Job Template

…My
Learnings
Job Analysis, Job Description and
Specification

NIMSPL (MT-Job Template) 1

Meaning
Definition and Concept
 Job - Consists of a group of tasks that must be performed for
an organization to achieve its goals

 Position - Collection of tasks and responsibilities performed by

one person; there is a position for every individual in an
organization

 Job analysis - Systematic process of determining the skills,

duties, and knowledge required for performing jobs in an
organization

 Job description – Document providing information regarding

tasks, duties, and responsibilities of job

 Job specification – minimum qualifications to perform a

particular job
NIMSPL (MT-Job Template) 2
Objectives

 To act as a Guiding tool for employee in

objective setting
 To give role clarity to the job holder
 To help employees assess and acquire the
necessary skills and abilities associated with a
job role
 To help in subsequent competency mapping and
training
 To act as a basis for compensation (Rewards &
Recognition) structuring
 To help in taking objective and well thought out
managerial decision for e.g. during the HRP,
Staffing, T & DNIMSPL (MT-Job Template) 3
Aspects of Job
Template
 Job Analysis
 Job Description
 Job Specification

NIMSPL (MT-Job Template) 4

Manifestations & Implications
(when is the need felt??)
 Role Stress and non compliance with the Timelines
 Inconsistent Hiring Practices, surplus/deficient Workforce,
Job-Person Mismatch Evident
 Performance Effectiveness not matching to the individual
and organization’s expectations
 Non Clarity of the advancement Criteria
 Lack of accountability and Blame Game
 Time, Cost & other resource wastages due to lack of
planning and redundant jobs
 Low Employee Satisfaction and Engagement Levels
 High Turnover
 High rates of Non Compliances during audit

NIMSPL (MT-Job Template) 5

Job Analysis
(Systematic data collection
related to itJob)
What does do??
 Determines the duties and responsibilities of
a particular job with Title (Identification of
Job)
 Determines how the job relates to other jobs
and the level of importance of the job
 Determines the methodology of Job
Performance
 Determines the necessary personnel
qualifications and attributes in order to
perform the job (KSAO)
 Determines the working conditions
associated with the
NIMSPL job
(MT-Job (Supervisors,
Template) 6
Who does Job Analysis:

 Management
 Supervisors/Role Set Members
 Job analysts/Experts
 Job incumbent
 Unions
 Consultants

NIMSPL (MT-Job Template) 7

Job Description

• Summary statement of the job • Employee orientation

• List of essential functions of the • Employee instruction
job • Disciplinary action

 Components involved:
 Job Title and code number
 Departmental Location
 Date the job description was last revised
 No. of employees performing the jobs
 Purpose Statement of the job
 Activities performed and Responsibilities

NIMSPL (MT-Job Template) 8

Components (cont:)
 Conditions under which the job is done
 Knowledge, Skills and Abilities
associated with the role
 Relationships with other jobs and
internal/external services provided and
received
 Reporting Relationships
 Personal Requirements and
Competencies involved (Core, Functional
and Behavioural with Proficiency Level)
 Technical Know how required
 Work Context and values
 Nature of Operations
NIMSPL (MT-Job Template) 9
Job Specification
Personal qualifications an individual must
possess in order to perform the duties and
responsibilities

 Components involved:
 Education and Experience

 Specialized Training

 Personal Traits and Abilities

 Interpersonal Skills

 Competencies and Behavioural attributes

 Manual Dexterities

 Physical demands of Jobs

NIMSPL (MT-Job Template) 10

Phrasing
 Should start with Action Verb
 Should be in Present Tense
 Should be specific with respect to what,
why, how, where and when part of the
task activities
 Should avoid unnecessary articles
 Unbiased Terminology
 Words with differing interpretations should
be avoided
 It should be of generic nature not
pertaining to any particular individual
 Should be continuously revised
NIMSPL (MT-Job Template) 11
Methodology for developing Job
Template (followed by NIMSPL)
 Receiving the Business Project from Client
 Collecting Client Information (Nature of Business,
internal/external environment, organization details)
 Identifying the rationale and scope of the Project
 Identifying the goals and objectives of the Project
 Developing and communicating the deliverables to
the Client after analyzing the background knowledge
and information related to project
 Data Collection
 Data Analysis
 Draft JD formulation and Validation
 Final JD formulation based on inputs (of Client,
Functional Experts, etc.)
 Submission of the Project and implementation
NIMSPL (MT-Job Template) 12
support
Sources for Data Collection
 Questionnaires
 including Position Information/Analysis
Questionnaire (Input to Output Process with job
elements)
 Functional Analysis Questionnaire (activities in
relation to data, people & things)
 Observation (By supervisors or experts)
 Participatory/ Non-Participatory
 Direct / Indirect
 Interviews (with job incumbent/role set members)
 Structured/Unstructured
 Individual/Group
 Employee recording/Diaries (Activities done,
frequency & Time Period)
NIMSPL (MT-Job Template) 13
Sources of Data Collection
(Cont:)
 Task Inventories (with rating scale based on time
spent, importance and complexity)
 Work Log / Checklists (Predefined skills and
activities listed down to which job holder reports
the frequency, method and time period taken)
 Critical Incident Method (task and success
linkages; effective/ineffective behaviours based
on current or past events)
 Technical Conference/ Job Reviewing Committee
(brainstorming by the subject matter experts-SME
s in order to identify and evaluate the worth of
job elements, their level of proficiency and its use
in streamlining the hiring
NIMSPL process)
(MT-Job Template) 14
Uses of Job Template

