HRM-I

Human Resource Management

Lloyd L. Byars and Leslie W. Rue

Lecture 4
Course Outline
S# Topic Chapter
1 HRM: A Strategic Function 1
2 Job Analysis & Design 4
3 HR Planning 5
4 Recruiting Employees 6
5 Selecting Employees 7
6 Orientation and Training 8
7 Management and 9
Organizational Development
8 Career Development 10
9 Performance Management 11
Systems
JOB ANALYSIS &
JOB DESIGN
CHAPTER 4
PAGE: 63
 Lecture Objectives

 Develop an understanding of basic terminologies

 Understand the concept of job analysis
 Highlight the purpose and importance of job analysis
 Get introduced to “job description” and “job specification”
 Identify the methods of job analysis
 Understand the concept of Job Design
Basic Terminologies

 Micro motion  Job

 Element  Occupation
 Task  Recruitment
 Duties  Selection
 Responsibilities  Training
 Position
 Terminologies Cont…

 Micromotion
• Simplest unit of work
• Involves elementary movements
Examples: Reaching, positioning, grasping, releasing an object

 Element
• Aggregation of two or more micromotions
Example: Picking up or transporting an object
 Cont…

 Task
• Basic elements of jobs
• “what gets done”
• Performed whenever human effort, physical or mental is
exerted for a specific purpose

 Duties
• One or more tasks performed in carrying out a job
responsibility
Cont…

 Responsibilities
• Obligations to perform certain tasks and assume certain
duties

 Position
• Collection of tasks and responsibilities constituting the
total work assignment of a single employee
Cont…

 Job
• Group of positions
• Identical with respect to their major or significant tasks
and responsibilities
• Sufficiently alike to their being covered by a single
analysis
• One or many persons may be employed in the same job

 Occupation
• Grouping of similar jobs or job classes
 Cont…

Recruitment Selection Orientation Training

• Seeking and • Choosing • Introduction • Learning
attracting pool from available of new process
of applicants individuals employees to
•Involves
• Qualified • Who are most Organization acquisition of
candidates can likely to Work unit Skills
be chosen perform Job Concepts
from this pool successfully in Rules
a job Attitudes

To increase
performance
What is a job?

 A collection or aggregation of

• tasks
• duties
• responsibilities
Task

 Basic elements of jobs

 “what gets done”

Job Analysis

 A process used to collect information about;

• Duties
• Responsibilities
• necessary skills
• Outcomes
• work environment
of a particular job.

 Seeks to determine tasks, duties & responsibilities needed

for each job
The Job; not the person

 Analysis is conducted of the Job, not the person.

 Job Analysis data may be collected from incumbents

through interviews or questionnaires
Job Analysis

 A detailed and systematic study of information relating

to the operations and responsibilities of a specific job.

Products of
Job analysis

Job Job
description specification
Job Description

 A written record of
• Duties
• Responsibilities
• Requirements
of particular jobs

 A statement describing the job in such terms as its

• Title
• Reporting authority
• Location
• Working conditions and hazard
Job Description

 Defines the appropriate and authorized contents of a

job.
Office Assistant JD

 Responsibilities

• Organize office and assist associates in ways that optimize

procedures
• Sort and distribute communications in a timely manner
• Create and update records ensuring accuracy and validity of
information
• Schedule and plan meetings and appointments
• Monitor level of supplies and handle shortages
• Resolve office-related malfunctions and respond to requests or
issues
• Coordinate with other departments to ensure compliance with
established policies
• Maintain trusting relationships with suppliers, customers and
colleagues
• Perform receptionist duties when needed
 Cont…
 Requirements

• Proven experience as an office assistant or in another relevant

administrative role
• Knowledge of “back-office” computer systems (ERP software)
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Proficiency in MS Office
Job Specification

 A document which describes education, experience,

skills, knowledge required to perform a job.
Sales Executive’s job
specification
 Experience

• A minimum 2 years of experience is required in corporate

sales or channel sales with a renowned IT company.
• Experience selling ERP products is a plus point.

 Education Qualification

• Candidate must have a bachelor degree in Sales &

Marketing.
• The candidate must have a regular MBA degree from a
reputed college. Specialization in Sales & Marketing is
desirable but not mandatory.
 Cont…
• Skills & Knowledge Required
 Candidate must have strong
communication skills.
 Candidate must be very
confident.
 Ability to give presentation in
front of a large audience.
 Can perform under high
pressure.
 Experience in cold calling &
lead generation.
 Can make go to market
strategy.
 Ability to work in an
environment of constant
change.
 Experience in global
marketplace is must.
 Experience in working flexible
environment.
 Should have a go getter
attitude.
 Experience is making quotes,
negotiation & deal closing.
 Can handle the whole sales
cycle.
 Knowledge about ERP products
is a plus.
 Must be tech savvy.
Purpose of Job Analysis

 To establish and document the 'job relatedness' of

employment procedures such as

• Training
• Selection
• Compensation
• Performance appraisal.
Job Analysis Methods

 Interviews

 Questionnaires

 Observations

 Functional Job Analysis

or combination of all techniques

Interviews

 Usually held at job site

 Structured or unstructured

 Time consuming
Questionnaires

 3-5 Page long

 Objective and open-ended questions
 Less time consuming for obtaining information
 Time is required to develop them
 Respondent or job analyst may misinterpret
information
 Position Analysis Questionnaire
 Management Position Description Questionnaire
Position Analysis
Questionnaire (PAQ)
 Highly specialized Information
instrument
Mental
 Analyzes jobs in terms processes
of employee activities
Physical
activities
Categories
Relationships

Job context

Other job
characteristics
Management Position Description
Questionnaire

 Highly structured

 Designed for analyzing managerial jobs

 Contains 208 items

 13 categories
Cont…
 13 Categories
1. Product, marketing and financial strategy planning
2. Coordination of other organizational units and personnel
3. Internal business control
4. Products and services responsibility
5. Public and customer relations
6. Advanced consulting
7. Autonomy of actions
8. Approval of financial commitments
9. Staff service
10. Supervision
11. Complexity and stress
12. Advanced financial responsibility
13. Broad personnel responsibility
Observation
• What was done?
• How was it done?
• How long it took?

 Motion study
• Methods study
• Determines most efficient way to do a task or job
• Identifies the motions and movements necessary to
perform a task
• Designs most efficient methods for putting those
motions and movements together
Observation

 Time study
• Identifies the elements of work required to perform a task
• Determines the order in which these elements occur
• Determines the time required to perform those elements
effectively

 Work sampling
Functional Job Analysis

 Uses standardized statements and terminology to

describe the content of jobs

 Collects detail task statements and rates them

according to function level or function orientation
Combinations

 Two or more techniques are used concurrently

 HR departments often use multiple approaches
even when all employees are at the same location
 Can assure high accuracy
Potential problems with Job
Analysis
 Top management support missing
 Only a single source used for gathering data
 Supervisor and jobholder do not participate in the
design of job analysis
 No training or motivation exists for jobholders
 Employees are not allowed sufficient time to complete
the analysis
 Activities may be distorted
 Participants fail to critique the job
Job Design

 Process of structuring work

 Designing specific work activates of an individual

or group of individuals

 WHY? To achieve certain organizational objectives

Purpose

 How well jobs are designed play an important role in

success and survival of organizations

 Well designed jobs help attracting and retaining

motivated workforce
Importance of well designed
jobs

 Poorly designed jobs may lead to:

• Lower productivity
• Employee turnover
• Absenteeism
• Complaints
• Resignations
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