Assignment 94

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Managing Work Flows and Conducting Job Analysis

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With the changing nature of commerce and work flows, organizations are having to rethink jobs and processes to accommodate the global and technological aspects of change affecting today’s workplace. The workforce of today is considerably different from the workforce of the last decade. Let’s take a look at what managers and HR staff must consider when developing and managing work flows and job analyses.

Work-Flow Analysis Examines how:

Work creates or adds value to the ongoing process in a business

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Work-flow analysis:

1. Examines how work creates or adds value to the ongoing process in a business

2. Examines how work moves from the customer through the organization and then as a product or service

3. Examines how some steps or jobs can be eliminated, combined, or simplified

4. Tightens the alignment between employees’ work and customer needs

When it is determined that the whole process needs to be rethought, a company will engage in business process reengineering (BPR).

Work: The Individual Perspective

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Two-Factor Theory

Work Adjustment Theory

Goal-Setting Theory

Job Characteristics Theory

Motivation

Motivation can be defined as that which energizes, directs, and sustains human behavior. Motivation theory seeks to explain why employees are more motivated by and satisfied with one type of work than another.

Two-factor theory by Hertzberg attempts to identify and explain the factors that employees find satisfying and dissatisfying about their jobs. One factor is hygiene or maintenance factors that must be present for there to be no dissatisfaction. The other factors are motivators that are internal job factors that lead to job satisfaction and higher motivation.

Work adjustment theory considers the fit between employee needs and abilities and the overall job. The idea is that the better the fit, the more motivated a worker will be.

Goal-setting theory looks at setting goals that are clear, challenging, and attainable. The more a manager can provide goals with these characteristics and consistent feedback, the higher the motivation level of the individual will be.

Job characteristics theory, by Hackman and Oldham, states that employees will be more motivated to work and more satisfied with their jobs to the extent that jobs contain certain core characteristics. We’ll take a closer look at the job characteristics model (theory).

Job Design

The process of organizing work into the tasks required to perform a specific job

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Job design is the process of organizing work into the tasks required to perform a specific job.

Now let’s look at the five approaches to job design. The three important influences on job design are (1) work-flow analysis, (2) business strategy, and (3) organizational structure that best fits that strategy.

Five Approaches to Job Design

Work Simplification

Job Enlargement

Job Rotation

Job Enrichment

Team-Based Design

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Work simplification: Assumes that work can be broken down into simple, repetitive tasks that maximize efficiency.

Job enlargement: Expands the job’s duties by adding extra duties and is created to mitigate job boredom. Job rotation: Rotates workers among different narrowly defined tasks without disrupting the flow of work. Job rotation is also created to reduce job boredom.

Job enrichment: Gives employees more opportunities for autonomy and feedback. It expands both the horizontal and vertical dimensions of a job.

Team-based design: Focuses on giving a team, rather than an individual, a whole and meaningful piece of work to do.

Job Analysis

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The systematic process of collecting information used to make decisions about jobs. Job analysis identifies the task, duties, and responsibilities of a job.

Job analysis: The systematic process of collecting information used to make decisions about jobs. Job analysis identifies the tasks, duties and responsibilities of a particular job. Task: A basic element of work that is a logical and necessary step in performing a job duty.

Duty: Consists of one or more tasks that constitute a significant activity performed in a job.

Responsibility: One or several duties that identify and describe the major purpose or reason for the job’s existence.

Guidelines for Conducting a Job Analysis

Determine the desired applications of the job analysis

Select the jobs to be analyzed

Gather the job Information

Verify the accuracy of the job information

Document the job analysis by writing a job description

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Guidelines for conduction a job analysis:

1. Determine the desired applications of the job analysis: should collect information on necessary knowledge, skills, and abilities that lead to job performance.

2. Select the jobs to be analyzed: jobs analyzed can include stability or obsolescence of job content and entry-level jobs.

3. Gather the job information: collect the desired information given the budget constraints.

4. Verify the accuracy of the job information: both job incumbents and their supervisors should review the job information.

5. Document the job analysis by writing a job description: summarize the essential duties and responsibilities as well as knowledge, skills, and abilities necessary for the job.

Job Description

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A job description is the summary of the job analysis. Elements of the job description include (1) identification of information, (2) job summary, (3) job duties, (4) job responsibilities, (5) job specifications (KSAs), and (6) minimum qualifications.

Identification information includes job titles, location, and source of job-analysis information (e.g., DOL information in the Occupational Outlook Handbook of the Bureau of Labor Statistics).

The job summary is a short statement that summarizes the job’s duties, responsibilities, and place in the organizational structure.

Job duties explain what is done on the job, how it is done, and why it is done.

Job specifications lists the KSAs.

Minimum qualifications are the basic standards a job applicant must have to be considered for the job.

Summary and Conclusions

Work: The Organizational Perspective

Business strategy determines structure

Work: The Group Perspective

Various team structures

Work: The Individual Perspective

Motivation

Designing Jobs and Conducting Job Analysis

Process of designing and organizing work into specific jobs

The Flexible Workforce

Present in dynamic markets

Human Resource Information Systems

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To summarize, The organizational perspective concerns a firm’s business strategy in how it determines how it structures its work. Organizations may have beaurocratic, flat, or boundaryless structures.

The group perspective concerns various team structures that may exist in firms. There may be self-managed, problem-solving, special-purpose, or virtual teams.

The individual perspective concerns various motivation theories: two-factor, work adjustment, goal-setting, and job characteristics theories. All are important in understanding how to manage individuals.

Designing jobs and conducting job analysis: Job design is the process of organizing work into the tasks required to perform a specific job. Job analysis is the systematic process of gathering and organizing information concerning the tasks, duties, and responsibilities of jobs.

Flexible workforce: Helps managers in dynamic markets in dealing with unexpected jolts in the environment and accommodating the needs of a diverse workforce.

HRISs: Used to collect, record, store, analyze, and retrieve relevant HR data.