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Job organization and information ( job analysis )


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Job organization and information ( job analysis )

  1. 1. A Presentation
  2. 2. Delineates the different departments, division, sections and units in light of its philosophy, resources and needs of the organization.
  3. 3. It is the analysis and evaluation of each job that exists within the organization. It is detailed, organized, and systematic study of jobs.
  5. 5. Before discussing job analysis in more detail, many related terms used in personnel should be carefully defined because, job analysis begins at the level of the element and attempts to build understanding of the combination of components and total organizational functions.
  6. 6. • JOB ELEMENT: is the smallest unit into which work can be divided • TASK: is a distinct work activity carried out for a distinct purpose which has an identifiable beginning and end Ex: Post Man Sorting Bag Full of mails in appropriate boxes • DUTY: several tasks which are related by some sequence of events
  7. 7. • POSITION: a collection of tasks and duties which are performed by one person Ex: Mail Room Clerk • JOB: one or more positions within an organization
  8. 8. • JOB FAMILY: several jobs of a similar nature which may come into direct contact with each other or may be spread throughout the organization performing similar function Ex: Jobs Located in different departments
  9. 9. •OCCUPATION: is a group of similar jobs found across organizations. •CAREER: Sequence of positions, jobs, or occupations that a person has over his or her working life.
  10. 10. JOB ANALYSIS Is the process of gathering information about a job. It is, to be more specific, a systematic investigation of the tasks, duties and responsibilities necessary to do a job.
  11. 11. It is a process to identify and determine in detail the particular job, duties and requirements and the relative importance of these duties for a given job.
  12. 12. While Job Analysis data may be collected from incumbents through interviews or questionnaires, the product of the analysis is a description or specifications of the job, not a description of the person. An important concept of Job Analysis is that the analysis is conducted of the Job, not the person.
  13. 13. There are several ways to conduct a job analysis, including: interviews with incumbents and supervisors, questionnaires, observation, and gathering background information such as duty statements or classification specifications. In job analysis conducted by Human Resource (HR) professionals, it is common to use more than one of these methods.
  14. 14. Job performance Observation Method Critical Incidents Technique Interview Method Panel experts or Technical Conference Method Diary Method Structured Questionnaire Method
  15. 15. Organizational Analysis Selection of Representative position to be analyzed Collection of Job analysis data Preparation of Job Description Preparation of Job specification
  16. 16. Organizational Analysis: It is necessary to first have an overall picture of the various jobs in an organization. Selection of representative positions to be analyzed: It is not possible to analyze all the jobs and a representative sample of jobs can be selected for analysis keeping in mind time and cost constraints.
  17. 17. Collection of job analysis data: The step involves the collection of data on the characteristics of the job, the required behavior and personal qualifications needed to carry out the job effectively.
  18. 18. Preparation of job description: This step involves describing the contents of the job in terms of functions, duties, responsibilities, operations, etc. Preparation of job specification: The step involves conversion of the job description statements into a specific job.
  19. 19. Job analysis is performed as a preliminary to successive actions, including to define a job domain, write a job description, create performance appraisals, selection and promotion, training needs assessment, compensation, and organizational analysis and planning.
  20. 20. A job description is a written statement of what the jobholder does how it is done, under what conditions it is done, and why it is done.
  21. 21. Job title: Tells about the job title, code number, and the department where it is done. A good title will closely approximate the nature of the work content and will distinguish the job from others. Job summary: A brief write-up about what the job is all about.
  22. 22. Job activities: A description of the tasks done, facilities used, extent of supervisory help, etc. Working conditions: The physical environment of job in terms of heat, light, noise and other hazards. Social environment: Size of work group and interpersonal interactions required to do the job.
  23. 23. The job specification states the minimum acceptable qualifications that the incumbent must possess to perform the job successfully. It is a statement of human qualifications necessary to do the job.
  24. 24. Essential attributes: Skills, knowledge and abilities (SKAs) a person must possess. Desirable attributes: Qualifications a person ought to possess. Contra-indicators: Attributes that will become a handicap to successful job performance