PGP 2005-07

JOB DESIGN & JOB DESIGN & REDESIGNREDESIGN

PGP 2005-07

JOB ?JOB ?

A group of finite tasks to be performed A group of finite tasks to be performed

and duties to be fulfilled in order to and duties to be fulfilled in order to

achieve an end result.achieve an end result.

PGP 2005-07

JOB DESIGNJOB DESIGN

is a conscious effort to organise tasks,

duties and responsibilities into a unit of

work to achieve a certain objective.

PGP 2005-07

JOB REDESIGNJOB 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.

PGP 2005-07

APPROACHES TO JOB REDESIGNAPPROACHES TO JOB REDESIGN

Job-based approachesJob-based approaches

Person-based approachesPerson-based approaches

Team-based approachesTeam-based approaches

PGP 2005-07

Job-Based ApproachesJob-Based Approaches

SpecialisationSpecialisation Standardisation Standardisation Operations and Operations and

production production management management (process (process identification, identification, scheduling, etc)scheduling, etc)

TechniquesTechniques Job elementsJob elements Time and motion Time and motion

studiesstudies Flow charts and Flow charts and

Process chartsProcess charts

PGP 2005-07

Person-Based ApproachesPerson-Based Approaches

Job enlargementJob enlargement Job enrichmentJob enrichment Job rotationJob rotation

TechniquesTechniques Job Characteristics Job Characteristics

ModelModel

PGP 2005-07

Specialized to Enlarged JobsSpecialized to Enlarged Jobs

Job Job EnlargementEnlargement = same-level = same-level activitiesactivities

Job Job EnrichmentEnrichment = redesigning to = redesigning to experience more responsibility, experience more responsibility, achievement, growth and recognitionachievement, growth and recognition

Job Job RotationRotation = moving from one job = moving from one job to anotherto another

PGP 2005-07

THE JOB AND ITS TASKS

JOB REDESIGNJOB 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

PGP 2005-07

Job Characteristics ModelJob Characteristics Model

Core Job Core Job CharacteristicsCharacteristics

Critical Psych Critical Psych StatesStates

Personal & 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

PGP 2005-07

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.

PGP 2005-07

Team-Based ApproachesTeam-Based Approaches

Sociotechnical Sociotechnical enrichmentenrichment

Quality Quality systems/circlessystems/circles

TechniquesTechniques Multi-skillingMulti-skilling Job familiesJob families Self-managing Self-managing

work teamswork teams

PGP 2005-07

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

PGP 2005-07

WORK SCHEDULINGWORK SCHEDULING

Compressed work weekCompressed work week Flexible working hours Flexible working hours

FlexitourFlexitour Gliding timeGliding time FlexiplaceFlexiplace FlexyearsFlexyears

Job SharingJob Sharing Part-time WorkPart-time Work

PGP 2005-07

PGP 2005-07

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

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

should be hired for it.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.

PGP 2005-07

Information CollectedInformation Collected

Activities and behaviorsActivities and behaviors Machines, tools, equipment and work Machines, tools, equipment and work

aidsaids Performance standardsPerformance standards Job contextJob context Human requirementsHuman requirements

PGP 2005-07

The Output of Job AnalysisThe Output of Job Analysis Job descriptionJob description

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

Job specificationsJob specifications A list of a job’s “human requirements,” A list of a job’s “human requirements,”

that is, the requisite education, skills, that is, the requisite education, skills, personality, and so on.personality, and so on.

PGP 2005-07

Uses of Job Analysis Uses of Job Analysis InformationInformation

Recruitment and SelectionRecruitment and Selection CompensationCompensation Performance ManagementPerformance Management TrainingTraining Discovering Unassigned DutiesDiscovering Unassigned Duties

PGP 2005-07

Methods of Collecting Job Methods of Collecting Job Analysis InformationAnalysis Information

InterviewInterview QuestionnaireQuestionnaire ObservationObservation Participant diary/logsParticipant diary/logs Other sources of informationOther sources of information

PGP 2005-07

Methods of Collecting Job Methods of Collecting Job Analysis Information: The Analysis Information: The

InterviewInterview Information sourcesInformation sources

Individual employeesIndividual employees Groups of employeesGroups of employees Supervisors with Supervisors with

knowledge of the jobknowledge of the job AdvantagesAdvantages

Quick, direct way to Quick, direct way to find overlooked find overlooked information.information.

DisadvantagesDisadvantages Distorted informationDistorted information

Interview formatsInterview formats Structured Structured

(Checklist)(Checklist) UnstructuredUnstructured

PGP 2005-07

Methods of Collecting Job Methods of Collecting Job Analysis Information: Analysis Information:

QuestionnairesQuestionnaires Information sourceInformation source

Have employees fill Have employees fill out questionnaires to out questionnaires to describe their job-describe their job-related duties and related duties and responsibilities.responsibilities.

Questionnaire Questionnaire formatsformats Structured checklistsStructured checklists Opened-ended Opened-ended

questions questions

AdvantagesAdvantages Quick and efficient Quick and efficient

way to gather way to gather information from information from large numbers of large numbers of employeesemployees

DisadvantagesDisadvantages Expense and time Expense and time

consumed in consumed in preparing and testing preparing and testing the questionnairethe questionnaire

PGP 2005-07

Methods of Collecting Job Methods of Collecting Job Analysis Information: Analysis Information:

ObservationObservation Information sourceInformation source

Observing and Observing and noting the physical noting the physical activities of activities of employees as they employees as they go about their jobs.go about their jobs.

