Human Resource Management

Syllabus review
Course goals Requirements Scheduling Literature

What HRM is?

Introduction Textbook Chapter 1.

Definition of HRM
Strategic and coherent approach to the management of an organizations most valued assest the people working there who individually and collectively contribute to the achievement of its objectives.

Human resource system

1. HR philosophies (values and guiding principles adopted in managing people) 2. HR strategies (defining the direction) 3. HR policies (how values, principles should be applied) 4. HR processes ( formal procedures and methods put HR plans into effect) 5. HR practices ( informal approaches used) 6. HR programmes (which enable strategies, policies, practices to be implemented)

Models of HRM
The Michigan School Model:
Congruency with organizational strategy (matching model)

The Harvard School Model (Harvard framework)

Integrated parts towards a strategic vision and with a central philosophy

The Michigan School Model The human resource cycle

Elements of human resource cycle

1. Selection: matching available human resources to jobs 2. Appraisal: performance management 3. Rewards: focus on organizational performance (most under-utilized and mishandled tool)
short-term and long-term

4. Development developing high quality employees

The Harvard Framework

Characteristics of HRM in Harvard framework

1) line managers accept more responsibility for ensuring the alignment of competitive strategy and personnel policy 2) personnel has the mission of setting policies that govern how personnel activities are developed and implemented in ways that make them more mutually reinforcing

Aims of HRM
1. Organizational effectiveness (HRM makes a significant impact on firm performance) 2. Human capital management (HC is the prime asset the aim is to develop the inherent capacities of people) 3. Knowledge management (support the development of firmspecific knowledge) 4. Reward management (enhance motivation, job engagement) 5. Employee relations (harmonious relationship between partners) 6. Meeting diverse needs (stakeholders, workforce) 7. Bridging the gap between rhetoric and reality (HRM is to bridge the gap and to ensure that aspirations are translated to effective action

HRM concepts
The policies and practice which govern how people are managed and developed in organizations The strategic and coherent approach to the management the most of organizations most valued assets the people working there who individually and collectively contribute to the achievements of its objectives

People Management

Human Resources Management

An approach to obtaining, analyzing and reporting on data which informs the direction of value adding people management strategic investment and operational decisions at corporate level and at the level of front line management

Human Capital Management

Personnel mmanagement is concerned with obtaing, organizing and motivating human resources required by enterprise

Personnel Management

HRM and Personnel Management differences

HRM: places more emphasis on strategic fit and integration, is based on a management and business oriented philosophy, places more emphasis on mutuality, is more holistic, specialists are more like business partners than administrators, treats people as assets and not only costs.

Hard and Soft HRM

employees are viewed as a passive factor of production, an expense employees can be easily replaced and seen as disposable. Strategic, quantitative aspects of managing HRM as an economic factor

Hard (instrumental) HRM approach:

Soft (humanistic) HRM approach:

stresses active employee participation gains employee commitment, adaptability and contribution of their competences to achievement of organizational goals employees are valued as assets emphasizing communication, motivation and leadership

The link between HRM and firm performance

THANK YOU FOR YOUR ATTENTION

Human Resource Management (HRM)

BA in MBA III.

HRM strategies and HR Planning

Andrs Kun

University of Debrecen Faculty of Economics and Business Administration

Readings
Textbook chapters 7, 8 & 25
(without action planning in 25)

Strategy
The direction and scope of an organization over the long term. It should match the resources of the organization to its changing environment (markets, customers and other stakeholders). Strategy determines the direction where the organization is going
3

The stakeholders

(figure from Wikipedia)

The concept of strategy

It is a long term plan It is the pattern of the organizationss behavior over time: it provides consistency It is a perspective : a fundamental way of doing things (mission) A ploy: a specific manoeuvre to outwit a competitor
5

The concept of strategic management

Vision and mission Strategic goals (expression of strategy) Strategic plans (development and implementation of st.) Implementing the strategy
( b u s i n e s s s tr a te g y v i a fu n c ti o n a l s tr a te g i e s )

Managing strategy itself (goals, plans, implementation)

6

Strategic fit in 3 senses

Capabilities and resources to the environment (opportunities and threats) The business (or corporate) strategy to functional strategies and strategies of business units Every part of the strategy area should be mutually supportive
7

Strategic HRM (SHRM) vs. HRM

A strategic approach to HRM Focus on:
(Business) strategy Integration C oher enc e

It plans, not only reacts (HRM strategy is vertically integrated with business strategy) People are strategic resources (+ human capital approach) It is both integrated and integrative (focuses on strategic fit) Strategic decision making (long-term impact on success)
8

HR strategies (as part of HRM)

An ideal HR strategy:
s a ti s fy th e n e e d s o f th e b u s i n e s s s tr a te g y guides HRM development and programms is fo u n d e d o n d e ta ile d a n a ly s is can be turned into actionable programmes is c o h e r e n t a n d in te g r a te d ta k e s a c c o u n t o f th e n e e d s o f lin e managers, employees and other s ta k e h o ld e r s

10

An HR strategy can be
Overarching (general) Specific: focuses on specific areas
Talent management Human resource development Reward management

11

Human resource planning

12

Definition of HR planning
The process for ensuring that the human resource requirements of an organization are identified and plans are made for satisfying those requirements. It is generally concerned with matching r e s o u r c e s to b u s in e s s n e e d s o n th e lo n g e r term and sometimes on the shorter term ( o p e r a tiv e p la n n in g ) . Two main questions:
How many people (quantity) What short of people (quality)

13

As an integrated part of business planning it has to adapt

Changes in environment and activities Core competences Skill and work requirements Motivational requirements and possibilities Focus on specific areas if it is needed HR plan is interpreting the business plan in terms of personnel issues
14

