Mamun Muztaba

AMC, BIM
Job Analysis



Objectives of this
Session
To know Job Analysis Defined
Terminology Regarding Job Analysis
Relationship among Different Job Components
Outcomes of Job Analysis
Elements of JD & JS
Job Evaluation
The Multifaceted Uses of the Job Analysis
Problems associated with Job Analysis
Issues to consider prior to conducting Job Analysis
Techniques Job Analysis
Job Design & Approaches to Job Design
Factors Affecting Job Design
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Job Analysis Defined
Job Analysis: The analysis of subdivided work in the
organization, both at the level of individual job and for the
entire flow of the production process.
"Job Analysis is a procedure, by which pertinent information
is obtained about a job, i.e., it is a detailed and systematic
study of information relating to the operations and
responsibilities of a specific job."
In other words, It is the determination of the tasks which
comprise the job and of the skills, knowledge, abilities,
and responsibilities required of the employee for a
successful performance and which differentiate one job
from another.
Terminology Regarding
Job Analysis

Job group of positions that have similar duties, tasks,
& responsibilities
Position set of duties & responsibilities performed by
one person
A job is a general term, a position is more specific.
Eg. as my job, I am a teacher. But to be specific, my
position is Elementary Gifted Specialist.
Eg. someone might work at the grocery store as their
job, but specifically, their position is produce
assistant.


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Terminology Regarding
Job Analysis (cont.)
Job Family group of 2 / more jobs that have similar
duties / characteristics
Task separate, distinct & identifiable work activity
Duty several tasks that are performed by an individual
Responsibilities obligations to perform certain tasks
& duties
Job Design process to ensure that individuals have
meaningful work & one that fits in effectively with other
jobs


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Relationship among
Different Job Components
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Outcomes of Job
Analysis
Two written outcomes (documents) of job analysis are:-
Job Description
Job Specification

Job Description: Job description is a written record of the
duties, responsibilities and requirement of a particular job.
It is a statement describing the job in such terms as its title,
location, duties, working conditions and hazards. In other
words, it tells us what is to be done, how it is to be done and
why.
It is a standard of function, in that it defines the appropriate
and authorized contents of a job.


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Outcomes of Job
Analysis (cont.)
Job Specification:
Job specification is a written record of the requirements
sought in an individual worker for a given job.
It is a statement of minimum acceptable human qualities
necessary for the proper performance of a job. In other
words, it refers to a summary of the personal
characteristics required for a job
It is a standard of personnel and designates the qualities
required for an acceptable performance.
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Elements of JD & JS
Elements of JD:
Job title &identification
Job summary
Job duties
Responsibilities
Authority
Supervision given/taken
Working condition
Machines, tools, equipment
to be used in the job
Relation to other jobs
Elements of JS:
Physical make - up or
characteristics
Education & Training
Job Experience
Special Aptitudes
Disposition
Motivation (self-motivated
or not)
Circumstance(ability to
work under pressure) 9
JOB EVALUATION
MEANING OF JOB EVALUATION
Job evaluation is the process of analyzing and assessing the
various jobs systematically to ascertain their relative worth in
an organization.
Jobs are evaluated on the basis of their content and are
placed in order of their importance. In this way, a job
hierarchy is established in the organization, the purpose
being fixation of satisfactory wage differentials among
various jobs.
It should be noted that in a job evaluation program, the jobs
are ranked and not the jobholders. Jobholders are rated
through performance appraisal.


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Objectives of Job
Evaluation
To gather data and information relating to job description, job
specification
Employee specifications for various jobs in an organization.
To compare the duties, responsibilities and demands of a job with
that of other jobs.
To determine the hierarchy and place of various jobs in an
organization.
To determine the ranks or grades of various jobs.
To ensure fair and equitable wages on the basis of relative worth
or value of jobs. In other words equal wages are fixed to the jobs
of equal worth or value.
To minimize wage discrimination based on sex, age, caste, region,
religion etc.

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JOB EVALUATION PROCESS
IN RELATION WITH PAY
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Objectives of Job Evaluation
Job Analysis
Job Description Job Specification
Job Evaluation Program

Wage Survey
Employee Classification
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The Multifaceted Uses of
the Job Analysis
Job Analysis
Job Description
Job Specifications
Recruiting
Selection
Strategic
HR
Planning
Employee
Training
Employee
Development
Career
Development
Performance
Appraisal
Compensate
Safety and
Health
Labor Relations
Problems associated with
Job Analysis
Neither updated nor reviewed
Vague Job Description &
Specification
Contamination & Deficiency
Time & Cost

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Problems associated with
Job Analysis (Cont.)
1. Lack of top management support
Role of top management is to communicate to
incumbents that purpose of job analysis is to
enhance performance in organization.

2. Lack of training of the analyst and incumbent
Incumbent should be trained about job analysis as
purpose of job analysis, if not, incumbents distort
data of job analysis because employee think that
process seen as a threat to employee

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Problems associated with
Job Analysis (Cont.)
3. Use of only one method
Each method also has advantage and disadvantage so
you should use at least 2 methods for job analysis.
Note that job analysis includes both collecting of data and
review data so that you should not use only one method.

