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Class 4

Class 4. Work Flows in the Organization Job Analysis Job Description HR Information Systems. Today’s agenda. Work flows - overview Job analysis Job description HRIS – guest speaker presentation. Work flow analysis.

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Class 4

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  1. Class 4 Work Flows in the Organization Job Analysis Job Description HR Information Systems

  2. Today’s agenda • Work flows - overview • Job analysis • Job description • HRIS – guest speaker presentation

  3. Work flow analysis • Describes how work progresses from one step (desk/work station/office) to another • Shows how each step adds value • May disclose overlaps in steps/redundancies • Useful to perform when job redesign or process re-engineering is due

  4. Where do work flows fit in? Business strategy Organization’s Structure: -bureaucratic -flat - boundaryless Workflow analysis • Workforce: • core • contingent • Job design: • -simplification • enlargement • rotation • enrichment • team-based • motivation Job analysis Job description

  5. Job Analysis • Who? (mental and physical characteristics of the work force, KSAs) • What? (tasks to be performed) • Where? (Location of work area) • When? (Time of day, time of occurrence in work flow) • Why? (objectives and motivation) • How? (methods of performance)

  6. Job Analysis (cont’d) • What equipment is used? • Working conditions • How much supervision? • Performance expectations • On whom must the job holder depend to perform the job? • With whom must the job holder interact?

  7. Techniques of job analysis See • Chapter 2, pg. 56-59 • Figure 2-5

  8. Sources of information • jobholder (esp. for unique or technically complicated jobs) • supervisor • analyst • higher mgmt (to provide a more cosmic view of how jobs fit in the overall org) • subordinates and employees in other jobs that interface with the job under study • Customers, clients, vendors • Work flow analysis • National Occupational Classification System • Guidelines of specific associations

  9. Level of detail in Job Analysis Micromotion Push a button Element Use a calculator Task Calculate employee wage Occupation Clerk Job Payroll clerk Position Payroll clerk A Responsibility Maintain the payroll system Duty Determine deductions and net wages

  10. Developing a job description • Based on the job analysis (a summary) • Consists of 5 major parts: • Identification info • Job summary (50 – 75 words) • Essential job duties and responsibilities • Job specifications (worker characteristics) • Minimum qualifications • May contain “Additional responsibilities” section

  11. How detailed are job descriptions? Micromotions Responsibilities Position in the hierarchy Level of detail

  12. How the job description (JD) fits into the broader employment picture(after M.Mader-Clark, 2006) JD is created Position is defined Comparable worth of the job is established JD is updated to reflect changes in position JD used to create job postings Job is modified as company changes Hiring process begins JD is basis for interview questions Life cycle of a job JD may help settle grievances Action is taken based on results Job is filled JD used to set expectations and orient the new hire Performance issues addressed including discipline Job performance is measured JD used as tool to measure performance

  13. Style of Job Description • Use brief to-the-point phrases • Begin each sentence with an action verb • Avoid verbs and phrases that do not specifically indicate the action involved • Use the present tense (3rd person singular) • Avoid judgmental words and adjectives • Use “May…” for tasks that not every incumbent performs • Use “Occasionally…” for tasks that are not performed on a regular basis • Use “…is an asset” for desired but not mandatory qualifications

  14. Job Description Does Not Contain: • Negative statements • Abbreviations • Duties to be performed in future • Temporary duties • Generalized statements

  15. Avoiding legal pitfalls in job descriptions • Include only essential job duties • Don’t include functions that may not actually happen • Don’t make the job look more attractive than it is • Make sure all the statements meet BFOR standards (limited to certain protected groups, language requirements, etc.) • Avoid unjustified language that refers to any protected characteristic (e.g., gender, race, religion)

  16. Avoiding legal pitfalls in job descriptions (cont’d) • Describe the desired results of the function rather than how to achieve the results • Don’t imply job security, raises, promotions • Don’t include any reference to job holder’s private life (e.g., martial status, family situation, political opinions, off-duty conduct) • Include statement “Performs other duties as required to complete the job” • Update when the job contents changes

  17. Bottom-line of Class 4 • HR should be involved in the business strategy setting, organizational and job design, work flow analysis; however, HR plays a more active role in job analysis and developing job descriptions • Information for job analysis can be drawn from multiple sources using various techniques • Job analysis serves as the basis for job descriptions

  18. Bottom-line of Class 4 (cont’d) • Every job description consists of at least 5 parts • The higher up the job is in the hierarchy, the lower detail of analysis is used in the job description • Job description can be used in every step of the job’s life cycle • Developers of job descriptions have to bear in mind legal pitfalls

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