Hard & soft HR planning

Hard ( manpower planning):
q u a n ti ta ti v e a n a ly s i s right number of the right short of people

Soft:
Right attitudes and motivation Commitment and engagement Behavior & culture

15

A shift from simple manpower planning

Reconciling numbers of employees & predictable stable jobs (quantity)

Skills, competency development (quality)

16

Classic 3 steps model

Demand forecasting (future jobs) Supply forecasting (people) Plans to match supply and demand

Complexity and continuous changes Skills and competences instead of number of workers
17

Managers dont like HR planning

Difficulties of predictions Priorities and strategies are also changing Distrust: they simply dont like theory or planning but pragmatic solutions Lack of evidence that it works

18

Evidence on the benefits

Planning for substantive reasons
Supporting decisions Identifying potential problems Optimizing resources

Benefits from the planning process

Understanding the HR processes

Planning for organizational reasons

Linking HR to business plans Regaining control over operating units Coordinating decision making

19

Aims of HR planning
Attract and retain the number of people required with the appropriate skills Anticipate the problems of potential surpluses or deficit of manpower Development goals Reduces dependence on external factors (like external recruitment) Designing work systems to be more efficient (utilization)
20

Process of HR planning
Its non-linear (feedbacking, replanning) Strategy is more likely to be evolutionary than deliberate

21

The place of HR planning in the hierarchy of planning

Business planning Resourcing strategy Scenario planning Demand/supply forecasting HR plans Action planning

22

Forcasting and analysis

Macro and micro environment: especially labor market Labor turnover analysis: actual and trends (part of supply forecast) Work environment analysis: skill development and job satisfaction Operational effectiveness analysis: productivity, utilization, fexibility
23

Methods of forecasting
Subjective:
Expert judgment Using team techniques

Objective:
Ratio trend analysis (statistics) Wo r k s t u d y t e c h n i q u e s

24

Labor turnover
It is costly:
Money: administration, replacement ( r e c r u i tin g & tr a in i n g ) , o p p o r tu n i ty c o s t o f managing the leavings, decreasing p r o d u c ti v ity b e fo r e l e a v i n g , p r o d u c ti v ity loss during the training of the replacement Impact on the work environment

It is normal (it should be measured and forcasted)

25

Usual reasons for quit

Payment Career Job security Skill development Work conditions Poor relationship with the boss Harassment Personal (not connected to the firm)
26

Measuring labor turnover

Indices:
Labor turnover index (% of the average number of workers) Survival rate (% of the total entrants in a certain period) Half-life index (time taken to reducing a cohort to the half of its original size) Stability index (those who had at least 1 yr service / those employed 1 yr ago): focusing on continuity

Length of service analysis (ratios of groups with different service levels, average service time, average service time of the leavers, etc.) Analysing reasons of leave (exit interview) Benchmarking turnover
27

Calculation of labor turnover index

Number of separations in a month: 9 Average employees in the same month: 50 Solution: 18%

28

Typology of turnover
Total = incoming + leaving Reasons: controlability

29

Thank you for your attention

30

Personal characteristics

Personal characteristics that affect peoples behaviour at work

ability, intelligence, personality, attitudes, emotions and emotional intelligence

Ability
Ability is the quality possessed by people that makes an action possible. GMA, or general mental ability, accounts for mo st variations in performance. For selecting people without previous experience the most valid predictor of future performance and learning was GMA.

Intelligence
The capacity to solve problems, apply principles, make inferences and perceive relationships. (Argyle, 1989) The capacity for abstract thinking and reasoning with a range of different contents and media. (Toplis et al, 1991) The capacity to process information. (Makin et al, 1996) What is measured by intelligence tests. (Wright and Taylor, 1970)

 Linguistic Intelligence The ability to use words and language. Logical / Mathematical Intelligence They are skilled in reasoning and problem solving. Mathematician philosophers, physicists, engineers, computer personnel have this intelligence. Spatial intelligence This type of intelligence is concerned with the abilities, talents and skill involving the representation and manipulation of spatial configuration and relationship. Musical Intelligence They can think in music, rhythm and pattern. Kinaesthetic Intelligence - Knowledge through body sensation. They have excellent motor coordination. Intra-personal intelligence It includes knowledge and understanding of ones own cognitive strength, style and mental functioning and feelings. Inter-personal intelligence They understand people and keep good relation by communicating with them. Naturalistic intelligence Ability to recognise and classify plants, minerals and animals. Existentialistic Intelligence They are able to relate themselves with cosmos or the infinite. They are interested in ultimate realities.

Gardner s Theory of Multiple Intelligence

Personality
Huczynski and Buchanan (2007) : The psychological qualities that influence an individuals characteristic behaviour patterns in a stable and distinctive manner. Personality is a product of both nature (hereditary) and nurture (the pattern of life experience). Personality can be described in terms of traits or types.

A trait theory: The Big Five

Openness. Conscientiousness. Extraversion. Agreeableness. Neuroticism.

A types theory: MBTI

1. relating to other people extraversion or introversion; 2. gathering information sensing (dealing with facts that can be objectively verified), or intuitive (generating information through insight); 3. using information thinking (emphasizing logical analysis as the basis for decision making), or feeling (making decisions based on internal values and beliefs); 4. making decisions perceiving (collecting all the relevant information before making a decision), or judging (resolving the issue without waiting for a large quantity of data).

Attitudes
A settled, evaluative mode of thinking: Attitudes are developed through experience. They are hard to change but less stable than traits. Sometimes there may be a discrepancy between attitudes and behaviour, ie. someone may believe in one thing such as being fair to people but act differently. This is called cognitive dissonance.
Target (someone or something) Evaluation (like or dislike)

Balance Theory (Fritz Heider)

Emotions
feelings such as anger, fear, sadness, joy, anticipation and acceptance; they arouse people and therefore influence their behaviour. The mildest forms of emotions are called moods: intensity, long-lasting emotional states.

