Chapter # 5

Managing Persons in
Organizations
JOB ANALYSIS AND DESIGN
By:
Saba Gulzar

Job Analysis
Job analysis is the process of
studying jobs to gather, analyze,
synthesize and report information
about
job
responsibilities
and
requirements and the conditions under
which work is performed.

Outcomes of Job Analysis

The information obtained from job analysis is
classified into three categories.

Job Description
A job description is a written statement of the duties,
responsibilities,
required
qualifications
and
reporting relationships of a particular job.
The job description is based on objective
information obtained through job analysis.
Job description acts as an important resource for
Describing the job to potential candidates
Guiding new hired employees in what they are
specifically expected to do
Providing a point of comparison in appraising
whether the actual duties align with the stated
duties.

Job Description
1) Job identification
Job title: name of job
FLSA status section: Exempt or
nonexempt
Reports to: employees immediate
supervisor
Supervises: employees that the job
incumbent directly supervises
Works with: others with whom the job
holder will be expected to work and come
into contact with internally.

Job Description (contd)

Outside the company: others with whom the job
holder is expected to work and come into contact with
externally.
Preparation date: when the description was written

Prepared by: who wrote the job description

2) Job summary
Describes the general nature of the job
Lists the major functions or activities

Job Description (contd)

3) Responsibilities and duties
Listing of the jobs major responsibilities and
duties (essential functions)
Defines limits of jobholders decision-making
authority, direct supervision, and budgetary
limitations.

Job Specification
Job specifications specify the minimum acceptable
qualifications required by the individual to perform the
task efficiently. Based on the information obtained from
the job analysis procedures, job specification identifies
the qualifications, appropriate skills, knowledge, and
abilities and experienced required to perform the job.
Job specification is an important tool in the selection
process as it keeps the attention of the selector on the
necessary qualifications required for that job.

Example of Job Specification

JOB TITLE: __________________________
EDUCATION:_________________________
PHYSICAL HEALTH:
____________________________________________________________________
____________________________________________________
APPEARANCE:
____________________________________________________________
MENTAL ABILITIES: _______________________________________________
SPECIAL ABILITIES: _______________________________________________
PREVIOUS WORK EXPERIENCE:
____________________________________________________________________
____________________________________________________
SPECIAL KNOWLEDGE & SKILLS:_____________________________________
OTHER : ________________________________________________________

Job Evaluation
Job evaluation provides the relative value of
each job in the organization. It is an
important tool to determine compensation
administration.
If an organization is to have an equitable
compensation program, jobs that have
similar demands on terms of skills,
education and other characteristics should
be placed in the common compensation
groups.

Methods of Collecting Job Analysis Data

Observation
Performing the job.
Interview- individual & group
Panel of experts
Questionnaire
Structured
Unstructured

Which method to use ?

Factors to be considered before choosing the method of
collecting data are:

No. of job/employees to be considered.

Time limit
Cost factors
Education levels of incumbents
Type of data required.

Uses of Job Analysis Information

Job Design
The process of specifying the content of the job so
that it meets organizational requirements and
ensuring that it provides for job engagement and
motivation by satisfying the needs of individuals for
interest, challenge and accomplishment.

Principles of Job Design or Model

of Job Design
1. To influence skill variety, providing opportunities for
people to do several tasks and to combine tasks.
2. To influence task identity, combining tasks and
forming natural work units.
3. Task Significance, degree of importance
3. To influence autonomy, giving people responsibility
for determining their own working systems.
4. To influence feedback, establishing good
relationships and open feedback channels.

Approaches to Job Design

Job rotation moving employees from one task to
another to increase variety.

Job enlargement adding additional tasks to the job

to make it more interesting or combining previously
fragmented tasks to increase variety.

Job enrichment maximizing the interest and challenge of

work by designing jobs that are a complete piece of work with a
definable end product, allowing the worker as much variety,
autonomy and responsibility as possible and providing feedback
from the work itself on how well the employee is doing.

Factors Affecting Job Design

1. Motivation
2. Job Engagement
3. Job Satisfaction
4. Feedback
5. Degree of autonomy in carrying out the work.
6. Operational efficiency and quality of product or
service.
7. The job should be placed logically in an
organization structure with clearly defined
reporting arrangements.