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.