Job Analysis and Job Design

Job Analysis & Design

  • Course: COMM. 211 – Human Resource Management

  • Instructor: Dr. Claudia Wendrich, L.L.M., CPHR, CHRE, CEBS

Job Analysis (JA)

  • Definition: The systematic process of collecting comprehensive information about specific jobs.

  • Purpose: Provides vital information for job descriptions.

  • Importance in HR: Used in various HR disciplines, such as:

    • Recruitment and Selection

    • Training and Development

    • Performance Management

Job Descriptions

  • Definition: Summary reports identifying, defining, and describing how a job is performed.

  • Components:

    • Job Specifications: Indicating necessary knowledge, skills, abilities, and characteristics for the job.

    • Performance Standards: Define acceptable performance criteria and serve as the basis for assessments.

JA Terminology

  • Job Family: Group of broadly similar jobs (e.g., HR, Legal, Procurement).

  • Job Task: Entirety of tasks performed by an employee (e.g., Compensation Specialist, HR Manager).

  • Position: Specific individual role an employee holds.

Typical Data Collected in JA - Job Related

1. Job Identification

  • Title

  • Department

  • Number of people holding the job

2. Job Content

  • Tasks and activities

  • Effort (physical, mental, emotional)

  • Constraints on actions

  • Performance criteria

  • Critical incidents

  • Conflicting demands

  • Working conditions

  • Roles (e.g., negotiator, monitor, leader)

  • Responsibilities

Typical Data Collected in JA - Employee Related

Employee Characteristics

  • Professional & technical knowledge

  • Manual, verbal, written, and quantitative skills

  • Mechanical and conceptual skills

  • Managerial and leadership skills

  • Interpersonal skills

Internal Relationships

  • Relationship with bosses, peers, subordinates

External Relationships

  • Suppliers, customers, regulators, community, union groups

Data Collection Process

  • Methods:

    • Conventional questionnaires to employees/managers

    • Observation

    • Interviews

    • Focus groups (less common)

    • Employee logs (rare)

  • Quantitative Methods: Use proprietary questionnaires for arithmetical analysis.

  • Challenges in Data Collection:

    • Conflicts between stakeholders

    • Biases and subjectivity

    • Administrative costs and efforts

Common Issues with JA

  • Problems:

    • Data may be unreliable, invalid, or outdated

    • Acceptance issues among employees/managers

  • Consequences of Poor JA: Results can be ineffective or irrelevant.

Outcome of Data Collection: Job Descriptions

Job Specification

  • Lists qualifications required for a job, part of JD.

Job Description

  • Comprehensive summary of job responsibilities, qualifications, and relationships.

  • National Occupational Classification (NOC): A source for job descriptions covering over 30,000 occupations.

Competency Models

  • Definition: Broadly applicable knowledge, skills, and behaviors essential for job success.

    • Core competencies can be defined at various levels (individual, group, organizational).

    • Competency sets translate core competencies into specific actions.

  • Challenges:

    • Lack of clear definitions

    • Difficulty in objective assessment

    • Potential legal issues related to compensation based on competencies.

Examples of Competencies

  • Team leadership

  • Interpersonal understanding

  • Influence and impact

  • Analytical thinking

  • Networking, etc.

Simplified Example of Competency Model

  • Characteristics:

    • Self-awareness

    • Responsibility

    • Openness to learning

    • Care and communication with others.

Factors Impacting Job Design

  • Organizational Considerations:

    • Efficiency, cost-cutting, workflow optimization

    • Legislative and social changes

    • Aging workforce effects

  • Employee Considerations:

    • Workforce diversity

    • Variety, autonomy, task identity, and significance increases.

  • Technological Developments:

    • Job automation and digitalization factors.

Job Considerations

  • Job rotation (may add costs & complexities)

  • Job enlargement (horizontal growth)

  • Job enrichment (vertical growth)

Final Remarks

  • Importance of JA and job design in aligning HR practices with organizational goals.