AdvantagesAdvantages Provides first-hand Provides first-hand

informationinformation Reduces distortion of Reduces distortion of

informationinformation DisadvantagesDisadvantages

Time consumingTime consuming Difficulty in capturing Difficulty in capturing

entire job cycleentire job cycle Of little use if job involves Of little use if job involves

a high level of mental a high level of mental activity.activity.

PGP 2005-07

Methods of Collecting Job Methods of Collecting Job Analysis Information: Participant Analysis Information: Participant

Diary/LogsDiary/Logs Information sourceInformation source

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

AdvantagesAdvantages Produces a more Produces a more

complete picture of the complete picture of the jobjob

Employee participationEmployee participation DisadvantagesDisadvantages

Distortion of informationDistortion of information Depends upon Depends upon

employees to accurately employees to accurately recall their activitiesrecall their activities

PGP 2005-07

Writing Job DescriptionsWriting Job Descriptions A job descriptionA job description

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

Sections of a typical job descriptionSections of a typical job description Job identificationJob identification Job summaryJob summary Responsibilities and dutiesResponsibilities and duties Authority of incumbentAuthority of incumbent Standards of performanceStandards of performance Working conditionsWorking conditions

PGP 2005-07

The Job DescriptionThe Job Description

Job identificationJob identification Job title: name of jobJob title: name of job Grade: where it fits in the hierarchyGrade: where it fits in the hierarchy Preparation date: when the description Preparation date: when the description

was writtenwas written Prepared by: who wrote the descriptionPrepared by: who wrote the description

Job summaryJob summary Describes the general nature of the jobDescribes the general nature of the job Lists the major functions or activitiesLists the major functions or activities

PGP 2005-07

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

Reports to: employee’s immediate supervisorReports to: employee’s immediate supervisor Supervises: employees that the job Supervises: employees that the job

incumbent directly supervisesincumbent directly supervises Works with: others with whom the job holder Works with: others with whom the job holder

will be expected to work and come into will be expected to work and come into contact with internally.contact with internally.

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

PGP 2005-07

E.g. of Relationships E.g. of Relationships Statement for Human Statement for Human

Resource DirectorResource 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

PGP 2005-07

The Job Description (cont’d)The Job Description (cont’d)

Responsibilities and dutiesResponsibilities and duties A listing of the job’s major A listing of the job’s major

responsibilities and duties (essential responsibilities and duties (essential functions)functions)

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

PGP 2005-07

The Job Description (cont’d)The Job Description (cont’d)

Standards of performance Standards of performance and working conditionsand working conditions Lists the standards the Lists the standards the

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

PGP 2005-07

Job SpecificationsJob Specifications

What human traits and experience What human traits and experience are required to do the job well?are required to do the job well? QualificationsQualifications Prior experiencePrior experience Special trainingSpecial training Personality factorsPersonality factors Physical characteristicsPhysical characteristics Other attributes/qualitiesOther attributes/qualities

PGP 2005-07

Steps in Job AnalysisSteps in Job Analysis

1.1. Clarify why you are collecting the Clarify why you are collecting the informationinformation

2.2. Review relevant background informationReview relevant background information

3.3. Select representative positionsSelect representative positions

4.4. Conduct the analysisConduct the analysis

5.5. Verify with the worker / supervisor / Verify with the worker / supervisor / mgmt.mgmt.

6.6. Develop a job description and job Develop a job description and job specificationspecification

PGP 2005-07

The Job Analysis SystemThe 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

PGP 2005-07

Considerations Employees have Considerations Employees have about being involved in Job about being involved in Job

Analysis – Analysis –

Lack of trust of consequencesLack of trust of consequences Possible changes to job dutiesPossible changes to job duties Changes to payChanges to pay The same job title may have The same job title may have

different responsibilities and pay different responsibilities and pay rates in different departmentsrates in different departments

PGP 2005-07

Job Analysis in a “Job Analysis in a “JoblessJobless” ” WorldWorld

From specialized From specialized to enlarged jobsto enlarged jobs

Managers are “de-Managers are “de-jobbing” their jobbing” their companiescompanies

PGP 2005-07

De-JobbingDe-Jobbing

De-jobbing is broadening the responsibilities of the company’s jobs, and encouraging employees not to limit themselves to what’s on their job descriptions

- is a result of the changes taking place in business today.

http://www.indiainfoline.com/bisc/mdihr06.html

Definition

PGP 2005-07

Trends leading to De-Trends leading to De-JobbingJobbing

Rapid product and technological

changes

Global Changes

Demographics

Competition

PGP 2005-07

Flat and Boundaryless Flat and Boundaryless OrganizationsOrganizations

I K E A

WAL MARTWAL MARTGeneral Electric

Procter & Gamble

PGP 2005-07

Competency-Based Job Competency-Based Job AnalysisAnalysis

CompetenciesCompetencies Demonstrable characteristics of a person Demonstrable characteristics of a person

that enable performance of a job.that enable performance of a job. Competency-based job analysisCompetency-based job analysis

Describing a job in terms of the Describing a job in terms of the measurable, observable, behavioral measurable, observable, behavioral competencies (knowledge, skills, and/or competencies (knowledge, skills, and/or behaviors) an employee must exhibit to behaviors) an employee must exhibit to do a job well.do a job well.

PGP 2005-07

Skills Matrix for One JobSkills Matrix for One Job

Note: The light blue boxes indicate the minimum level of skill required for the job.

PGP 2005-07

HRP, JD HRP, JD & JA & JA

ModelModel

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