Module II

Job analysis, meaning and definition, job description and job specifications, steps in job
analysis, process of job analysis, method of collecting job data. Why job analysis, job
design—career management and career planning- selection process.

JOB ANALYSIS
Job Analysis is a method by which pertinent information is obtained about a job. It is a
detailed and systematic study of information relating to the operation and responsibilities of a
specific job.
Job analysis as can be defined as the process of determining, by observation and study, and
reporting pertinent information relating to the nature of a specific job. It is the determination
of the tasks which comprise the job and of the skills, knowledge, abilities and responsibilities
required of the worker for a successful performance and which differentiate one job from all
others. Job analysis provides the following information:
1. Job Identification: Its title, including its code number;
2. Significant Characteristics of a Job: It location, physical setting, supervision, union
jurisdiction, hazards and discomforts;
3. What the Typical Worker Does: Specific operation and tasks that make up an
assignment, their relative timing and importance, their simplicity, routine or complexity, the
responsibility or safety of others for property, funds, confidence and trust;
4. Which Materials and Equipment a Worker Uses :Examples: Metals, plastics, grains,
yarns, milling machines, punch presses and micrometers etc….
5. How a Job is Performed: Nature of operation - lifting, handling, cleaning, washing,
feeding, removing, drilling, driving, setting-up and many others;
6. Required Personal Attributes: Experience, training, apprenticeship, physical strength,
co-ordination or dexterity, physical demands, mental capabilities, aptitudes, social skills;
Methods of Job Analysis
Four methods or approaches are utilized in analyzing jobs. These are
1. Personal Observation : The materials and equipment used, the working conditions and
probable hazards, and an understanding of what the work involves are the facts which should
be known by an analyst.
2. Sending out of Questionnaires : This method is usually employed by engineering
consultants. Properly drafted questionnaires are sent out to job-holders for completion and are
returned to supervisors. However, the information received is often unorganized and
incoherent. The idea in issuing questionnaire is to elicit the necessary information from job-
holders so that any error may first be discussed with the employee and, after due corrections,
may be submitted to the job analyst.
3. Maintenance of Long Records : The employee maintains a daily record of duties he
performs, marking the time at which each task is started and finished. But this system is
incomplete, for it does not give us any desirable data on supervisor relationship, the
equipment used, and working conditions. Moreover, it is time- consuming.
4. Personal Interviews may be held by the analyst with the employees, and answers to
relevant questions may be recorded. But the method is time-consuming and costly.
Purposes and Uses
A comprehensive job analysis programme is an essential ingredient of sound personnel
management. It is fundamental to manpower management programmes because the results of
job analysis are widely used throughout the programmes.
The information provided by job analysis is useful, if not essential, in almost every phase of
employee relations.
1. Organization and Manpower Planning : It is helpful in organizational planning for it
defines labour needs in concrete terms and coordinates the activities of the work force, and
clearly divides duties and responsibilities.
2. Recruitment and Selection : By indicating the specific requirements of each job (i.e., the
skills and knowledge), it provides a realistic basis for hiring, training, placement, transfer and
promotion of personnel.
3. Wage and Salary Administration : By indicating the qualifications required for doing
specified jobs and the risks and hazards involved in its performance, it helps in salary and
wage administration. Job analysis is used as a foundation for job.

What is Job Analysis

• Job Analysis is a systematic exploration, study and recording the

responsibilities, duties, skills, accountabilities, work environment and ability
requirements of a specific job.

• It also involves determining the relative importance of the duties,

responsibilities and physical and emotional skills for a given job.
When Job Analysis is carried out?
1. When an organization is started
2. When changes occur which require new methods and procedures in performing the
job. e.g. introduction of new technology
3. When a new job is created
Process of Job Analysis

Selection of
Organization Data
jobs to be
al Analysis collection
analyzed

Job Job
specification description

Objectives

• Work simplification
• Setting up of standards
• Safety and Health
• Support to personnel activities
• Safety and Health
• Employee and Labor Relations
• Legal Considerations
The Multifaceted Nature of the Job Analysis

*DeCenzo and
Labor Relations Recruiting Selection Robbins, p.
145

Safety and Strategic

Health Job Analysis HR
Planning
Job Description
Employee
Compensate Job Specifications Training
Job Analysis
• Job analysis is nothing but an accurate recording of the activities involved. For these
recording we are simply gathering information to specific job attributes. These
attributes are as follows:

Let’s have a look at examples of what a completed job analysis could look like in
practice.

