MOS 1021 Unit 2 Job Analysis & Design PDF

Unit 2: Job Analysis & Design MOS 1021: Introduction to Consumer Behaviour and Human Resources This Week in the Course… workforce job analysis recruitment selection planning employee & training...

Unit 2: Job Analysis & Design MOS 1021: Introduction to Consumer Behaviour and Human Resources This Week in the Course… workforce job analysis recruitment selection planning employee & training & performance compensation labour development management & rewards relations This Week in the Course… Textbook readings: Chapter 3 (pp. 51-74) job analysis workforce job analysis recruitment selection planning competency modeling job design employee & training & performance compensation labour development management & rewards relations Job Analysis Understanding Jobs job -collection of related tasks, duties, responsibilities that are grouped together for the purpose of accomplishing work within an organization  take customers’ orders  prepare and serve hot/cold beverages  process payment  clean and sanitize workstation Job Analysis: What Is It? systematic process of collecting detailed information pertaining to a job includes tasks, duties, responsibilities, human attributes Job Analysis: Why Is It Important? clarifies knowledge, skills, abilities for jobs Training identifies skill gaps Performance Management Compensation & Benefits Recruitment & Selection Job Analysis: Why Is It Important? performance of employees is assessed Training using criteria obtained through job analysis ensures assessment is legally defensible Performance Management Compensation & Benefits Recruitment & Selection Job Analysis: Why Is It Important? determines relative value of each job Training (skills, responsibilities, work conditions, physical/mental demands) Performance informs compensation Management Compensation & Benefits Recruitment & Selection Job Analysis: Why Is It Important? more effective hiring Training greater employee retention Performance Management Compensation & Benefits Recruitment & Selection Job Analysis: Steps review choose develop collect background sources of key job info info job info documents Job Analysis: Step 1- Review Background Info previous job analysis data job digital organizational databases charts Job Analysis: Step 1- Review Background Info Digital Database: National Occupational Classification (NOC) created by the federal government provides standardized language to describe over 30,000 jobs (main duties, employment requirements, additional information) Job Analysis: Step 1- Review Background Info Organizational Charts visual diagram depicting the structure of an organization provides information about: o jobs within an organization o relative rank of jobs Job Analysis: Step 1- Review Background Info Organizational Charts: Bureaucratic common in larger organizations numerous levels of management narrowly defined jobs top-down management style Job Analysis: Step 1- Review Background Info Organizational Charts: Flat common in smaller organizations fewer (if any) levels of management more broadly defined jobs decentralized management style  Job Analysis: Step 1- Review Background Info Organizational Charts: Matrix CEO functional managers common for multiple Production Finance Marketing Sales projects/products Manager Manager Manager Manager two lines of management Project A Production Finance Marketing Sales Team A Team A Team A project managers Manager Team A organized, communicative Project B Production Finance Marketing Sales Manager Team B Team B Team B Team B Project C Production Finance Marketing Sales Manager Team C Team C Team C Team C Job Analysis: Step 2- Choose Sources of Job Info identify subject matter experts (SMEs) individual currently holding position knowledgeable about job incumbent supervisor job analyst misinformation possible Job Analysis: Step 2- Choose Sources of Job Info identify subject matter experts (SMEs) has charge over a workplace knowledgeable about job importance incumbent supervisor job analyst Job Analysis: Step 2- Choose Sources of Job Info identify subject matter experts (SMEs) can provide objective assessment incumbent supervisor job analyst Job Analysis: Step 3- Gather Job Info Questionnaire surveys completed by SMEs use established questionnaires or develop own formats: o structured: set questions and pre-defined answers o open-ended: set questions but SMEs can respond as desired Job Analysis: Step 3- Gather Job Info Questionnaire: Position Analysis Questionnaire (PAQ) contains 195 items about various job elements SMEs indicates extent to which each element is relevant to the job on a 5-point scale  Job Analysis: Step 3- Gather Job Info Questionnaire: Position Analysis Questionnaire (PAQ) Importance to the job: Advising (dealing with individuals in order to counsel DNA Does not apply and/or guide them with regard to problems that may be resolved by legal, financial, technical, clinical, spiritual, 1 Very minor and/or other professional principles) 2 Low Negotiating (dealing with others in order to reach an 3 Average agreement or solution, for example, labor bargaining, 4 High diplomatic relations, etc.) 5 Extreme Instructing (the teaching of knowledge or skills, in either an informal or formal manner, to others, for example a public school teacher, a journeyman teaching an apprentice, etc.)  