Emotional intelligence
the capacity to perceive emotion, integrate emotion in thought, understand emotion and manage emotions effectively. Goleman (1995): The capacity for recognizing our own feelings and that of others, for motivating ourselves, for managing emotions well in ourselves as well as others.

Components of emotional intelligence, Goleman (1995)

Self-management the ability to control or redirect disruptive impulses and moods and regulate your own behaviour coupled with a propensity to pursue goals with energy and persistence. Self-awareness the ability to recognize and understand your moods, emotions and drives as well as their effect on others. Social awareness the ability to understand the emotional makeup of other people and skill in treating people according to their emotional reactions. Social skills proficiency in managing relationships and building networks to get the desired result from others and reach personal goals and the ability to find common ground and build rapport.

Organizational culture

Definition
Organizational or corporate culture is the pattern of values, norms, beliefs, attitudes and assumptions that may not have been articulated but shape the ways in which people behave and things get done. Values refer to what is believed to be important about how people and the organizations behave. Norms are the unwritten rules of behaviour. The definition emphasizes that organizational culture is concerned with abstractions such as values and norms which pervade the whole or part of an organization. They may not be defined, discussed or even noticed. Put another way, culture can be regarded as a code word for the subjective side of organizational life (Meyerson and Martin, 1987). Nevertheless, culture can have a significant influence on peoples behaviour.

Other definitions of culture

Eldridge and Crombie (1974) The culture of an organization refers to the unique configuration of norms, values, beliefs and ways of behaving that characterize the manner in which groups and individuals combine to get things done. Deal and Kennedy (1982) Culture is a system of informal rules that spells out how people are to behave most of the time. Furnham and Gunter (1993) Culture is the commonly held beliefs, attitudes and values that exist in an organization. Put more simply, culture is the way we do things around here. Purcell et al (2003) A system of shared values and beliefs about what is important, what behaviours are important and about feelings and relationships internally and externally.

Other definitions of culture

Summing up the various definitions of culture, Furnham and Gunter (1993) list, amongst others, the following areas of agreement on the concept: It is difficult to define (often a pointless exercise). It is multi-dimensional, with many different components at different levels. It is not particularly dynamic, and ever changing (being relatively stable over short periods of time). It takes time to establish and therefore time to change a corporate culture.

Furnham and Gunter refer to a number of problems with the concept, including: how to categorize culture (what terminology to use); when and why corporate culture should be changed and how this takes place; what is the healthiest, most optimal or desirable culture. They also point out that it is dangerous to treat culture as an objective entity as if everyone in the world would be able to observe the same phenomenon, whereas this is patently not the case

Organizational climate The term organizational climate is sometimes confused with organizational culture and there has been much debate on what distinguishes the concept of climate from that of culture. In his analysis of this issue, Denison (1996) believed that culture refers to the deep structure of organizations, which is rooted in the values, beliefs and assumptions held by organizational members. In contrast, climate refers to those aspects of the environment that are consciously perceived by organizational members.

Components of culture
Organizational culture can be described in terms of values, norms, artefacts and leadership or management style. Values: help to determine what we think is right or wrong, what is important and what is desirable Norms: are the unwritten rules of behaviour, the rules of the game that provide informal guidelines on how to behave. Sanctioned. Artefacts: are the visible and tangible aspects of an organization that people hear, see or feel. Leadership/management style: describes the approach managers use to deal with people in their teams

Some typical norms

Approachability managers are expected to be approachable and visible; everything happens behind closed doors. Formality a cool, formal approach is the norm; forenames are/are not used at all levels; there are unwritten but clearly understood rules about dress. Status how much importance is attached to it; the existence or lack of obvious status symbols. Ambition naked ambition is expected and approved of, or a more subtle approach is the norm. Performance exacting performance standards are general; the highest praise that can be given in the organization is to be referred to as very professional. Power recognized as a way of life; executed by political means, dependent on expertise and ability rather than position; concentrated at the top; shared at different levels in different parts of the organization. Loyalty expected, a cradle to grave approach to careers; discounted, the emphasis is on results and contribution in the short term. Anger openly expressed; hidden, but expressed through other, possibly political, means.

Leadership/management style
There are many styles of leadership, and leaders can be classified in extremes as follows:

Charismatic leaders rely on their personality, their inspirational qualities and their aura. Noncharismatic leaders rely mainly on their know-how, their quiet confidence and their cool, analytical approach to dealing with problems. Autocratic-democratic. Autocratic leaders impose their decisions, using their position to force people to do as they are told. Democratic leaders encourage people to participate and involve themselves in decision-taking. Enabler-controller. Enablers inspire people with their vision of the future and empower them to accomplish team goals. Controllers manipulate people to obtain their compliance. Transactional-transformational. Transactional leaders trade money, jobs and security for compliance. Transformational leaders motivate people to strive for higher level goals.

Classifying organizational culture

There have been many attempts to classify or categorize organizational culture as a basis for the analysis of cultures in organizations and for taking action to support or change them. Most of these classifications are expressed in four dimensions and some of the best-known ones are:
1. 2. 3. 4. Harrison Handy Schein Williams, Dobson and Walters

Harrison
Harrison (1972) categorized what he called organization ideologies. These are: power-orientated competitive, responsive to personality rather than expertise; people-orientated consensual, management control rejected; task-orientated focus on competency, dynamic; role-orientated focus on legality, legitimacy and bureaucracy.

