Lecture 1.2 HRM In Sri Lanka - BMS 2/HRM/Jeeshan... · 2018-04-04 · 1. HRM Strategy & Analysis 2. Job Analysis 3. Personnel Planning & Recruiting 4. Selecting Employees 5. Training

Lecture 3

JOB ANALYSIS

BTEC Higher National DiplomaHuman Resource Management

Jeeshan Mirza

Topic Overview1. HRM Strategy & Analysis

2. Job Analysis

3. Personnel Planning & Recruiting

4. Selecting Employees

5. Training & Developing Employees

6. Performance Management & Appraisal

7. Managing Employee Retention, Engagement, and Careers

8. Developing Compensation Plans

9. Pay For Performance & Employee Benefits

10. Ethics, Employee Relations, Fair Treatment At Work

11. Working With Unions/Improving Occupational Safety, Health, and Risk Management

Overview• Job Analysis• The Job Analysis Process• Essential Job Analysis Concepts• Job Description• Job Specification • The Flexible Organization

Job AnalysisIntroduction to Job Analysis, How It Is Used

Job Analysis▷ Job analysis -Procedure for determining the duties

and skill requirements of a job and the kind of person who should be hired for it

▷ Job descriptions-list of a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities

▷ Job specifications- list of a job’s “human requirements,” that is, the requisite education, skills, personality

Job Analysis

Job Analysis

Determining what is the duty of the person from start to end

of work, and what type of person we must hire for the job

Job Analysis

Job Descriptions

List of a job’s duties, responsibilities, reporting relationships,

working conditions, and supervisory responsibilities

Job Analysis

Job Specifications

List of a job’s “human requirements,” that is, the requisite

education, skills, personality

Job Analysis

Source: Dessler

Job Analysis

Source: Mathis

Job Analysis

Crew Member

Does the person

we have abilities,

skills as per job

specification

Is the person

performing as per

the job description,

and standards

Based on volume

of work, what

should be the

salary?

Based on skill gap

between staff and

job specification,

what should be our

training?

Job Analysis

The Advantages▷ Provides First Hand Job-Related Information

▷ Helps in Creating Right Job-Employee Fit

▷ Helps in Establishing Effective Hiring Practices

▷ Guides through Performance Evaluation and Appraisal Processes

▷ Helps in Analyzing Training & Development Needs

▷ Helps in Deciding Compensation Package for a Specific Job

Big conceptJob analysis provides skeleton and structure to jobs and the company. Employees know what their specific jobs are, goals are, where they fit in.

Job Analysis

The Disadvantages▷ Time Consuming

▷ Complex In Large Company Setting

▷ Difficult To Maintain Consistency

▷ Personal Biases

▷ Mental Abilities Can not be Directly Observed

▷ Requires Specialized Knowledge, Often Not Possessed By In House HR Personnel

Job Analysis

The Reality▷ Given complexity, specialization of task,

companies use consultants

▷ Consultants don’t know the business in and out

▷ Costly, time consuming process; by the time job analysis done, circumstances can change

▷ Companies directly develop job description along with requirement-without analysis

The Job Analysis ProcessCarrying Out Job Analysis

Let us use McDonalds as an example

The Job Analysis Process▷ Step 1: Planning the Job Analysis

Identify objectives of job analysis Obtain top management support

▷ So in McDonalds decide why we wish to carry out job analysis?

Professionalization? System driven? Accountability & Responsibility?

▷ Get top management support, so that all managers, staff are serious about the initiative

The Job Analysis Process▷ Step 2: Preparing For and Introducing Job

Analysis

Identify jobs and methodology Review existing job documentation Communicate process to managers/employees

▷ Identify existing jobs-crew member, cashier, manager, assistant manager

▷ Existing documents▷ Explain how this will be carried out-interview,

observation, survey

The Job Analysis Process▷ Step 3 : Conducting the Job Analysis

Gather job analysis data Review and compile data

▷ Observation-Watch crew members carry out their daily routine, keep log of activities

▷ Interviewing- Ask crew members what their work entails?

