Job Analysis & Design in Human Resource Management

Job Analysis & Design in Human Resource Management

Overview of Job Analysis (JA)

  • Definition of Job Analysis (JA): JA is the process of systematically collecting a substantial amount of information about specific jobs.
  • Purpose of JA: Provides the underlying information necessary for creating detailed job descriptions.
  • Key Functions of JA:
    • Job Specifications: Indicates the knowledge, skills, abilities, and other characteristics required to perform a job.
    • Performance Standards: Defines acceptable performance criteria that serve as the basis for performance assessments.

Importance of Job Analysis in HR Disciplines

  • Application of JA:
    • Essential in various HR disciplines. Examples include:
    • Recruitment and Selection
    • Performance Management
    • Compensation and Benefits

Job Analysis Terminology

  • Job Family: A group of broadly similar jobs. Example job families include:
    • Human Resources (HR)
    • Legal
    • Procurement
    • Marketing
  • Job Task: The entirety of tasks performed by a single employee, encompassing all work assignments. Examples include roles like:
    • Compensation Specialist
    • HR Manager
    • Global Mobility Representative
  • Job vs. Position: However distinct, a job refers generally to the role and duties, while a position denotes the specific instance of a job held by an individual.

Types of Data Collected in Job Analysis

Data Related to the Job

  1. Job Identification:
    • Title of the job
    • Department where the job is located
    • Number of people currently holding the job
  2. Job Content:
    • Tasks and activities involved
    • Physical, mental, and emotional effort required
    • Constraints affecting actions
    • Performance criteria
    • Critical incidents impacting job performance
    • Conflicting demands faced in the role
    • Working conditions associated with the job
    • Roles played (e.g., negotiator, monitor, leader)
    • Level of responsibility expected

Data Related to the Employee

  1. Employee Characteristics:
    • Professional and technical knowledge
    • Manual skills
    • Verbal and written communication skills
    • Quantitative and mechanical skills
    • Conceptual skills
    • Managerial skills
    • Leadership skills
    • Interpersonal skills
  2. Internal Relationships:
    • Interactions with superiors, peers, and subordinates
  3. External Relationships:
    • Engagements with suppliers, customers, regulatory bodies, professional bodies, community groups, and unions or employee organizations.

Data Collection Process for Job Analysis

  • Methods of Data Collection: Common techniques include:

    • Conventional questionnaires directed at employees/managers.
    • Direct observation of job performance.
    • Conducting interviews with relevant parties.
    • Organizing focus groups (though this method is used less frequently).
    • Maintenance of employee logs (a rarer method).
    • Utilization of quantitative analysis using specifically designed proprietary questionnaires that allow for empirical analysis.
    • A combination of the above methods.

  • Typical Issues in Data Collection:

    • Identification of who collects and who provides the data can lead to discrepancies.
    • Possible disagreements among stakeholders involved in the process.
    • Presence of biases and subjectivity in data interpretation.
    • Costs and administrative efforts required for effective data collection.

Potential Issues in Job Analysis

  • What Can Go Wrong in JA:
    • Data may be unreliable (i.e., not consistent) or invalid (i.e., not accurate).
    • Outcomes may not be accepted by employees, managers, or other stakeholders.
    • The information may become outdated quickly, leading to obsolescence.
    • The job analysis results may not be practically useful.

The Outcome of Data Collection: Job Descriptions (JD)

  • Job Specification: This document lists the qualifications necessary to perform a job and is often included as part of the job description.
  • Job Description:
    • A comprehensive summary detailing job responsibilities, required qualifications, and relevant relationships.
    • Reference: National Occupational Classification (NOC) 2021 Update, an essential resource by Employment and Social Development and Statistics Canada for over 30,000 occupational job descriptions.

Competency Models

  • Definition of Competencies: Broadly applicable knowledge, skills, and behaviors necessary for success in a specific job. Competencies can be defined at various levels:

    • Individual
    • Group
    • Organizational

  • Competency Sets: Translate core competencies into more actionable components. Behavioral descriptors provide observable indicators of competency levels.

  • Challenges Associated with Competency Models:

    • Lack of clear definitions for competencies.
    • Difficulty in objectively assessing competencies as compared to skills.
    • Potential legal liabilities (e.g., implications if pay is based on perceived competencies).

Simplified Example of Competency Model

  • Key Competencies Include:
    • Self-awareness and growth preferences: "Know yourself" and "Take responsibility"
    • Emotional intelligence: "Recognize my emotions"
    • Teamwork and communication: "Care together," "Show kindness," and "Communicate effectively"
    • Contribution and integrity: "Contribute daily," "Stand up for safety," and "Commit to quality service"
    • Purpose-driven action: "Act with purpose"
    • Reference: Alberta Health Services (AHS) Competencies Guide.

Impacts on Job Design

Organizational Considerations

  • Factors influencing job design include:
    • Organizational efficiency and effectiveness.
    • Cost-cutting measures.
    • Workflow optimization needs.
    • Availability of a suitable workforce.
    • Social values and trends impacting organizational practices.
    • Legislative changes that affect job structures.
    • Changes in workforce demographics, such as an aging workforce.
    • Concerns regarding health, e.g., "Sitting is the new smoking."
    • Job automation and digitalization trends affecting job relevance.

Employee Considerations

  • The diverse workforce is likely to increase job satisfaction when:
    • Greater autonomy is allowed.
    • Job variety and significance are enhanced.
  • Important Note: Individual employee preferences can differ; it is vital not to generalize experiences.

Job Considerations

  • Job design influences:
    • Job rotation strategies, considering potential costs and complexities when applied across different regions.
    • Job enlargement, which refers to increasing the horizontal scope of a job.
    • Job enrichment aimed at enhancing the vertical aspects of jobs, typically through increased responsibility or more complex tasks.

Conclusion

  • Reinforces the critical importance of effective job analysis and design in optimizing HR management and enhancing workforce productivity.