‫بسم اهلل الرمحن الرحيم‬

GSB
Human Resources Management

Structuring & Job Analysis

Dr. Abdelnasser Ghanem
Dr. Abdelnasser ghanem (aahhg@hotmail.com)
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 Objectives & Contents

1 What is an organization & Structure?

2 Internal & External analysis of Organizations

3
Building successful organization structures
4
What is a job analysis?
5 Stages of Job Analysis Process

6 Behavioral & Technical concerns

7 Job Descriptions & Job specifications

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 What is an organization?
An organization is a social unit of people that is structured & managed to meet a
need and achieve collective goals that is established for (products and services).
Organization

Clear Suitable
Purpose Structure
Effectiveness: Doing the right Things
Suitable Efficiency: Doing Things right
Resources

Organizations are open systems; they affect and are affected by their environment.
Organizing is the process of developing the structures which arrange people and
other resources to work together in sub-divisions that perform all (necessary
activities) to achieve their goal.
Organization structure is the system of relationships,
and communication channels that link sub-divisions
together, and determine responsibilities, and
authority required for each to carry out their
assigned roles.
 Organization Design
It is the process by which managers create a specific type of organization structure
and culture so that an organization can operate efficiently and effectively.
During the creation of units, roles, processes and structures to ensure that the
organization’s goals can be achieved, The organization design process should align
structures to some situational factors:
Environment: is the sum total
of all external and internal
factors that affect a business

People : types and Strategy: the clearly

numbers of employees articulated long-term plans
of an organization that outline the general
Organization direction of Organization
Design

Size: is represented in the Technology: techniques

numbers of employees, and the used in converting the
value of assets and the capital inputs to outputs
Environment Scanning
Step one in formulating any strategy, or developing any structure is
scanning its internal & external environment. Key environmental
variables can be classified to three levels:

Social
environment

Industry
environment
Shareholders

Internal
environment

Competitors
 Internal Analysis
McKinsey 7S model

McKinsey model is one of the most popular strategic tools that is used to analyze
organization internal environment by looking at 7 key elements:
It emphasis on all dimensions of organizations, tangible capital and equipment, in
addition to intangible systems and resources as keys of organizational performance.
The model examines 7 elements of organization:
Three Hard (Ss): Structure, Strategy, and Systems
Structure
And Four Soft (Ss): Skills, Staff, Style, and Shared
values, System
Strategy

Any of the seven areas can influence the

Shared
performance as a strength or weakness Values

In addition, those elements should be aligned

Skills Style
together to achieve effectiveness of a company
thus; the interrelationship between them can
also be considered as a strength or weakness Staff
 Scanning External Environment

A PESTEL analysis (or known as PEST

analysis) is a framework used to
analyze the external factors that may
have impact on an organization's
performance. This tool is useful
when starting a new business or
conducting a strategic review.

P E S T L E
Political Economic Social Technological Legal Environment
•Government •Interest rates •Demographic •Technological
•Taxes •Consumer •Climate
system changes development
Laws seasons
•the customs
•Democracy •exchange rate •Age distribution •Rapidity of
•Laws of •Geography of
•Disorders •Economic •Professional change
•Stability Monopoly the country
growth Trends •Interest in R&D
•Freedom of •Unemployment •Social classes •Resources
•Health and •Disaster areas
trade •Income levels safety laws •Infrastructure
•holidays •Concern to
•Inflation level • Labor rules • Environmental
•Regulation development
Laws
 Organization Functions
All organizations perform five core functions, (sometimes six based on
size and nature of business). These core business functions are:
The process of transferring raw materials into
products and services to meet customers expectations
The process of maintaining The process of delivering the
future revenue through Production products to right customers,
development of new retaining them with long
product and methods term relationships
The process of storing The process of
managing, analyzing, providing & managing
and exchanging IT
organization’s financial
information across the resources in the most
organization using HR efficient way.
hardware & software
The process of gaining and maintaining the organization’s
HR using human capital investment techniques
In addition, there are other functions like quality, supply chain and other based on
the activities, business process, and standers of each organization
Building a successful organization
Organizations are alive interactive entities trying to achieve their
goals. There are clear steps that can construct the proper structure:
Clearly
define Defining the mission, objectives, and size of organization is the first step.
objectives
Then, identify work activities, & functions necessary to achieve
Identifying objectives (industrial firm must have production, marketing depts.)
activities
Tasks and activities are then grouped into consistent & integrated
Grouping
into Units
sub-units (based on one of known organizing principles)

Identify lines Establishing supervisory levels & lines of authority among

of individuals and units, ensuring control & coordination.
supervision
Job Description Then a job analyses is conducted to identify job
& Position descriptions, and hence numbers of needed positions
Structure
are described (position structure).
General Manager

Production Dept. Marketing Dept. Logistics Dept. HR Dept. Financial Dept.

