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What is Job Analysis?

What is Job Analysis?

Job Analysis is a process step to:

Understand the position for content &

clarity

Identify and clarify boundaries between jobsDefine and cluster tasks required to perform

a job.

Identify activities, competencies and accountabilities associated with the job.

Normal job to be analyzed, not the job

holder or the additional portfolio’s he could

be handling and not the job as it should be.

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ORGANISATION & JOB ORGANISATION & JOB

Jobs are representations of the manner in which an organisation is resourcing itself in order to achieve its strategy or mission.

Organization Mission Strategic Plan

Organization Structure

Jobs

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CONCEPT OF THE JOB CONCEPT OF THE JOB

JOBS :

Are basic units of an organisation structure

Belong to the organisation

Are results oriented

Are dynamic

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LINKAGE BETWEEN ORGANISATION &

LINKAGE BETWEEN ORGANISATION &

JOBS JOBS

Jobs are therefore:

the basic units of an organisational structure (The Building Blocks)

the link between an individual and the organisation (Employee/Employer)

the bridge between people and what is expected of them

(Their Work)

designed independent of the person doing the job at

that point in time

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WHY ANALYSE JOBS?

WHY ANALYSE JOBS?

JOBS HAVE A RELATIVE VALUE

Every job has a relative value

In order to understand that relative value we need to understand that job.

Getting the internal relativity of jobs is an

important aspect of people management.

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WHAT IS JOB ANALYSIS ? WHAT IS JOB ANALYSIS ?

It is a process of:-

understanding the “what” and “why” of work being done

gathering facts that would enable others to make

judgements about the work being done

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CONCEPT OF JOB ANALYSIS CONCEPT OF JOB ANALYSIS

To consider a job’s contents so as to facilitate the understanding of its characteristics:

– Purpose & accountabilities in the organisation -- are characteristics of jobs

– Style, approach, performance -- are characteristics of people

Jobs exists to be done independently of the person

undertaking it at any point of time.

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JOB ANALYSIS JOB ANALYSIS

When an individual moves on, he takes along with him, his:

– managerial style

– problem solving ability and – performance.

What he leaves behind is his:

– functions,

– scope of work and – accountabilities

In other words, HIS JOB REMAINS.

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JOB ANALYSIS IS ….

JOB ANALYSIS IS ….

NOT

A personal analysis

A performance appraisal

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JOB ANALYSIS JOB ANALYSIS

TWO BASIC RULES:

– We will not analyse the strengths and weaknesses of the incumbent holding the job

– We will analyse the value contribution of the job to

the organisation, as if it is being performed at the

normal level

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RULE OF THUMB ON JOB ANALYSIS RULE OF THUMB ON JOB ANALYSIS

Job Analysis is therefore about

Jobs not people

Facts not judgement

Analysis not lists

Jobs as they are now

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WHY ANALYSE JOBS?

WHY ANALYSE JOBS?

WHY IS IT IMPORTANT?

To the RECRUITER

To the TRAINER

To the ASSESSOR

To the CAREER PLANNER

To the ORGANISATION PLANNER

To the JOB EVALUATOR

More so for

The LINE MANAGER

The CHIEF EXECUTIVE

The JOBHOLDER

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END RESULT OF JOB ANALYSIS END RESULT OF JOB ANALYSIS

PROCESS PROCESS

DESCRIPTION JOB

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WHAT MUST A JOB DESCRIPTION WHAT MUST A JOB DESCRIPTION

COVER?

COVER?

Why does this job exist?

Where does it fit in the organisation and how does it relate to other jobs?

What precisely is it expected to achieve?

On what area does it have an effect and what is the nature of impact?

What specialist skills (practices, techniques, disciplines) of all sorts are needed to do the job? How deep must they be

and/or how broad?

What elements of planning, organising, evaluating, innovating etc. are present, and what do they add up to?

What has to be managed and what managerial skills does this

imply?

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The ELEMENTS OF JOB DESCRIPTION The ELEMENTS OF JOB DESCRIPTION

Job Purpose

Job Context & Major Challenges

Principal Accountabilities

Organizational Relationships

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JOB PURPOSE JOB PURPOSE

A short and accurate statement describing the main purpose of the job.

It is generally in the form of a single sentence and answers questions such as:

– What part of the organisation's total purpose is accomplished by this job ?

– What is the unique contribution to the organisation ? – What would not get done if this job does not exist and

why do we need this job?

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EXAMPLES OF JOB PURPOSE EXAMPLES OF JOB PURPOSE

Production Shift Supervisor

Applications Designer What does he

do?

Coordinates. Designs

What does it affect?

A Production team in the plant.

Conceptual technical design for projects

Why does he do it?

To achieve output targets within set safety and quality

standards.

To ensure designs conform to agreed company’s standards.

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EXAMPLES OF JOB PURPOSE EXAMPLES OF JOB PURPOSE

Sales Manager:

Plan, organise and control selling operations in order to achieve targeted sales turnover with reduced and controlled overhead costs

Human Resource Manager:

Formulate and develop human resource policies and procedures to ensure effective staff development, recruitment and

selection, reward practice and benefits to support company goals and strategies

Plant Manager:

Plan and control overall plant operations so as to ensure

optimum production at desired quality level within the

targeted budgets

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EXAMPLES OF JOB PURPOSE EXAMPLES OF JOB PURPOSE

Finance Controller:

Support the Chief Financial Officer in the development and implementation of both short and long-term business plans and ensure appropriate financial controls are emplaced.

Chief Internal Auditor:

Establish and administer financial operational auditing

policies, procedures and programmes to ensure compliance, controls to safeguard assets, promotes integrity and

operational effectiveness

Head, Retail Banking:

Plan, organise and manage all activities of Retail Banking to

maximise growth, quality and profit potential of asset, liability

through pricing, servicing and promotions.

