JOB ANALYSIS
UNIT II
Human Resource Planning and Employee Hiring : Job Analysis-, Job design, Approaches to Job design ,
Human Resource Planning,
UNIT II
JOB ANALYSIS
UNIT II
Definition
Job analysis is the process of gathering information about a
job. It is, to be more specific, a systematic investigation of
the tasks, duties and responsibilities necessary to do a job.
Concept of Job Analysis :
It is a job study , a tool with which the duties
responsibilities , operations , conditions and organizational
aspects of a particular job are studies.
Job Duties : larger work segment consisting of several task that are perform by individuals.
Job Task : Is a identifiable work activity carried out for a specific purpose.
Job Responsibilities : the state or fact of having a duty to deal with something or of having control /
accountability of something:
Job Task
Job Job Job
Responsibility
Duties Analysis
Nature of job analysis
Job Description
Job Analysis Job Specification
Contra Indicators
Objectives of Job Analysis
❑Work Simplification
❑Establishment of standards of work
❑Job identification and Its title
❑Distinctive or significance of job
❑Working conditions of a job profile
❑What a typical worker does
❑Material & equipment used in a job
❑Methodology and procedure of working
❑Personal Attributes required by an personnel
Important/ benefits / Uses of Job
Analysis
Multifaceted Nature of Job Analysis
Recruitment
Human Resource
Planning Selection
Job Evaluation Placement
Job Design and
Training
Redesign
Performance
Counselling
Appraisal
Employee Safety
JOB DESCRIPTION AND JOB SPECIFICATION
Job description: this is a written statement of what the job holder does, how it is done, under
what conditions it is done and why it is done.
It is a statement of duties , working conditions and other factors associated with a particular
job.
Content of Job description:
❑ Job title
❑ Job Location
❑ Job summary
❑ Machine and tool used
❑ Task , Responsibilities and duties
Sample of Job Description
Title Compensation manager
Code HR/2310
Department Human Resource Department
Summary Responsible for the design and administration of employee compensation programmes.
Duties ❖ Conduct job analysis.
❖ Prepare job descriptions for current and projected positions.
❖ Evaluate job descriptions and act as Chairman of Job Evaluation
…………………………….committee.
❖ Insure that company’s compensation rates are in tune with the company’s
…………………………….philosophy.
❖ Relate salary to the performance of each employee. Conduct periodic salary
…………………………….surveys.
❖ Develop and administer performance appraisal programme.
❖ Develop and oversee bonus and other employee benefit plans.
❖ Develop an integrated HR information system.
Working conditions Normal. Eight hours per day. Five days a week.
Report to Director, Human Resource Department.
JOB SPECIFICATION
•Job specification: it offers a profile of human characteristics (knowledge, skills and
abilities) needed by a person doing a job.
•It is the statement of knowledge , skills and abilities required by a personnel to complete
his task effectively.
Content of Job specification:
1. Educational Qualification required
2. Professional Experience
3. Training associated
4. KSA required.
SAMPLE OF JOB SPECIFICATION
Education v MBA with specialization in HRM/MA in social work/PG
Diploma in HRM/MA in industrial psychology.
v A degree or diploma in Labour Laws is desirable.
Experience v At least 3 years’ experience in a similar position in a large
manufacturing company.
Skill, Knowledge, Abilities v Knowledge of compensation practices in competing
industries, of job analysis procedures, of compensation
survey techniques, of performance appraisal systems.
v Skill in writing job descriptions, in conducting job analysis
interviews, in making group presentations, in performing
statistical computations
v Ability to conduct meetings, to plan and prioritise work.
Work Orientation Factors v The position may require upto 15 per cent travel.
Age v Preferably below 30 years.
THE PROCESS OF JOB ANALYSIS
• Organizational analysis
Step 1
• Selection of representative positions to be analyzed
Step 2
• Collection of job analysis data
Step 3
• Preparation of job description
Step 4
• Preparation of job specification
Step 5
Methods Of Collecting Job Analysis
Data
Seven general techniques are generally used to collect job analysis data;
❖ Job performance: the analyst actually performs the job in question and collects the
needed information
❖ Personal observation: the analyst observes others doing the job and writes a
summary
❖ Critical incidents: job incumbents describe several incidents relating to work,
based on past experience; the analyst collects, analyses and classifies data.
❖ Interview: job incumbents and supervisors are interviewed to get the most
essential information about a job
Methods Of Collecting Job Analysis
Data
❖ Panel of experts: experienced people such as job incumbents and supervisors
with good knowledge of the job asked to provide the information.
