Invention in Job Skills final Syeda fatima.pptx

This presentation is about workflow analysis and Job Invention in and skills by fatima zahra

1. Invention in Job Skills Name: Syeda Fatima Zahra Roll No: 2K21-BBA-237 Presented to: Mr Mohsin Jamal

2. Nature of Job & Work Subtitle 2

3. What is Workflow in Organization Subtitle 3

4. Workflow in Organization A workflow is defined as the systematic organization of resources to build processes that transform materials, provide services, or process information. It is essentially a sequence of operations conducted by a person, a group of people, or one or more simple or complex mechanisms. Workflows are fundamental to every industry. They are the building blocks of business operations, integrated with other organizational structures such as information technology, teams, projects, and hierarchies. By optimizing workflows, businesses can enhance efficiency, productivity, and overall performance. 4

5. Types of Workflow 5

6. Workflow in Organization 6 Sequential Workflow : Tasks are completed in a linear order. Each step depends on the completion of the previous one. Parallel Workflow : Multiple tasks are performed simultaneously. This is useful for processes that can occur independently. State Machine Workflow : The workflow transitions between different states based on events or conditions, allowing for more complex scenarios.

7. 7 Ad-hoc Workflow : Informal and flexible workflows that can be adjusted on the fly. Often used in creative or dynamic environments. Collaborative Workflow : Involves multiple participants who work together on tasks, often using collaboration tools to communicate and share resources. Approval Workflow : Requires one or more approvals at various stages. Common in finance, project management, and compliance processes. Business Process Workflow : Focused on the flow of tasks and information in a business context, typically to improve efficiency and effectiveness.

8. 8 Document Workflow : Manages the flow of documents through creation, review, and approval stages. Content Workflow : Specifically related to the creation, review, and publication of content, often used in marketing and publishing.

9. 9 Document Workflow : Manages the flow of documents through creation, review, and approval stages. Content Workflow : Specifically related to the creation, review, and publication of content, often used in marketing and publishing.

10. Components of Workflow Tasks  The individual steps or actions that need to be completed within the workflow. Tasks can vary in complexity and can be manual or automated. Actors The individuals, teams, or systems responsible for executing the tasks. Clear assignment of responsibilities ensures accountability and smooth workflow progression. Sequence  The specific order in which tasks are performed. Sequencing is crucial to maintain the logical flow of the process and achieve desired outcomes. Rules The guidelines and conditions that dictate the flow from one task to another. Rules ensure that tasks are executed correctly and efficiently. Tools Software and resources used to manage, visualize, and automate tasks within the workflow. Common tools include workflow management software, online whiteboards, and process mapping tools. 10

11. Workflow Analysis 11

12. Workflow analysis  is the process of examining an organization’s workflows, generally to improve operational efficiency. It identifies areas of  process improvement , such as redundant tasks or processes, inefficient workplace layouts, and bottlenecks in the workflow. Business workflow analysis  is essential for making organizational processes more efficient, which reduces the cost of completing each task.  By analyzing workflows, businesses can  regain control over different processes  within the company and find opportunities for process improvement. Workflow analysis is occasionally carried out in case it falls short of some important goal or isn’t performing as expected. By analyzing workflows, companies can identify areas for improvement, optimize their processes, and improve the overall quality of their business. 12

13. Steps of workflow Analysis What do we do? Answer the question “How do we do it?” by identifying each step in your workflow. It’s essential to be thorough in this stage since a seemingly trivial step can significantly impact workflow efficiency. Why do we do it? The question “Why do we do it?” helps determine if you need to perform each step. If you have no clear answer to this question, it may mean that step is unnecessary and a waste of resources. Steps that fail to add value to a process are prime candidates for deletion. These steps often include creating and storing records, which usually don’t have a direct connection to revenue generation. What Does Each Department Do? Workflow analysis also requires you to determine what each department in your organization does since virtually all workflows involve passing work from one department to another. Consider the example of a manufacturing business — a customer places an order with a sales representative, who sends the order to the warehouse. Staff members at the warehouse fill the demand from inventory and pack it for shipment. They send the order to the shipping department, which then ships it to the customer. This workflow also includes intra-departmental processes, such as the sales department informing the accounting department of the order, which will then collect payment. 13

14. Work Flow design and Organization’s Structure 14

15. Workflow Design The workflow design is the process of detailing each of the tasks, activities, operations, and processes in a visual/graphical format, such as flow diagrams or flowcharts. With the help of an effective workflow design, all the team members and stakeholders involved get an in-depth insight into each task involved in the process.  Workflow design serves as the cornerstone of every undertaking in a company. When it gets deployed perfectly, it can assist in boosting the operational efficiencies of all businesses, regardless of the industry in which they operate. 15

