invention in job skillsss and steps in jop anaylsis.pptx

Presentation about Invention in jop and skills

1. Submitted By: Waris Akhlaq Class: BBA (Section A) Roll No: BBA-2k21-123 Submitted to: Mohsin Jamal Subject: Invention in job skills ASSIGNMENT

2. 1. Nature of job and work A job is a specific role or position where a person is hired to do tasks in exchange for payment (salary or wages). Each job usually has certain responsibilities or duties. Work refers to the tasks or activities a person does, whether it's part of a job or not. Work can include physical or mental efforts, such as solving problems, building things, or providing services. In short: Job = the position or role you are hired for (e.g., teacher, doctor, cashier). Work = the tasks you perform, whether part of a job or not.

3. 1.1 What is workflow in organization A workflow in an organization is the step-by-step process for completing a task or project. It shows how tasks move from one person or department to another, what needs to be done at each stage, and the order in which things happen. For example, in an office: A task is assigned to an employee. The employee works on it and sends it for approval. After approval, the task is completed or moved to the next department. Workflows help make sure things get done smoothly and efficiently. It also helps everyone know their role and what comes next in the process.

4. 1.2 Workflow Analysis Workflow analysis is the process of studying and reviewing how work is done in an organization to make it better. It involves looking at each step of the workflow to identify areas that may be slow, inefficient, or unclear. The goal of workflow analysis is to: Find bottlenecks (where work slows down or gets stuck). Remove unnecessary steps (that waste time or resources). Improve efficiency (to get things done faster and with better quality). Make work smoother for employees by simplifying the process. In simple terms, it's about finding ways to make the work process quicker, easier, and more productive.

5. 1.3 Workflow design and an organization Workflow design is the process of creating or planning the steps that need to be followed to complete a task or process in an organization. It outlines who does what, in what order, and how the work moves from one stage to the next. In an organization, workflow design is important because: It organizes tasks so everyone knows their role. It ensures efficiency by removing unnecessary steps. It helps with coordination between teams or departments. It improves productivity by streamlining processes .

6. For example, in a customer service department, a well-designed workflow could look like: Step 1: Receive a customer complaint. Step 2: Assign it to the correct agent. Step 3: The agent solves the issue or forwards it to a specialist. Step 4: The solution is communicated to the customer . With a clear workflow design, tasks get done smoothly and efficiently, reducing delays or confusion in the organization.

7. 1.4 Structure of work design T he structure of workflow design typically includes the following key elements: Tasks or Steps : These are the individual actions or activities that need to be completed, like reviewing a document, approving a request, or making a decision. Sequence : This is the order in which the tasks are done. Some tasks must happen before others, creating a logical flow. Roles and Responsibilities : This defines who (which person or department) is responsible for each task. For example, one team might review a project, and another might approve it. Decision Points : These are moments where choices need to be made, like deciding whether to approve or reject something. Depending on the decision, the workflow may branch off in different directions .

8. Inputs and Outputs : Inputs are what is needed to start a task (like information or resources), and outputs are the results of completing a task (like a report or approval). Timing : This includes deadlines or time limits for completing each step, ensuring tasks move forward on schedule. Automation (if applicable) : In some workflows, certain tasks might be automated, like sending an automatic email or notification after a task is completed. Example structure: Task 1 : Fill out a form (input: data from a client). Task 2 : Manager reviews the form (decision point: approve or reject). Task 3 : If approved, process continues to next step; if rejected, it returns to the person who filled the form. Task 4 : Final approval by a senior manager (output: project approval).

9. 2. Introduction to job analysis Job analysis is the process of studying and understanding a specific job in detail. It involves examining the tasks, responsibilities, skills, and qualifications required for the job. Key purposes of job analysis: Defining job roles : It helps to clarify what tasks an employee in a particular role needs to perform. Hiring and selection : It provides information on the skills and qualifications required, helping HR select the right candidates. Training and development : It identifies gaps in skills, allowing organizations to design training programs. Performance evaluation : It sets clear expectations, making it easier to assess employee performance. Compensation : It helps determine fair salaries and benefits based on the duties and responsibilities of the job.