Production Sales Warehouse Selection& hiring accounting
Maintenance Distribution Transport compensation Budgeting
Structural Alternatives
The goal is to have a structure that facilitates
strategic alignment for the organization. There are
several alternatives to structuring an organization.
Functional structures is the most
common where tasks are grouped
by functions (production - marketing
- finance )
General Manager
Geographical division is suitable for
multi-branch organizations. Activities are
Upper Egypt Alexandria Cairo
branch branch branch
divided according to geographic location.

General Manager Product division If the organization operates

in more than one activity, departments can
be divided due to products
Meat Juices Milk
Products Products Products
Customer structure Divided according to
General Manager consumers when there is a large
dissimilarity between them.
Kids section Women Men Most organizations are built as a combined
section section structure based on a combination of these bases.
 What is Job analysis
It is regular that any “Restructuring” is followed by a process of job analysis, that
is because restructuring involves many changes in tasks, workflow, lines of
authority, responsibility and other.
Job analysis is the process used to identify the tasks, responsibilities, skills,
objectives, and work environment for a specific job. In addition it identifies
capabilities of people to be hired for those jobs.
Today’s the definition of a job analysis expanded to include the expectations,
goals, skills and competencies, performance standers, and anything needed for
educating an employee to achieve the role well.
Job analysis is a research process that includes:

Inputs: Data Then classify and Outputs describe jobs in terms of:
collected about analyze data to •Work activities and behaviors,
job activities, describe the job and •Interactions with others & Supervision
equipment, work its specifications •Performance standards,
conditions, and • equipment used& Work conditions,
required skills. • given and received, supervision
• Knowledge, skills, & abilities needed
 What is Job analysis

The Process of Job Analysis

Job Analysis is a process aiming to identify in details the particular job duties,
requirements and characteristics of people to be hired for those jobs. It is
conducted through the following :

Sources of Data Job Description

Job Data Tasks &Duties All HRM Functions
Managers Tasks
Employees Responsibilities Recruitment
Standers Selection
Job Analyst Performance
Responsibilities standers Performance
Work context Appraisal
Equipment used
Compensation
Knowledge Job specifications
Collection Methods systems
required Knowledge required
Questionnaire Training &
Skills required Skills required
Interviews Development
Experience Physical demands
Observation required
Records Personality required
 Purpose of Job Analysis

Job analysis has grown in importance for both individuals

and organizations . To be effective, HR planning, recruiting,
and selection, all should be based on job requirements and
capabilities of individuals identified by job analysis
Recruitment & selection: Information about job duties, and what human
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characteristics are required indicates what sort of people to recruit and hire.

Performance appraisals compares employee’s actual performance with

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performance standards, specified in the job descriptions

3 Compensation: salaries and bonus depend on the job weight conducted

based on job descriptions & job specifications (outputs of job analysis).

Training: The job description lists the job’s specific duties and required skills
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and therefore indicates the training needs.

Employees’ duties: The job description forms indicate employees what

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organization’s expectations from them (tasks, duties, and responsibilities).
 Job Analysis Responsibilities
Job analysis requires a high coordination and cooperation between the HR unit (or
the job analyst) and other managers.
• The HR unit supervises the process to maintain its accuracy and integrity.
• The operational managers are the first source of data, and they also review and
confirm the output. They may also request new job analyses when jobs change.

HR Unit Other managers

• Coordinates job analysis process • Complete or help complete job
• Write job descriptions’ drafts. analysis information
• Periodically reviews job • Review job descriptions and
descriptions and specifications specifications
• Reviews managerial input to • Request new analyses as jobs
ensure accuracy change
• May seek assistance from outside • Use job analysis information to
experts for unusual analyses identify performance standards
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Stages of Job Analysis Process

1. Planning the Job

Analysis • A. Identify objectives of job analysis : Prior to start job
analysis process, it should be planned well, where the
most important consideration is to identify the
2. Preparing For
objectives of the job analysis:
and Introducing
Job Analysis ▪ Simple objective such as updating job descriptions
▪ Or comprehensive as revising the compensation
3. Conducting the programs.
Job Analysis
B. Obtain top management support: such as any unusual
project, and whatever the purpose, you should get the
4. Developing of support of top managers before doing your efforts.
Descriptions &
Specifications

5. Maintaining and
Updating
Stages of Job Analysis Process

1. Planning the
Job Analysis A. Preparation for job analysis includes identification of the jobs
to be analyzed (Which sector? / or which job family? Or the
entire organization jobs?)
2. Preparing For and
Introducing Job B. Next reviewing organization charts, existing job descriptions,
Analysis and other resources is part of the planning.
C. This phase also include identification of the team to be
3. Conducting the involved in conducting the process and the methods to be
Job Analysis used.

