4 job analysis2
TRANSCRIPT
JOB ANALYSIS
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ANNOTATED OUTLINE4-2
INTRODUCTIONJob analysis is the process of gathering information about a job. It is, to be more specific, a systematic investigation of the tasks, duties and responsibilities necessary to do a job.
Job Analysis
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Nature of job analysis
Job Analysis
Job Analysis
Job Tasks
Job Duties
Job Responsibilities
Partial job analysis questionnaire 4-4
The information about a job is usually collected through a structured questionnaire:
Job Analysis
JOB ANALYSIS INFORMATION FORMATYour Job Title_______________ Code__________Date_____________
Class Title_______________ Department_____________________
Your Name_________________Facility___________________________
Superior’s Title______________ Prepared by_______________________
Superior’s Name____________ Hours Worked______AM______to AM____
PM PM
1. What is the general purpose of your job?
2. What was your last job? If it was in another organisation, please name it.
3. To what job would you normally expect to be promoted?Cont…
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Job Analysis
4. If you regularly supervise others, list them by name and job title.
5. If you supervise others, please check those activities that are part of your supervisory duties:
Hiring Coaching Promoting
Orienting Counselling Compensating
Training Budgeting Disciplining
Scheduling Directing Terminating
Developing Measuring Performances Other____________
6. How would you describe the successful completion and results of your work?
7. Job Duties – Please briefly describe WHAT you do and, if possible, How you do it. Indicate those duties you consider to be most important and/or most difficult:
Cont…
Partial job analysis questionnaire
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Job Analysis
(a) Daily Duties
(b) Periodic Duties (Please indicate whether weekly, monthly, quarterly, etc.)
(c) Duties Performed at Irregular Intervals
8. Education – Please check the blank that indicates the educational requirements for the job, not your own educational background.
No formal education required College degree
Less than high school diploma Education beyond graduate High school diploma or equivalent degree and/or professional license.
College certificate or equivalent
List advanced degrees or specified professional license or certificate required.
Please indicate the education you had when you were placed on this job.
Partial job analysis questionnaire
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Job Analysis
Benefits of Job analysis
Job analysis information is useful for a variety of organisation purposes ranging from human resource planning to career counselling
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Job Analysis
Important benefits of Job Analysis
Multifaceted Nature of Job Analysis
Recruitment
Selection
Placement
Training
Counselling
Human ResourcePlanning
Job Evaluation
Job Design andRedesign
PerformanceAppraisal
Employee Safety
Who should conduct job analysis?4-9
Job Analysis
Job incumbents themselves
Supervisors
External analysts
The process of Job analysis 4-10
The major steps involved in job analysis are:
Organisational analysis
Selection of representative positions to be analysed
Collection of job analysis data
Preparation of job description
Preparation of job specification
Job Analysis
The Competency Approach to Job Analysis
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This approach encourages employees to develop role based competencies (knowledge, skills and abilities needed to play diverse roles ) that may be used in diverse work situations, instead of being boxed into a job.
Job Analysis
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Methods Of Collecting Job Analysis Data
Job Analysis
Seven general techniques are generally used to collect job analysis data;
Job performance: the analyst actually performs the job in question and collects the needed information
Personal observation: the analyst observes others doing the job and writes a summary
Critical incidents: job incumbents describe several incidents relating to work, based on past experience; the analyst collects, analyses and classifies data.
Interview: job incumbents and supervisors are interviewed to get the most essential information about a job
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Guidelines for conducting job analysis interviews
Job Analysis
Put the worker at ease; establish rapport. Make the purpose of the interview clear. Encourage the worker to talk by using empathy creativity. Help the worker to think and talk according to the logical sequence of the duties
performed. Ask the worker only one question at a time. Phrase questions carefully so that the answers will be more than just “yes” or “no”. Avoid asking leading questions. Secure specified and complete information pertaining to the work performed and
the worker’s traits. Conduct the interview in plain, easy language. Consider the relationship of the present job to other jobs in the department. Control the time and subject matter of the interview. Be patient and considerate to the worker. Summarise the information obtained before closing the interview. Close the interview promptly.
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Job Analysis
Panel of experts: experienced people such as job incumbents and supervisors with good knowledge of the job asked to provide the information.
Diary method: job incumbents asked to maintain diaries or logs of their daily job activities and record the time spent and
nature of work carried out.
Questionnaire method: job incumbents approached through a properly designed questionnaire and asked to provide
details.
The Position Analysis Questionnaire: it is a standardised form used to collect specific information about job tasks and worker traits.
Methods Of Collecting Job Analysis Data
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Employee activities in PAQ
1. Information Input: Where and how does the employee get the information he/she uses in performing his/her job.
Examples:Use of written materials.Near-visual differentiation.
2. Mental Processes: What reasoning, decision making, planning and information-processing activities are involved in performing the job?Examples:Levels of reasoning in problem solving.Coding/decoding
3. Physical activities: What physical activities does the employee perform and what tools or devices does he/she use?
Examples:Use of Keyboard devices.Assembling/disassembling.