▷ Questionnaires- Ask crew members to fill job analysis questionnaire

The Job Analysis Process▷ HR collects the following info via job analysis

Job Analysis

Work Activities

Human Behaviors

Equipment

Performance Standards

Job Context

Human Requirements

Eg. Tasks, how, why, when

Eg. Communicating, commuting, heavy work

Eg. Tools, IT,

Eg. Quality, quantity

Eg. Working conditions, Schedule

Eg: Knowledge, SkillsPersonal Behaviors

The Job Analysis Process▷ McDonalds

Job Analysis

Work Activities

Human Behaviors

Equipment

Performance Standards

Job Context

Human Requirements

Greet customers as they

arrive at the drive through

window or the counter

Walking Back Forth In Kitchen

POS Counter, Credit Card, Fry Machine, Other Cooking Machinery

McDonalds High Performance Standards

Hot, Warm Condition in Kitchen, Always Standing, Walking Around

Education, English, Ability To Handle Cash, IT Proficient

The Job Analysis Process▷ Step 4: Developing Job Descriptions and Job

Specifications

Draft job descriptions and specifications Review drafts with managers and employees Finalize job descriptions and recommendations

▷ Prepare job description, specifications; present findings to manager and employees

▷ Identify if accurate, if changes, modify ▷ Finalize

The Job Analysis Process▷ Step 5: Maintaining and Updating Job

Descriptions and Job Specifications

Update job descriptions and specifications as organization changes

▷ Periodically review all jobs

▷ Over time if job responsibility of a crew member changes, then update

▷ Carry out HR Audit from time to time, review job description and specification and check for accuracy

The Job Analysis Process

Example-Cashier▷ Greet customers as they arrive at the drive through window

or the counter

▷ Ask customers if they would like to dine in or take away their order

▷ Provide customers with information on deals and discounts

▷ Suggest menu items according to customers’ specific likes

▷ Take orders for burgers, fries, shakes, wraps and drinks and punch them in to the ordering system


Example-Cashier▷ Provide customers with information on total costs and

process cash and credit card payments

▷ Tender change and receipts after carefully counting and checking both

▷ Relay order to the backend and perform follow-up duties to ensure that the order is delivered on time

▷ Pack customers’ orders for takeaway and ensure that any condiments such as ketchup are included


Example-Cashier▷ Set trays for dine-in customers and provide them with

information on location of condiments dispenser

▷ Ascertain that the counter is kept clean and sanitized at all times

▷ Balance cash registers at the end of each shift and handle any discrepancies on an immediate basis

▷ Make sure that supplies such as napkins and condiments are in stock and inform managers of any supply shortages


Example-The Person▷ High school diploma with minimum of a year cash processing

and cashier experience

▷ Must be at ease with managing the contents of the cash drawer.

▷ Proficiency in calculating, making accurate entries, and posting into journals

▷ Effective communication aptitude in explaining accounting policies, principles, and information in a way that is easy to understand by the consumer


Example-The Person▷ Precision and integrity in managing cash flows and control of

revenue.

▷ Prompt accomplishment of tasks assigned by supervisor or manager

Conducting Job Analysis

Data Collection Success Factors

▷ Develop rapport, build trust; analysis to improve not to scrutinize employee, anxiety/hire consultant

▷ Use multiple data collection method; back questionnaire with interview or observation

▷ Verify data with superior

▷ Focus on duty, role-not person. Not John, but the cashier

▷ Inflation of job and titles; reverse

Essential Job Analysis Concepts

Understanding Of Specific Concepts


▷ Workflow analysis- detailed study of the flow of work from job to job in a work process

Management tool that streamlines, automates and improves the efficiency of business procedures


▷ Business process reengineering- radical redesign of core business processes to achieve dramatic improvements in productivity, cycle times and quality

▷ Companies start with blank sheet of paper, rethink existing processes to deliver more value to customer


▷ Job enlargement- involves broadening the scope of a job by expanding number of different tasks to be performed

▷ Horizontal restructuring method aimed at increasing workforce flexibility, also reducing monotony that may creep up over a period of time

▷ Small companies with flat structures may use this to keep employees motivated

▷ Crew member given delivery job


▷ Job enrichment- increasing depth of job by adding responsibility for planning, organizing, controlling, or evaluating the job

▷ Extra responsibilities; upgrade quality of a job, more exciting, challenging and creative; power to plan, control, make important decisions; less supervision

Increases opportunities for worker to experience feelings of responsibility, achievement, growth, and recognition; empowering the worker

Crew member given delivery job


▷ Job Rotation- process of shifting a person from job to job; to break monotony, create versatility

Kitchen member allowed to do customer service work

▷ Job Sharing- two employees perform the work of one full-time job; part time, collaborative effort

Two part time staff sharing specific role


Tasks, Duties & Responsibilities

▷ During job analysis we identify and break down jobs into

Tasks

Duties

Responsibilities

Task-based job analysis seeks to identify all the tasks, duties, and responsibilities that are part of a job.



