Problems with Job Analysis

No process can be entirely accurate and fully serves the purpose. Job analysis is no exception to
it. The process involves a variety of methods, tools, plans and a lot of human effort. And where
‘people’ are involved, nothing can be 100 percent accurate. However, they may be appropriate
considering various factors including organizational requirements, time, effort and financial
resources. Since the entire job analysis processes, methods and tools are designed by humans
only, they tend to have practical issues associated with them. Human brain suffers with some
limitations, therefore, everything created, designed or developed by humans too have some or
other constraints.

Coming back to the subject, even the process of job analysis has lot of practical problems
associated with it. Though the process can be effective, appropriate, practical, efficient and
focused but it can be costly, time consuming and disruptive for employees at the same time. It is
because there are some typical problems that are encountered by a job analyst while carrying
out the process. Let’s discuss them and understand how the process of job analysis can be made
more effective by treating them carefully.

Problems with Job Analysis

 Lack of Management Support: The biggest problem arises when a job analyst does not
get proper support from the management. The top management needs to communicate
it to the middle level managers and employees to enhance the output or productivity of
the process. In case of improper communication, employees may take it in a wrong
sense and start looking out for other available options. They may have a notion that this
is being carried out to fire them or take any action against them. In order to avoid such
circumstances, top management must effectively communicate the right message to
their incumbents.
  Lack of Co-operation from Employees: If we talk about collecting authentic and
accurate job-data, it is almost impossible to get real and genuine data without the
support of employees. If they are not ready to co-operate, it is a sheer wastage of time,
money and human effort to conduct job analysis process. The need is to take the
workers in confidence and communicating that it is being done to solve their problems
only.
 Inability to Identify the Need of Job Analysis: If the objectives and needs of job
analysis process are not properly identified, the whole exercise of investigation and
carrying out research is futile. Managers must decide in advance why this process is
being carried out, what its objectives are and what is to be done with the collected and
recorded data.
 Biasness of Job Analyst: A balanced and unbiased approach is a necessity while carrying
out the process of job analysis. To get real and genuine data, a job analyst must be
impartial in his or her approach. If it can’t be avoided, it is better to outsource the
process or hire a professional job analyst.
 Using Single Data Source: A job analyst needs to consider more than one sources of
data in order to collect true information. Collecting data from a single source may result
in inaccuracy and it therefore, defeats the whole purpose of conducting the job analysis
process.

However, this is not the end. There may be many other problems involved in a job analysis
process such as insufficient time and resources, distortion from incumbent, lack of proper
communication, improper questionnaires and other forms, absence of verification and review of
job analysis process and lack of reward or recognition for providing genuine and quality
information.

Approaches to Job Design

Job design is the next step after job analysis that aims at outlining, and organizing tasks and
responsibilities associated with a certain job. It integrates job responsibilities and qualifications
or skills that are required to perform the same. There are various methods or approaches to do
this. The important ones are discussed below

Human Approach

The human approach of job design laid emphasis on designing a job around the people or
employees and not around the organizational processes. In other words it recognizes the
need of designing jobs that are rewarding (financially and otherwise) and interesting at the same
time.

According to this approach jobs should gratify an individual’s need for recognition, respect,
growth and responsibility. Job enrichment as popularized by Herzberg’s research is one the ways
in human approach of job design. Herzberg classified these factors into two categories - the
hygiene factors and the motivators.

1. Motivators include factors like achievement, work nature, responsibility, learning and

growth etc that can motivate an individual to perform better at the work place.
2. Hygiene factor on the other hand include things like working conditions, organizational
policies, salary etc that may not motivate directly but the absence of which can lead to
dissatisfaction at the work place.
Engineering Approach

The engineering approach was devised by FW Taylors et al. They introduced the idea of the task
that gained prominence in due course of time. According to this approach the work or task of
each employee is planned by the management a day in advance. The instructions for the same
are sent to each employee describing the tasks to e undertaken in detail. The details include
things like what, how and when of the task along with the time deadlines.

The approach is based on the application of scientific principles to job design. Work,
according to this approach should be scientifically analyzed and fragmented into logical tasks.
Due emphasis is then laid on organizing the tasks so that a certain logical sequence is followed
for efficient execution of the same. The approach also lays due emphasis on compensating
employees appropriately and training them continuously for work efficiency.

The Job Characteristics Approach

The job characteristics approach was popularized by Hackman and Oldham. According to this
approach there is a direct relationship between job satisfaction and rewards. They said
that employees will be their productive best and committed when they are rewarded
appropriately for their work. They laid down five core dimensions that can be used to describe
any job - skill variety, task identity, task significance, autonomy and feedback.

 Skill variety: The employees must be able to utilize all their skills and develop new skills
while dealing with a job.
 Task Identity: The extent to which an identifiable task or piece or work is required to be
done for completion of the job.
 Task Significance: How important is the job to the other people, what impact does it
create on their lives?
 Autonomy: Does the job offer freedom and independence to the individual performing
the same.
 Feedback: Is feedback necessary for improving performance.

These are different approaches but all of them point to more or less the same factors that need
to be taken into consideration like interest, efficiency, productivity, motivation etc. All these are
crucial to effective job design.

Issues in Job Design

As we know, job design is a systematic organization of job-related tasks, responsibilities,
functions and duties. It is a continuous process of integration of content related to job in order
to achieve certain objectives. The process plays a vital role as it affects the productivity of
employees and organizations. However, there are a number of existing issues emerged recently
while designing the jobs in organizations. These are alternative work patterns that are equally
effective in handling organization’s functions.
 Telecommuting / Work from Home: Telecommuting or work from home is considered
as the best alternative of working from the actual office. The concept of virtual office is
gaining more and more popularity because of ease and convenience associated with it.
By using computer networks, fax machines, telephones and internet connection,
employees can communicate and perform the job from home. It eliminates the need of
coming to office everyday and offers employees the convenience to work at the comfort
of their home.

Though there are lots of advantages associated with this working style but it suffers from
many limitations. It allows employees to stay at home and manage their job tasks and
functions without actually being present in the office but it doesn’t allow them to
communicate with other employees and establishing relationships with them. They only
deal with machines whole day, thus lose creativity. Moreover, it is a great hindrance in
their way as it does not allow skill upgradation.

 Job Sharing: It is the second most preferable alternative of traditional working styles
where two or more individuals share the responsibilities of a full time job. They divide
the tasks, responsibilities and compensation according to their mutual consent. This
option is generally used by women who are on maternity leave or have family and kids to
look after but want to continue their job. These days, organizations are open to this kind
of working style where two or more individuals can share a job.
 Flexi-Working Hours: These days, organizations allow their employees to work
according to the timings that suit them best. There are 3-4 working schedules and
individuals can choose any one of them depending upon their availability. Employees can
work in early hours as well as night hours. This is good for those individuals who have
colleges or some other engagements during the day or specific hours of the day. The
best part is that unlike telecommuting, flexi-timings give them chance to communicate
with other employees too.
 Alternative Work-Patterns: Companies these days allow their employees to work on
alternate months or seasons. Though the concept is not that common in India but can be
seen in European and American world of work. They also have the option of working two
to three full days and can relax after that.

According to the latest concept, employees can work for fixed number of hours and then
can attend to their personal needs during the left days.

 Technostress: Technostress is the latest technology to keep a check on employees’

performance even when they choose to work from home. Because of the introduction of
 new machines, there performance can be electronically monitored even when they are
not aware of it.
 Task Revision: Task revision is nothing but modification of existing work design by
reducing or adding the new job duties and responsibilities to a specific job.