Handy
Handy (1981) based his typology on Harrisons classification, although Handypreferred the word culture to ideology as culture conveyed more of the feeling of a pervasive way of life or set of norms. His four types of culture are: The power culture is one with a central power source that exercises control. There are few rules or procedures and the atmosphere is competitive, power-orientated and political. The role culture is one in which work is controlled by procedures and rules and the role, or job description, is more important than the person who fills it. Power is associated with positions, not people. The task culture is one in which the aim is to bring together the right people and let them get on with it. Influence is based more on expert power than on position or personal power. The culture is adaptable and teamwork is important. The person culture is one in which the individual is the central point. The organization exists only to serve and assist the individuals in it.

Schein
Schein (1985) identified the following four cultures:

The power culture is one in which leadership resides in a few and rests on their ability and which tends to be entrepreneurial. The role culture is one in which power is balanced between the leader and the bureaucratic structure. The environment is likely to be stable and roles and rules are clearly defined. The achievement culture is one in which personal motivation and commitment are stressed and action, excitement and impact are valued. The support culture is one in which people contribute out of a sense of commitment and solidarity. Relationships are characterized by mutuality and trust.

Williams, Dobson and Walters

Williams et al (1989) redefined the four categories listed by Harrison and Handy as follows: Power orientation organizations try to dominate their environment and those exercising power strive to maintain absolute control over subordinates. Role orientation emphasizes legality, legitimacy and responsibility. Hierarchy and status are important. Task orientation focuses on task accomplishment. Authority is based on appropriate knowledge and competence. People orientation the organization exists primarily to serve the needs of its members. Individuals are expected to influence each other through example and helpfulness.

ASSESSING ORGANIZATIONAL CULTURE

Organizational ideology questionnaire (Harrison, 1972) This questionnaire deals with the four orientations referred to earlier (power, role, task, self). The questionnaire is completed by ranking statements according to views on what is closest to the organizations actual position.
A good boss is strong, decisive and firm but fair. A good subordinate is compliant, hard-working and loyal. People who do well in the organization are shrewd and competitive, with a strong need for power. The basis of task assignment is the personal needs and judgements of those in authority. Decisions are made by people with the most knowledge and expertise about the problem.

ASSESSING ORGANIZATIONAL CULTURE Organizational culture inventory (Cooke and Lafferty, 1989)
1. Humanistic-helpful organizations managed in
a participative and personcentred way. 2. Affiliative organizations that place a high priority on constructive relationships. 3. Approval organizations in which conflicts are avoided and interpersonal relationships are pleasant at least superficially. 4. Conventional conservative, traditional and bureaucratically controlled organizations. 5. Dependent hierarchically controlled and nonparticipative organizations. 6. Avoidance organizations that fail to reward success but punish mistakes. 7. Oppositional organizations in which confrontation prevails and negativism is rewarded 8. Power organizations structured on the basis of the authority inherent in members positions. 9. Competitive a culture in which winning is valued and members are rewarded for outperforming one another. 10. Competence/perfectionist organizations in which perfectionism, persistence and hard work are valued. 11. Achievement organizations that do things well and value members who set and accomplish challenging but realistic goals. 12. Self-actualization organizations that value creativity, quality over quantity, and both task accomplishment and individual growth.

Culture change
In theory, culture change programmes start with an analysis of the existing culture. The desired culture is then defined, which leads to the identification of a culture gap that needs to be filled. This analysis can identify behavioural expectations so that development and reward processes can be used to define and reinforce them. In real life, it is not quite as simple as that.

Thanks for your attention

Human Resource Management (HRM)

Human resource development

The main question is: how to achieve high work performance?

Work performance is affected by: Job characteristics and (physical) work environment + Abilities and skills + The willingness to perform

ELEMENTS OF LEARNING AND DEVELOPMENT

Learning a relatively permanent change in behaviour that occurs as a result of practice or experience Education the development of the knowledge, values and understanding required in all aspects of life rather than the knowledge and skills relating to particular areas of activity. Development concerned with ensuring that a persons ability and potential are grown and realized through the provision of learning experiences or through self-directed learning. Training the planned and systematic modification of behaviour through learning events, programmes and instruction, which enable individuals to achieve the levels of knowledge, skill and competence needed to carry out their work effectively.

Components of human resource development

Informal and formal learning

Planning a training programme

To achieve learning aims

ensure that: learners are ready to learn, understand what they need to know and be able to do, and are able to take responsibility for their learning by making good use of the learning resources.

Action learning
A method of helping managers develop their talents by exposing them to real problems. They are required to analyse them, formulate recommendations, and then take action. A typical action learning programme brings together a group of four or five managers to solve the problem, but with the regular contribution of an adviser.

Blended learning
Combination of learning methods to increase the overall effectiveness of the learning process.

Coaching
Coaching is a personal (usually one-to-one) on-the-job approach to helping people develop their skills and levels of competence. A structured and purposeful dialogue is at the heart of coaching.

Corporate university
A corporate university is an institution set up and run by an organization, often with outside help, in which education and learning take place.

E-learning
The delivery and administration of learning opportunities and support via computer, networked and web-based technology to help individual development. It is learner-centric in that it can be customized to s u it a n in d iv id u a ls le a r n in g n e e d s . Potential drawbacks are the degree of access to computers, the need for a reasonable degree of literacy, the need for learners to be self-motivated, and the time and effort required to develop and update e-learning programmes.

 Mentoring is the process of using specially selected and trained individuals to provide guidance, pragmatic advice and continuing support that will help the person or persons allocated to them to learn and develop. Mentors provide people with:
advice in drawing up self-development programmes; general help with learning programmes; guidance on how to acquire the necessary knowledge and skills; advice on dealing with any administrative, technical or people problems especially in the early stages of their careers; information on the way things are done around here; coaching in specific skills; help in tackling projects not by doing it for them but by pointing them in the right direction, helping people to help themselves; a parental figure.