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SOME MORE EGS. JOB PURPOSE SOME MORE EGS. JOB PURPOSE

Production Manager:

Plan and control all production management activities to ensure that output, quality and customer service targets and

standards are achieved

Project Engineer:

Perform engineering works and project management tasks

involving investigations and surveys, to ensure timeliness and quality of project completion

Regional Sales Manager:

Plan and control regional sales effort to achieve sales volume and contribution targets

Retail Marketing Analyst:

Provide annual and monthly forecasts of retail sales on the

basis of given assumptions to assist in generating short and

long-term plans.

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JOB CONTEXT & MAJOR CHALLENGES JOB CONTEXT & MAJOR CHALLENGES

Provide examples of the major challenges or most difficult types of problems faced in performing the job. Look at this in the functional context, business or external context of the job. Examples:

Maintaining market share in a difficult and highly competitive environment where the advantages of products are long term and the immediate capital costs are higher than competitors

– Motivating and coaching workforce in an environment of deteriorating industrial relation.

– Maintaining cost competitiveness of a plant which has

outdated equipment

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JOB CONTEXT & MAJOR CHALLENGES JOB CONTEXT & MAJOR CHALLENGES

Do not give annoyances or irritants!

BAD EXAMPLES

– Have to walk to the store to buy my own pencils because purchasing

department never buys the right kind – Cannot meet the deadline because not

enough staff

– The budgets cannot be met because of

low morale and low pay

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Statements of end results or outputs Statements of end results or outputs

required of the job required of the job

They must answer questions They must answer questions

What are the main areas in which What are the main areas in which this job must get results in order to this job must get results in order to

achieve its purpose?”

achieve its purpose?”

[VERB]+[OBJECTIVE]+[IMPACT]

[VERB]+[OBJECTIVE]+[IMPACT]

PRINCIPAL ACCOUNTABILITIES

PRINCIPAL ACCOUNTABILITIES

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PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES

The main characteristics are

Represent output

Focus on results

Focus on what is required

Specify results

Timeless

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• Describe ‘How” Describe ‘How”

• List List

• May Change May Change

• Inputs Inputs

Distinctions between a task and accountability Distinctions between a task and accountability

TASK TASK ACCOUNTABILITY ACCOUNTABILITY

• Describe ‘What’ Describe ‘What’

• Concise Concise

• Focus Focus

• Control results/output Control results/output

PRINCIPAL ACCOUNTABILITIES

PRINCIPAL ACCOUNTABILITIES

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PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES

Example: Principal Accountability of Sales Manager

Ensure agreed sales targets are achieved through consolidating

present clients and identifying new customers in order to meet the business objectives of the organisation.

Example: Principal Accountability of Production Manager

Ensure achievement of planned production targets to meet customers’

expectations through identifying, evaluating and initiating new

production processes so as to ensure the optimum use of resources.

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PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES

ACCOUNTABILITIES

Achieve agreed sales target

Ensure successful launching of XYZ new products

SUPPORTING ACTIONS It is achieved by

Maintaining present market

Identification of new clients

Marketing efforts through cold calls, response to

enquiries cross selling

Regular meeting with product development

Solicit feedback from clients

Track competitors

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PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES

Typical Example for a Marketing Manager:

Develop and recommend pricing policies and discount structures which enable the achievement of company profit targets

Ensure that marketing plans and objectives are met within agreed levels of expenditure and take

corrective action as necessary

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Objectives

Objectives Action PlansAction Plans Result/OutcomeResult/Outcome 1. To increase market share of

1. To increase market share of XYZ product XYZ product

2. To improve skills of marketing 2. To improve skills of marketing executive executive

3. To monitor market trends, 3. To monitor market trends, competitors etc..competitors etc..

Increase promotions/Increase promotions/

advertisingadvertising

Aggressive sales policyAggressive sales policy

PricingPricing

Incentives to distributorsIncentives to distributors

TrainingTraining

CoachingCoaching

MentoringMentoring

NetworkingNetworking

Study market reportsStudy market reports

Higher Sales Higher Sales

Better trained Better trained staff

staff

Reports on Reports on market trend market trend

PRINCIPAL ACCOUNTABILITIES

PRINCIPAL ACCOUNTABILITIES

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Position: Internal Audit Manager

– Objectives:

» Ensure smooth and efficient flow of work processes

» Ensure branches follow guidelines, policies and procedures;

» Examine efficiency of workflow;

» Ensure integrity by investigating fraud cases ;

– Supporting Actions :

» Conduct audits, surveys, investigations, observations, physical verifications, etc..

– Results/Outcomes:

» Reports, improvements, trained staff etc...

PRINCIPAL ACCOUNTABILITIES

PRINCIPAL ACCOUNTABILITIES

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Where does the job stand within the organisation ? Where does the job stand within the organisation ?

Who are the peers Who are the peers Whom does this job

Whom does this job report to? report to?

Who are the Who are the subordinates subordinates and what are and what are

their their

responsibilities?

responsibilities?

ORGANISATIONAL RELATIONSHIPS

ORGANISATIONAL RELATIONSHIPS

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Action Verb

Direct Direct

Recruit, Hire Recruit, Hire

Ensure Ensure

Results

So that product So that product

procedures are enforced procedures are enforced

To provide a continuing To provide a continuing sales team

sales team

In order that customers In order that customers may be supplied on time may be supplied on time

Object

Work of staff Work of staff

Sales staff Sales staff

Production Production qualities are qualities are

produced produced

PRINCIPAL ACCOUNTABILITIES PRINCIPAL ACCOUNTABILITIES

A typical structure

References

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