10. 2.1 Why do we analyze jobs We analyze jobs for several important reasons, as it helps organizations operate more effectively. Here's why job analysis is essential: Hiring the Right People : Job analysis defines the skills, qualifications, and experience needed for a role. This helps employers select the best candidates during recruitment. Defining Job Roles and Responsibilities : It clarifies what each employee is expected to do, reducing confusion and ensuring tasks are completed properly. Training and Development : By understanding what a job requires, employers can create training programs to help employees develop the necessary skills to perform well. Performance Evaluation : With clear job expectations, it's easier to measure how well an employee is doing and provide feedback or rewards. Fair Compensation : It ensures employees are paid fairly based on the complexity and demands of their job, making compensation more transparent and structured .

11. 2.2 Hiring Process The hiring process typically involves several steps to find and select the right candidate for a job. Here’s a simple breakdown: Job Posting : Create and publish a job description that outlines the role, responsibilities, and qualifications needed. Application Collection : Receive applications from candidates through online job boards, company websites, or referrals. Resume Screening : Review resumes to shortlist candidates who meet the required qualifications and experience. Initial Interview : Conduct brief interviews (often by phone or video) to assess candidates' basic qualifications and fit for the role. Assessment : Some companies use tests or assignments to evaluate specific skills related to the job .

12. In-Depth Interviews : Invite shortlisted candidates for more detailed interviews, often with multiple team members or managers. Reference Checks : Contact references provided by candidates to verify their work history and skills. Job Offer : Once a suitable candidate is found, extend a formal job offer, including details about salary, benefits, and start date. Onboarding : After the candidate accepts the offer, begin the onboarding process to help them integrate into the company and understand their new role.

13. 2.3 Major HRM activities that rely on job analysis information Job analysis information is crucial for several key Human Resource Management (HRM) activities. Here are the major ones: Recruitment and Selection : Job analysis provides detailed information on the skills and qualifications needed for a role, helping to attract and select the right candidates. Training and Development : Understanding the specific duties and skills required for a job allows HR to create targeted training programs that address gaps in employee skills. Performance Management : Job analysis helps establish clear performance criteria and expectations, making it easier to evaluate employee performance fairly. Compensation and Benefits : It provides insights into the responsibilities and complexity of jobs, aiding in the development of fair and competitive salary structures and benefit packages.

14. Workforce Planning : HR can use job analysis to identify the skills needed for future roles, helping to plan for recruitment, training, and development. Legal Compliance : Accurate job descriptions derived from job analysis help ensure that hiring practices meet legal standards and reduce the risk of discrimination. Job Design and Redesign : Job analysis informs how jobs can be structured to improve efficiency, employee satisfaction, and productivity . These activities are essential for effectively managing an organization’s workforce and ensuring alignment between employee roles and organizational goals.

15. 2.4 Application of job analysis Job analysis has several practical applications in organizations. Here are some key ways it can be applied: Creating Job Descriptions : Provides detailed descriptions of roles, responsibilities, and qualifications needed, which serve as a foundation for job postings. Guiding Recruitment : Helps identify the skills and attributes to look for in candidates, ensuring a more focused recruitment process. Training Programs : Informs the design of training and development programs by highlighting the skills employees need to succeed in their roles. Performance Appraisal : Establishes clear criteria for evaluating employee performance, making assessments more objective and fair.

16. Career Development : Assists employees in understanding the skills required for advancement, enabling effective career path planning. Compensation Management : Informs salary structures and benefit packages by providing insights into the complexity and demands of various jobs. Workforce Planning : Helps organizations anticipate future hiring needs by analyzing job roles and required competencies. Job Redesign : Provides information for improving job roles to enhance productivity, employee satisfaction, and work-life balance. Legal Compliance : Ensures job descriptions align with legal standards, reducing the risk of discrimination in hiring and promotion processes.

17. 3. What is job analysis Job analysis is the process of systematically studying a job to understand its duties, responsibilities, necessary skills, and qualifications. It involves gathering detailed information about what a job entails, how it fits within the organization, and what is needed for a person to perform it successfully .

18. 3.1 History of job analysis Early 1900s : Frederick Taylor introduced scientific management, emphasizing efficiency through time-and-motion studies, which laid the groundwork for job analysis. 1930s-1940s : Job analysis became important during World War II for effectively assigning workers to roles based on their skills. 1950s-1970s : Structured methods like the Position Analysis Questionnaire (PAQ) were developed, making job analysis more systematic and ensuring fair hiring practices. 1980s to Present : Technological advances transformed job analysis, allowing for detailed assessments and broader focuses on employee satisfaction and engagement. Today, job analysis is essential for various HR functions, including recruitment, training, and performance management.