Mentoring

Self-directed learning
Encouraging individuals to take responsibility for their own learning needs, either to improve performance in their present job or to satisfy their career aspirations. They need to be provided with guidance on where they can get the material or information that will help them to learn and how to make good use of it. Personal development plans can provide a framework for this process. They also need support from their manager and the organization with the provision of coaching, mentoring and learning facilities, including e-learning.

Readings
Textbook Chapter 38

Thank you for your attention

Job design & job satisfaction

Kun Andrs Istvn University of Debrecen, Hungary Faculty of Economics and Business Administration

The main question is: how to achieve high work performance?

Work performance is affected by: Job characteristics and (physical) work environment + Abilities and skills + The willingness to perform

Jobs and Roles

JOB A job consists of a related set of tasks that are carried out by a person to fulfil a purpose. It can be regarded as a unit in an organization structure that remains unchanged whoever is in the job. A job in this sense is a fixed entity, part of a machine that can be designed like any other part of a machine. ROLE A role is the part people play in carrying out their work. Individual roles are those carried out by one person. Generic roles are those in which essentially similar activities are carried out by a number of people.

Job design
The specification of the contents, methods, and relationships of jobs in order to satisfy technological and organizational requirements as well as the social and personal requirements of the job holder. Two aims:
1. 2. to satisfy the requirements of the organization for productivity, operational efficiency and quality of product or service to satisfy the needs of the individual for interest, challenge and accomplishment, thus providing for job engagement commitment to carrying out the job well.

Process of job design

The process of job design is based on an analysis of the way in which work needs to be organized and what work therefore needs to be done the tasks that have to be carried out. Job design has to start from work requirements because that is why the job exists. It should then be the function of the job designer to consider how the jobs can be set up to provide the maximum degree of intrinsic motivation to improve performance and productivity. Consideration has also to be given to fulfill the social responsibilities of the organization to the people who work in it by improving the quality of working life.

Factors Affecting Job Design

The characteristics of jobs:
Job range the number of operations a job holder performs to complete a task. Job depth the amount of discretion a job holder has to decide job activities and job outcomes. Job relationships the interpersonal relationships between job holders and their managers and co-workers.

The characteristics of task structure:

planning (deciding on the course of action, its timing the resources required), executing (carrying out the plan), and controlling (monitoring performance and progress and taking corrective action when required)

The process of intrinsic motivation. The job characteristics model. The implications of group activities.

The Job Characteristics Model

Proposes that any job can be described in terms of five core job dimensions:
Skill variety Task identity Task significance Autonomy Feedback

The Job Characteristics Model

Motivating Potential Score (MPS)

MPS =

Skill variety + Task Identity + Task significance 3 x Autonomy x Feedback

How can jobs be Redesigned?

Job Rotation or Cross-training the periodic shifting of an employee from one task to another Job Enlargement increasing the number and v a r ie ty o f ta s k s Job Enrichment increasing the degree to which the worker controls the planning, execution and evaluation of the work Self-managing teams (autonomous work groups) High-performance work design

Guidelines for Enriching a Job

Implications for Managers

Recognize individual differences Use goals and feedback Allow employees to participate in decisions that affect them Link rewards to performance Check the system for equity

Some Principles of job design

Robertson and Smith (1985) suggest the following five principles of job design: To influence skill variety, provide opportunities for people to do several tasks and combine tasks. To influence task identity, combine tasks and form natural work units. To influence task significance, form natural work units and inform people of the importance of their work. To influence autonomy, give people responsibility for determining their own working systems. To influence feedback, establish good relationships and open feedback channels.

Role Development
Role development is a continuous process which takes place in the context of day to day work, and it is therefore a matter between managers and the members of their teams. It involves agreeing definitions of key results areas and competency requirements as they evolve. When these change as they probably will in all except the most routine jobs it is desirable to achieve mutual understanding of new expectations. The forces should be on role flexibility giving people the chance to develop their roles by making better and extended use of their skills and capabilities.

Job satisfaction
The (individual) attitudes and feelings people have about their work. Positive and favourable attitudes towards the job indicate job satisfaction. Morale: a group variable related to the degree to which group members feel attracted to their group and desire to remain a member of it.

Factors affecting job satisfaction

In tr in s ic a n d extrinsic motivating fa c to r s , Quality of supervision, Social relationships within the workgroup, Work performance.

Job satisfaction and performance

Common belief: positive correlation Empirical evidence: no or very little correlation High performace can produce job satisfaction, b u t j o b s a ti s fa c ti o n i s u n l i k e ly to p r o d u c e h i g h performance Satisfied workers are not necessarily productive workers and productive workers a r e n o t n e c e s s a r ily s a tis fie d o n e s . BUT: performance improvement can be a c h ie v e d b y g i v i n g p e o p l e th e o p p o r tu n ity to perform, and rewarding them according to their g o a ls ( n e e d s ) .

Why then job satisfaction is important?

Motivation increases job performance, Job satisfaction does not. BUT People want to be satisfied with their work, and if they are not satisfied, they will leave the job, even if they are motivated to high performance.

Modifiers of satisfaction-performance relation

(Alan Wilson, Jacob Frimpong 2004)

Thank you for your attention

Motivation

Kun Andrs Istvn University of Debrecen, Hungary Faculty of Economics and Business Administration

The main question is: how to achieve high work performance?

