PREPARED BY: NORSHAHIRAH BINTI MOHD NOOR

2013286948BM 700 1DF

PREPARED FOR:ASSOC.PROF.DR.ROSHIDI HASSAN

JOB ANALYSIS &

JOB DESIGN

• JOBGroup of position that

are similar in their duties.

• JOB FAMILYGroup of two or more

jobs that have similar duties.

• POSITIONResponsibilities & duties

performed by an individual.

• JOB ANALYSISProcess of

gathering, documenting & analyzing about the job requirement.

• JOB DESCRIPTIONWritten summary of

the job as an identifiable organizational unit.

• JOB SPECIFICATIONWritten explanation

of the knowledge, skills, abilities & other characteristics (KSAOs). (Ivancevich & Konopaske,

2013)

JOB ANALYSIS

The process of obtaining information about jobs by

determining what the duties, tasks, or activities

of jobs are.HR managers use the data to develop job descriptions and job specifications that are the basis for employee performance appraisal and development.

The ultimate purpose of job analysis is to improve organizational performance and productivity.

(Snell & Bohlander, 2010)

JOB ANALYSIS

(Gatewood, Field & Barrick, 2008)

A purposeful, systematic process for collecting

information on the important work-related aspects of job

(Bernadin, 2003)

A systematic process of gathering

information about works jobs & the

relationship between jobs.

(Noe, Hollenbeck, Wright & Gerhart, 2003)

The process of getting detailed

information about jobs.

PURPOSE OF JOB ANALYSIS (Noe et al., 2003)

• Prepare the outcomes:• Job description• Job specification• Job design

• To documents the requirements of a job and the work performed.

USES OF JOB ANALYSIS(Ivancevich & Konopaske, 2013)

RECRUITMENT & SELECTION

TRAINING & CAREER

DEVELOPMENT

COMPENSATION

STRATEGICPLANNING

Helps recruiters seek , find & hire right person. Selection testing is assess the critical skills and abilities to perform the job & this information come from job analysis.

Knowing necessary skills is essential to build effective training programs. Furthermore, to assist employee for career stage only can be accomplished with information from job analysis.

Tied to duties and responsibilities of a job, Proper compensation demands accurate assessments of what various jobs needed.

Job analysis is important tools in organization’s overall strategic planning efforts. Effective job analysis help organization change, eliminate, or restructure work flow process to meet changing demand of uncertain environment.

USES OF JOB ANALYSIS(Noe et al., 2003)

WORK REDESIGN

HR PLANNING

PERFORMANCE APPRAISAL

To redesign the work, detailed information about the existing job must be available. Furthermore, redesign the job is similar as analyzing a job that is not yet exist.

To analyze organization’s HR planning, it needs a dynamic environment & develop activities that enable a firm to adapt to change. The planning process require accurate information such as level of skill required in various jobs to ensure enough individual are available to execute the plan.

Through job analysis, HR can have information to reward who are effective, improve who are ineffective , or provide written justification for why poor performance should be disciplined.

STEPS OF JOB ANALYSIS

STEP 1Examine the total organization & the fit of each

jobSTEP 2

Determine how job analysis information will be used

STEP 3Select jobs to be analyzed

STEP 4Collect data by using acceptable job analysis

techniqueSTEP 5

Prepare job description

STEP 6Prepare job specification

(Ivancevich & Konopaske, 2013)

METHODS OF DATA COLLECTION IN JOB ANALYSIS

(Ivancevich & Konopaske, 2013)

OBSERVATION

INTERVIEWS

QUESTIONNAIRES

DIARY /LOG

COLLECTION METHOD

ADVANTAGES DISADVANTAGES

QUESTIONNAIRE

Less expensive, quicker to use than other methods. Can reach large sample of incumbents or source.

Questions may be interpreted incorrectly, response rate may be low, results less generalizable.

INTERVIEW Use of multiple source instead of one source can provide more comprehensive & unbiased vie of the job.

Value of the data is dependent on the interviewers’ skills & may be faulty if they ask unclear questions.

OBSERVATION Allow for a deeper understanding of job duties than relying on incumbents’ descriptions.

Unable to observe mental aspect of jobs (e.g.: decision making of managers, creativity of scientist).

DIARY Provide insight into the reasons for job activities.

Time consuming to document, may not include mental activities (e.g. : innovativeness) or representatives of all activities.