4. Use of single source of data only
Information source of job analysis include many one from
internal one to external one One can not reflect all data
about position so that you should use at least 2 ones of
job analysis information.

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Problems associated with
Job Analysis (Cont.)
5. Other problems are:
Intentional or unintentional distortion from
incumbent
Absence of a review
Lack of participation of all stakeholders
Job-based rather than person-based.
Lack of reward for providing quality information
Insufficient time allowed for the process
Time spent of job analysis too lengthy.

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Issues to consider prior to
conducting Job Analysis
1. Purpose

2. Internal staff or external consultant

3. Organization and coordination

4. Communication

5. Workflow and timeframe ..
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Job Analysis Methods
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Observation Interviews
Questionnaires
Functional
job analysis
JOB DESIGN
2010 by Nelson Education Ltd. 20
Job Design
Job design means to decide the contents of a job. It fixes the
duties and responsibilities of the job, the methods of doing the job
and the relationships between the job holder (manager) and his
superiors, subordinates and colleagues.
Job design is the next step after job analysis that aims at
outlining, and organizing tasks and responsibilities associated
with a certain job. It integrates job responsibilities and
qualifications or skills that are required to perform the same.
Job design also gives information about the qualifications
required for doing the job and the reward (financial and non-
financial benefits) for doing the job. Job design is mostly done
for managers' jobs. While designing the job, the needs of the
organization and the needs of the individual manager must be
balanced.

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Importance of Job
Design

Job design is a very important function of
staffing. If the jobs are designed properly,
then highly efficient managers will join the
organization. They will be motivated to
improve the productivity and profitability of the
organization.
However, if the jobs are designed badly, then
it will result in absenteeism, high labor
turnover, conflicts, and other labor problems.

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Approaches to Job
Design
1. Human Approach
The human approach of job design laid emphasis on designing a job
around the people or employees and not around the organizational
processes.
According to this approach jobs should gratify an individuals need for
recognition, respect, growth and responsibility.

2. Engineering Approach
The engineering approach was devised by FW Taylors et al. They
introduced the idea of the task that gained prominence in due course of
time.
According to this approach the work or task of each employee is planned
by the management a day in advance. The instructions for the same are
sent to each employee describing the tasks to e undertaken in detail. The
details include things like what, how and when of the task along with the
time deadlines.
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Approaches to Job
Design (Cont.)
3. The Job Characteristics Approach
The job characteristics approach was popularized by Hackman and Oldham.
According to this approach there is a direct relationship between job
satisfaction and rewards. They said that employees will be their
productive best and committed when they are rewarded appropriately
for their work. They laid down five core dimensions:
Skill variety: The employees must be able to utilize all their skills and develop
new skills while dealing with a job.
Task Identity: The extent to which an identifiable task or piece or work is
required to be done for completion of the job.
Task Significance: How important is the job to the other people, what impact
does it create on their lives?
Autonomy: Does the job offer freedom and independence to the individual
performing the same.
Feedback: Is feedback necessary for improving performance.

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Factors Affecting Job
Design
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Factors Affecting Job
Design (Cont.)
1. Proper scope of job
The scope of the job should be proper. If the scope is narrow (less), then
the job will not be challenging. It will not give an opportunity for
development. The manager will not get satisfaction after completing an
easy job. If the scope of the job is very wide, then the manager will not be
able to handle it properly. This will cause stress, frustration and loss of
control. Therefore, scope of the job must be balanced and proper.

2. Full-time challenge of the job
The job should be so challenging that it takes up the full-time and effort of
the manager. So, the service of the manager must be fully utilised. If not,
the manager will have a lot of free time. He will use this free time to
interfere in the work of his subordinates. This will cause problems and
conflicts because subordinates do not like unnecessary interference from
their superiors.

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Factors Affecting Job
Design (Cont.)
3. Managerial skills
The skills of the manager should be considered before designing his
job. All managers do not have equal skills. So jobs should be
designed after considering the skills of the manager. So, a manager
having a high level of skill should be given very challenging jobs
while a manager having a low level of skill should be given fewer
challenging jobs. Jobs must be made flexible so that it can be
changed according to the skills of the manager.

4. Organization's requirements
Jobs must be designed according to the requirements of the
organization. We cannot use the same job design for all
organizations.

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Factors Affecting Job
Design (Cont.)
5. Individual likes and dislikes
People have different likes and dislikes. Some people like to work alone
while some people prefer to work in groups. Some people want to do only
planning and decision making while other people like to implement these
plans and decision. So, individual likes and dislikes must be considered
while designing the job.

6. Organizational structure
Organizational structure also affects the job design. Individual jobs must fit
into the organization's structure.

7. Technology
The level of technology used by the organization also affects the job
design. An organization having a high level of technology will have different
job designs compared to an organization having a low level of technology.
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End of Session
Thank You