Work performance is affected by: Job characteristics and (physical) work environment + Abilities and skills + The willingness to perform

Misbeliefs on motivation
Motivation is the willingness to contribute to the oganisational goals Motivation is a kind of ability Motivation is connected directly to money With motivation every job performance problem can be solved Motivation depends on the employee

What is Motivation? (Robbins 2009)

The processes that account for an individuals intensity, direction and persistence of effort toward attaining a goal.
Intensity (=effort) how hard a person tries Direction what a person is trying to do ( Is it o n e th a t b e n e fits th e o r g a n iz a tio n ? ) Persistence how long the effort is maintained

Motive and Motivation

MOTIVATION is a set of processes that moves a person toward a goal. MOTIVE is a need or a want that causes us to act (energises us).

motive
Need: Some inter nal state that makes cer tain outcomes appear attractive.

Classic process of motivation

SzNsgls tek k eed e
Energisation to Ksztets fulfil the needs: a szwsgsetek k l ant kieldgtse an goals r MotMoeivcttion ivat t d al ( g f tr r maefaoat)ts

Kielgtetlen Unsatisfied needs szksglet

Bels feszltsg Reduction of tension cskkense

Bels en sizltsg T f e on

Hajriver Dt e

SearKeres vior ch beha maefaoar)ts ( g ft r t

Kielgtett Satzsfksnlet s s i ied geed

Effort: a measure of intensity (how hard a person is trying) The greater the tension, the greater the effort (Robbins)

Abilites, motivation and performance

' A driving force within individuals by which they attempt to achieve some goal in order to fulfil some need or expectation'
(Mullins, 1993)

Performance =

(a,m)

Job performance is a function of ability (a) and motivation (m)

What is motivating?
Motivating others: to have others doing efforts towards a goal. It usually means the sychronization of their goals or needs with the goals of the organisation. Motivating ourselves: setting the direction independently and then taking actions to ensure that we get there.

Source: http://www.ineedmotivation.com/blog/wp-content/uploads/2008/07/pp30580motivation-posters.jpg

Intrinsic and Extrinsic Motivation

(Herzberg)

Intrinsic Motivation: the source of motivation comes from inside the performer (from his/her beliefs, values, attitudes). Responsibility, autonomy etc. Extrinsic Motivation: comes from outside of the performer. Money, promotion, coertion, punishment
Immediate and powerful, but usually not p e r s i s te n t L o n g - la s ti n g e ffe c t ( h i g h p e r s i s te n c y )

Intrinsic vs. Extrinsic Motivation

( Lepper , 1988)

Intrinsic Motivation is when an individual takes on an activity

Extrinsic Motivation is when an individual performs

In order to gain some kind of reward In order to avoid some kind of punishment s e p a r a te fr o m th e a c ti v ity

For its own sake For the enjoyment it provides For the knowledge gained For the feelings of accomplishment it brings

Theories of motivation (Armstrong 2005)

Instrumentality theory: rewards and punishments serve as the means of ensuring people behave in a desired way (operant conditioning Skinner; taylorism). Content (needs) theories: explain the specific factors that motivate people (the content of motivation consists of needs). Not all needs are equally important at a given time, and goals and needs has a complex relationship). (Maslow, Herzberg?, McClelland?) Process (cognitive) theories: focuses on the psychological processes that affects motivation. (Expectancy, Goal, Equity theories)

Two ways of extrinsic motivation: carrot and stick

Source: http://www.krishnade.com/blog/2010/drive/

Maslows Hierarchy of Needs

Five (later eight) major categories of needs Applied generally Hierarchy: some needs are more fundamental than others.
A h i g h e r l e v e l o f n e e d s c a n b e a c ti v a te d o n l y i f th e b e l o w l e v e l i s s a tis fi e d . No level can be bypassed. A level once satisfied looses its motivating power.

Maslows Hierarchy of Needs (original model)

Jekaterina Zenkova

Cognitive: knowledge, meaning, to explore, self awareness; Aesthetic: beauty, for m, symmetry, order.

Maslows hierarchy with 8 needs

Selftrancendence Selfactualization Cognitive Needs Aesthetic Needs Esteem Needs Social Needs Safety Needs Physiological Needs

Self-transcendence: to connect to something beyond the ego, or to help others find self-fulfillment and realize their potential.

Two-Factor Theory of Herzberg

(extrinsic) (intrinsic)

Hygiene factors affect job dissatisfaction

Quality of supervision Pay Company policies Physical working conditions Relations with others Job security

Motivator factors affect job satisfaction

Promotional opportunities Opportunities for personal growth Recognition Responsibility Achievement

High

Job Dissatisfaction

Job Satisfaction

High

Herzbergs Two-Factor Theory

Managers who seek to eliminate factors that can create job dissatisfaction may bring about peace but not necessarily motivation. If a manager wants to motivate people on their jobs, she or he should emphasize factors associated with the work itself or outcomes directly derived from it. Satisfaction and dissatisfaction are not related (not equal, nor opposite)
Managers should provide opportunities for employees to maximise the satisfiers (motivators) Keep the Hygiene factors (demotivators) to a minimum

Underlies that both financial (hygiene) and non-financial (motivator) rewards should be provided.

Satisfiers Motivators Intrinsic Factors

Percentage frequency for factors affecting extreme satisfaction (1,753 events)
-40 Achievement Recognition Work itself Responsibility Advancement Growth -20 0 20 40

Dissatisfaction Hygiene Extrisic Factors

Percentage frequency for factors affecting extreme dissatisfaction (1,844 events)
-40 Company Policy Supervision Supervisor relations Work conditions Salary Peer relationship Personal life Subordinate relation Status Security -20 0 20 40

McGregors Theory X and Theory Y

Theory X Inherent dislike for work and will attempt to avoid it Must be coerced, controlled or threatened with punishment Will avoid responsibilities and seek formal direction Place security above all factors and will display little ambition Theory Y View work as being as natural as rest or play Will exercise selfdirection and self-control if committed to objectives
Commitment to objectives is directly related to the rewards associated with their achievement

Can learn to accept, even seek, responsibility Can make innovative decisions on their own

McClelland's Theory of Needs

Need for achievement (nAch) - drive to excel Need for power (nPow) - the need to make others behave in a way they would not have behaved otherwise Need for affiliation (nAff) - the desire for friendly and close interpersonal relationships

McClelland's Theory of Needs

High achievers prefer jobs with p e r s o n a l r e s p o n s ib ility , fe e d b a c k , and intermediate degree of risk. High achievers are not necessarily good managers. Affiliation and power closely related to managerial success Employees can be trained to stimulate their achievement need.

