Job analysis and design

The definition:
Systematic process of determining the skills, duties, and knowledge required for performing jobs
in an organization.
Job Analysis collect, evaluate, & organize the information about the job to study the patterns of
activities and determine the task, duties, & responsibilities needed for each job
Small operation need simple job. When complexity arise, it demand higher need HRIS
Task
A basic element of work that is a logical and necessary step in performing a job duty.
Duty
Consists of one or more tasks that constitute a significant activity performed in a job.
Responsibility
One or several duties that identify and describe the major purpose or reason for the jobs
existence
JOB can be describe as patterns of task, duties, & responsibilities done by a person
Identifies components of job by answering 4 questions:
What does incumbent actually do?
What are duties, responsibilities, & performance expectations?
What KSAs (knowledge, skill and attitude) are needed for success?
What are conditions, location, physical & social needs, supervision needs, etc. under which job is
performed?

Job analysis
II. Job Analysis Defined:
Job Analysis is the SYSTEMATIC process of collecting and making judgments about all the
important
information related to a job. Job analysis is the procedure through which you determine the
duties and nature of

the jobs and the kinds of people who should be hired for them. You can utilize the information it
provides to
write job descriptions and job specifications that are utilized in recruitment and selection,
compensation,
performance appraisal, and training.
Job Description
Job description includes basic job-related data that is useful to advertise a specific job and attract
a pool of talent. It includes information such as job title, job location, reporting to and of
employees, job summary, nature and objectives of a job, tasks and duties to be performed,
working conditions, machines, tools and equipments to be used by a prospective worker and
hazards involved in it.

Purpose of Job Description

1. The main purpose of job description is to collect job-related data in order to advertise for
a particular job. It helps in attracting, targeting, recruiting and selecting the right
candidate for the right job.
2. It is done to determine what needs to be delivered in a particular job. It clarifies what
employees are supposed to do if selected for that particular job opening.
3. It gives recruiting staff a clear view what kind of candidate is required by a particular
department or division to perform a specific task or job.
4. It also clarifies who will report to whom.
Job Specification
Also known as employee specifications, a job specification is a written statement of educational
qualifications, specific qualities, level of experience, physical, emotional, technical and
communication skills required to perform a job, responsibilities involved in a job and other
unusual sensory demands. It also includes general health, mental health, intelligence, aptitude,
memory, judgment, leadership skills, emotional ability, adaptability, flexibility, values and ethics,
manners and creativity, etc.

Purpose of Job Specification

1. Described on the basis of job description, job specification helps candidates analyze
whether are eligible to apply for a particular job vacancy or not.

2. It helps recruiting team of an organization understand what level of qualifications,

qualities and set of characteristics should be present in a candidate to make him or her
eligible for the job opening.
3. Job Specification gives detailed information about any job including job responsibilities,
desired technical and physical skills, conversational ability and much more.
4. It helps in selecting the most appropriate candidate for a particular job.
5. Job description and job specification are two integral parts of job analysis. They define a
job fully and guide both employer and employee on how to go about the whole process of
recruitment and selection. Both data sets are extremely relevant for creating a right fit
between job and talent, evaluate performance and analyze training needs and measuring
the worth of a particular job.

Job standards
Recruitment and Selection: Job Analysis helps in determining what kind of person is required
to perform a particular job. It points out the educational qualifications, level of experience and
technical, physical, emotional and personal skills required to carry out a job in desired fashion.
The objective is to fit a right person at a right place.
Performance Analysis: Job analysis is done to check if goals and objectives of a particular job
are met or not. It helps in deciding the performance standards, evaluation criteria and individuals
output. On this basis, the overall performance of an employee is measured and he or she is
appraised accordingly.
Training and Development: Job Analysis can be used to assess the training and development
needs of employees. The difference between the expected and actual output determines the level
of training that need to be imparted to employees. It also helps in deciding the training content,
tools and equipments to be used to conduct training and methods of training.
Compensation Management: Of course, job analysis plays a vital role in deciding the pay
packages and extra perks and benefits and fixed and variable incentives of employees. After all,
the pay package depends on the position, job title and duties and responsibilities involved in a
job. The process guides HR managers in deciding the worth of an employee for a particular job
opening.
Job Designing and Redesigning: The main purpose of job analysis is to streamline the human
efforts and get the best possible output. It helps in designing, redesigning, enriching, evaluating
and also cutting back and adding the extra responsibilities in a particular job. This is done to
enhance the employee satisfaction while increasing the human output.
Therefore, job analysis is one of the most important functions of an HR manager or department.
This helps in fitting the right kind of talent at the right place and at the right time.
3 Appraisal:

