JOB ANALYSIS AND DESIGN

By: Jabel Anthony Nunala

Matching of the right JOB for the right

person at the right time and in a right place provideS best

and excellent product and performance

Common Issue in Employment

• Employed (salary/security/benefits etc.)•Underemployed•Unemployed

Specific Reason why Job design is Important

• Job design can impact employee performance- The right motivation may be a result of good job

design• Job design can affect job satisfaction

- some workers are more satisfied when they perform their jobs in a manner most convenient to them• Job designed may help reduce turnover and absenteeism

- reduced cost of staffing• Job design can affect worker both physically and mentally

WHAT IS JOB

• Is a grouping of similar positions• Position – a collection of task, duties and

responsibilities performed by a single person.• Task – Composed of motions and a distinct

identifiable work activity.• Duty – is composed of a number of tasks and

is a large work segment performed by an individual.

• Responsibilities – are obligation to perform certain tasks and duties

What is Job Design?

• An approach that specifies the tasks that constitute a job for an individual or a group.

• The objective is;–To develop requirements of the

organization and the technology that satisfy the personal and individual requirements of the jobholder

The ff. aspects must be considered in designing jobs

• Job specialization and enrichment, • Psychological components,• Ergonomics and work methods,

and• Motivation and incentives systems.

Job Specialization

High-speed and low cost production – because specialization requires a worker to concentrate on

one particular type of work, labor cost are reduced in several ways.

Job Enlargement & Job Enrichment

Job Enlargement – is the grouping of variety of tasks about the same skill level.

(workers need to perform other task on same skill level for him not be affected by monotony)

Job Enrichment - is a method of giving an employee more responsibility that includes some of the planning and control necessary for job accomplishment.

Psychological ComponentsThe objective is to improve the quality of work life, job satisfaction,

and motivation of employees. The following must be considered: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; and6. The worker must be made to feel that performing his job well

leads to a desirable future.

Alternative Job Schedule

Full Time WorkersThis is a traditional work hours (8-12 & 1-5), those who are in the work setting for forty hours or so a week according to the labor code

Flex-Time WorkersIs 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 (7-12 & 1-4/ 9-12 & 1-6/ 8-12 & 5-9pm)

Compressed WorkweeksIts calls for performing one week’s work less than five days. (Mon-Thursday/ Three days with 12 hours of work per day Mon-Weds)

Part-time Employment(private colleges and universities are examples of institutions which hire part-time employees.Part-time employment may be classified as;

1. Permanent part-time employment2. Job sharing (two part-timer share one full-time

job3. Work sharing (some or all employees reduce

work time on a percentage basis/ option when management does not want to lay off employees)

4. temporary part-time work.

Job AnalysisDefinition:

It is a systematic investigation of the tasks, duties, and responsibilities required in a job, and the necessary skills and knowledge, and abilities someone needs to perform the job adequately

Uses of job Analysis1. Job definition – defining a job through a description of duties

and responsibilities.2. Job redesign – when there is a need to change the current

design of jobs.3. Recruitment – to be able to hire people who, more or less,

will fit the jobs they are to hold (field of specialization/skills)4. Selection and placement – selecting the best among the

various qualified job applicants is made easier when the requirements of the job are spelled out in clear and precise terms.

5. Orientation – When the requirements of the job are clearly understood, orienting new employees becomes a matter or procedure. When duties and responsibilities are properly stated, learning is facilitated.

6. Training – information through training is need for jobholders. Redesigned jobs, for instance, may require new skills which the current jobholders may not possess.

7. Career counseling – this will help employees make better decisions regarding their career.

8. Employee safety – appropriate measures may be adapted.

9. Performance appraisal - Information gathered through job analysis helps in assuring a fair evaluation of the employee’s performance.

10. Compensation – this provide appropriate wage or salary depends on the worth/types or kinds of job

PROCESS OF JOB ANALYSISJob Analysis Job redesign

Job Description

Recruitment

Orientation & training

Career counselingEmployee

safetyPerformance

standardsPerformance

Appraisal

Job Specification

Training

Selection

Job Evaluation Compensation

TYPES OF JOB DATA

1. Behavioral Description2 aspectsa. job-oriented – refer to job specific terms,

such as types correspondence, collects accounts, or delivers lectures.

b. work-oriented – refer to human behaviors (like finger & foot movements); mental process (like problem-solving); or personal job demands (like amount of effort provided)

2. Ability Requirements – refer to human abilities that are required to perform a joba. perceptual speed or the ability to identify visual similarities and differences quickly and accurately for fire investigators, andb. number aptitude or the ability to do speedy and accurate arithmetic for accountants.