19. 3.2 Defining job analysis Job analysis is the systematic process of studying a job to gather detailed information about its tasks, responsibilities, necessary skills, and qualifications. It aims to define what a job entails, how it fits into the organization, and what is needed for someone to perform it successfully. Key components: Job Description : Outlines the specific duties and responsibilities of the job. Job Specification : Details the qualifications, skills, and experience required for the position. Purpose: Job analysis is essential for various HR functions, including recruitment, training, performance evaluation, and compensation. It helps organizations ensure they hire the right people and support their development effectively.

20. 3.3 Job analysis information hierarchy The job analysis information hierarchy organizes the various components of job analysis from general to specific. Here’s a simple breakdown: Job Family : A group of related jobs that share similar characteristics and requirements (e.g., all marketing roles). Job Title : The specific name of a position within a job family (e.g., Marketing Manager). Job Summary : A brief overview of the job's purpose and primary functions. Key Responsibilities : Detailed descriptions of the main tasks and duties associated with the job.

21. Required Skills and Qualifications : Specific knowledge, skills, and abilities needed to perform the job successfully (e.g., degree requirements, technical skills ). Working Conditions : Information about the environment in which the job is performed (e.g., office setting, remote work, physical demands ). Performance Standards : Criteria used to evaluate employee performance in the role . This hierarchy helps organize job analysis information in a way that is clear and useful for various HR activities, such as recruitment and training.

22. 3.4 Job content, job context, job requirement Job content refers to the specific tasks, duties, responsibilities, and expectations associated with a particular job. It encompasses everything that defines what the job entails. Here are the main components of job content: Tasks and Duties : The specific activities that an employee is required to perform. This includes both routine tasks and occasional responsibilities. Responsibilities : The level of accountability associated with the job, including decision-making authority and the consequences of those decisions. Skills and Qualifications : The abilities, knowledge, and experience required to perform the job effectively. This can include technical skills, educational background, and certifications. Goals and Objectives : The desired outcomes or targets that the employee is expected to achieve in their role .

23. Job context refers to the broader environment and circumstances in which a job is performed. It includes factors that influence how the job is carried out and the overall experience of the employee. Here are the main components of job context: Work Environment : The physical setting where the job takes place, such as an office, factory, or remote location. This also includes the layout, equipment, and resources available. Organizational Culture : The values, beliefs, and behaviors that characterize the organization and affect how work is done. This includes communication styles, leadership approaches, and employee interactions. Team Dynamics : The relationships and interactions among coworkers, including teamwork, collaboration, and social support. Management Practices : The policies and procedures that govern how work is managed, including supervision styles, feedback mechanisms, and performance evaluation processes.

24. Job requirements are the specific qualifications, skills, and attributes that a candidate must possess to be considered for a particular job. They help ensure that applicants have the necessary capabilities to perform the job effectively. Here are the key components of job requirements: Educational Qualifications : The level of education needed (e.g., high school diploma, bachelor’s degree, specialized training). Experience : The amount and type of work experience required (e.g., years in a similar role, specific industry experience). Skills : Specific abilities needed to perform the job, such as technical skills (e.g., software proficiency), soft skills (e.g., communication, teamwork), and problem-solving abilities. Certifications and Licenses : Any required certifications or licenses that validate a candidate’s qualifications for the role (e.g., CPA for accountants, PMP for project managers). Personal Attributes : Traits that are important for success in the role, such as adaptability, leadership qualities, or attention to detail.

25. 3.5 Elements of job analysis The elements of job analysis encompass various components that together provide a comprehensive understanding of a job. Here are the key elements: Job Description : A detailed outline of the tasks, duties, and responsibilities associated with the job. Job Specification : Information about the qualifications, skills, experience, and attributes required to perform the job effectively. Job Context : The environment in which the job is performed, including organizational culture, work conditions, and team dynamics. Job Content : The specific activities and responsibilities involved in the job, including both routine and occasional tasks.

26. Performance Standards : Criteria for measuring how well employees perform their job duties, including quality and quantity of work. Work Environment : Physical and social conditions that affect job performance, such as office layout, equipment, and team interactions. Compensation and Benefits : Information on salary, benefits, and other rewards associated with the job. Legal and Compliance Factors : Considerations related to labor laws, regulations, and organizational policies that affect the job . These elements work together to create a clear picture of a job, helping organizations with recruitment, training, performance management, and overall workforce planning.