Clarify meaning of job analysis and explain how it works in hrm system

Meaning of job analysis Job analysis provides information on the requirements and characteristics of the job, such as what actions need to be performed, how and why; machines, equipment,

MINISTRY OF EDUCATION AND TRAINING

HO CHI MINH CITY UNIVERSITY OF ECONOMICS FINANCE

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UNIVERSITY OF ECONOMICS & FINANCE

HUMAN RESOURCE MANAGRMENT

Lecturer: Đặng Thanh Thủy

Group 2

The members of group 2

Ha Phu Dai — 205101781

Le Thi Hong Trinh — 205101754 Phan Minh Dat — 205092937 Luong Thi Nhu Quynh — 205083914

Vo Thi Khanh Linh — 205084414

Le Thuy Duong — 195012179 Tran Vo Quynh Anh — 205080935

Question 1: Clarify meaning of job analysis and explain how it works in HRM

system

1 Meaning of job analysis

Job analysis provides information on the requirements and characteristics of the job, such

as what actions need to be performed, how and why; machines, equipment, tools needed when performing work, relationships with superiors and colleagues in performing work Summary Job analysis is conducted to:

- Define tasks, powers and responsibilities when performing work Ensure more success in arranging, transferring and rewarding employees Eliminate salary inequalities by clearly defining job duties and responsibilities

- Orientation for the process of recruitment, selection and completion of staff placement Identify staff training needs and plan training programs Plan the appointment and transfer of work for employees

- Analyze the technical specifications of the job and indicate the type of worker needed

to do the job perfectly — Determine the conditions to do the job saving time and energy for the performer and performance evaluation process

- Standards to evaluate the quality of job completion help administrators have a basis for planning and dividing work schedules Through the job description, it is possible

to point out the factors that are harmful to the health and safety of workers If these harmful factors cannot be remedied, it is necessary to redesign the work to eliminate them

- Build the correlation of that job with other jobs Create a basis for management and employees to understand each other better

- The qualities and skills employees must have to perform that job

- Building a system of job evaluation and job ranking as the basis for determining the salary system and necessary remuneration for each job Reducing the number of people who need to be replaced due to lack of knowledge about the job their job or qualifications

- The specific objective of job analysis is to develop Job Description and Job Specification

In summary: Without knowing job analysis, managers will not be able to create synchronous coordination between structural parts in the enterprise; cannot accurately assess the requirements of those jobs, so it is not possible to pay and stimulate them in a timely and accurate manner New business is established and the analysis program is first implemented

Job analysis information is useful for estimating the value of each job and its appropriate compensation Compensation (such as salary and bonus) depends on the job's required

skill, education level, safety hazard, level of responsibility, and so on

Many employers group jobs into different classes (say, secretary III and IV) Job analysis provides the information to determine the relative worth of each job-and thus its appropriate class

Training

The job description lists the duties of the job and the required skills and therefore the training that the job needs

Performance Appraisal

A performance appraisal compares employees' performance with their performance standards Managers use job analysis to find out what these duties and performance standards are

A job analysis consists of four parts:

Job Summary

The job summary describes the general nature of the job, and includes only its main activities

- A"relationships” statement shows the jobholder's relationships with other people inside and outside the organization

For a HR manager, such a statement may look like this:

- Report to: Vice president of employee relations

- Supervise: HR clerk, test administrator, labor relations officer, and one Leader of secretary

- Work with: All department managers and executive management

- _ Outsides the company: Employment agencies, recruiting firms, union

representatives, government departments, and various vendors

Responsibilities and Duties

This section presents a list of the job's responsibilities and duties it lists each of the job's major duties separately, and describes it briefly

This section may also define the limits of the jobholder's authority, including decision- making authority, direct supervision of other personnel, and budget limit

For example, the jobholder may:

¢ Have authority to approve purchase of up to $5,000

* Grant time off or leaves of absence

* Discipline department personnel

* Recommend salary increases

Interview and hire new employees

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Standards of Performance and Working Conditions

Some job descriptions contain a "standards of performance" section This lists the standards the employee is expected to achieve under each of the job description's Most managers know that just telling subordinates to "do their best" does not provide enough guidance Standards must be specific

2 Job analysis works in HRM sytem

Basics Of Job Analysis Collect

In any organization, there are likely to be many jobs And these jobs are done by HR lecturer different persons Some jobs are clerical or technical while others are managerial Job analysis is the procedure to determine the duties of people doing these jobs, and the kind of people needed to do these jobs Job analysis produces information needed for writing job descriptions (a list of what the job is about) and job specifications (what kind

of people to hire for the job)

What Type of Information is collected?

