Job Analysis and Design

• Job Analysis (JA) is a process used to gather job-related information
• Its purpose is to create accurate job descriptions and determine job specifications and requirements

Purpose of Job Analysis (JA)

• Job analysis (JA) is used to prepare job descriptions and job specifications, which help in hiring the right personnel for a job
• The general purpose of job analysis (JA) is to establish and document the requirements of a job
• JA is used for training needs assessment, to determine training content, methods, and areas where employees need training
• JA is uses for compensation management, because it helps guide HR in deciding employee worth based on position, title, duties, and responsibilities
• JA aids recruitment and selection by identifying job duties for announcements and collecting applicant information
• JA helps in performance review by identifying goals, objectives, performance standards, evaluation criteria, and duties to be evaluated

Job-Related Terms

• Position: A work assignment with specific duties, responsibilities, and conditions, different from other assignments
• Job: Work performed by an individual, differing from others' assignments; a group of tasks assigned to one individual
• Occupation: A group of similar jobs with common characteristics
• Job Description: An organized, factual statement of a job's duties and responsibilities
• Job Specifications: A written explanation of the minimum acceptable human qualities for effective job performance
• Job Classification: Grouping jobs based on specified criteria like work type or pay
• Job Evaluation: A systematic process of determining a job's worth in relation to other jobs
• Tasks: Coordinated work elements used to produce an output
• O*Net: An online resource replacing the Dictionary of Job Titles with job requirements for numerous jobs

Essential Parts of Job Analysis

• Job Title and Location: Includes the job title and the department where the position is located
• Organizational Relationship: Explains the number of supervised persons and the job title of the position being supervised, reflecting the supervision received
• Relation to Other Jobs: Describes and outlines the coordination required by the job
• Job Summary: A condensed explanation of the job's content
• Information Concerning Job Requirements: Details machines, tools, materials, mental complexity, required attention, physical demands, and working conditions

Methods of Job Analysis

• Interview: A Job Analyst obtains information by personally conferring with the worker or the supervisor in the workplace or supervisor's office
• Advantages: More complete and accurate information, the worker can provide information not available elsewhere, and issues can be clarified on the spot
• Disadvantages: Workers may be suspicious, and ambiguous questions can distort information
• Observation: A Job Analyst gathers information about the job and its workplace by observing workers while performing the job
• Advantages: Desirable where manual operations are prominent and the work cycle is short
• Working conditions and hazards are better described when viewed personally, and direct exposure provides a richer understanding of job requirements
• Questionnaires: Each employee receives a set of questions describing the job, operations, duties, and responsibilities, which is checked by their supervisor
• Advantages: Generally cheaper and quicker to administer, can be completed off the job, and allows surveys of large numbers of job incumbents
• Each survey data can be quantified and processed by a computer, and it's very effective if used in combination with other methods
• Disadvantages: Time-consuming and expensive to develop with rapport sacrificed and potential adverse effects on respondents' cooperation and motivation

Steps in Conducting Job Analysis

• Requires approval from the CEO or owner and support from the HR Manager
• It typically takes two to three months and benefits from external consultant help to ensure professionalism and objectivity
• Organizational Analysis: Determine the purpose of the job analysis to identify the type of data to collect and how
• Select Representative Positions: Choose a representative sample of jobs for detailed analysis due to the time and cost of analyzing all jobs
• Collect Data: Gather job-related data such as educational qualification, duties, responsibilities, working conditions, employee behavior, skills, and abilities through observation, interviews, and questionnaires
• Review Collected Data: Verify information with the worker and supervisor after preparing a job analysis report

Developing Job Descriptions and Specifications

• Job Description: A written statement describing responsibilities, working conditions, locations, risks, and tasks
• Job Specification: A statement of personal traits, educational qualifications, experience, background, and skills needed

Approaches to Job Analysis

• Task-oriented approach focuses on actual activities and duties, creating task statements rated on importance, frequency, and difficulty to understand job requirements
• Worker-oriented approach examines human attributes (KSAO: knowledge, skills, abilities, and other characteristics) needed for a job

Job Description Parts

• Position Title: The job title without bias towards the current holder
• Reporting Relations: Indicates to whom the job holder reports
• Basic Function: A general summary of the job
• Specific Duties and Responsibilities: Tasks ranked by time requirement or frequency
• Working Relationships: Internal and external contacts with a purpose

Job Specifications

• Includes education, skills, experience, and working conditions -Education represents the minimum educational attainment need to fill in the job.
• Skills and experiences highlight the required skills or years of experience to perform the job well.
• Working conditions describe the work set-up and environment that the job offers.

Job Design

• Specifies the contents, methods, and relationships of jobs to satisfy work requirements for productivity, efficiency, and quality
• Aims to meet the personal needs of the job holder, thus, increases levels of employee involvement

Important Methods of Job Design

• Job Simplification: Breaks down a job into small parts assigned to individuals, involving repetitive work, predetermining tools, and few skill requirements
• Job Rotation: Shifts a person from one job to another to learn and understand each job
• Job Enlargement: Combines various activities at the same level, increasing the job's scope
• Job Enrichment: Adds motivators to make a job more rewarding, challenging, and interesting (e.g., giving more freedom, encouraging participation, allowing choice in methods, workplace, tools, and layout)