1. Sales job analysis example

Job title Sales Representative

Classification Full-time employee

Department Sales

Location Mill Creek, Washington

Pay grade Level I

Job
requirements

Ensures current customers have the products and services they need. Identifies and pursues
new markets and customer leads and pitches prospective customers. Follows a sales process
Summary of
that involves contacting prospects, following up, presenting products and services, and
position
closing sales. Creates weekly, monthly, and quarterly sales reports and projections. Meets
annual sales goals.

– Generate leads
– Create client lists
– Contact prospects and negotiate with them
Job duties – Follow up with prospects and existing customers
– Close sales
– Maintain client records
– Create and present sales reports

– Desktop office programs proficiency

– Proficiency in CRM
Skills
– Good customer service and interpersonal skills
– Good communication skills

– Reports directly to the national sales manager

Reporting
– No one reports to this position
structure
– Must attend yearly sales meeting

Employee
requirements

– Bachelor’s degree in business, finance, marketing, economics, or a related field

Education
– At least five years of sales experience

– Adapts to changing customer needs and expectations

– Adapts to market changes
Skills
– Can confidently make hundreds of cold calls a week
– Able to work comfortably in a fast-paced environment

– High-volume office setting

Environment
– Sitting at a desk for most of the day
 – Travel to meet clients

– Washington state driver’s license

Certifications
– National Association of Sales Professionals’ Certified Professional Sales Person
and licenses
– American Association of Inside Sales Professionals’ Certified Inside Sales Professional

Success factors

– Grow referral-based sales by 10% per year

Increase sales
– Grow market channel penetration by 12% in the first year

Grow sales
– Train at least one new junior sales associate
department

Types of Information collected through Job analysis

Process or Steps in Job Analysis

Methods of collection of Data/Job Data

Methods

Observation Questionnaire Diary/Logs

Interview
• Individual Technical Checklist
• Group Conference
Job Descriptions

☛ Job description is a very useful document that describes a list of a job’s duties,
functions, roles, tasks, reporting relationships, working conditions and supervisory
responsibilities etc. – one product of job analysis.

Job Specifications

☛ Job specification is also a very useful document that describes a list of job’s “human
requirements” that is, the requisite education, skills, knowledge, personal qualities, attributes
and traits etc. – another product of job analysis.
The Job Description
• Job Identification
– Job title
– Preparation date
– Preparer
• Job Summary
– General nature of the job
– Major functions/activities
• Relationships
– Reports to:
– Supervises:
– Works with:
– Outside the company:
• Responsibilities and Duties
– Major responsibilities and duties (essential functions)
– Decision-making authority
– Direct supervision
– Budgetary limitations
– Machines, tools and equipment
– Materials and forms used
• Standards of Performance and Working Conditions
– What it takes to do the job successfully
Job Specification
It is a statement of employees characteristics and qualification required for satisfactory
performance of defined duties and tasks comprising a specific job or function.

JOB DESIGN

According to Michael Armstrong, "Job Design is the process of deciding on the contents of a
job in terms of its duties and responsibilities, on the methods to be used in carrying out the
job, in terms of techniques, systems and procedures, and on the relationships that should exist
between the job holder and his superior subordinates and colleagues.
 Job enlargement, job enrichment, job rotation, and job simplification are the
various techniques used in a job design exercise.