Appraisal of employees reveals as to how efficiently the subordinate is performing his job and
also to know his aptitudes and other qualities necessary for performing the job assigned to him.
The qualities of employees that are apprised through performance appraisal are ability to do
work, spirit of cooperation, managerial ability, self confidence, initiative, intelligence etc.

The main objective of performance appraisal is to improve the efficiency of a concern by

attempting to mobilise the best possible efforts from individuals employed in it.
5 Labour Relations
The Labour Relations Division is responsible for undertaking the strategic management of terms
and conditions of employment for public servants that promote harmonious labour/management
relations, productive work environments, and fair and consistent treatment of staff. The Division
is responsible for the consistent application of the Duty to Accommodate Injury and Disability
Policy and Guidelines and the Harassment Free and Respectful Workplace Policy and
Guidelines.
6 HEALTH & SAFETY
In order for Organisations to manage health and safety in their workplace effectively they must
implement adequate preventative and protective measures for their workplace, along with
training Management and Employees in certain processes with regards to ensuring both their
own safety, and the safety of others. At Adare we have set out information with regards to the
key areas Organisations should be aware of, such as:
Fire
First Aid
Manual Handling
Carrying out Risk Assessments
Job Analysis Process
Identification of Job Analysis Purpose: Well any process is futile until its purpose is not
identified and defined. Therefore, the first step in the process is to determine its need and desired
output. Spending human efforts, energy as well as money is useless until HR managers dont
know why data is to be collected and what is to be done with it.
Who Will Conduct Job Analysis: The second most important step in the process of job analysis
is to decide who will conduct it. Some companies prefer getting it done by their own HR

department while some hire job analysis consultants. Job analysis consultants may prove to be
extremely helpful as they offer unbiased advice, guidelines and methods. They dont have any
personal likes and dislikes when it comes to analyze a job.
How to Conduct the Process: Deciding the way in which job analysis process needs to be
conducted is surely the next step. A planned approach about how to carry the whole process is
required in order to investigate a specific job.
Strategic Decision Making: Now is the time to make strategic decision. Its about deciding the
extent of employee involvement in the process, the level of details to be collected and recorded,
sources from where data is to be collected, data collection methods, the processing of
information and segregation of collected data.
Training of Job Analyst: Next is to train the job analyst about how to conduct the process and
use the selected methods for collection and recoding of job data.
Preparation of Job Analysis Process: Communicating it within the organization is the next
step. HR managers need to communicate the whole thing properly so that employees offer their
full support to the job analyst. The stage also involves preparation of documents, questionnaires,
interviews and feedback forms.
Data Collection: Next is to collect job-related data including educational qualifications of
employees, skills and abilities required to perform the job, working conditions, job activities,
reporting hierarchy, required human traits, job activities, duties and responsibilities involved and
employee behaviour.
Documentation, Verification and Review: Proper documentation is done to verify the
authenticity of collected data and then review it. This is the final information that is used to
describe a specific job.
Developing Job Description and Job Specification: Now is the time to segregate the collected
data in to useful information. Job Description describes the roles, activities, duties and
responsibilities of the job while job specification is a statement of educational qualification,
experience, personal traits and skills required to perform the job.
Thus, the process of job analysis helps in identifying the worth of specific job, utilizing the
human talent in the best possible manner, eliminating unneeded jobs and setting realistic
performance measurement standards.
Job Analysis
Identify the job:

Search thru the entire organization about the function or work available
Find the pattern of the work flow
Construct list of the jobs.
You can us:
organization charts
payroll
discussion (talk to the employee and management)
earlier records
The work flow:
Each job in the organization should receive work as an input, add value to that work by doing
something useful to it, and then move the work on to another worker.
Work-flow analysis usually reveals that some steps or jobs can be combined, simplified, or even
eliminated.
In some cases, it has resulted in the reorganization of work so that teams rather than individual
workers are the source of value creation.
Collect job information
Job Requirements: These include basic but specific requirements which make a candidate
eligible for a particular job. The collected data includes:
Knowledge or basic information required to perform a job successfully
Specific skills such as communication skills, IT skills, operational skills, motor skills, processing
skills and so on
Personal ability including aptitude, reasoning, manipulative abilities, handling sudden and
unexpected situations, problem-solving ability, mathematical abilities and so on
Educational Qualifications including degree, diploma, certification or license

