Job Analysis: An Overview

Session 2 contents Work Analysis & Design: What is Work Analysis; Methods of Work Analysis; Writing Job Descriptions, Job Specifications etc. Organizational Structures

What is a Job? A job consists of a group of related activities and duties- natural units of work that are similar and related They should be distinct from other jobs to avoid employee conflict and enable employees to understand what is expected of them

What is Job?

A Job consists of a group of related activities and duties and it includes; Responsibility - the social force that binds you to your obligations and the courses of action demanded by that force Authority - the power or right to give orders or make decisions Accountability - responsibility to someone or for some activity

What is Job Analysis?

Job Analysis is Obtaining information about jobs using the following steps Collecting and recording Job information Checking job information for accuracy Writing job descriptions based on the information Using the information for various HR purposes Updating the information from time to time.

What is a Job description and Job Specification?

Job Description is a written narrative describing the activities performed on the job, which includes information about key activities, equipment used and working conditions A Job Specification outlines the specific skills , knowledge, abilities and other physical and personal characteristics that are necessary to perform a job

Uses of job analysis

Selection (job Description) Job Evaluation HR Planning H

Recruitment (job specs)

R
Training and Development

Job Design & Re-design

JOB ANALYSIS

Role Clarification

Compensation management Career Planning

Performance Appraisal

SOURCES OF DATA
Job Analyst Employee Supervisor Expert Non-human sources

Process of Job Analysis

JOB DESCRIPTION Tasks Duties Responsibilities JOB DATA Tasks Performance standards Responsibilities Knowledge required Skills required Experience needed Job context Duties Equipment used

METHODS OF COLLECTING DATA Interviews Questionnaires Observations Records

HUMAN RESOURCES FUNCTIONS Recruitment Selection Training & Development Performance Appraisal Compensation Mgt

JOB SPECIFICATION Skill requirements Physical demands Knowledge requirements Abilities needed

Sources of Job Data Job Analyst Job incumbent/employee Supervisor Job experts Non-human sources Existing job descriptions Equipment maintenance records Training manuals and materials Other literature e.g. magazines, the net etc

Approaches to Job Analysis Narrative Job descriptions Job title, job identification, brief written summary of the job, knowledge and education and abilities needed to perform job, list of machines, tools, equipment used, working conditions. Functional Job analysis Job analysts identify and describe tasks performed, and analyze each task against several scales, write up performance standards

Approaches to Job Analysis

Position Analysis Questionnaire Analysis using a questionnaire that has items on sources of information used to perform a job, mental processes used on job, actual output of job, relationships with others on the job etc. Job-dimension scores are given using scales

Approaches to Job Analysis Critical Incident Method Expert write up critical incidents, which are sorted into job behaviors by experts and rated for importance Engineering approach Involves examining specific procedural steps and body movements, using time and motion studies, flow charts etc.

Job Descriptions
Job Title Job Identification Job Summary or Principal Accountability Essential Functions/Job Duties Supervision given Supervision received Relationship to other jobs Machines, tools and equipment used Working conditions Job Specifications Unusual terms

Writing Clear and Specific Job Descriptions

Direct and simply worded Present tense How often duties are performed should be mentioned (e.g. occasionally) Use action verbs followed by the outcomes (e.g. approaches a customer to establish rapport with customer and forward the process of sale)

Writing Job Specifications Physical requirements Educational requirements (minimum level required, certificates/ licenses required) Special skills required (e.g. artistic skill for musician) Experience required Age (in India only)

Individual Assignment

Pick any one job in (in a any organization) and analyze the job. Write up a job description and job specification.

Job Design Job design is structuring jobs in order to improve organizational efficiency and employee satisfaction

Concerns during Job Designing

Organisational objectives Behavioral concerns Job Characteristics Skill variety Task Identity Task Significance Autonomy Feedback Job Rotation. Job Enlargement. Job Enrichment.

Concerns during Job Designing

Job Evaluation. Job Title Job Hierarchy Employee empowerment Participation Innovation Access to information Accountability Industrial engineering concerns Ergonomic considerations

TYPICAL TASKS IN FMCG SALES

Advertising Indenting merchandise Billing customers Pricing merchandise Handling customer complaints Devising promotions and schemes Visiting retailers Forecasting sales Getting competitor information Preparing merchandise statistics

TYPICAL TASKS IN FMCG SALES

Controlling inventory Hiring & firing employees Training employees Selling Supervising employees Ensuring merchandise displays Customer research Transporting merchandise Collating sales data Storing merchandise

Exercise
Pick any job, eg liftman, salesman, lathe machine operator, etc. Try to re-design the job using the following factors: Skill variety Task Identity Task Significance Autonomy Feedback

Organizational structures An organizational structure or chart displays the organization's hierarchical relationships graphically

The Process of Organizing a Firm

Outlining the specific tasks to be performed

Dividing tasks among channel members and internal people

Grouping internal tasks into jobs

Classifying jobs

Integrating positions thru an Organizational chart

Developing an Org Chart: Principles

Strategy decides structure Line of authority or hierarchy of authority should be traceable Flat or tall or matrix organization Unity of command required Span of control to be limited Responsibility to be accompanied by authority Responsibility to be clear, although delegation may be allowed Limited number of organizational levels Institution type to be taken into account

Generic forms Functional Organisation Chart Product Organisation Chart Geographic Organisation Chart Combination Organisation Chart

Functional Organisation Chart

Vice President

Sales Promotion Mgr

Merchandise Mgr

HR Mgr

Store Finance Operations Controller Mgr

Product Organisation Chart

Operations manager

Mens Outer Wear Mgr

Ladies Outerwear Mgr

Lingerie Manager

Appliance Mgr

Thank you for listening