Human Resource Management: Gaining a Competitive Advantage Chapter The Analysis and Design of Work McGraw-Hill/Irwin Copyright © 2010 by the McGraw-Hill Companies, Inc All rights reserved Learning Objectives Analyze an organization’s structure and work flow process, identifying the output, activities and inputs in the production of a product or service Understand the importance of job analysis in strategic and human resource management Choose the right job analysis technique for a variety of human resource activities Identify the tasks performed and the skills required in a given job Understand the different approaches to job design Comprehend the trade-offs among the various approaches to designing jobs 4-2 Work-flow Design Work-flow design is the process of analyzing the tasks necessary for the production of a product or service, prior to allocating and assigning these tasks to a particular job category or person Organization structure refers to the relatively stable and formal network of vertical and horizontal interconnections among jobs that constitute the organization 4-3 Work-flow Analysis Work-flow analysis are useful in providing: – a means for the managers to understand all the tasks required to produce a high-quality product – the skills necessary to perform those tasks Work flow analysis includes analyzing: – work outputs – work processes – work inputs 4-4 Developing a Work-unit Activity 4-5 Organizational Structure Organization structure provides a crosssectional overview of the static relationship between individuals and units that create the outputs Two important dimensions of structure are: Centralization Departmentalization 4-6 Structural Configuration Functional Functional •• functional functional departmentalization departmentalization •• high highlevel levelof ofcentralization centralization •• high highefficiency efficiency •• inflexible inflexible •• insensitive insensitiveto tosubtle subtle differences differencesacross across products, products,regions regionsand and clients clients Divisional • workflow departmentalization • low level of centralization • semi-autonomous • flexible and innovative • sensitive to subtle differences across products, regions and clients 4-7 Importance of Job Analysis to HR Managers Work Work Redesign Redesign Performance Performance Appraisal Appraisal HR HR Planning Planning Training Training && Development Development Selection Selection Career Career Planning Planning Job Job Evaluation Evaluation Job Job Analysis Analysis Job Job Analysis Analysis 4-8 Job Analysis Information Job Job Description Description Job Specification is is aa list list of of tasks, tasks, duties, duties, and and responsibilities responsibilities (TDRs) (TDRs) tasks, tasks, duties duties and and responsibilities responsibilities is a list of skills, knowledge, abilities, and other characteristics (KSAOs) knowledge, skills, abilities and other characteristics 4-9 Sample Job Description Job Title: Maintenance Mechanic General Description of Job: General maintenance and repair of all equipment used in the operations of a particular district Includes the servicing of company used vehicles, shop equipment, and machinery used on job sites Essential duty (40%) Maintenance of Equipment Essential duty (40%) Repair of Equipment Essential duty (10%) Testing and Approval Essential duty (10%) Maintain Stock Nonessential functions: Other duties assigned 4-10 Job Analysis Methods Job JobAnalysisAnalysis-process processof of getting gettingdetailed detailed information informationabout aboutjobs jobs 4-11 Overall Dimensions of the Position Analysis Questionnaire             Decision/communication/general responsibilities Clerical/related activities Technical/related activities Service/related activities Regular day schedule versus other work schedules Routine/repetitive work activities Environmental awareness General physical activities Supervising/coordinating other personnel Public/customer/related contact activities Unpleasant/hazardous/demanding environment Non-typical work schedules 4-12 Job Design and Job Redesign Job Job design design is is the the process process of of defining defining how how work work will will be be performed performed and and the the tasks tasks that that will will be be required required in in aa given given job job Job redesign refers to changing the tasks or the way work is performed in an existing job 4-13 Job Design – Job Redesign Four Approaches Used in Job Design Mechanistic Mechanistic Motivational Motivational Biological Biological Perceptual-motor Perceptual-motor 4-14 Approaches to Job Design The mechanistic approach Specialization Skill variety Work methods autonomy The motivational approach Decision-making autonomy Task significance Interdependence The biological approach Physical demands Ergonomics Work conditions The perceptual approach Job complexity Information processing Equipment use 4-15 Mechanistic Approach Has its roots in classical industrial engineering It focuses on identifying the simplest way to structure work that maximizes efficiency by designing jobs around three concepts: – task specialization – skill simplification – repetition Scientific management – is one of the earliest mechanistic approaches – sought to identify the one best way to perform the job through the use of time-and-motion studies 4-16 Motivational Approach Focuses on the job characteristics that affects – the psychological meaning – motivational potential of job design A focus on increasing job complexity through: – job enlargement – job enrichment – the construction of jobs around sociotechnical systems 4-17 Job Characteristics Model A model of how job design affects employee reaction Work Outcomes High Quality of Work High Satisfaction Low Turnover and Absenteeism 4-18 Biological Approach Comes primarily from the sciences of biomechanics, or the study of body movements Ergonomics- the goal of this approach is to minimize the physical strain on the worker Focuses on outcomes such as: – physical fatigue – aches and pains – health complaints 4-19 Perceptual-Motor Approach •Has its roots in the human-factors literature •Focuses on human mental capabilities and limitations •The goal is to design jobs that not exceed people's mental capabilities •Tries to improve reliability, safety, and user reactions by designing jobs in a way that reduces the information processing requirements of the job 4-20 The Importance of Job Analysis to Line Managers Managers must have detailed information about all the jobs in their work group to understand the workflow process Managers need to understand the job requirements to make intelligent hiring decisions Managers must clearly understand the tasks required in every job 4-21 Trade-Offs Among Different Approaches to Job Design Approach Positive Outcomes Negative Outcomes Motivational Higher job satisfaction Increased training time Lower utilization levels Greater likelihood of error Greater chance of mental overload and stress Higher motivation Greater job involvement Lower absenteeism Mechanistic Biological PerceptualMotor Decreased training time Higher utilization levels Lower likelihood of error Less chance of mental overload and stress Less physical effort Less physical fatigue Fewer health complaints Fewer medical incidences Lower absenteeism Higher job satisfaction Lower likelihood of error Lower likelihood of accidents Less chance of mental overload and stress Lower training time Higher utilization levels Lower job satisfaction Lower motivation Higher absenteeism Higher financial costs because of changes in equipment or job environment Lower job satisfaction Lower motivation 4-22 Summary Job analysis and design is one of the most important components to develop and maintain a competitive advantage and implement strategy Managers need to understand the entire work-flow process to ensure efficiency and effectiveness and have clear, detailed information about the jobs Managers can redesign jobs to ensure that the work unit is able to achieve its goals while individuals benefit from as motivation, satisfaction, safety, health and achievement 4-23 [...]... training time Higher utilization levels Lower job satisfaction Lower motivation Higher absenteeism Higher financial costs because of changes in equipment or job environment Lower job satisfaction Lower motivation 4-22 Summary Job analysis and design is one of the most important components to develop and maintain a competitive advantage and implement strategy Managers need to understand the entire work-flow... decisions 3 Managers must clearly understand the tasks required in every job 4-21 Trade-Offs Among Different Approaches to Job Design Approach Positive Outcomes Negative Outcomes Motivational Higher job satisfaction Increased training time Lower utilization levels Greater likelihood of error Greater chance of mental overload and stress Higher motivation Greater job involvement Lower absenteeism Mechanistic... sciences of biomechanics, or the study of body movements Ergonomics- the goal of this approach is to minimize the physical strain on the worker Focuses on outcomes such as: – physical fatigue – aches and pains – health complaints 4-19 Perceptual-Motor Approach •Has its roots in the human-factors literature •Focuses on human mental capabilities and limitations •The goal is to design jobs that do not exceed... people's mental capabilities •Tries to improve reliability, safety, and user reactions by designing jobs in a way that reduces the information processing requirements of the job 4-20 The Importance of Job Analysis to Line Managers 1 Managers must have detailed information about all the jobs in their work group to understand the workflow process 2 Managers need to understand the job requirements to make intelligent... mechanistic approach Specialization Skill variety Work methods autonomy The motivational approach Decision-making autonomy Task significance Interdependence The biological approach Physical demands Ergonomics Work conditions The perceptual approach Job complexity Information processing Equipment use 4-15 Mechanistic Approach Has its roots in classical industrial engineering It focuses on...Job Analysis Methods Job JobAnalysisAnalysis-process processof of getting gettingdetailed detailed information informationabout aboutjobs jobs 4-11 Overall Dimensions of the Position Analysis Questionnaire             Decision/communication/general responsibilities Clerical/related activities Technical/related activities Service/related activities Regular day schedule versus... tasks tasks that that will will be be required required in in aa given given job job Job redesign refers to changing the tasks or the way work is performed in an existing job 4-13 Job Design – Job Redesign Four Approaches Used in Job Design Mechanistic Mechanistic Motivational Motivational Biological Biological Perceptual-motor Perceptual-motor 4-14 Approaches to Job Design The mechanistic approach Specialization... simplest way to structure work that maximizes efficiency by designing jobs around three concepts: – task specialization – skill simplification – repetition Scientific management – is one of the earliest mechanistic approaches – sought to identify the one best way to perform the job through the use of time-and-motion studies 4-16 Motivational Approach Focuses on the job characteristics that affects –... Mechanistic Biological PerceptualMotor Decreased training time Higher utilization levels Lower likelihood of error Less chance of mental overload and stress Less physical effort Less physical fatigue Fewer health complaints Fewer medical incidences Lower absenteeism Higher job satisfaction Lower likelihood of error Lower likelihood of accidents Less chance of mental overload and stress Lower training time... psychological meaning – motivational potential of job design A focus on increasing job complexity through: – job enlargement – job enrichment – the construction of jobs around sociotechnical systems 4-17 Job Characteristics Model A model of how job design affects employee reaction Work Outcomes High Quality of Work High Satisfaction Low Turnover and Absenteeism 4-18 Biological Approach Comes primarily