ADVANTAGE & DISADVANTAGE OF COLLECTION METHOD

(Bernadin, 2003)

Example of Job Analysis Questionnaire(http://www.explorehr.org/articles/HR_Planning/Job_Analysis_Questionnaire_Guide.html)

Example of Job Analysis Interview Questions

1. What is the job's overall purpose?

2. JOB DUTIES: Describe briefly WHAT the incumbent does and, if possible, HOW he/she does it. Include duties in the following categories:

a. daily duties b. periodic duties c. duties performed at irregular intervals

3. Is the incumbent performing duties he/she considers unnecessary?

4. Is the incumbent performing duties not presently included in the job description?

5. EDUCATION: Indicates the educational requirements for the job (not the educational background of the incumbent).

(http://www.explorehr.org/articles/HR_Planning/Job_Analysis_Interview_Guide.html)

6. EXPERIENCE: Indicates the amount of experience needed to perform the job.

7. LOCATION: Check location of job.

8. ENVIRONMENTAL CONDITIONS: Check any offensive conditions found on the job and note afterward how frequently each is encountered (rarely, occasionally, constantly, etc.)

9. HEALTH AND SAFETY: Check any undesirable health and safety conditions under which the incumbent must perform and note how often they are encountered.

Example of Job Analysis Interview Questions(continue)

How Job Analysis Observation is done?

Direct Observation : To see how incumbents performing their jobs. Enables the trained job analyst to obtain first-hand

knowledge and information about the job being analyzed.

Example of jobs in which the Observation method is successful include: Machine Operator Construction Worker Police Officer Flight Attendant Bus Driver Skilled Crafts Worker

(Bernadin, 2003)

SPECIFIC QUANTITATIVE TECHNIQUES(Ivancevich & Konopaske, 2013)

FUNCTIONAL JOB ANALYSIS (FJA)

POSITION ANALYSIS

QUESTIONNAIRE

MANAGEMENT POSITION

DESCRIPTION QUESTIONNAIR

E

The cumulative result of approximately 60 years of research on analyzing and describing jobs.

• A structured questionnaire for quantitatively assessing jobs.

• Often filled out by a trained job analyst due to its considerable experience & a high level of reading comprehension.

• A checklist of 208 items related to concerns & responsibilities of managers.

• Design to be a comprehensive description of managerial work, & intended for use across most industrial settings.

SPECIFIC QUANTITATIVE TECHNIQUES(Snell & Bohlander, 2010)

CRITICAL INCIDENT METHODS

TASK INVERNTORY

ANALYSIS

COMPETENTCY BASED

ANALYSIS

• A job analysis method by which important job tasks are identified for job success.

• Information about the critical job task collected through interview or self-report statements.

• An organization specific list of tasks and their description used as a basis to identify components of jobs.

• Task inventory questionnaire can be tailor-made to a specific organization.

• The goal is to produce a comprehensive list of task statements hat are applicable to all jobs.

• CBA can be use when organization operate in a fast moving environment.

• This method relies on building job profiles that look at the responsibilities & activities of jobs $ the worker competencies necessary to accomplish them.

SOURCES OF JOB ANALYSIS(Noe et al., 2003)

SUBJECT-MATTER EXPERT

JOB INCUMBENT

SUPERVISOR

Obtaining information from people familiar with the job

To get most accurate information about what is done on the job

• Suitable to use for compensation purpose.

• To avoid incumbent exaggerate on their duties.

• To determine whether what is being doing is congruent with what supposed to be done.

OUTCOME OF JOB ANALYSIS(Ivancevich & Konopaske, 2013)

JOB DESCRIPTION

JOB DESIGN

JOB SPECIFICATI

ON

JOB DESCRIPTIONS & SPECIFICATIONS

JOB DESCRIPTIONS• There is no standard format for a job description• Example of almost all well-written & useful

description include:

Job Title : Title of the job to identify information. E.g: wage, benefits classification.

Summary : Brief of statement describing the purpose of the job and output expected from the job.

Equipment : Clear statement of tools, equipment & information for effectively performing the job.

Environment : Description of working condition, location & other relevant characteristics of the job such as hazards and noise levels

Activities : Description of job duties, responsibilities & behaviors performed on the job.

(Ivancevich & Konopaske, 2013)

JOB TITLE: Employment AssistantDivision: Southern AreaDepartment: Human Resource ManagementJob Analyst: Virginia SasakiDate Analyzed: 12/3/08Wage Category: ExemptReport to: HR ManagerJob Code: 11-17Date Verified: 12/17/08

ESSENTIAL FUNCTIONS1. Prepares recruitment literature and job

advertisements for applicant placement.2. Schedules and conduct personal interviews to

determine applicant suitability for employment.3. Supervises administration of testing program.

Responsible for developing or improving testing instruments and procedures.

4. Presents orientation program to all new employees, Reviews and develops all materials and procedures for orientation program.

JOB STATEMENTPerforms professional human resources work in the areas of employees recruitment and selection, testing, orientation, transfer, and maintenance of employee human resource files. May handle special assignments and projects in EEO/Affirmative Action, employee grievances, training, or classification and compensation. Works under general supervision. Incumbent exercises initiatives and independent judgment in the performance of assigned tasks.

Job Description for an Employment Assistant

Job Identification

Brief

Listin

g of

Major

Job

Duties

Essentials Functions &

Responsibilities

JOB SPECIFICATIONS• Evolves from job description• Offering guidance for recruitment &

selections

Characteristics of Job Specification:

1.All job tasks must be identified & rated in terms of importance.

