JOB DESIGN & REDESIGN

JOB ?

A group of finite tasks to be performed and duties to be fulfilled in order to achieve an end

result.

JOB DESIGN

is a conscious effort to organise tasks,

duties and responsibilities into a unit of

work to achieve a certain objective.

JOB REDESIGN

is a conscious effort to re-organise

tasks, duties and responsibilities

into a unit of work to satisfy both

technological and human

considerations simultaneously.

APPROACHES TO JOB REDESIGN

Job-based approaches

Person-based approaches

Team-based approaches

Job-Based Approaches Specialisation Standardisation Operations and

production management (process identification, scheduling, etc)

Techniques Job elements Time and motion

studies Flow charts and

Process charts

Person-Based Approaches

Job enlargement Job enrichment Job rotation

Techniques Job Characteristics

Model

Specialized to Enlarged Jobs Job Enlargement = same-level

activities Job Enrichment = redesigning to

experience more responsibility, achievement, growth and recognition

Job Rotation = moving from one job to another

THE JOB AND ITS TASKS

JOB REDESIGNRearrange

existing tasks in the job

Include work done

after the job

Add new responsibility

Increase closure of tasks

Eliminate dissatisfying

tasks from job

Include work done before

the job

Add new tasks

Increase feedback on performance

Job Characteristics ModelCore Job Core Job

CharacteristicsCharacteristicsCritical Psych Critical Psych

StatesStatesPersonal & Personal &

Work OutcomesWork Outcomes

Skill Variety

Task Identity

Task Significance

Autonomy

Job Feedback

Experienced meaningfulness of the work

Experienced responsibility for work outcomes

Knowledge of work results

High internal work motivation

High quality work performance

High satisfaction with work

Low absenteeism & turnover

Individual Differences

J ob Characteristics

Skill Variety The extent to which the work requires several diff erent activities for successful completion.

Task I dentity

The extent to which the job includes a “whole” identifiable unit of work that is carried out from start to finish and that results in a visible outcome.

Task Significance

The impact the job has on other people.

Autonomy The extent of individual freedom and discretion in the work and its scheduling.

Feedback The amount of information received about how well or how poorly one has performed.

Team-Based Approaches Sociotechnical

enrichment Quality systems/circles

Techniques Multi-skilling Job families Self-managing work

teams

Types of Teams

Special-Purpose Team

Organizational team formed to address specific problems, improve work processes, and enhance product and service quality.

Quality Circle Small group of employees who monitor productivity and quality and suggest solutions to problems.

Production Cells

Grouping of workers who produce components or entire products.

Self- directed Work Team

A team composed of individuals assigned a cluster of tasks, duties, and responsibilities to be accomplished.

Shamrock Team

A team composed of a core of members, resource experts who join the team as appropriate, and part- time/temporary members as needed

WORK SCHEDULING

Compressed work week Flexible working hours

FlexitourGliding timeFlexiplaceFlexyears

Job Sharing Part-time Work

Job Analysis – What is it and how is it used?

The procedure for determining the duties and skill requirements of a job and the

kind of person who should be hired for it.

Check the site http://www.job-analysis.net/G000.htm to find some of the purposes for which job analysis is used.

Information Collected

Activities and behaviors Machines, tools, equipment and work aids Performance standards Job context Human requirements

The Output of Job Analysis Job description

A list of a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities

Job specificationsA list of a job’s “human requirements,” that is, the

requisite education, skills, personality, and so on.

Uses of Job Analysis Information Recruitment and Selection Compensation Performance Management Training Discovering Unassigned Duties

Methods of Collecting Job Analysis Information

Interview Questionnaire Observation Participant diary/logs Other sources of information

Methods of Collecting Job Analysis Information: The Interview

Information sourcesIndividual employeesGroups of employeesSupervisors with

knowledge of the job

AdvantagesQuick, direct way to find

overlooked information.

DisadvantagesDistorted information

Interview formatsStructured (Checklist)Unstructured

Methods of Collecting Job Analysis Information: Questionnaires

Information sourceHave employees fill out

questionnaires to describe their job-related duties and responsibilities.

Questionnaire formatsStructured checklistsOpened-ended

questions

AdvantagesQuick and efficient way

to gather information from large numbers of employees

DisadvantagesExpense and time

consumed in preparing and testing the questionnaire

Methods of Collecting Job Analysis Information: Observation

Information source Observing and noting the

physical activities of employees as they go about their jobs.

Advantages Provides first-hand

information Reduces distortion of

information

Disadvantages Time consuming Difficulty in capturing entire

job cycle Of little use if job involves a

high level of mental activity.

Methods of Collecting Job Analysis Information: Participant Diary/Logs

Information sourceWorkers keep a

chronological diary/ log of what they do and the time spent in each activity.

AdvantagesProduces a more complete

picture of the jobEmployee participation

DisadvantagesDistortion of informationDepends upon employees to

accurately recall their activities

Writing Job Descriptions A job description

A written statement of what the worker actually does, how he or she does it, and what the job’s working conditions are.

Sections of a typical job descriptionJob identificationJob summaryResponsibilities and dutiesAuthority of incumbentStandards of performanceWorking conditions

The Job Description

Job identificationJob title: name of jobGrade: where it fits in the hierarchyPreparation date: when the description was

writtenPrepared by: who wrote the description

Job summaryDescribes the general nature of the jobLists the major functions or activities

The Job Description (cont’d) Relationships (chain of command)

Reports to: employee’s immediate supervisor

Supervises: employees that the job incumbent directly supervises

Works with: others with whom the job holder will be expected to work and come into contact with internally.

Outside the company: others with whom the job holder is expected to work and come into contact with externally.

E.g. of Relationships Statement for Human Resource Director

Departm entSecretary

Hum an ResourceClerk

TestAdm inistrator

Labor RelationsManager

Hum an ResourceDirector

V ice PresidentEm ployee Relations

Works with all department managers and top management

Works with employment agencies, recruiters, union reps, govt. agencies, vendors

The Job Description (cont’d) Responsibilities and duties

A listing of the job’s major responsibilities and duties (essential functions)

Defines limits of jobholder’s decision-making authority, direct supervision, and budgetary limitations.

The Job Description (cont’d) Standards of performance and

working conditionsLists the standards the employee

is expected to achieve under each of the job description’s main duties and responsibilities.

Job Specifications

What human traits and experience are required to do the job well?QualificationsPrior experienceSpecial trainingPersonality factorsPhysical characteristicsOther attributes/qualities

Steps in Job Analysis

1. Clarify why you are collecting the information

2. Review relevant background information

3. Select representative positions

4. Conduct the analysis

5. Verify with the worker / supervisor / mgmt.

6. Develop a job description and job specification

The Job Analysis System

SOURCES SOURCES OF DATAOF DATA

METHODS OF METHODS OF COLLECTING COLLECTING DATADATA

JOB JOB SPECIFICA-SPECIFICA-TIONTION

JOB JOB DESCRIP-DESCRIP-TIONTION

HR HR FUNCTIONSFUNCTIONS

JOB JOB DATADATA

HRP, JD & JA Model

HR PlanningHR Planning

Job AnalysisJob Analysis

Macro

Micro

Job Description Job Specification

Other HRM Activities

(Recruitment, Selection, Performance appraisal, Training, Compensation)

Productivity, QWL, Legal Compliance

Job DesignJob Design

Conclusion…….