What motivates a university student?

(based on a motivation concept by Hunt J. W.)
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Str uctured work

Personal relations

Respect, status

Power

Selfactualization

Expectancy Theory

Expectancy Theory
Effort-performance relationship:
the probability perceived by the individual that exerting a given amount of effort will lead to performance.

Performance-reward relationship:
the degree to which the individual believes that performing at a particular level will lead to the attainment of a desired outcome.

Reward-personal goals relationship:

the degree to which organisational rewards satisfy an individuals personal goals or needs and the attractiveness of those potential rewards for the individual.

Assumptions: A given project-work needs some effort:

little effort has an opportunity cost of 100 great effort has an opportunity cost of 200

Simple Numeric Example on Expectancy Theory

With little effort, the chance to be successful is 50%, with great effort it is 80%. If the project succeeds, the company gives us a 500 bonus, if it fails, we get nothing. Our discount rate is 10% to the time of rewarding. Is it worth making a great effort (are we motivated)? If the answer is yes, then how much we are motivated?

The expected present value of the greater effort: 0.8*(500/1.1)-0.5 *(500/1.1)= 136.36 The motivation in terms of money: 136.36-100=36.36

Goal-Setting Theory
Goal Setting Theory is based on people being motivated if they set their own targets Specific goals lead to increased performance. Difficult (but achievable) goals, when accepted, r e s u l t i n h i g h e r o u tp u t th a n e a s y g o a l s . Self-generated feedback is a more powerful motivator than externally generated feedback. Influences on goal-performance relationship:
Commitment Task characteristics (National and/or organisational) culture

Management by Objectives (MBO)

Converts overall organizational objectives into specific objectives for work units and individuals Common ingredients:
Goal specificity Participation in decision making Explicit time period Performance feedback

Equity Theory
People are better motivated if treated equitably Employees weigh what they put into a job situation (input) against what they get from it (outcome). Then they compare their input-outcome ratio with the input-outcome ratio of relevant others.

Possible inputs and outputs

INPUTS Performance Education Organisational Level Tenure/Seniority Demographic features OUTPUTS Social Reward Benefits Recognition Actual Pay Perks

Equity Theory

Choices when perceived inequity

1. 2. 3. 4. 5. 6. Change their inputs Change their outcomes Distort perceptions of self Distort perceptions of others Choose a different referent Leave the field

Forms of justice

Expectancy-based Extended Model of Motivation Porter and Lawler

Perceived Value of Rewards Ability Perceived probability that effort will result in performance

Intrinsic Rewards

Effort

Performance Role Perceptions

Satisfaction

Perceived probability that performance will result in desired reward

Perception of demands, of job and most expedient way of doing job

Extrinsic rewards Perceived equity of rewards

Thank you for listening

Human Resource Management (HRM)

Human resource development

REMINDER

Human resource system

1. HR philosophies (values and guiding principles adopted in managing people) 2. HR strategies (defining the direction) 3. HR policies (how values, principles should be applied) 4. HR processes ( formal procedures and methods put HR plans into effect) 5. HR practices ( informal approaches used) 6. HR programmes (which enable strategies, policies, practices to be implemented)

REMINDER

Models of HRM The Harvard Framework

Behind this concept there is a central philosophy (or vision) by general managers.

What HRM Policies Are

continuing guidelines on the approach the organization intends to adopt in managing its people. They define the philosophies and values of the organization on how people should be treated. From these are derived the principles upon which managers are expected to act when dealing with HR matters.

Why have HR Policies?

1. Basic approach in line with corporate values 2. Converting espoused values into values in use. 3. Providing a framework within which consistent decisions are made 4. Promoting equity in the way in which people are treated. HR Policies have to fit the corporate culture
a n d th e y c a n a l s o h e l p to s h a p e it.

Do policies need to be formalized?

All organizations have HR Policies.
Some however exist implicitly as a philosophy of management and an attitude to employees
How to handle HR issues?
For example how to handle the introduction of a new technology?

Why formalize?
Advantages: Consistency, better understanding Disadvantages: inflexibility, constrictiveness, written policies can be platitudinous written policies are important, but their value is reduced if they are not backed up by a supportive culture.

HR Policy Areas
HR Policies can be expressed as overall statements of the values of the organization. Two Areas:
Overall Policy Specific Policies

OVERALL POLICY
Defines how the organization fulfils its social responsibilities It is an expression of its values or beliefs about how people should be treated.

Values refer to the following concepts

Equity Consideration Organizational learning Performance through people Work-life balance Quality of working life Working conditions

SPECIFIC POLICIES
Specific policies should cover the following areas:
Equal opportunity Managing diversity Age and employment Promotion Work-life balance Employee development Reward Involvement and participation Employee relations Health and safety, new technology etc.

Equal opportunity
The organizations determination to give equal opportunities to all, irrespective of sex, race, creed, disability, age or marital status.

Managing diversity
A policy on managing diversity recognises that there are differences among employees and that these differences, if properly managed, will enable work to be done more efficiently and effectively.