By using job analysis, HR specialists collect the following information

- Human requirements: Knowledge and skills personal attributes

- Job context: physical working conditions and work schedule

- Performance standards : Quantity, quality levels for wach job

- Work activities: cleaning, selling, painting (includes how why, and when worker performs each activity)

- Skills: Communicating, deciding, writing

- Machines: tools, equipment, and knowledge need

Uses Of Job Analysis Information

As summarized in Figure 4.2, employers use job analysis information to support several

HR activities such as the following

- Recruitment and selection

- Compensation

- Training

- Performance appraisal

Recruitment and Selection

Job analysis provides information about what the job is about and what human characteristics are required to perform these activities This information, in the form of job descriptions and specifications, helps managers decide what in the kind of the so people to recruit

Steps In Job Analysis

There are six steps in doing a job analysis

- Step 1: Use of the information

Decide how you will use the information because this will determine the data you collect and how you collect them

- Step 2: Review background information

Review relevant background information such as organization chart and job to descriptions An organization chart shows the company's division of work, how one job relates to other jobs and where that job fits into the overall organization The chart shows the title of each position and, by means of connecting lines, who reports to whom

- Step 3: Select representative positions

There may be too many similar jobs to analyze As it is unnecessary to analyze the jobs of

200 assembly workers, a sample of 10 jobs is sufficient

- Step 4: Analyze the job

Collect data on job activities, required employee behaviors, working conditions, and human traits and abilities needed to perform the job

- Step 5: Verify the information

Verify the job analysis information with workers doing that job and with their immediate supervisor This will help to confirm that the information is factually correct and complete This review can also help to gain the employee's acceptance of the job analysis data and conclusion, by giving that person a chance to review and modify your description of the job activities

- Step 6: Develop job description and job specification

The job description is a written statement that explains the activities and responsibilities

of the job It also describes important features, such as working conditions and safety hazards The job specification summarizes the personal qualities, traits, skills, and background required to do the job It may be in a separate document or in the same document as the job description

Methods For Collecting Job Analysis Information

The Interview

Three types of interviews are used to collect job analysis data: terview

* Individual interviews with each employee face to face,

* Group interviews with groups of employees who have the same job

* Supervisor interviews with one or more supervisors who know the job

Some typical interview questions include:

- What is the job being performed?

- What are the major duties of your position?

- What exactly do you do?

- What physical locations do you work in?

- What are the education, experience, and skill requirements?

- In what activities do you participate

The interview is the most widely used method It is a simple and quick way to collect information, including information that may never appear on a written form For instance,

a skilled interviewer can discover important activities that occur only occasionally, or informal contacts that may not be obvious from the organization chart The main weakness of this method is distortion of information caused by falsification or misunderstanding

Interviews are popular methods for obtaining job-related information They may range from completely unstructured interviews ("Tell me about your job") to highly structured ones in which job analysts follow detailed questionnaires in of t asking their questions

It is important to be sure the interviewee understands the reason for the interview,

because there is a tendency for such interviews to be seen, rightly or wrongly, as

"efficiency evaluations.” If so, interviewees may hesitate to describe their jobs accurately Job analysis is often a prelude to changing a job's pay rate Employees may view the interview as some sort of "efficiency evaluation” that may affect their pay They may then tend to exaggerate certain responsibilities while minimizing others

Structured interview

Questionnaire

Employees may be asked to fill out questionnaires to describe duties and responsibilities

As shown in Figure 4.4, a typical job analysis questionnaire may have open-ended

questions (such as "state your jobs' overall purpose”) as well as structured questions (for

instance, about education required)

Whether structured or unstructured, questionnaires have both pros and cons A questionnaire is a quick way to obtain information from a large number of employees It

is cheaper than interviewing hundreds of workers However, developing the questionnaire and testing it (perhaps by making sure the workers

Observation

Direct observation is useful when jobs consist mainly of observable activities assembly- line worker and accounting clerk are examples On the other hand, observation is not appropriate when the job involves a lot of mental activity (lawyer, design engineer) Participant Diary Diary