16. Organization’s Structure Employees want to understand their job responsibilities, whom they report to, what decisions they can and should make and how they interact with other people and teams within the company. An organizational structure creates this framework. Organizational structures can be centralized or decentralized, hierarchical or circular, flat or vertical. Centralized vs. Decentralized Hierarchical vs. Circular Vertical vs. Flat 16

17. Centralized vs. Decentralized In a centralized workflow, decision-making authority and control are concentrated in a single central entity or individual. In a decentralized workflow, decision-making is distributed among various entities or individuals, allowing for more autonomy at local levels. Hierarchical vs. Circular A hierarchical workflow is structured in a top-down manner, where authority and responsibility are clearly defined across different levels of the organization. A circular workflow emphasizes a more collaborative and interconnected approach, often representing relationships and processes as a circle rather than a linear hierarchy. 17

18. Vertical vs Flat A vertical structure features multiple levels of management, with a clear chain of command from top to bottom. A flat structure has few or no levels of middle management between staff and executives, promoting a more egalitarian approach. 18

19. Organization’s Structure There are many benefits to creating an organizational structure that aligns with the company’s operations, goals and objectives. Clearly disseminating this information to employees: Provides accountability Clarifies expectations Documents criteria for promotion Designates decision-making authority Creates efficiency Fosters collaboration 19

20. Provides Accountability: Employees know their responsibilities and who to report to, making it easier to hold individuals accountable for their performance and outcomes Clarifies Expectations : Clear roles and responsibilities help employees understand what is expected of them, reducing confusion and enhancing productivity. Documents Criteria for Promotion : A transparent structure outlines pathways for advancement, helping employees understand the skills and achievements needed for career growth. Designates Decision-Making Authority : Clearly defined roles indicate who has the authority to make decisions, streamlining processes and reducing delays. 20

21. Creates Efficiency : A well-structured organization minimizes redundancies and overlaps, enabling smoother workflows and faster completion of tasks. Fosters Collaboration : Clearly defined teams and roles promote better collaboration, as employees understand how their work interrelates and who they should collaborate with. 21

22. An Introduction to Job Analysis Subtitle 22

23. Why do we analyze jobs? Subtitle 23

24. A job analysis provides an overview of the competencies, skills and responsibilities for a specific role. While a traditional job analysis may be less detailed, modern versions have more in-depth details about the position. Other than the aforementioned, some employers also include performance review criteria, onboarding processes, as well as short-term and long-term expectations. Let’s take a look at some of the most popular job analysis methods. Questionnaire Interview Direct Observation Work Diary or Log Job Performance Method 24

25. 25 Questionnaire Description : Employees complete a structured questionnaire about their job duties, responsibilities, and required skills. Advantages : Efficient for collecting data from a large number of employees; can be standardized for consistency. Interview Description : Conducting one-on-one or group interviews with employees and supervisors to gather detailed information about the role. Advantages : Allows for in-depth exploration of job duties and context; provides insights into employee perceptions and experiences. Direct Observation Description : An observer watches employees perform their tasks to gather data on job functions, workflows, and interactions. Advantages : Provides real-time insights and an accurate representation of job activities; helps identify skills that may not be articulated.

26. 26 Work Diary or Log Description : Employees maintain a record of their daily activities, tasks, and challenges over a specified period. Advantages : Captures detailed information about day-to-day responsibilities; helps identify time management and workload issues. Job Performance Method Description : Evaluating an employee's performance on actual job tasks, often through simulations or practical assessments. Advantages : Directly assesses competencies and skills required for the job;provides a clear picture of job-related performance.

27. How To Perform an Effective Job Analysis 27

28. 28 Review employee Job Responsibilities : Reviewing employee job responsibilities is an important process that helps ensure clarity, accountability, and alignment with organizational goals. Here’s a structured approach to conducting a review of employee job responsibilities Identify necessary skills, training & Education : Identifying the training skills and educational requirements for a specific role is essential for effective hiring and employee development. Specific knowledge and abilities required to perform tasks related to the job. Define Compensation & Benefits : Compensation refers to the total monetary and non-monetary rewards that an employee receives in exchange for their work. It encompasses various forms of payment, including base salary, bonuses, and other financial incentives. Benefits are non-wage compensations provided to employees as part of their overall remuneration package. They enhance employee well-being and job satisfaction.

29. 29 Research similar industrial positions : When researching similar industrial positions, it’s important to consider roles that share common responsibilities, required skills, and educational backgrounds. Identify and List Outcomes Needed for the Position : Identifying and listing the outcomes needed for a specific position is crucial for defining success and guiding employee performance. Continually Iterate and Evolve the Job: Continually iterating and evolving a job role is essential for maintaining its relevance and effectiveness in a dynamic work environment. Bottom Line: The bottom line in job analysis is that it serves as a foundational process for understanding and optimizing roles within an organization. By clearly defining job responsibilities, expectations, and required skills, job analysis enhances clarity for both employees and management.