Job Context: Job context refers to the situation or condition under which an employee performs
a particular job. The information collection will include:
Working Conditions

Risks involved
Whom to report
Who all will report to him or her
Hazards
Physical and mental demands
Judgment
Well like job content, data collected under this category are also subject to change according to
the type of job in a specific division or department.
DEVELOP QUESTIONNAIRE
Construct a well prepared questionnaire
It help to standardized and consistency
In US, they have Position Analysis Questionnaire
Job analysis questionnaire should cover ;
Duties & responsibilities
Human abilities
Performance standard
There should be a different questionnaire for technical, clerical, & managerial jobs
Sample of questionnaire can be found on p. 122 124
Questionnaire should have ;
Status (how current) & identification of the jobs
Duties & responsibilities
Human characteristic (KSA) & working conditions (unique needs)
Performance standards
Job design
A systematical process by which jobs are characterized and engineered based on its elements to
gain organizational productivity and employee satisfaction

Work arrangement (rearrangement) aimed at reducing or overcoming job dissatisfaction &

employee alienation arising from repetitive and mechanistic tasks.
The design of a job reflect the organizational, environmental, & behavioral demands.
Job designers have to create satisfying & productive jobs
Poor job design can affect productivity, performance, satisfaction
With job design, organizations can raise productivity levels by offering non-monetary rewards
such as ;
Greater satisfaction from a sense of personal achievement in meeting the increased challenge
Responsibility of one's work.
The trade-offs between productive & satisfaction still at large
Job enlargement, job enrichment, job rotation, & job simplification are the various techniques
used in a job design
Job design
Job enlargement expands a jobs duties.
Auto workers whose specialized job is to install carpets on the car floor may have their job
enlarged to include the extra duties of installing the cars seats and instrument panel
Job rotation rotates workers among different narrowly defined tasks without disrupting the flow
of work.
A worker whose job is installing carpets would be rotated periodically to a second workstation
where she would install only seats in the car
Job enrichment is the process of putting specialized tasks back together so that one person is
responsible for producing a whole product or an entire service.
Instead of people working on an assembly line at one or more stations, the entire assembly line
process is abandoned to enable each worker to assemble an entire product, such as a kitchen
appliance or mobile phone

Job Reengineering -Scientific management / industrial approach concerned with product,

process, and design tool design; plant layout; standard operating procedures; wok measurement
and standards; worker methods; and human-machine interactions

Job design
Organizational Elements
Concerned with efficiency (Frederick Taylor)
Specialization & repetition are the key in design job
Mechanistic approach (use in assembly line)
Identifying every task so that can be arranged to minimize time & efforts
Limited number of task group into job
Short the job cycles
Require less training and allow worker to learn quickly
Other method ;
Work flow, sequence and balance
Ergonomics, physically interface with the equipment. Ease of use.
Work practices. Set ways of performing work result of tradition, past work practices, or
collective wishes from employees
Environmental Factors
Concern with employee potential
The ability & availability of potential employee
Job must adjusted according to the ability and availability of the workforce
Social expectation
Higher expectation in todays workforce
Salary, work condition, holidays, management style, quality of work life
BEHAVIOURAL ELEMENTS
Concern with individual needs
These personal elements often play most important role in the organization
These sub elements must appear to motivate employee to measure their achievement

Autonomy. Level of authority

Variety. Complexity of work.
Task identity. Completeness of work
Feedback. As a form of evaluation
Task significance. Importance of work to others
GUIDELINES FOR REDESIGNING JOBS
Core Job Characteristics

Guidelines for Practice

Skill Variety

Provide cross-training
Expand duties requiring more
skills
Give projects
Form work modules

Task Identity
Task Significance

Communicate importance of the job.

Enhance image of the organization

Autonomy

Empower to make decisions

Give more responsibility &
Accountability
Implement information system (IS)
Supervisors give objective,
Immediate information

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