▷ Tasks: Distinct, identifiable work activity composed of motions

For Example: A Task Done By HR Manager

Ask Job Related Question. What is your work experience? What are your educational qualifications?

Check Resume

Do Referee Check



▷ Duties: Work segment composed of several tasks that are performed by an individual

For Example: A Duty Done By HR Manager

Interview A Candidate



▷ Responsibilities: Obligations to perform certain tasks and duties

For Example: A Responsibility Of HR Manager

Hire New Employee/Recruit



▷ Tasks: Grill the patty Heat the bun Assemble burger Wrap burger

▷ Duty: Process order, serve customer

▷ Responsibilities: Ensure happy customer through efficient and pleasant service


Competency Based Job Analysis

▷ Many see “job” as a set of specific duties someone carries out for pay

▷ Concept of job is changing

▷ Impractical if employees view themselves locked into doing a specific set of duties. Eg teamwork often requires doing multiple jobs

▷ “Job” may change from day-to-day; relying on a list of static job duties that itemizes specific things you expect the worker to do can be meaningless



▷ Competency-based job analysis- describing job in terms of measurable, observable, behavioral competencies (knowledge, skills, and/or behaviors) that an employee must exhibit

▷ Competencies can get multiple jobs done

▷ Assumption is if new team member has the necessary skills and competencies, he or she will be able to do whatever duties the job requires



▷ Competency Based Job Analysis

▷ Identify competencies required by staff at McDonalds

▷ To Serve Customers▷ To Process Food▷ To Function As Organization



▷ Competencies: observable and measurable human behaviors that make performance possible

▷ To determine what a job’s required competencies are, ask, “In order to perform this job competently, what should the employee be able to do”

▷ Competency to develop an app: Innovation, Programming



▷ Technical competencies is often used to refer to specific knowledge and skills of employee-programming, designing, drafting, sewing

▷ Behavioral competencies: type of behavior required to deliver results under such headings as teamwork, communication, leadership and decision-making



▷ Competency Framework:

▷ Competency framework defines the knowledge, skills, and attributes needed for people within an organization

▷ Each individual role will have its own set of competencies needed to perform the job effectively

▷ Varies from company to company, depends on strategy, direction, values, mission, vision-behaviors that will lead to high performance

Competency Framework Some Examples

Team Orientation Communication People Management

Customer Focus Results Orientation Problem Solving

Planning & Organizing

Technical Skills Leadership

Business Awareness Flexibility Creativity



3M is a global innovation company that never stops inventing. Over the years, our innovations have improved daily life for hundreds of millions of people all over the world

Post it note, cellophane tape, masking tape,



▷ At 3M competency framework based on innovation, new ideas, solve real problem, encouraging, motivating people

▷ “Listen to anyone with an original idea, no matter how absurd it may sound”, “Hire good people, leave them alone.” “If you put fences around people, you get sheep. Give people the room they need.” “Tolerate honest mistakes”, “Thou shalt not kill new product idea”

▷ 15% Rule- Technical spend to spend time on own project/initiatives

▷ 25% Rule- Each division expected to generate 25% annual sale from new products introduced in last 5 years

Job DescriptionMost important product of job analysis. List of a job’s duties, responsibilities, reporting relationships, working conditions,

and supervisory responsibilities

Job Description ▷ List of a job’s duties, responsibilities, reporting

relationships, working conditions, and supervisory responsibilities

▷ Most important product of a job analysis

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

▷ No defined format; but includes following

Job Description

Components

▷ Job Identification:

Title, Date, Division, Department, Location, Supervisors Title, Salary, Pay Scale/Grade

▷ Job Summary:

Summarize the essence of the job, and include only its major functions or activities

Job Description

Components

▷ Relationships:

Reports to Supervises Works with Outside the company

▷ Responsibilities & Duties:

Heart of job description; list major duties/responsibilities separately in few sentences

Limits of authority

Job Description

Components

▷ Standards of performance and working conditions:

Standards the company expects the employee to achieve for each of the job description’s main duties and responsibilities

Working conditions involved-noise level, hazardous conditions, or heat

Two examples are provided for your review

Job SpecificationList of a job’s “human requirements,” that is, the requisite

education, skills, personality

Job Specification▷ Summarizes the personal qualities, traits, skills, and

background employees require for getting the job done

▷ What human traits and experience are required to do this job effectively?