Objectives of Job Design

• To achieve improved quality of work life

• Increase level of safety, job satisfaction and motivate employee
• Satisfy the requirement of the organization and the technology adopted
• Make employee aware of responsibility and authority assigned with the job.
 Steps in Job Designing

Factors Affecting Job Design

1. Organizational Factors
•Characteristics of task
•Work flow
•Ergonomics
•Work practices
2. Environmental Factors
•Employee abilities and Availabilities
•Social and Cultural Expectations
3. Behavioral Factors
•Feedback
•Autonomy
•Use of abilities
Job Rotation
A job design technique in which employees are moved between two or more jobs in a
planned manner. The objective is to expose the employees to different experiences and wider
variety of skills to enhance job satisfaction and to cross-train them.

Advantages
•Avoids monopoly
•Provides an opportunity to broaden one’s knowledge
•Avoiding fraudulent practice
Disadvantage
•Frequent interruption
•Reduces uniformity in quality
•Misunderstanding with the union member-Sometimes job rotation may lead to
misunderstanding with members of the union. The union might think that employees are
being harassed and more work id assigned to employee.
Drawbacks of Job Rotation -
• Rigid employees not ready for it quits.
• Adjustment problem in new job scenario with increased challenges and difficulties.
• Adjustment problem with the timings if the company works in shifts.
• Increased stress and peer pressure.

Job Enrichment

Job Enrichment is the addition to a job of tasks that increase the amount of employee control
or responsibility. It is a vertical expansion of the job as opposed to the horizontal expansion
of a job, which is called job enlargement.
• Rotate Jobs
• Combine Tasks
• Identify Project
• Create Autonomous Work Teams
• Implement Participative Management
• Redistribute Power and Authority
 • Increase Employee-Directed Feedback

Advantages
• Makes job interesting and challenging job
• Improves decision making
• Satisfy Higher order need e.g. Ego and esteemed needs, self- actualization etc.
• Reduces work load of superiors
Disadvantages
• May create dissatisfaction among the employees
• Problem related to decision making
• Superior may feel that power is taken away from them

Career
Career can be defined as the journey of our work-life. It is what we do and forms an
important part of our life’s goals, and objectives. Having a desirable career and managing it
well is extremely important for a sense of fulfillment and to lead the best life possible.
What is Career Planning?
Career planning is the continuous self-evaluation and planning process done by a person to
have a strong career path which is aligned with one's career goals, aspirations and skills.
Career planning process in the continuous reiterative process of understanding oneself,
setting career goals, revising skills and searching for the right career options which may
include basic skills, specialized education and job options.
A person may need to start this planning process from scratch every few years based on the
market trends or demand and also on the based of the outcome of the current plan. The career
planning should be overall aligned to a goal or objective for a career path as it is a continuous
process over a long period of time and would require not only joining a job/occupation but
also acquisition of basic as well as special skills to do those job(s).
For example a person trying to make a career in information technology may require skills
like languages, programming whereas a person looking to have a career goal in marketing
may first need a specialized degree in business or more specifically marketing.
Importance of Career Planning
A career may be defined as ‘a sequence of jobs that constitute what a person does for a
living’. Career planning is a process by which one selects career goals and the path to those
goals. It involves a clear selection of career goals and career paths. It encourages individuals
to explore and gather information, which enables them to synthesize, gain competencies,
make decisions, set goals, and take action. It is a crucial phase of human resource
development that helps the employees in making the strategy for work-life balance.
Career planning is needed for the following reasons:
Provides career goals and paths
It is needed to provide career goals and career paths to an employee. It provides clear future
directions in terms of career.
Develop competencies
It motivates and encourages an employee to develop competencies for higher level jobs. The
competencies can be conceptual, interpersonal and technical.
Creativity
It is needed to increase employee creativity. It is needed for innovation in an organization. It
can be lead to entrepreneurship within the organization.
Employee retention
It is needed for retention of qualified employees in the long-term. This is needed to decrease
costs of recruitment, selection, and training.
Motivation
It motivates employees for higher performance. Upward movement in the organization is
based on the quality and quantity of performance.
Benefits of Career Planning:
 Career planning ensures a constant supply of promotable employees.
 It helps in improving the loyalty of employees.
 Career planning encourages an employee’s growth and development.
 It discourages the negative attitude of superiors who are interested in suppressing the
growth of the subordinates.
 It ensures that senior management knows about the caliber and capacity of the
employees who can move upwards.
 It can always create a team of employees prepared enough to meet any contingency
 Career planning reduces labor turnover.
 Every organization prepares succession planning towards which career planning is the
first step.