3. Job Characteristics – are other factors which may be needed to be identified like motivational characteristic present in the job,

Methods of Gathering InformationObservation – is a method of job analysis in which the

analyst observes the person performing the job and takes notes to describe the tasks and duties performed.

Interview – a method requires the job analyst to personally meet and interview the jobholderThree ways of gathering info. using interview

1. interview the job incumbent, 2. interviewing a group of employees having the

same job, and3. interviewing the immediate supervisor who are

knowledgeable about the job under consideration

3. Questionnaire – a pre-designed survey instrument is used under the questionnaire method of gathering information.2 types of questionnaires:

1. Position analysis questionnaire – this is used in analyzing jobs in terms of employee activities

2. Management position description questionnaire – this is used in analyzing jobs of managers.

Products of Job Analysis3 Important Outputs

1. Job description – is a written statement of the tasks, duties and responsibilities in a job. It contains the ff.a. the job titleb. the duties to be performedc. the distinguishing characteristics of the job,d. environmental conditions, ande. the authority and responsibilities of the jobholder

An Example of a Job Description

Job Title: Collector Job No. 021Reports No. Section Head Date: 07-13-13Supervises: NoneEnvironmental Conditions: NoneFunctions: collect accounts of costumers assigned to his unit

Duties and Responsibilities 1. Receive collection assignments form the section head2. Collect the due and overdue accounts of the costumers3. Issues official receipts to costumer4. Remits his collections o cashier5. Etc……

2. Job Specification – is a statement defining the qualifications of the person needed to do the job. It lists the skills, experience, training, and other qualifications the individual needs to perform the job satisfactorily.The following are the guide in preparing job specification:a. Physique (health, appearance)b. attainments (education, qualification, experience)c. general intelligence (intellectual capability)d. Special aptittudes (facility w/ hands, numbers or communications skills)e. Disposition (likeable, reliable, persuasive)f. special circumstances (prepared to work shifts, excessive travel)

Job Title: Collector Job No. 021Reports No. Section Head Date: 07-13-13

Job Specification1. Must be healthy and with minimum height of

165 cm.;2. Must be a college degree holder, no work

experienced required;3. Must at least be of average intelligence;4. Must know how to drive motorcycle5. Must be willing to travel

An Example of a Job Specification

3. Job evaluation – is the systematic determination of the relative worth of jobs w/n an organization. It is done by using information generated through job analysis. The job evaluation must performed by an expert or a group.

CONCLUSION • The matching of the right jobs with the right people

is made possible by the effective use of job analysis and designed.

• It is to be noted that before hiring workers, available jobs have to classified and corresponding job information described mainly in terms of duties and responsibilities

• Job design is an activity that specifies the tasks that constitute a job.

• Job analysis is the process which seeks to find out what is involved in the job

Issues in Philippine Education• First, in order for investments in teaching quality to have an effect,

the policy approach must be comprehensive and systematic, i.e., all major components must be included and aligned. Also, the policies in question must be implemented with high quality.

• Second, investments in teacher (and later we will say principal) development must occur alongside greater focus on curriculum, instruction, performance standards for students, and corresponding achievement data. We know from the accountability movement that investments in curriculum and student standards do not by themselves make a difference. It is only when motivated and skilled teachers take up the work of curriculum, instruction and student performance that achievement gains are made. It is only when they do so in large numbers that large scale change is possible in a whole region or state.

• Third, in conducting reviews such as this one, context is a crucial variable. Each country or state differs in its organization arrangements such as the presence or absence of local education authorities, and who and how teachers are hired and paid. Nonetheless, we have confidence that the factors and policy levers we have reviewed are generalizable. The specific forms of policy specification and action will vary.

• Fourth, an integrated ‘pressure and support’ policy set is required. In return for high standards and greater performance on the part of teachers and schools, significantly greater investments are made in teacher quality and other aspects of the school system. The teaching profession becomes more elevated in the eyes of society (and in its own eyes) as the measurable performance of the education actually improves. Teaching becomes a desirable and highly respected profession.