Job Analysis: Step 3- Gather Job Info Questionnaire: Position Analysis Questionnaire (PAQ) Advantages Limitations standardized reading level high easy to administer more suited to assess manual labour Job Analysis: Step 3- Gather Job Info Interview conducted alone or in groups (groups when number of incumbents performing same/similar job) supervisors should not be present during incumbent interviews misinformation possible Job Analysis: Step 3- Gather Job Info Direct Observation of Incumbents record nature, frequency, duration, outputs, equipment ideal for jobs involving observable activities Job Analysis: Step 4- Develop Key Documents Collected information is used to develop: job description job specification (characteristics needed to (what a job entails) perform a job) tasks knowledge duties skills responsibilities abilities other characteristics TDRs KSAOs  Job Analysis: Step 4- Develop Key Documents Knowledge Skills canine health/anatomy, factual or developed grooming procedures procedural capacities information (task-specific) needed to perform a task Abilities Other general personality hand-eye coordination enduring traits, personal capabilities qualities, (not task- licensing specific) Competency Analysis Competency Modelling: What Is It? alternative to traditional job analysis method used to competencies rather than TDRs focuses on capabilities of people doing the work rather than on the work itself reflects movement toward fluid roles and greater employee empowerment Competency Modelling: What Is It? Example Teamwork Actively participates as a member of the team toward the completion of team goals. contributes in team meetings, informal team gatherings, and other team settings develops productive and cooperative relationships with other team members expresses disagreement with other members of the team in a constructive manner Competency Categories characteristics that apply to all members of the organization e.g., time-management  core Competency Categories characteristics that apply to all members of a given job group (jobs linked by common purpose, skill set, education)  cross-functional e.g., conflict resolution Competency Categories characteristics and key skill that  functional apply to a specific job e.g., culinary expertise Competency Modeling Methods Critical Incident Technique (CIT) 1. critical incidents are identified in organization For example: deals appropriately with sensitive information articulates complex issues with clarity asks questions to gain a broader understanding of the issue at hand Competency Modeling Methods Critical Incident Technique (CIT) 2. critical incidents are sorted into dimensions/ themes For example: deals appropriately with sensitive information articulates complex issues with clarity asks questions to gain a broader understanding of the issue at hand Communication Competency Modeling Methods Critical Incident Technique (CIT) 3. each competency is defined, and paired with behavioural indicators Communication Clearly transmits and receives information, and communicates effectively with others, both verbally and in written form, by considering their points of view. deals appropriately with sensitive information articulates complex issues with clarity asks questions to gain a broader understanding of the issue at hand Job Design Job Design: What Is It? process of establishing the roles and responsibilities associated with jobs may entail developing new jobs (design) or revising existing ones (redesign) goal is to maximize: o job performance o efficiency o job satisfaction Indicators of Job Satisfaction satisfaction satisfaction satisfaction satisfaction with satisfaction with with with pay promotion with work supervisor coworkers policies.43.40.42 Factors Affecting Satisfaction with Work degree to which work is perceived as worthwhile and purposeful meaningfulness affected by: of work o assortment of activities and skills o completion of an identifiable piece of work, from start to finish o impact on society and others Factors Affecting Satisfaction with Work degree to which own efforts are seen as having an impact on key outcomes in the organization responsibility for outcomes affected by degree of autonomy Factors Affecting Satisfaction with Work degree to which employees are aware of how well or poorly they are doing knowledge of results Job Design Strategies Job Rotation involves temporarily moving employees between jobs/departments (lateral) organization is more flexible and connected (employees learn the business from a 360-degree angle) requires investment in training to ensure proper qualifications Job Design Strategies Job Enlargement adding activities within the same level to an existing role increases variety and identity existing skills are broadened positive effects diminish over time quantity of work can be overwhelming Job Design Strategies Job Enlargement: Example respond to customer messages via e-mail and phone + engage with customers via social media channels interact with customers in-person Job Design Strategies Job Enrichment involves increasing the depth and complexity of job tasks includes: more supervision, more challenging work, responsibility for larger share of work, work with greater possibility of growth and advancement 80/20 Rule