PMS

Culture Building
C&B &
Management Morale/
Satisfaction

Job Template

Growth &
R&S Career
Development

T&D

NIMSPL (MT-Job Template) 15

Advantages

 Forms the basis for various HR Subsystems by

providing the criteria or the rationale
 Establishes Transparency and fairness in the
system
 Role, Goal and Task Clarity is achieved by the
employees
 Helps in setting the Job Standards
 Forms basis for Job Evaluation which in turn helps
in assessing the worth of jobs in relation to other
jobs, thereby aiding managerial decisions
 Chaos and Conflict in interdependent functions is
avoided
 Helps in compliances (legal, administrative and
others) NIMSPL (MT-Job Template) 16
Disadvantages
 If poorly written, they provide little guidance to
the jobholder
 They are not always updated as job duties or
specifications change
 They may violate the law by containing
specifications not related to job success
 They can limit the scope of activities of the
jobholder, reducing organizational flexibility
 The exercise involves considerable Cost in terms
of Time and Money
 Accuracy of job information may get mitigated by
exaggerations and omissions
NIMSPL (MT-Job Template) 17
Best Practices in relation to Job
Template Formulation
 Methods should be validated to check for detail
orientation, reliability and objectivity
 The language of Job Template should be clear
with uniform interpretation by all concerned
 JD should not be used for retrospective analysis of
the Hiring Process but instead guide the
development of the Recruitment process i.e. JDs
should be formulated before choosing and
implementing the R & S
 Organizations culture and value system should be
defined and documented in the Job Analysis and
be reflected in some way in the JDs
NIMSPL (MT-Job Template) 18
Best Practices (Cont:)
 Multi method approaches which collect multiple
information from multiple sources should be
adopted for assuring the relevance and accuracy
of data collected
 As the name suggests, Job Analysis should be
analytical process which identifies and defines
the main components of the job rather than just
describing it holistically
 Inputs of different experts who can provide gamut
of suggestions and opinions should be considered
before finalizing the final deliverable
 The approach of the formulation of JD should be
clear whether it is work oriented/worker oriented,
deductive/inductive or top down/bottom up
19
approach NIMSPL (MT-Job Template)
The Sounds of Resistance to
Change…
“It ‘ll never work”
“We can’t do it that way”
“That doesn’t comply with our requirements
“Our auditors will never allow that”
“We need to modify the software to do it ou
way”
“That may work for other companies…
BUT WE’RE DIFFERENT”

NIMSPL (MT-Job Template) 20

10 Leading reasons for
resistance
 Individual predisposition towards
change
 Fear of unknown
 Climate of mistrust
 Fear of failure
 Loss of Status
 Peer pressure
 Disrupt cultural traditions or group
relationships
 Personality conflicts
 Lack of tact / poor timing
 Non reinforcing reward systems
NIMSPL (MT-Job Template) 21
Continuum of Change Enthusiastic
Co-operation
Co-op under pressure from mgt
Acceptance Acceptance
Passive resignation
Indifference
Apathy
Indifference
Doing only what is ordered
Non learning
Protests
Working to rule
Passive Resistance Doing as little as possible
Slowing down
Personal withdrawal
Committing errors
Active resistance Spoilage
Deliberate sabotage

NIMSPL (MT-Job Template) 22

Change Factors

NIMSPL (MT-Job Template) 23

Overcoming resistance to
Change…
 Conduct readiness assessments, evaluate results
and present findings in a logical and easy-to-
understand manner
 Devising a structured methodology and approach
for change in order to get the buy in of all
concerned
 Clear communication of the objectives, roles,
processes, benefits, support functions required,
etc. to the employees helps in addressing their
doubts and concerns
 Involving the concerned members in the exercise
at appropriate stages may help in reducing their
anxious and alienated feelings
 Anticipate the points of resistance that may crop
up in advance and develop specific plans to
mitigate the issues
NIMSPL (MT-Job Template) 24
Continued…
 Identify the people who are more open to change
and empower them to be the change agents
 Customization of the Job Templates depending
upon the organization and its openness to change
 Build strong working relationships based on
mutual respect and understanding
 Commitment and Motivation by Top Management
is imperative
 Negotiation , agreement, support and facilitation
should be extended
 Allow ideas/opinions/suggestions to emerge and
accept what is suitable

NIMSPL (MT-Job Template) 25

Suggestions

NIMSPL (MT-Job Template) 26