D. A key part is identifying and communicating the process to

4. Developing of appropriate managers, affected employees, and others.
Descriptions &
Specifications

5. Maintaining and
Updating
Stages of Job Analysis Process

1. Planning the This is the longest time and most sophisticated phase
Job Analysis
where the data is collected and analyzed. The most
common methods of data collection are:
2. Preparing For
and Introducing
Job Analysis A. Questionnaires: B) Interviews are C) Observation: the
A survey covers conducted with actual performance
areas of the job is employee and is observed, to
3. Conducting the developed and supervisor. describe tasks and
Job Analysis distributed. The Advantage: Obtain behaviors required.
advantage is complete details Use of observation
4. Developing of obtaining a large on the job, but is limited, and
Descriptions & amount of data they need high cost better to be
Specifications with relatively less of time and effort. combined with
effort & time. other methods.

5. Maintaining and Investigating similar job descriptions: where we can see what
Updating competitors are doing, to be able to benchmark.
The use of a combination of these methods is applicable based
on the situation.
Stages of Job Analysis Process

1. Planning the Data Analysis: Once data is collected, the information

Job Analysis should be sorted by job, organizational unit, and job
family.
2. Preparing For
and Introducing For example, when all forms of the same job are
Job Analysis completed (by different individuals occupying that job)
these forms should be summarized into one form that
3. Conducting the
describe that job to the best of the analysis team
Job Analysis understanding.

4. Developing of
Descriptions &
Specifications

5. Maintaining and
Updating
Stages of Job Analysis Process

1. Planning the
Job Analysis
Drafting descriptions: After the data analysis the job
analysis team draft job descriptions, and completed drafts
2. Preparing For should be reviewed with managers, supervisors, and
and Introducing
employees, before they are finalized
Job Analysis
The feedback of managers and employees should be
3. Conducting the discussed by the job analysis team and considered before
Job Analysis finalizing the job description forms.
The final forms must be signed by both job analysts and
4. Developing of
technical managers before taking them as formal job
Descriptions &
Specifications
description forms

5. Maintaining and
Updating
Stages of Job Analysis Process

1. Planning the
Job Analysis

2. Preparing For
and Introducing
Job Analysis Maintaining and Updating Job Descriptions and Job
Specifications is necessary, that is because it happen n
many cases that job duties may change, while job
3. Conducting the descriptions don’t. This gets job description forms
Job Analysis
meaningless, and waists many efforts and procedures.

4. Developing of One effective way to ensure that appropriate reviews is to

Descriptions & use current job descriptions as part of HRM activities.
Specifications For example, each time a vacancy occurs, the job
description and specifications should be reviewed and
5. Maintaining and
revised as necessary before recruiting and selection
Updating efforts begin
Behavioral & technical threats of job analysis

Job analysis can be a worrying and stressful experience for

managers and employees, because it identifies the difference
between the current job and what should be done. Thus, some
behavioral and technical aspects can affect the process negatively:

Inflation of Jobs & Job Current employee Inaccurate data

Titles emphasis Sometimes it is difficult
People tend to raise the A job analysis should not to capture all facets of a
importance of their jobs, describe what the person job in an accurate
because job analysis is used currently doing as he may manner for several
for compensation purposes, have unique capabilities, reasons such as:
“status” for CVs, to enhance it is useful to focus on • Employees’ anxiety for
employees’ images without core duties and necessary their current benefits
making major job changes KSAs required for the job • Use an inappropriate
or pay adjustment regardless of the data collection method
employee performing it
now.
 Outputs of Job analysis

Job description and job specifications summarize job analysis information in a

readable form.

A job description: identifies the tasks, duties, and responsibilities of a job (what is
done, why it is done, where it is done, and, briefly how it is done).

Job Specifications: list the knowledge, skills, and attitudes (KSAs) an individual
needs to perform a job satisfactorily. these KSAs may not necessarily the current
employee’s qualifications.

Performance standards flow directly from the tasks and indicate how performance
is measured in key areas of the job description.
 Outputs of Job analysis

Job Description Components

A typical job description contains the following five major parts:

1- Identification section: - job title, - department,

-reporting relationships, - location, - date of analysis
- job code, - and pay grade.

2- General Summary The second part, is a brief statement of the general

purpose of that job.
One HR specialist has characterized the general summary statement as:
“In thirty words or less, describe the core of the job.”.

3- Essential Job Functions and Duties The third lists the essential functions
and duties, generally in order of importance. It contains clear, detailed
statements on the major tasks, duties, and responsibilities.
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 Outputs of Job analysis

Job Description Components

4. Job Specifications The forth part of the job description gives the
qualifications needed to perform the job satisfactorily, it indicates:
(1) knowledge, skills, and abilities;
(2) education and experience;
(3) physical requirements and/or working conditions.

5. Performance standards: these are indicators indicate the acceptable

level of performing tasks of the job.
These standards are then used to assess the level of actual performance,
and identify training needs.

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 Sites help preparing Job
Descriptions

200,000+ Templates,
Documents and Designs |
Template.net
https://prodblobcdn.azureed
ge.net/wp/webp/job-
description-template-3.webp
25 ( ‫ عبدالناصر غانم‬/‫د‬aahhg@hotmail.com)
 Dr. Abdelnasser ghanem
26
(aahhg@hotmail.com)