Training and Development

Ans 1 Job Design

Definition: The Job Design means outlining the task, duties, responsibilities, qualifications, methods and relationships required to perform the given set of a job. In other words, job design encompasses the components of the task and the interaction pattern among the employees, with the intent to satisfy both the organizational needs and the social needs of the jobholder.

Approaches to Job Design:

The accomplishment of good job design may involve administrative practices that explain what the worker does, for how long, when, and where as well as giving the workers choice wherever possible.

Job design gives the choice to examine the different tasks of an individual job or the design of a group of jobs. It includes various approaches like:

1.  Job Enlargement:

Job enlargement helps to change the jobs to include more and various type of tasks. It should combine an interest in the work but may or may not give employees more responsibility.

2.  Job Enrichment:

Job enrichment helps to allow the employees to assume more accountability, responsibility, and independence when learning new works or to allow for new opportunities and greater participation.

3.  Job Rotation:

Job rotation shift employees from one task to another task. It categorizes the group tasks among a number of employees.

4.  Job Engineering:

Job engineering or work design allows employees to see how the work methods, structures, layout, and handling produces link together as well as the combination between persons and machines.

 

 

Ans 2 Contents of Job Description Statement

A job description is a functional description of the contents and contexts of the job. Job description narrates the various features and contents of a job. It generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the job’s title, and the name or designation of the person to whom the employee reports. It is a written statement that identifies, describes, and defines job’s duties, responsibilities, working conditions etc. It may include relationships with other people in the organization: Supervisory level, managerial requirements, and relationships with other colleagues.

Contents of Job Description Statement

The job description statement contains the following contents:

Job Title

It explains the title of the job. It means, what the particular job is all about is identified under this content. Make your job titles specifically. Targeted job titles are more effective than generic ones, so be precise by including key phrases that accurately describe the role. Avoid internal lingo that may confuse the job seeker. Stick to standard experience levels like “Senior” rather than “VI” or other terms people are less likely to look for.

Job Location

It refers to the name of the department where the job under consideration exists in the organization. Job Summary

Job summary tells about a brief history of the job. It is a short paragraph which explains the tasks and activities to be performed by an incumbent. It is a statement which explains what the job entails. Your summary should provide an overview of your company and expectations for the position.

Duties

Duties refer to the task performed by an employee. It is necessary to mention the task of the employee because it helps him to estimate the percentage of time that is devoted to the performance. Make sure your list of responsibilities is detailed but concise. Also, emphasize the duties that may be unique to your organization. For

example, if you are hiring for an “Event Management” role and the position requires social media expertise to

promote events, include this detail to ensure candidates understand the requirements and can determine if they’re qualified.

Machines, Tools, and Equipment

The machines, tools, and equipment used by an incumbent for the performance of tasks are included under this head.

Materials and Form Used

It includes all input requirements and the method of application in the production process. Working Environment

The working environment is concerned with the actual workplace. It defines working condition in terms of heat, light, noise level etc.

Job Hazards

Job hazards are obstacles and obstructions that may arise during the actual performance of the task.

Ans 3 Common Techniques of Job Analysis

Observation Method: A job analyst observes an employee and records all his performed and non-performed task, fulfilled and un-fulfilled responsibilities and duties, methods, ways and skills used by him or her to perform various duties and his or her mental or emotional ability to handle challenges and risks. However, it seems one of the easiest methods to analyse a specific job but truth is that it is the most difficult one. Why? Let’s Discover.

It is due to the fact that every person has his own way of observing things. Different people think different and interpret the findings in different ways. Therefore, the process may involve personal biasness or likes and dislikes and may not produce genuine results. This error can be avoided by proper training of job analyst or whoever will be conducting the job analysis process.

This particular method includes three techniques: direct observation, Work Methods Analysis and Critical Incident Technique. The first method includes direct observation and recording of behaviour of an employee in different situations. The second involves the study of time and motion and is specially used for assembly-line or factory workers. The third one is about identifying the work behaviours that result in performance.

Interview Method: In this method, an employee is interviewed so that he or she comes up with their own working styles, problems faced by them, use of particular skills and techniques while performing their job and insecurities and fears about their careers.

This method helps interviewer know what exactly an employee thinks about his or her own job and responsibilities involved in it. It involves analysis of job by employee himself. In order to generate honest and true feedback or collect genuine data, questions asked during the interview should be carefully decided. And to avoid errors, it is always good to interview more than one individual to get a pool of responses. Then it can be generalized and used for the whole group.

Questionnaire Method: Another commonly used job analysis method is getting the questionnaires filled from employees, their superiors and managers. However, this method also suffers from personal biasness. A great care should be takes while framing questions for different grades of employees.

In order to get the true job-related info, management should effectively communicate it to the staff that data collected will be used for their own good. It is very important to ensure them that it won’t be used against them in anyway. If it is not done properly, it will be a sheer wastage of time, money and human resources.

 

 

Ans 4 Advantages and Disadvantages of Job Analysis:

 

S.no	Advantages	Disadvantages
1	Direct job-related information is given	Tiresome and lengthy
2	Useful for constructing the proper Job-Employee combination	Involves personal liking and biases
3	Useful for Effectual hiring methods	Both the basis of information and supply is small
4	Monitoring of performance assessment and appraisal methods	Need immense amounts of hard work and dedication
5	Assist in analyzing the instruction and progress requirements	The reviewer or the job analyst may not be suitable
6	It is essential for determining the worthy Compensation Package for the particular job	No one can analyze mental potential through Job Analysis methods

 

Ans 5 The Benefits Of A Job Analysis

There is no doubt the job analysis provides a number of benefits to the organization. They include: Obtaining solid first-hand job-related data on the particular duties associated with the job Identification of risks associated with the job responsibilities

Identification of the skills and abilities required for an employee to perform the job well Identification of critical competencies required for success

Improved decision-making during the recruitment and hiring process Better replacement decisions when employees exit the organization More specific and accurate job descriptions

More accurate job postings

Assessment of the relative importance of the job to other jobs Promotion of improved performance appraisals

Contributes to developing a more equitable compensation plan

Drives training requirements through greater knowledge about each job duty

Assistance with objectivity by enabling the separation of personal feelings about a person from job requirements Ability to offer evidence based and precise pre-hire employee assessments

The benefits of a job analysis are many, however there are a few things organizations must do in order to successfully execute a job analysis so that it is both successful and legally defensible.