▷ Hiring criteria for the job-what kind of person to recruit and for what qualities you should test that person

▷ Always, included in the job description

Job Specification

Components▷ Knowledge, skills, and abilities

▷ Education and experience

▷ Physical requirements and/or working conditions

▷ For experienced hires-experience, performance matters; for fresh hires physical traits, personality, interests, or sensory skills takes precedence

The Flexible OrganizationJob Design Via Alternative Work Arrangement

The Flexible Organization ▷ Flexible working- pattern of working practice or

working hours that deviates from the standard, normal arrangement

▷ Aim-greater operational flexibility, improve use of employees’ skills and capacities, increase productivity and reduce employment costs

▷ Increasingly important as a means of enhancing operational effectiveness

The Flexible Organization ▷ Reconsidering traditional employment patterns.

▷ Operational flexibility, multiskilling, use of subcontracting and outsourcing, or introducing working arrangements such as flexible hours, job sharing and homeworking

The Flexible Organization

What Has Led To It ▷ Technology

▷ Increasing cost pressures

▷ Globalization

▷ Support services

▷ Congestion, traffic, development of suburbs

▷ Changing nature and concept of job


FormsFunctional Flexibility

▷ Employees can be redeployed quickly and smoothly between activities and tasks

▷ Multiskilling – workers who possess number of skills, for example, both mechanical and electrical engineering

▷ Multitasking – workers who carry out a number of different tasks in a work team


FormsStructural Flexibility

▷ Core of permanent employees supplemented by a peripheral group of

Part-time employees Employees on short- or fixed-term contracts Subcontracted workers


FormsNumerical Flexibility

▷ Associated with structural flexibility

▷ The number of employees can be quickly and easily increased or decreased in line with even short-term changes in the level of demand for labor

The Flexible OrganizationMultiskilling

▷ Employees acquire through experience and training a range of different skills they can apply when carrying out different tasks (multitasking)

▷ They can be used flexibly, transferring from one task to another as the occasion demands

The Flexible OrganizationHomeworking

▷ Home-based employees-consultants, analysts, designers or programmers

▷ They can undertake administrative work.

▷ Advantages are flexibility to respond rapidly to fluctuations in demand

▷ Reduced overheads and lower employment costs if the homeworkers are self-employed

The Flexible OrganizationFlexible Hours

▷ Flexible daily hours–agreed pattern day by day according to typical or expected workloads (eg flexitime systems)

▷ Flexible weekly hours –longer weekly hours to be worked at certain peak periods during the year

▷ Compressed working weeks in which employees work fewer than the five standard days

▷ Annual hours – scheduling employee hours on the basis of the number of hours to be worked


Advantages-Employees▷ Flexibility to meet family needs, personal obligations,

and life responsibilities conveniently

▷ Reduced consumption of employee commuting time and fuel costs

▷ Avoids traffic and the stresses of commuting during rush hours.

▷ Increased feeling of personal control over schedule and work environment.


Advantages-Employees▷ Reduces employee burnout due to overload.

▷ Allows people to work when they accomplish most, feel freshest, and enjoy working

▷ Depending on the flexible work schedule chosen, may decrease external childcare hours and costs


Advantages-Employer▷ Increased employee morale, engagement, and

commitment

▷ Reduced absenteeism and tardiness.

▷ Increased ability to recruit outstanding employees

▷ Reduced turnover of valued staff

▷ Allows people to work when they accomplish most, feel freshest, and enjoy working. (e.g. morning person vs. night person)


Advantages-Employer▷ Extended hours of operation for departments such

as customer service.

▷ Develops image as an employer of choice with family-friendly flexible work schedules

▷ In some instances may be able to avoid costs associated with full time or permanent employees

▷ Ability to respond to situational need


Disadvantages-Employees▷ Employees who thrive in an office environment

▷ Working from home can often make neighbors and friends think you aren't actually working

▷ There is no clear delineation between work and home

▷ When you use flexible schedules sometimes that means work all of the time.


Disadvantages-Employer▷ In team-oriented departments, teams still need to

meet

▷ Some take advantage of the flexibility

▷ Some managers have trouble adjusting to the new management style which requires trust

▷ Office-oriented people sometimes view their work-at-home colleagues as slackers because they can't physically see their productivity


Disadvantages-Employer▷ Compressed work weeks can make client handovers

complicated

▷ Jobs that require customer-facing responsibilities only allow certain types of flextime.

▷ Conflict of interest

▷ Confidentiality matters

Thanks!Any questions?

You can find me at:@[email protected]

Documents

Lecture 1.2 HRM In Sri Lanka - BMS 2/HRM/Jeeshan... · 2018-04-04 · 1. HRM Strategy & Analysis 2. Job Analysis 3. Personnel Planning & Recruiting 4. Selecting Employees 5. Training