Analysing Work and

Designing Job
Learning objectives
• Elements of work flow analysis
• How work flow is related to organization’s structure
• Through the process of work flow design, managers analyse the tasks
needed to produce a product or service.
• With this information, managers assign these tasks to specific jobs
and positions.
Terminologies
• Micromotion – Simplest unit of work, involves every elementary movement,
such as reaching, grasping, positioning.
• Element – An aggregation of two or more micromotions, usually thought of as
a complete entity, such as picking up or transporting an object.
• Task – Consists of one or more elements. A task is performed whenever human
effort, physical or mental, is exerted for a specific purpose.
• Duties – One or more tasks performed in carrying out a job responsibility.
• Position – Collection of tasks and responsibilities constituting the total work
assignment of a single employee.
• Job – Group of positions that are identical with respect to their major or
significant tasks and responsibilities. One or many persons may be employed in
the same jobs.
• Occupation – A grouping of similar jobs or job classes.
What is Job Analysis?
• Job analysis is the process of determining and reporting pertinent
information relating to the nature of a specific job.
• It involves determining the tasks that comprise the job and the skills,
knowledge, abilities and responsibilities required of the holder for
successful job performance.
• The end product of a job analysis is – Job Description and Job
Specification.
Uses of job analysis
• Job definition – A job analysis results in the description of the duties
and responsibilities of the job. Such a description is useful to the
current job holders and their supervisors, and to prospective
employees.
• Job redesign – A job analysis often indicates when a job needs to be
redesigned.
• Recruitment – Job description and job specification.
• Selection and placement – A job analysis determines the importance
of different skills and abilities. Once it has been completed, various
candidates can be compared more objectively.
Uses of job analysis …
• Orientation – Effective job orientation can be accomplished without a
clear understanding of the job requirements.
• Training – Job analysis affects many aspects of training.
• Career counselling –
• Employee safety –
• Performance appraisal –
• Compensation -
Job Analysis Methods
1. Observation –
- Applicable to jobs that are relatively simple and straightforward.
- It can be used independently and in conjunction with other methods.
- Job analyst observes the individual or individuals performing the job and takes pertinent
notes describing the work.
- The information includes:
 what was done
 how it was done
 How long it took
 What the job environment was
 What equipment was used
Job Analysis Methods
• Motion Study – involves determining the motions and movements
necessary for performing a task or job and then designing the most
efficient methods for putting these motions and movements together.

• Time Study – analysis of job or task to determine the elements of

work required to perform it, the order in which these elements occur,
and the times required to perform them effectively.
The objective of a time study is to determine how long it should take an
average person to perform the task in question.
Job Analysis Methods
2. Interviews:
- Interview the job holder
- Held at the job site
- Can be either structured or unstructured
- Can be time consuming
3. Questionnaire:
- Objective or open ended questions
- Can obtain information from a large number of employees in a
relatively short period.
Job Analysis Methods
4. Position Analysis Questionnaire:
- A highly specialized instrument for analyzing any job in terms of
employee activities.
- It can be used to analyse almost any type of job.
- It is relatively easy to use.
- But sheer length of questionnaire
Job Analysis Methods
Job Analysis Methods
4. Management Position Description Questionnaire:
- A highly structured questionnaire for analysing managerial jobs.
- It contains 208 items relating to managerial responsibilities,
restrictions, demands and other miscellaneous position
characteristics.
- These 208 items are grouped under 13 categories
- Check whether each item is appropriate to the job being analysed.