Job Analysis & Manpower

Planning
Content:
Meaning, relevance and difference between the
following:
Job Analysis,
Job Description / Position Description,
Job Specification / Man Specification,
Job Enrichment,
Job Enlargement,
Manpower Estimation
Job Analysis
The process of determining by observation and study
the tasks, which comprise the job, the methods and
equipments used, and the skills & attitudes required for
successful performance of the job.
It is essentially the process of collecting and analysing
data related to a job.
It is performed upon ongoing jobs.
As jobs are always subject to change, a job analysis
may become obsolete within a short span of time.
(example: )
Relevance of job analysis
1. Organisational Design
2. HR Planning
3. Recruitment and Selection
4. Placement and Orientation
5. Training and Development
6. Performance Appraisal
7. Career Path Planning
8. Job Design
9. Job Evaluation
Relevance of job analysis
10. Labour Relations
11. Employee Counselling
12. Health & Safety
 Job Analysis

Job / Position Job / Man Job

Description Specification Evaluation
Job Description / Position Description
Job description is a written record of the appropriate
authorised contents of the job. It is a factual &
organised statement describing the job in terms of its
title, location, tasks, duties, responsibilities, working
conditions, hazards and relationship with other jobs. It
tells us what is to be done, how it is to be done and
why.
Its main object is to differentiate it from other jobs
and set out its outer limits
(example:)
Job Description / Position Description
Some enterprises prepare more than one job
description for each job.
A job description is not a perfect reflection of a job.
Job descriptions once prepared are periodically
reviewed & updated in the light of changing
conditions and shortcomings revealed.
Criticism
i. It has some degree of subjectivity.
ii. It reduces flexibility.
iii. It has been criticised on the grounds that a job is
largely what the jobholder makes it to be.
Relevance of job description
It is helpful in the following areas of HRM:
i. Job grading & classification.
ii. Placement of new employees on the job.
iii. Orientation of new employees towards basic duties
& responsibilities.
iv. Promotions & transfers.
v. Defining & outlining career paths.
vi. Redressal of grievances relating to duties &
responsibilities.
vii. Investigating accidents.
Relevance of job description
viii. Locating faulty work procedures & duplication of
papers.
ix. Work measurement & work improvement.
x. Defining the limits of authority.
xi. Health & fatigue studies.
xii. Developing performance standards.
xiii. Establishing a common understanding of a job
between management & workers.
xiv. Employee counselling & vocational guidance.
xv. Organisational change and development.
xvi. Framing questions to be asked in selection interview.
Differences between Job analysis & Job
Description
Job Analysis Job Description
1. A formal & detailed study of a job.A statement describing the nature &
contents of a job.
2. It is used to serve as the basis for It is used to guide placement,
various HR functions. orientation, training, etc. of employees.
3. It is a process. It is a statement.
4. It can be written or oral. It is written.
Job Specification / Man Specification /
Employee Specification
It is a statement of minimum acceptable human
qualities required for the proper performance of a job.
It is a written record of the physical, mental, social,
psychological, and behavioural characteristics which a
person should possess in order to perform the job
effectively.
All these traits may be classified into three categories:
i. Essential attributes
ii. Desirable attributes
iii. Contra-attributes
Relevance of job specification
i. It tells what kind of person is required for a given
job.
ii. It serves as a guide in the recruitment & selection
process.
iii. It is helpful in training & appraisal of employees.
Criticism
iv. It involves a great deal of subjectivity.
v. It is restrictive in nature as it restricts the
development of an individual in the job.
Differences between Job Description &
Job Specification
Job Description Job Specification
1. It is a written statement of the It is a written statement the qualities
contents of a job. required for performing of a job.
2. It states the title, duties, working It states the education, training,
conditions, supervision, relationships experience, aptitude, etc. required for a
involved in a job. particular job.

3. It is prepared to identify, define and It is prepared to facilitate recruitment,

describe a job. selection, training, etc. of people for a
job.

4. Job description measures the tasks Job specification measures the

and responsibilities attached to the capabilities that the job holder must
job. possess to perform the job.
 Job Redesign

Job Job
Job Rotation
Enlargement Enrichment
Job Enlargement
It is the process of increasing the scope of a job by
adding more tasks to it.
The related tasks are combined.
The widened and more complex job is expected to
satisfy the higher order needs of employees. Due to a
variety of tasks, an employee gets the opportunity to
make greater use of his mind and skill.
Relevance of job enlargement
1. It reduces monotony & boredom by providing the
employee a more complete and whole job to do.
2. It helps increase interest in work and efficiency.
3. It is method of training & developing more versatile
employees.
Disadvantages / Criticism
4. It does not increase the depth of the job.
5. Enlarged jobs require longer training period as there
are more tasks to be learned.
Job Enrichment
It involves designing a job in such a way that it provides the
worker greater autonomy for planning and controlling his
own performance
It is based on the assumption that in order to motivate
employees, the job itself must provide opportunities for
achievement, recognition, responsibility, advancement and
growth.
It makes a job more interesting and challenging thereby
removing the functions of narrow specialisation.
An employee whose job is enriched will perform the
management functions of planning and control so far as his
own work is concerned.
Relevance of job enrichment
1. It makes the job interesting thereby reducing
monotony & boredom for the jobholder.
2. It provides job satisfaction to the jobholder by
making job challenging.
3. It helps to reduce employee absenteeism and
employee turnover.
4. It improves motivation of jobholder through
opportunity for advancement and growth in career.
5. It helps to increase quantity and quality of job
performance.
Differences between Job Enlargement
& Job Enrichment
Self explanatory (refer textbook)
Manpower Estimation
Estimation of the number of employees and quality of
employees, an organisation would need during a
future time period is called manpower estimation or
manpower planning.
It has two dimensions – Quantitative and Qualitative
Quantitative aspect : It involves estimating the
number of employees required in a future time period.
In order to estimate the quantity of required
manpower, workload analysis and work force analysis
are done.
Workload analysis: Under this, the workload of each
department is estimated. The total workload divided by
workload per worker will yield the no. of employees needed
in a department.
Workforce analysis: All existing workers are not likely to be
available in the future time period, as some of the current
workforce or manpower will be lost due to retirement,
resignation, promotion, etc. In order to estimate the loss of
current workforce, workforce analysis is done. The work
history of each of the existing workers in the factory is
prepared.
Qualitative aspect: The estimate of the knowledge , skills,
experience, etc. of the required manpower is the qualitative
aspect of manpower planning. It can be judged on the basis
of job analysis and job specification.
Relevance of manpower estimation
1. It ensures that the organisation has the required number
& required quality of manpower to fill the job vacancies.
2. It helps avoid excess and shortage of employees for
various jobs.
3. It facilitates expansion and growth in the enterprise.
4. It leads to better utilisation of manpower & reduces
wastage of manpower.
5. It is useful in anticipating and controlling the costs of
manpower.
6. It helps in planning for physical facilities like staff
quarters, canteen, office furniture & equipment, etc.
Thank You