JOB ANALYSIS

Job ?

Group of activities / tasks performed by a person or group of persons. Different persons may perform different jobs/activities at different places with different equipments in different sequence. A person may perform an activity in addition to his job. A person may stand in for absence.

Job Analysis

It is the process of analyzing job and evaluating in terms of what is necessary and relevant. Basically it seeks answers to : - 1. What is the job? 2. What should be analyzed? 3. What method of analysis should be

adopted?

Job Analysis (contd) One of the first steps in developing a human resource

planning system is to carry out job analysis;. Refers to the study of jobs within an organisation; It consists of analyzing such things as the activities

that an employee performs; The tools, equipment, & work aids that the

employee uses; The working conditions under which the activities are

performed; Two products may result from a job analysis: a job

description & a job specification.

Job Analysis Identification of job by title

Definition of job ( What it entails and various activities)

Job Evaluation (1. As per importance and weightage in the organization 2. Assists in fixing wages and salary)

Job Specification (Minimum Education, Professional knowledge, experience,

Communication skill, and basic etiquette )

Basic Areas of Information

Basic purpose of the job. Work elements in job, e.g. study of specific tasks, areas of responsibility and examples of work.General importance of each job element and its relationship to the total operation.Approx time spent on each task or specific area of responsibility. Scope of job and impact on operation. Inherent authority – delegation and latitude of action.

Basic Areas of Information (contd)

Working relationship, including supervision.

Specific methods, equipment or techniques required for the job.

Job climate, including objectives and work environment. Job conditions ,e.g. physical effort, hazards, discomfort, deadlines, innovations and travel etc.

Objectives of Job Information To facilitate job evaluation for compensation and designing. To assist dissemination of information to employees about their duties and responsibilities. The above tells them what is expected of them. To carry out organizational analysis: it tells about job redundancies and helps restructuring.To analyze scope for internal hiring and requirements of external hiring for staffing various positions in the organization. To set performance standards and job objectives in quantitative and qualitative terms.To help decision making for promotions, transfers, relocation etc

Considerations for Job Information for Job Analysis

Purpose of job analysis, i.e. for evaluation or some other purpose.

Job level to be analyzed.

Type of evolution plan to be used.

Job knowledge held by analyst.

Methods of Analysis

Job information obtained either by staff analyst or by individual line manager – preferable line manager.

Interviews. Questionnaire. Direct observation of work performed. Work manuals/ daily log books / time study reports. Method studies.

Job Questionnaire

(Filled by job holder, checked by supervisor and analyzed by job analyst)

Set of questions – printed or hand written. Drafting questions important – intelligence.Language – simple, reader friendly, clear, unambiguous and unoffending. Maximum information seeking related.Answers are analyzed, researched and profile of actual job requirement is developed. (Success depends on understanding and writing ability and level of objectivity / exaggeration.)

Methods of Analysis

• Job information obtained either by staff analyst or by individual line manager – preferable line manager.

• Interviews.• Questionnaire.• Direct observation of work performed.• Work manuals/ daily log books / time study reports.• Method studies.

Methods of Analysis

Job information obtained either by staff analyst or by individual line manager – preferable line manager.

Interviews. Questionnaire. Direct observation of work performed. Work manuals/ daily log books / time study reports. Method studies.

Job Description

Compiled job information is translated to job description. Written record of job duties and responsibilities. Provides factual basis for job evaluation. Involve expert but also rep of organization. Should relate to the family of job – HR Manager. Assign list of duties ; depends on level.Higher level – goals and objectives, operational level specific duties.

Job Description

“ It is an organized, factual statement of duties and responsibilities of a specific job . In brief, it should tell what is to be done, how it is done and why. It is a standard of function, in that it defines the appropriate and authorized content of the job.”

Contents of Job Description

Job title, Code Number, and Department/Division. Organizational plan. Individual assignment. Job summary – what does it entail. Duties and responsibilities. Equipment, machines and tools to be used. Extent of supervision given and received. Relation with other jobs – Vertical /horizontal/diagonal.