30. Hiring Process Subtitle 30

31. An efficient and effective hiring process is a step-by-step process for hiring a new employee, whereby an organization identifies its talent needs, recruits from its talent pool and eventually hires the most qualified candidates. Most companies have their own hiring processes.   31

32. Steps in Hiring Process 32

33. 33 Identify Hiring Needs Assess the need for a new hire based on workload, skill gaps, or organizational growth. Define the specific role and its requirements. Create or Update Job Description Develop a clear and detailed job description outlining responsibilities, required skills, qualifications, and any other relevant information. Sourcing Candidates Use various channels to attract candidates, including job boards, company websites, social media, and recruitment agencies. Consider employee referrals as well Screen Resumes Review submitted resumes and applications to identify candidates who meet the qualifications and criteria outlined in the job description.

34. Initial Interviews Format : Conduct phone or video interviews to save time and resources. Key Questions : Ask about candidates' experiences, motivations, and why they’re interested in the role. Cultural Fit : Assess alignment with company values and culture. Time Management : Keep these interviews brief (15-30 minutes). Assessment Skill Tests : Use technical assessments, writing samples, or practical tasks relevant to the role. Personality Assessments : Consider using personality tests to gauge compatibility with team dynamics. Group Exercises : For certain roles, observe candidates in group settings to assess collaboration skills. 34

35. In-Person Interviews Panel Format : Include multiple team members to gather diverse insights. Behavioral Questions : Use the STAR method (Situation, Task, Action, Result) to understand past behaviors. Situational Questions : Present hypothetical scenarios relevant to the role and evaluate responses. Candidate Questions : Allow candidates to ask questions to assess their interest and understanding of the role. Reference Checks Contact References : Reach out to former supervisors, colleagues, or clients. Standard Questions : Ask about candidates’ work ethic, strengths, weaknesses, and ability to work in teams. Confidentiality : Ensure that references feel comfortable providing honest feedback. 35

36. Decision Making Team Discussion : Hold a meeting to discuss each candidate’s strengths and weaknesses. Consensus Building : Aim for a collective decision while considering individual perspectives. Final Evaluation : Reassess candidates based on interview performance, assessments, and references. Job Offer Formal Offer Letter : Draft a clear job offer letter outlining position, salary, benefits, and start date. Negotiation : Be open to discussions regarding salary and benefits to secure the candidate. Acceptance Timeline : Provide a deadline for candidates to respond to the offer. 36

37. Onboarding Preparation : Prepare necessary equipment, access, and resources before the new hire’s start date. Orientation : Introduce the new hire to the team and company culture. Training : Provide role-specific training and resources to help them get up to speed. Feedback Loop : Schedule regular check-ins during the initial weeks to address any questions or concerns. 37

38. Major HRM activities that rely on job analysis information Subtitle 38

39. Establishing job requirements & specifications: Enhancing recruitment & selection process Facilitating performance management Supporting training and development initiatives Enabling fair compensation and benefits strategies 39

40. 40 Conduct Job Analysis : Gather data through interviews, surveys, and observations to understand’ the tasks and responsibilities of the role. Define Essential Functions : Identify core duties that are crucial for job performance and must be included in the description. Conduct Job Analysis : Gather data through interviews, surveys, and observations to understand the tasks and responsibilities of the role. Define Essential Functions : Identify core duties that are crucial for job performance and must be included in the description. Facilitating Performance Management Set Clear Goals : Align individual goals with organizational objectives to ensure everyone is working toward common targets. Regular Feedback : Establish a system for continuous feedback, not just during annual reviews, to support employee development.

41. Enabling Fair Compensation and Benefits Strategies Market Research : Conduct salary surveys to benchmark against industry standards and ensure competitiveness. Transparent Pay Structure : Develop a clear compensation framework that defines salary ranges based on role, experience, and performance. 41

42. Applications of Job Analysis Subtitle 42

43. Applications of Job analysis Job analysis aids in talent acquisition and recruitment by  identifying the essential qualifications , skills, and experience required for a particular job. This information allows recruiters to develop targeted job advertisements and establish appropriate selection criteria. In short, it’s a recruiter’s best friend. Example : In the field of marketing, Job analysis might reveal that a   digital marketing specialist   needs to have knowledge of search engine optimization (SEO), social media marketing, and data analytics. Armed with this information, recruiters can attract potential candidates by crafting job postings that specifically highlight these required skills. Job analysis also  contributes to the performance appraisal process . By outlining the job duties and performance expectations, it allows supervisors and managers to evaluate employees’ performance objectively. This ensures the appraisal process focuses on relevant aspects and promotes fair and unbiased assessments. 43