Job Analysis
Cont…
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4. Relationships with other people: What relationships with other people are required in performing the job?Examples:Instructing.Contacts with public, customers.
5. Job context: In what physical and social context is the work performed?Examples:High temperature.Interpersonal conflict situations.
6. Other Job characteristics: What activities, conditions, or characteristics other than those described above are relevant to the job?Examples:Specified work pace.
Employee activities in PAQ
Management Position Description Factors
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1. Product, marketing and financial strategy planning.2. Coordination of other organisational units and personnel.3. Internal business control.4. Products and services responsibility.5. Public and customer relations.6. Advanced consulting.7. Autonomy of actions.8. Approval of financial commitments.9. Staff service.10. Supervision.11. Complexity and stress.12. Advanced financial responsibility.13. Broad personnel responsibility.
Job Analysis
Management Position Description Questionnaire: it is a standardised form designed to analyse managerial jobs
Methods Of Collecting Job Analysis Data
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Behavioural Factors Impacting Job AnalysisThe following behavioural factors must be taken care of while carrying out a job analysis:
Exaggerate the facts
Employee anxieties
Resistance to change
Overemphasis on current efforts
Management straight jacket
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Job Description And Job Specification
The end products of job analysis are:
Job description: this is a written statement of what the job holder does, how it is done, under what conditions it is done and why it is done.
Specimen of Job Description4-21
Job Analysis
Title Compensation manager
Code HR/2310
Department Human Resource Department
Summary Responsible for the design and administration of employee compensation programmes.
Duties Conduct job analysis.
Prepare job descriptions for current and projected positions.
Evaluate job descriptions and act as Chairman of Job Evaluation Committee.
Insure that company’s compensation rates are in tune with the company’s philosophy.
Cont…
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Relate salary to the performance of each employee. Conduct periodic salary surveys.
Develop and administer performance appraisal programme.
Develop and oversee bonus and other employee benefit plans.
Develop an integrated HR information system.
Working conditions Normal. Eight hours per day. Five days a week.
Report to Director, Human Resource Department.
Job specification: it offers a profile of human characteristics (knowledge, skills and abilities) needed by a person doing a job.
Specimen of Job Description
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Specimen of job specification
Education MBA with specialisation in HRM/MA in social work/PG Diploma in HRM/MA in industrial psychology.
A degree or diploma in Labour Laws is desirable.
Experience At least 3 years’ experience in a similar position in a large manufacturing company.
Skill, Knowledge, Abilities Knowledge of compensation practices in competingindustries, of job analysis procedures, of compensation survey techniques, of performance appraisal systems.
Skill in writing job descriptions, in conducting job analysis interviews, in making group presentations, in performing statistical computations
Ability to conduct meetings, to plan and prioritise work.
Work Orientation Factors The position may require upto 15 per cent travel.
Age Preferably below 30 years.
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Job Analysis
Job Analysis In A Jobless World In recent times, the traditional way of jobs having a clearly-delineated set of duties and responsibilities is being increasingly questioned. For example, knowledge workers do not like standardised, routinised operations to be carried out in a fixed, predetermined time schedule. Talented ones, again, may require jobs with stretch pull and challenge. They may want to carry out their duties in a flexible manner.
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Job Analysis
A close look at the jobs inside India’s best work places Sasken Communication Technologies: Employees enjoy considerable freedom
to think and innovate and work in their own style. There is absolutely no monitoring of anybody. There are no attendance registers and there is no limit on
sick leaves. Every employee is trusted and management is transparent. There is no perk that COO Perry Melton enjoys that a junior employee does not.
Hughes Software Systems: HSS makes sure that all its employees get interesting breaks - these may take the shape of personality development programmes, cricket matches, literature clubs, or adventure activities. One of the employees even commented "If I don't like my boss, I can change my section."
Monsanto India: Monsanto India is a flat organisation (three to four levels). Even these levels are often cut short through an open culture. Everyone sits in an open office. The workstations are the some size. The travel allowances are the same so are the refreshments of course it sets stiff targets for employees, but trains them with a rare rigour so that they get a fair shot at those. People identified as future leaders are rolled over challenging positions.
Cont…
Cadbury India: Fun is serious business at Cadbury India. The HR manager's statement sums up the company's philosophy: “We believe that the day you stop enjoying work is the day you stop contributing. We make people stretch: but we make them stretch with a smile." The company firmly believes that a smile a day keeps the market blues away.
Philips Software Centre: The company's office in Bangalore, employees could have all the comforts in the world: a variety of cuisines, a creche, a gymnasium, bunker beds for naps, gym instructor, doctor, psychological counsellor, a dietician. It is a whole new world of work, play, study and rest. Not surprisingly, senior executives remain glued to their seats even after office hours. The company had to come out with an order recently stating that nobody should stay in the office after 9 p.m. without sufficient reason!
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Job Analysis
A close look at the jobs inside India’s best work places
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Job Analysis
Flatter organisations
Work teams
Boundary less organisations
Reengineering exercises
Job Analysis In A Jobless World