JOB ANALYSIS & DESIGN
Chapter 2
A. Importance of Job Design
1. Job design can impact employee performance
There are some jobs where employee motivation is a crucial
factor to performance and the right motivation may be a result
of good job design.
2. Job design can affect job satisfaction
Some workers are more satisfied when they perform their jobs in
a manner most convenient to them
3. A good job design may help reduce turnover and
absenteeism
These maybe translated to a reduced cost of staffing
4. Job design can affect a worker both physically and mentally
Improperly designed jobs may result to problems like loss of
hearing, back pains, cramps and the like
B. What is a Job
Job - defined as a grouping of similar positions.
Position - collection of task, duties and responsibilities performed by
a single person.
Task - composed of motions and is a distinct identifiable work
activity.
Duty- composed of a number of task and is a larger work segment
perform by an individual.
Responsibilities - obligations to perform certain task and duties
C. What is Job Design
Job design - defined as an approach that specifies
the tasks that contitute a job for an individual or a
group.
Objective:
To develop requirements of the organization and
the technology that satisfy the personal and
individual requirements of the jobholder
Aspects to consider in designing a job:
A. Job specialization and enrichment
B. Psychological components
C. Ergonomics and work methods
D. Motivation and incentive systems
A. Job Specialization & Enrichment
Job Specialization
The process of focusing one's occupational concentration on a specific
area of expertise.
Job Enlargement
The grouping of a variety of tasks about the same skill level
Job Enrichment
Increases the employees’ autonomy over the planning and execution of
their own work.
B. Psychological Components
Objective:
Improve the quality of work life, job satisfaction and motivation of employees
To consider:
1. The content of the job must be reasonably demanding and must provide some
variety.
2. The worker must be provided with the opportunity to learn on the job and this must
be continuously provided
3. The worker must be allowed to have some minimal area of decision making that he
can call his own
4. The worker must be provided with some degree of social support and recognition
5. The worker must be allowed to relate to his social life what he produces
6. The worker must be made to feel that performing his job will leads to a desirable
future
C. Ergonomics & Work Methods
• Ergonomics is the study of relationship between people at work
and their working conditions, especially the machine they use.
• A work method statement, sometimes referred to as a safe
work method statement or SWMS or a safe work procedure, is
a part of a workplace safety plan.
• Some work methods are superior than others. If one is using an
inferior work method a better one must be devised. This can be
achieved through method analysis which focuses on how a task
is accomplished.
Methods Techniques Purpose
Flow Diagrams/ flow process chart To analyze movement of individuals and
materials
Activity Chart To analyze activity of humans and
machines and crew activity
Micro-motion Charts To analyze body movement
D. Motivation and Incentive Systems
Money -powerful motivator. It is used in form of :
Bonuses - given in cash or stock option, are often
used to motivate executives
Gain Sharing - rewards given to employees when
the organization has improved its performance.
Incentive System -are monetary rewards to
individual or groups based on production above
the standard requirement
D. Alternative Work Schedules
Work schedule - another factor that affects job design
Alternative work schedules:
Flex-time
A work scheduling system in which workers are required to work
a number of hours per week but are free, within limits, to vary
the hours of work. The main feature is that workers are given the
opportunity to choose a schedule that is more convenient to
them.
Compressed Workweeks
• The arrangement calls for performing one
week's work in less than five days. This is
designed to allow workers to enjoy a longer
weekend which they may spend with their
families or doing some other important
activities.
Part-time Employment
The employment of people on a part-time basis is also an
alternative work schedule.
Classification of Part-time employment:
Permanent part-time employment
Job sharing -two part-timers share one full-time job
Work Sharing - happens when some or all employees reduce
work time on a percentage basis. An option when the
management does not want to lay off employees when there is a
reduction in organizational activity
Temporary part-time work
E. Job Analysis
Job analysis
Defined as a systematic investigation of the task,
duties and responsibilities required in a job, and
the necessary skills, knowledge and abilities
someone needs to perform the job adequately.
Uses of Job Analysis:
Job definition
Job redesign
Recruitment
Selection and placement
Orientation
Training
Career couseling
Employee safety
Performance appraisal
Compensation
JOB ANALYSIS Job Redesign
Process of Job
Recruitment Analysis
JOB
DESCRIPTION
Orientation &
Training
Career
Couseling
Employee
Safety
Performance Performance
Standards Appraisal
JOB Training
SPECIFICATION
Selection
JOB
EVALUATION Compensation
10 Step Process:
Phase I. Determine the scope of the project
Step 1. Knowing the purpose of job analysis
2. Determining which jobs to collect information
Phase II. Deciding on what type of method/s of job analysis to adapt
3. Knowing what types of job data are needed
4. Knowing what sources for that data are available
6. Knowing what specific job analyis procedures should be used
to collect these data
Phase III. Actual collection and analysis of data
6. Collection of job information
7. Analysis of data
8. Reporting of data
9. Periodic rechecking og job analysis infomation
Phase IV. Assessing job analysis methods
10. Assessment of the overall value of the job
analysis project
F. Types of Job Data
Classification of Job Data:
1. Behavioral descriptors
2 aspects:
Job-oriented activities - refer to job-specific terms
Work-oriented activities - refer to human behaviors, mental
processes or personal job demands
2. Ability requirements
Refer to human abilities that are required to perform a job
3. Job characteristics
Other factors which maybe needed to be
identified like motivational characteristics
present in the job, working conditions and work
schedule.
4. Information about the equipment used on
the job
G. Sources of Job Data
Job incumbent - best source of job data
Other sources:
• Human sources
• Nonhuman sources
Other classification of sources:
• Internal sources - found within the confines of the
organization
• External sources - outside of it
H. Methods of Gathering Information
Most Common Methods of Job Analysis
Observation Method
A job analyst observes an employee and records all his
performed and non-performed task, fulfilled and un-
fulfilled responsibilities and duties, methods, ways and
skills used by him or her to perform various duties and
his or her mental or emotional ability to handle
challenges and risks.
Interview Method
In this method, an employee is interviewed so
that he or she comes up with their own working
styles, problems faced by them, use of particular
skills and techniques while performing their job
and insecurities and fears about their careers
Types of interview
1. Structured interview - pre-designed format is
used
2. Unstructured interview - does not use
designed format
Questionnaire Method
Another commonly used job analysis method is
getting the questionnaires filled from employees,
their superiors and managers.
However, this method also suffers from personal
biasness. A great care should be takes while framing
questions for different grades of employees.
Types of questionnaires
1. Position analysis questionnaire - analyzing
jobs in terms of employee activities
2. Management position description
questionnaire - used in analyzing jobs of
managers
I. Products of Job Analysis
Job Description
A broad, general, and written statement of a specific
job, based on the findings of a job analysis.
It generally includes duties, purpose, responsibilities,
scope, and working conditions of a job along with the
job's title, and the name or designation of the person
to whom the employee reports. Job description usually
forms the basis of job specification.
Job Specification
A statement of employee characteristics and
qualifications required for satisfactory
performance of defined duties and tasks
comprising a specific job or function.
Job Evaluation
A job evaluation is a systematic way of determining
the value/worth of a job in relation to other jobs in
an organization.
It tries to make a systematic comparison between
jobs to assess their relative worth for the purpose of
establishing a rational pay structure.