44. Example : In a customer service role, job analysis could show that one of the key performance indicators is the ability to handle customer complaints effectively and provide satisfactory resolutions. Using this knowledge, supervisors can assess employees’ performance in this specific area and provide constructive feedback for improvement. Finally, job analysis plays a vital role in  facilitating career development . It provides employees with a clear understanding of the skills and competencies necessary for advancement within the organization. Furthermore, it enables HR professionals to design training and development programs that address the specific needs of the job role, fostering employee growth and progression. Example : In a managerial role, job analysis reveals that effective leadership skills, strategic thinking, and the ability to manage cross-functional teams are crucial for career advancement. As such, employees can focus on developing these competencies and seek opportunities for growth within the organization. 44

45. History of Job Analysis Subtitle 45

46. Although the need for proper evaluation and description of job roles may seem relatively recent, it actually dates to the time of the ancient philosophers. To achieve positive outcomes, it has consistently been important to examine the requirements for job roles. A well-known philosopher, Frederick Taylor, studied the science of management to evaluate the performance of work and created the modern version of role analysis in the 1900s. It later became common practice in the 1960s to enable candidates to understand the requirements for job roles and to support work performance evaluation. 46

47. Defining Job Analysis Subtitle 47

48. The meaning of job analysis is the practice of gathering and analyzing details about a particular job, such as responsibilities, day-to-day duties, hard and soft skills, qualifications, education, expected outcomes, interaction, performance standards, work conditions, physical abilities and supervision. Job analysis is commonly used to develop job descriptions, but the data has other uses too. Important job elements like: 48

49. Job Analysis information hierarchy Subtitle 49

50. Job analysis is nothing but an accurate of activities involved for these recording we are simply gathering information to specific job attributes. The hierarchy of job analysis information are shown below 50

51. Job content, context & requirement Subtitle 51

52. Job Content When gathering information about tasks, the job analyst seeks to determine what the worker does, the purpose of the action, and the tools, equipment, or machinery used in the process. The analyst may also gather additional information about tasks, such as their relative importance, the expected performance levels, and the type of training needed by a new worker to perform tasks satisfactorily. Job content can be described in a number of ways, depending on how specific one wants (or needs) to be. The different types of job content information are described in Exhibit 1. 52 Job Context Job context refers to the conditions under which work is performed and the demands such work imposes on employees. Specific types of job context information typically identified during a job analysis include reporting relationships, supervision received, judgment, authority, personal contacts, working conditions, and the physical and mental demands on the worker..

53. Job Requirement Worker requirements refer to the knowledge, skill, ability, personal characteristics, and credentials needed for effective job performance. These terms are defined as: Knowledge—the body of information one needs to perform the job. Skill—the capability to perform a learned motor task, such as forklift operating skills and word-processing skills. Ability—the capability needed to perform a non-motor task, such as communication abilities,  mathematical  abilities, and reasoning or problem-solving abilities. Personal characteristics—an individual's traits (e.g., tact, assertiveness, concern for others, objectivity, work ethic) or their willingness/ability to adapt to the circumstances in the environment (e.g., ability to withstand boredom, willingness to work overtime, willingness to treat others cordially). Credentials—proof or documentation that an individual possesses certain competencies, such as diplomas, certifications, and licenses. 53

54. Elements of Job Analysis Subtitle 54

55. 55

56. Job Title: A job title is a specific designation given to a position within an organization that describes the role, responsibilities, and level of authority associated with that position Job Levels: Job levels refer to the hierarchy or rank of positions within an organization, often reflecting the complexity of responsibilities, the required experience, and the scope of authority. A position summary is a concise description of a job role that outlines its primary responsibilities, objectives, and the overall purpose within the organization. Job Duties are the specific tasks and responsibilities assigned to a particular position within an organization. Work Duties refer to the specific tasks, responsibilities, and functions that an employee is expected to perform as part of their job role. 56

57. 57 Potential Workplace Hazards are conditions or situations in a work environment that could cause harm, injury, or illness to employees. These hazards can arise from various sources and can affect physical safety, health, and overall well-being. Necessary Machinery, Equipment, and Tools refer to the specific devices, machines, and instruments required to perform tasks effectively and safely in various work environments. These items are essential for the operation, productivity, and safety of a workplace. How the role fits in with your budget By thoroughly evaluating the costs and benefits of a role in relation to your budget, you can make informed hiring decisions that align with your organization's financial goals.

58. Thank You

59. Thank You