❖ Diary method: job incumbents asked to maintain diaries or logs of their daily
job activities and record the time spent and nature of work carried out.
❖ Questionnaire method: job incumbents approached through a properly
designed questionnaire and asked to provide details.
❖ The Position Analysis Questionnaire: it is a standardized form used to
collect specific information about job tasks and worker traits.
Methods Of Collecting Job Analysis
Data
❖ Management Position Description Questionnaire: it is
a standardized form designed to analyze managerial jobs
❖Functional job analysis: it is a systematic process of
finding what is done on a job by examining and
analyzing the fundamental components of data,
people and things.
JOB DESIGN
CONCEPT OF JOB DESIGN
Job design is the process of Work arrangement (or rearrangement) aimed at reducing
or overcoming job dissatisfaction and employee alienation arising from repetitive and
mechanistic tasks. Through job design, organizations try to raise productivity levels
by offering non-monetary rewards such as greater satisfaction from a sense of
personal achievement in meeting the increased challenge and responsibility of
one's work. Job enlargement, job enrichment, job rotation, and job simplification are
the various techniques used in a job design exercise.
DEFINITION
Job design involves systematic attempt to organize tasks, duties and responsibilities
into a unit of work to achieve certain objectives.
The process by which managers decide individual job tasks and authority
OBJECTIVES OF FOR JOB DESIGN
There are various steps involved in job
design
1. Specification of individual tasks
2. Combination of task into jobs
3. Sequence of performing these tasks
4. Specification of methods
Benefits of Job Design
Employee Input: A good job design enables a good job feedback.
Employee Training: Employee trainings should be given considerable
space in job design.
Work / Rest Schedules: OB design offers good work and rest schedule
by clearly defining the number of hours an individual has to spend in
his/her job.
Adjustments: A good job designs allows for adjustments for physically
demanding jobs by minimizing the energy spent doing the job and by
aligning the manpower requirements for the same.
APPROACHES TO JOB
DESIGN
Classical approach/Methods:
Classical approach of job design is initiated by F.W Taylor with his well
known Scientific Management Theory. He focused in the balance among work,
motion and time at work. Taylor focused to design the jobs in such a way that
the productivity can be increased significantly. Scientific management theory
believes in excessive use of scientific tools, techniques and materials. Main
focus of this approach is to increase the organizational productivity by
effective planning for improving human efforts and skills. Classical
approach of job design popularly uses the following methods:
i. Work Simplification:
ii. Job Rotation:
iii. Job enlargement:
Behavioral Approach:
Effectiveness of jobs depends on the behavior of employees toward that job.
Job itself should be sufficient to motivate employees. So, the behavioral
aspects of the employees should be included while designing jobs. This
approach of job design is called behavioral approach. This means, behavioral
approach of job design analyzes the considers some behavioral aspects of
employees like autonomy, variety, task identity, task significance, feedback
mechanism, etc. Behavioral approach of job design includes following popular
method:
i. Job enrichment method:
ii. Autonomous team:
iii. Job Characteristics:
iv. Modified work schedule method: (Shorter work week, Flex time, Job
sharing: , Home work )
HUMAN RESOURCE
PLANNING
INTRODUCTION
HRP offers an accurate estimate of the number of employees required with matching
skill requirements to meet organizational objectives. HRP is a forward looking function
as human resource estimates are made well in advance.
Human resource planning is a process that identifies current and future human
resources needs for an organization to achieve its goals. Human resource planning should
serve as a link between human resource management and the overall strategic plan of an
organization.
Human Resource Planning (HRP) is the process of forecasting the future human
resource requirements of the organization and determining as to how the existing human
resource capacity of the organization can be utilized to fulfill these requirements. It, thus,
focuses on the basic economic concept of demand and supply in context to the human
resource capacity of the organization.
Nature & Scope of HRP
1. It keeps the record of current manpower with the organization.
2. Assessing the future requirements of manpower for organization
objectives.
3. To make the manpower recruitment plans.
4. To phase out the surplus employees.
5. To make a layout of training programme for different categories of
employees.
OBJECTIVE
•Forecast personnel requirements
•To Cope with changes
•To assess the future manpower requirements to achieve the organization objectives
•Use existing manpower productively
•Promote employees in a systematic way
•To make a balance between the distribution and allocation of manpower
•To ensure optimum use of available manpower.
IMPORTANCE OF HUMAN RESOURCE PLANNING
1.Create a talent pool
2.Prepare people for future
3.Cope with organizational changes
4.Cut costs
5.Help succession planning
6.Achieve greater effectiveness