• JOB DESCRIPTION OF MARKETING EXECUTIVE • Purpose. A specialist manager responsible for the implementation of the operational plan consisting

of distribution, sales promotion, advertising and merchandising. His activity is geared to the short-term territory plan. He reports directly to the Assistant Marketing Manager.

• Economic Tasks• (i) Administration: Administers distribution programme in the territory.• (ii) Marketing information-analysis and interpretation: Supplements information

received from area salesmen with own information on tour. Evaluate and comments on this information. Communicates to Area Salesmen.

• Products and Research. Monitors conditions and quality of cigarettes and • packaging-own competition. Communicates to Assistant Marketing Manager.

– Distribution :• Guides Area Salesmen and carries out sample audits in all distribution activities.• Initiates improvements in selling arrangement and vets recommendations from area Salesmen.• Is responsible for day-to-day stock control of distributors.

– Sales Promotion. Plans and organizes resources for implementing brand policies under the guidance of the Assistant Marketing Manager. Responsible or month-to-month allocation of resources for achievement of marketing objectives in VST area.

– Advertising. Implements advertising policy in consultation with Area Salesmen. Feedback information to Assistant Marketing Manager on advertising impact.

• Relationships – Within the Organisation: with equivalent levels of management in other Departments. With Marketing Manager

at least once per month.– Outside the Organisation:

• Maintains social and official contacts with local officials and Defence Personnel.• Develops personal relationship with all distributors, major wholesalers and key retailers.• Contacts officials in connection with Army, trade, Railways, etc.• Assists Assistant Marketing Manager in merit rating of workmen in the field.• Organizes deployment and training of workmen in the field.

• Supervision Exercised and Received. Receives from Assistant Marketing Manager and gives to Area Salesmen, Salesmen and subordinates.

Uses of Job Description

Job grading and job classification.Creating base for preparing job specification, leading to recruitment and selection. Procurement and placing employees. Developing career path. Training and development. Setting performance standards and appraisal. Promotions and transfers. Minimization of hazards. Employee counseling and vocational guidance.

Job Specification( Also called employee specification)

“ It is a statement of the minimum acceptable human qualities necessary to perform a job properly. It is a standard of personnel and designates the qualities required for acceptable performance.”

Job Specification : Basic Contents

Basic characteristics like ; age, sex, education, job

experience and extra and co curricular activities. Physical characteristics – height, weight, chest, vision, voice, poise and muscular coordination.Mental characteristics – general intelligence, memory, judgment, foresight and ability to concentrate. Social and Psychological characteristics – emotional

stability, flexibility manners, initiative, drive communications

• JOB SPECIFICATION OF HUMAN RESOURCE DIRECTOR: QUALIFICATION AND EXPERIENCE

• Demonstrated expertise over at least 5 to 6 years in human resource management, in a leading role, in a large organization environment preferably with experience in change management.

• Understanding of HR management for multiple HR constituencies-general managers, highly skilled scientists, sales force and workers. Should be IT savvy.

• Should be capable of effectively understanding the hr nuances for the recruitment of expatriates for the senior positions abroad.

• Preferably (but not essential) MBA from a good abroad or one of the institutes in India.

• Age 40-45 years.• Personality Traits• Ability to be a strong team player and to lead from behind.• Sensitivity to people-related issues at different levels/backgrounds in the

organization.• Ability to be perceived as a counselor and peer by senior management.• Strong selling and communication abilities.• Thinking on the feet and on-line creativity.

Job Design It is the scientific art by which max output can

be obtained by minimum input under the given circumstances.

Job analysis provides job description and job specification, with that job designing /structuring can be done.

Designing done with such schedules and goals that it attracts the best talent.

Decent and compatible job design would accrue advantages to employer an employee.

Method Decision on Dimension of Work :

> Division of labour. > Bigger tasks divided into smaller sections.

Specialization

> Based on aptitude tests, people best suited for job(s) specially put on such job(s). > Specialization process commences

Basic Ingredients

Leader be vested with decision making powers. Excessive delegation unwarranted.

High uncertainty avoidance.

Work design be such that collective/participative decision can be taken. ………….