Career Planning Process

Career planning process is an important aspect for an individual’s career development. Some
of the basic steps in a career planning process are:
1. Self-Assessment
The first step in the process is self-assessment to be done by the individual to understand his
or her skills, areas of interest, aspirations etc.. Aspirations and goals are very important here
as that would define how person would create future plan.
2. Research on Careers and Opportunities
The second step in the process is to understand the career options, companies available,
growth options in career etc. which are aligned with the self-assessment done already.
Right opportunities need to identified and proper research is required for that. An individual
needs to be aware of the market trends and growth areas.
3. Set Career Objectives
The next step in the career planning is to set short-term as well as long-term career goals for
oneself, and to have a clear career path. These can be defined as the immediate goals and how
one looks at the career further down the line. A plan has to be according to clear objectives.
4. Learn & Improve Skills
The fourth step in the process is to keep acquiring new skills and knowledge to be in line with
career objectives and with industry requirements. Many a times there can be clear gaps in the
objectives, aspirations and skills. To fill those gaps, proper planning is required to acquire
and learn those skills so that career plan can be properly executed.
5. Preparation of CV/Resume
The next step in the planning process is to be fully prepared in terms of CV, cover letter,
recommendations etc. The resume should clearly highlight the skills, qualifications,
objectives which is aligned with the career planning of an individual
6. Job/Work Search
The sixth step is to short-list the companies where an individual is seeking a job & start
applying. It can be also working a entrepreneurship project as well.
7. Revise Career Goals
The last step in the career planning process is to continuously evaluate the career goals and
again do a self-assessment to build a strong career path.

Career Planning Example

Let us take an example of an engineer who has recently graduated and is interested in
robotics. to start the planning, he has to first assess what kind of robotics he is interested in
and what is his skill level. After that, he needs to set the objectives with time box approach on
how he wants to grow in his robotics career. If there are gaps, he needs to take trainings and
courses to reduce the gaps and search for jobs may be in manufacturing and automotive
sector where robotics are natural fit.
If successful in securing suitable job, career planning can be more precise based on the hands
on experience in the field and then the goals and objective can be defined for new career
trajectory.
Career Management
What is Career Management?
Career management is an ongoing, conscious & step-by-step process of an individual to
manage their career to meet their personal goals, aspirations and ambitions. Career
management is when an individual plans in advance how they want their career to shape up in
future.
This includes career planning and career development as critical elements, where an
individual plans short-term, medium-term and long-term career goals and develop his or her
skills accordingly at every stage.
Importance of Career Management
Every individual at the start of their job or business has career aspirations. These aspirations
are on the type of industry, job role, preferred area of expertise, salary, perks, stability etc.
Every person who starts their career, start at the bottom of the hierarchy and gradually move
up the ranks by virtue of their education, performance, skills etc. To ensure that an individual
performs well in their career there is a lot of planning required.
Career management is an important aspect for the personal growth for every professional.
Career management is essential to prepare short, medium and long term goals for oneself and
develop their skills, knowledge and business acumen so that they can work towards their
ultimate career aspirations at all career stages.
This involves planning one’s professional career in a structured manner depending on one’s
likes, dislikes, strengths, and weaknesses. It is also a process by which the HR department of
an organization churns its employees internally to enable their growth and advancement
based on the employee skillset. It is an important aspect of employee engagement, which
leads to increased productivity for the organization and more job satisfaction for the
employee. It is beneficial for both the employer and the employee as it helps to bridge the gap
between the expectations of employees and that of the company.