Another method is to ask workers to keep a diary or a list of what they do during the day For every activity they do, the employees record the activity (along with the time) in a diary and vity in Bee This can produce a complete picture of the job, especially when supplemented with subsequent interviews with the worker and the supervisor The employee, of course, may try to exaggerate some activities and underplay others, However, the detailed, chronological nature of the diary will show the true picture Question 2: Over the years, the concept of job has changed dramatically What is job analysis in a “jobless” world? Explain in detail

Job Analysis in a “Jobless” World

1 Definition;

IN THE PAST:

Job is generally defined as “a set of closely related activities carried out for pay,” but over the past few years the concept of a job has been changing quite dramatically

IN FACT:

The modern world is on the verge of another huge leap in creativity and productivity, but the job is not going to be part of tomorrow’s economic reality There still is and will always be enormous amounts of work to do, but it is not going to be contained in the familiar envelopes we call jobs In fact, many organizations are today well along the path toward being “de-jobbed

0 From Specialized to Enlarged Jobs

0 Job enlargement:

O Assigning workers additional same level activities, thus increasing the number of activities they perform

O The horizontal expansion of a job It involves the addition of tasks at the same level of skill and responsibility It is done to keep workers from getting bored It is different than job enrichment

Examples:

Oo Small companies may not have as many opportunities for promotions, so they try

to motivate employees through job enlargement

O Job enlargement can be explained with the help of the following example - If

Mr Ais working as an executive with a company and is currently performing 3 activities on his job after job enlargement or through job enlargement we add 4 more activities to the existing job so now Mr A performs 7 activities on the job Job enrichment

Redesigning jobs in a way that increases the opportunities for the worker to experience feelings of responsibility, achievement, growth, and recognition

Ol Itis 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

Job rotation:

O Moving a trainee from department to department to broaden his or her experience and identify strong and weak points to prepare the person for an enhanced role with the company

O Systematically moving workers from one job to another to enhance work team performance

O It implies systematic movement of employees from one job to the other Jobs remain unchanged but employees performing them shift from one job to the other, given an opportunity to perform different jobs, which enriches their skills, experience and ability to perform different jobs

Question 3:One area of increasing importance for job design is conflict between work and family Many employees find it difficult to balance their roles as employees with their roles as parents or spouses This conflict operates in both directions In your opinion, how can work be analyzed and designed to improve family — life?

1 Conflicts between work and family

Modernized age, for most adults there are two factors that are considered important in life: work and family To gain a deeper understanding of how work and family interact and one of the prominent and ongoing ways is conflict

Work-family conflict is a source of stress experienced by many individuals Research

on work-family conflict shows that this variable affects a large number of outcomes including psychological stress, job satisfaction, organizational commitment, job transfer, and life satisfaction living

According to Duxbury & Higgins (2001), work-family conflict is rooted in role

conflict A person plays many different roles in his or her life, including the role of work

(employee, employer) and family (father, wife, husband, friends, siblings, .) Work-

family conflict exists when the need for time and energy to perform one role makes it

difficult to participate in another where the needs from the work role conflict with the needs from the family role

Role conflict at work and in the family is defined as “a type of inter-role conflict in which job role pressures at work interfere with the individual meet the requirements,

requirements from the role in the family and vice versa

These conflicts can lead to a variety of consequences, among which are job

dissatisfaction leading to poor work quality, fatigue, stress, work imbalance and family problems family, affecting the company and business At the same time, making the family unhappy leads to conflicts and disagreements among family members

Role conflict is expressed through three forms of:

+Time-based conflict

+Strain-based conflict

+Behavior-based conflict

Measure family work conflict by: looking at the extent to which work interferes with family and family interferes with work

2 The difficulty of balancing their role as an employee with their role as a parent or spouse

In today's society, work is more and more stressful, we must always try to keep up with the pace of development, indeed there are many people who find it difficult to fulfill their roles well both at home and at home Workplace

Often, people cannot find a balance between career and family, often one is preferred over the other, which in the long run leads to strained family relationships, poor work performance results, physical and mental health decline Balancing work and family life

is really important for overall happiness

In today's society, work becomes more and more complex, so it puts great pressure on the balance between work and family

For jobs with high job density, it shows a great degree of lack of concern for their family

In many cases, they have to work with great productivity and forget to take care of their family According to the survey, more and more people lose the balance between work and family, they only care about work or family However, there are still a large part of people who still maintain a balance between work and family thanks to the way they arrange their time "working - taking care of family - resting”