2.Experts or supervisors should specify the necessary skills for performing each of the job tasks identified

3.The importance of each skill must be rated

4.Other characteristics necessary for performing the job should be identified

5.Each skills that has been identified needs to be specifically linked to each job task.

Job Description for an Employment Assistant (continued)

JOB SPECIFICATIONS

1. Four-year college or university degree with major course work in human resource management, business administration, or industrial psychology; OR a combination of experience, education, and training equivalent to a four-year college degree in human resources management.

2. Considerable knowledge of principles of employees selection and assignments of personnel.

3. Ability to express ideas clearly in both written and oral communications.

4. Ability to express ideas clearly in both written and oral communications.

5. Knowledge of human resources computer application desirable.

Job Specifications & Requirements

JOB DESIGN

(Ivancevich & Konopaske, 2013)

(Bernadin, 2003)

Allocation & arrangement of organizational

work activities & tasks into sets

where activities is performed by job incumbent.

(Noe et. al, 2003)

The process of defining the

way work will be performed and the task

will be required in a given job.

The process of structuring job elements, duties & tasks in a manner that will help achieve

optimal performance & satisfaction.

JOB ENRICHMENT JOB CHARACTERISTICS

(Snell & Bohlander, 2010)

An outcome of job analysis, is concerned with structuring

jobs to improve organization efficiency & employee job

satisfaction.

Basis for Job Design(Snell & Bohlander, 2010)

THE JOB

Organizational objectives for the job,

including tasks, duties, and responsibilities to be

performed

Behavioral concerns reflected in the different

talents, abilities, and skills of employees

Ergonomic considerations

involving human capabilities and

limitations

Industrial engineering concerns centering on efficient production processes

and work-method improvements

Job Design Yes NoTask variety Repetitive tasks - are the

same muscle groups or mental tasks done over and over?

         

Static positions - are there few or no opportunities to change position?

         

Fast work pace - is there muscle tension and stress?

   

Work/Rest Schedules Long work period(s)-- is there potential for fatigue?

   

Adjustment Period Are there allowances for adjustment periods or varying pace ofwork for new/returning employees?

   

Training Have employees had adequate training?

   

Mental variety Is there some variety or ability to choose what to do next?

   

Example of Job Design Checklist

(Adapted from: Workplace Health and Wellness guide. CCOHS)http://www.ccohs.ca/oshanswers/hsprograms/job_design.html

JOB ENRICHMENT• Enhancing a job by adding more meaningful tasks &

duties to make work more rewarding or satisfying.

(Snell & Bohlander, 2010)

Herzberg 5 Jobs Enrichment Factors:

1. Achievement : Increasing the level of difficulty & responsibility of the job

2. Recognition : Allowing employees to retain more authority & control over work outcomes

3. Responsibility : Providing unit or individual job performance reports directly to employees

4. Growth : Adding new tasks to the job that require training and growth

5. Performance of the whole job ‘vs’ only parts of the job : Assign individual for specific tasks, enable them to use the particular competencies & skills.

JOB ENRICHMENT & JOB CHARACTERISTICS

JOB CHARACTERISTICS.

o Skill varietyo Task

identityo Task

significance

o Autonomy

o Feedback

Core job dimension

Experience meaningfulnessof work

Experienced responsibility for outcomes of work

Knowledge of actual results of work activities

o High internal work motivation

o High quality work performance

o High satisfaction with work

o Low absenteeism and turnover

Strength of employees’

need for growth

Critical psychological states

Personal & work outcomes

Source:Reprinted from Organizational Behavior & Human Performance, vol. 16 issue 2, Hackman & Oldham, “Motivation through the Design of Work : Test of Theory, p.256, 1976, with permission from Elsevier.

WORK-FAMILY BALANCE & JOB DESIGN

(Ivancevich & Konopaske, 2013)

Organization offer flexible working arrangement include:

Job Sharing : work arrangement in which two or more employees divide a job’s responsibilities, hours, and benefits among themselves.

Flextime : flexible work arrangement in which employees can choose when to be at the office within certain limits

Telecommuting : work arrangement that allows employees to work in their homes part or full time, maintaining their connection with office using phone, fax & computer.

JOB DESIGN IN TEAMS(Ivancevich & Konopaske, 2013)

How to design jobs for employees who work in one or more teams?

Work Team: has two or more employees who work together toward a common organizational goal or objective.

Type of Work Team: Self-managed team : have considerable freedom

in how they decide to accomplish their objectives or goals.

Virtual team : members are geographically dispersed & collaborate on projects through use of communication technology

Two major component to be considered when analyzed work team:

1.Recruitment & selection of team members need to emphasize job specific knowledge, skills, abilities and other characteristics.

2.Select members who have strong interpersonal skills such as communication, collaboration & conflict resolution skills.