Here are some of the key reasons why companies should give importance to career
management:
1. To improve an organization’s performance– When the company provides opportunities
to its employees for cross-functional exposure, it not only encourages the employees to
perform better but also leads to better company performance as it is better equipped to meet
its goals and get results.

2. To retain good, talented employees- Retention of good quality employees work in the
best interest of the company as it creates a drive in them to do more and. Employees who feel
like a significant part of the organization are willing to offer more to the company.
3.Reduction in employee attrition- One of the main reasons for employees to switch their
jobs is better growth and more opportunities in other organizations. If the company provides
a platform for its associates to hone their skills and the opportunity to grow both vertically
and horizontally, employees will have more of a reason to stick around. This will help meet
an important HR goal of reduction in the attrition rate of employees.

4.Effective employee deployment and development- Restructuring and redeployment of

manpower in the organization leads to effective employee growth and development which is
beneficial for the company as it puts the right people in the right job role and increases
overall productivity. Also, it could prove to be easier than hiring someone from outside, as
the transition of an internal employee could be smoother as they are already aware of the
company’s work ethics and style of functioning.

5. To improve employee engagement- Effective career planning, management, and

development results in optimum utilization of the company’s employee resource. When the
company provides opportunities for career development, employees feel more motivated,
empowered, and connected with their work and the organization. Employee engagement is
higher when their intrinsic needs are effectively met along with personal and professional
goals.

Career Management For Employees

Career management before starting employment and after are two different things altogether.
After starting on the job, it is more about the following:
 Trying to learn about the organization
 Finding out what is the company’s goal
 How we fit into it
 If there are any shortcomings, whether we need to get any additional training etc.
 What we can do to adapt to be an integral part of the organization
 And how we can work to make it a success
Objectives of Career Management
Career management defines certain objectives for every individual, employee or business
person. A few of them can be defined as below:
1. Growth
Every person wants to manage their career because they want personal growth for
themselves. Career management helps a person define their personal growth goals and
ambitions.
2. Aspirations
Career management helps people understand where they want to be in their career in 5, 10
and 20 years. Different people can have different aspirations based on what they expect from
their career.
A person with certain qualifications may look for sales role in future but at the same time a
person with same qualifications may look at management or consulting as future role for
oneself.
3. Skill Development
If a person has certain career goals and aspirations in place, they can develop their skills and
competencies accordingly.
Skills can have a very important impact on one's career path and overall management. In
current market scenario, the right skills are the key to success in career. Skill development
and management can help get the right skills through right training and planning leading to
better opportunities in career.
4. Ambition
Having a short, medium and long term plan enables a person to evaluate the wealth one wants
to have in their life. Wealth can include house, car, savings, investments etc. and how their
job and career can help fulfil those goals.
Factors in Career Management
There are many factors in career management which can
1. Market Trends
An individual can use market trends in managing once career. Growing industry and current
market trends can help achieve a person his or her goals and aspirations in different ways as
there may be more opportunities.
2. Individual Situation
For some individuals, career path can be totally different from other people in similar roles
with same qualifications. Some people may need to get experience from the job and some
may see benefits like compensation and relevant skills
3. Motivation
Each individual is different in terms of self motivation. Based on the the motivation and
aspiration, a person may manage one's career differently
4. Evaluation
Constant evaluation is very important. If the current career path is not going according one's
ambition or plan after evaluation, changes can be done through upskilling or changing roles.

Example of Career Management

Consider a young employee who starts his or her career as a marketing executive, with an
ambition to becoming the Chief Marketing Officer eventually. For short term 5 year goals,
the employee must develop technical skills to become a marketing manager and execute
marketing activities efficiently. For medium term 10 year goals, the employee must plan to
become a leader managing a team at regional level with expertise in several marketing
domains.
For long term 20 year goals, the employee must focus on developing leadership skills, plan
macro level strategies and help the organization define long term business roadmaps. This is
how career management can help an individual grow at every stage of their career with
careful planning and skill development.

END