposed to verbal
patients and physical abuse
 Job Analysis Method
(1) Observation:
Under this method, data is collected through observing an employee while at work. The job
analyst on the basis of observation carefully records what the worker does, how he/she
does, and how much time is needed for completion of a given task.
--Motion Study
--Time study
--Work sampling
(2) Interview:
In this method, the job analyst directly interviews the job holder through a structured
interview form to elicit information about the job. This method is found suitable particularly
for jobs wherein direct observation is not feasible. By way of directly talking to the job
holder, the interviewer job analyst may extract meaningful information from the job holder
about his/her job.
 Job Analysis Method
(3) Checklists:
The checklist method of job data collection differs from the questionnaire method in the
sense that it contains a few subjective questions in the form of yes or no. The job holder is
asked to tick the questions that are related to his/her job. Checklist can be prepared on the
basis of job information obtained from various sources such as supervisors, industrial
engineers, and other people who are familiar with the particular job.
(4) Critical Incidents:
This method is based on the job holder’s past experiences on the job. They are asked to
recapitulate and describe the past incidents related to their jobs. The incidents so reported
by the job holders are, then, classified into various categories and analyzed in detail.
 Job Analysis Method
(5) Diaries or Log Records:
In this method, the job holder is asked to maintain a diary recording in detail the job-related
activities each day. If done judiciously, this method provides accurate and comprehensive
information about the job. This overcomes memory lapses on the part of the job holder.

6) Technical Conference Method:

In this method, a conference is organized for the supervisors who possess extensive
knowledge about job. They deliberate on various aspects of the job. The job analyst obtains
job information from the discussion held among these experts/supervisors. The method
consumes less amount of time.
JOB DESIGN
Job design
• Job design involves systematic and
conscious attempt to organize tasks,
duties and responsibilities into a unit of
work to achieve certain objectives

• It can now be described as a deliberate

attempt made to structure both technical
and social aspect of the job to attain a fit
between the individual (job holder ) and
the job.
Factors Affecting Job Design

ORGANIZATIONAL
FACTORS

ENVIRONMENTAL
FACTORS

BEHAVIORAL
FACTORS
Factors Affecting Job Design
Environmental Behavioral element
Organizational factors
factors

Characteristics Feedback
of task Social and
cultural
expectation
Work flow Autonomy

Employee
abilities and Use of
Ergonomics availability abilities

Work practices Variety

 Organizational Factors
Organizational factors refer to factors inside the organization which affect job
design they are:

a) Task characteristics:-
Task characteristics refer to features of the job that is depending on the type of job and the
duties involved in it the organization will decide, how the job design must be done. Incase the
company is not in a position to appoint many people; a single job may have many duties and vice
versa.

b) The process or flow of work in the organization :-

There is a certain order in which jobs are performed in the company. Incase the company wishes
it could combine similar job and give it to one person this can be done if all the jobs come one after
the other in a sequence.

c) Ergonomics :-
Ergonomics refers to matching the job with physical ability and characteristics of the individual
and in providing an office environment which will help the person to complete the jobs faster and
in a comfortable manner.

d) Work practices :-
Every organization has different work practices. Although the job may be the same the method of
doing the job differs from company to company. This is called work practice and it affects job
design.
Environmental factors

Environmental factors which affect job design are as follows:

a) Employee availability and ability :-

Certain countries face the problem of lack of skilled labour. They are not able to get employees with specific
education levels for jobs and have to depend on other countries due to this job design gets affected.

b) Social and cultural expectations :-

The social and cultural conditions of every country is different so when an MNC appoints an Indian it has to
take into account like festivals, auspicious time, inauspicious time, etc. to suit the Indian conditions. This
applies to every country and therefore job design will change accordingly.
Behavioral factors
Job design is affected by behavioral factors also. These factors are:

a) Feedback :-
Job design is normally prepared on the basis of job analysis and job analysis requires employee
feedback based on this employee feedback all other activities take place. Many employees are
however not interested in providing a true feedback because of fear and insecurity. This in turn
affects job deign.

b) Autonomy :-
Every worker desires a certain level of freedom to his job effectively. This is called autonomy.
Thus when we prepare a job design we must see to it that certain amount of autonomy is
provided to the worker so that he carries his job effectively.

(c) Use of abilities:-

Workers perform jobs effectively that offer them opportunity to make use of their abilities.
Workers find such jobs as interesting and challenging.

d) Variety :-
When the same job is repeated again and again it leads to burden and monotony. This leads to
lack of interest and carelessness on the job. Therefore, while preparing job design certain
amount of variety must be provided to keep the person interested in the job.
Benefits of Job Design
Benefits of Job Design

Employee Training

Adjustments

Work / Rest Schedules

job design
• The process of defining how work will be performed and what tasks
will be required in a given job.
• It can reduce stress
• It can enhance motivation of employee
• Can improve job satisfaction and commitment
• Can improve employee performance allowing organizations to
effectively compete in the global market
 job design methods
• Work Simplification
• Job Rotation
• Job Enlargement
• Job Enrichment
Job Simplification:
• Here the jobs are simplified or specialized. A given job is broken down
into small sub-parts and each part is assigned to one individual.
• Job simplification involves (i) Mechanical processing of work; (ii)
Repetitive work process (assembly lines); (iii) Working on only one
part of a product; (iv) Predetermining tools and techniques; (v) Few
skill requirements.
• Work simplification is done so that less-trained and the less paid
employees can do these jobs.
• This method has limitations. Over simplification results in boredom
which lead in turn to errors.
Job rotation
• Job rotation was said to:
• Reduce accidents
• Reduce incidents of repetitive strains injury
• Enable employees to be more flexible and cover for someone who is absent
• For supervisors who are promoted from below the ranks, they would know
more about the entire job operation
Job enlargement
• Increasing the number of task each employee performs
• Job enlargement adds a more variety of tasks and duties to the job so
that it is not as monotonous.
• This takes in the breadth of the job.
• That is, the number of different tasks that an employee performs.
This can also be accomplished by job rotation.
Job enlargement
• It enables workers use more skills in performing their tasks
• May reduce efficiency and slow down work
• But generally it is said to increase employee satisfaction and
commitment
• Enlargement horizontally loads the job
Job enrichment
• It adds depth to the job - more control, responsibility, and discretion
to how the job is performed.
• Gives higher order needs to the employee, as opposed to job
enlargement which simply gives more variety.
Job enrichment
• Represents an extension of job rotation and job enlargement
• The assumptions that in order to motivate person, the job must be
designed to provide opportunities for achievement, recognition,
responsibility, advancement and growth
• This would require to ‘enrich the job” so that all these factors are
presents