Age and Employment

Promotion

This policy should take into account the following facts: 1. Age is poor predictor of job performance. 2. It is misleading to equte physical and mental ability with age. 3. More of the population are living active, h e a l th y li v e s a s th e y g e t o l d e r .

A policy on promotion recognises that the organization needs infusions of fresh blood from time to time is it is not to stagnate.

Work-life balance

The organization intends to allow employees greater flexibility in the working patterns so that they can balance what they do at work with the responsiblities and interests they have outside work.

Employee development

This policy could express the commitment to the continous development of the skills and abilities of the employees in order to maximize their contribution.

Reward
This policy should cover special matters such as: providing and equitable pay system, equal pay for work of equal value, paying for performance and competence etc.

Involvement and participation

The employee voice policy consultation and suggestion schemes.

New Technology

This policy statement could state that there will b e c o n s u lta tio n a b o u t th e in tr o d u c tio n o f n e w technology, and the steps that would be taken by the organization to minimize the risks.

Health and Safety

The Health and Safety policy the organization intends to provide healthy and safe places and systems of work.

Discipline
Employees have the right to know what is e x p e c te d fr o m th e m a n d w h a t c o u ld h a p p e n if th e in fr in g e th e o r g a n iz a tio n s r u le s .

Grievances
Employees have the right to raise their grievances with their manager, to be accompanied by a representative if they so wish, and appeal to a higher level if they feel th a t th e i r g r i e v a n c e s h a s n t b e e n r e s o l v e d satisfactory.

Redudancy

Such a policy could state that is the o r g a n i z a ti o n s in te n ti o n to u s e its b e s t e n d e a v o u r s to a v o i d i n v o l u n ta r y r e d u n d a n c y through its redeployment and retraining procedures. It should state that sexual harrasment will not be tolerated. Employees subjected to sexual harrasment will be given advice, support and counselling as required. Complaints will be handled sensitively and with due respect for the rights of both the complainant and the accused.

Sexual Harrasment

Bullying
An anti-bullying policy will state that bullying wont be tolerated and those who persist in bullying their staff will be subject to d is c ip lin a r y a c tio n .

Subtance abuse
Employees indentified as having substance abuse problems will be offered advice and help. Any reasonable absence from work necessary to receive treatment will be granted under the organizations sickness scheme provided that there is full cooperation form the employee.

Smoking

The smoking policy would define no-smoking rules including where, if at all, smoking is permitted.

E-mails
The policy on E-mails could state that sending or dowloading of offensive e-mails is prohibited, and that those sending or downloading such messages will be subject to normal disciplinary procedures.

Formulating and implementing HR policies

There are general rules of formulating HR Policies, such as: Gain understanding of corporate culture and its c o r e v a lu e s Analyse existing policies: written and unwritten Seek the views of union representatives Check with managers Implement policies fairly and consistently

Readings
Textbook Chapter 10

Thank you for your attention

Reward Management

The main question is: how to achieve high work performance?

Work perfor mance is affected by: Job characteristics and (physical) work environment + Abilities and skills + The willingness to perform

Rewarding Employees

Major strategic rewards decisions:

What to pay employees How to pay individual employees What benefits to offer How to construct employee recognition programs

W h a t to p a y

Need to establish a pay structure Balance between:

Internal equity the value of the job for the organization External equity the external competitiveness of an organizations pay relative to a pay elsewhere in its industry

A strategic decision with trade-offs

Definition of Reward Management

This management discipline is concerned with the formulation and implementation of strategies and policies, the purposes of which are to reward employees fairly, equitably and consistently in accordance with their value to the organisation. It deals with design, implementation and maintenance of reward systems (processes, practices, procedures) that aim to meet the needs of both the organisation and its stakeholders.

Philosophy of Reward Management

Strategic sense: long-term focus & it must be derived from the business strategy Total Reward approach: considering all approaches of reward (financial or not) as a coherent whole; integration with other HRM strategies Differential reward according to the contribution Fairness, equity, consistency, transparency

Economic theories (partially) explaining pay levels

Supply & Demand: labor market factors Efficiency wage theory: attraction of better employees, motivation, reducing fluctuation leads to high wages Human Capital theory: productivity differences Principal Agent Theory: inequality in the information leads to agency costs The effort bargain: collective bargaining

Total Reward (Armstrong 2009)

All types of reward:
Non-financial as well as financial, Indirect as well as direct, Extrinsic as well as intrinsic.

Each element is developed, implemented and treated as an integrated and coherent whole.

Components of Total Reward (Armstrong 2009)

Base pay Transactional (tangible) rewards Employee benefits Total reward Learning and development Relational (intangible) rewards The work experience Recognition, achievement, growth Non-financial rewards Contingent pay Total remuneration

The 4Ps of Reward

Pay

Salary, bonus, shares, etc. Positive feedback, commendation, staff-of-the-year award, etc. Status, career elevation, secondment, etc. Disciplinary action, withholding pay, or criticism, etc

Praise

Promotion

Punishment

Derivation of Total Reward

Business & HR strateg y Reward strateg y

Job evaluation Grade & pay str ucture Market rate analysis Contingent pay Total Remuneration Employee benefits Allowances Perfor mance management Non-financial rewards Total Reward

Strategic Reward Management

Where do we want our reward practices to be in a few years time? (vision) How do we intend to get there? (means)

Reward Strategy

A declaration of intent that defines what the organisation wants to do in the longer term to develop and implement reward policies, practices and processes that will further the achievement of its business goals and meet the needs of the stakeholders.

It gives a framework to other elements of reward management.

The structure & content of a Reward strategy

Environment analysis:

Macro-level: social, economical, demographic Industrial level Micro-level: competitors

Analysis of the inner environment: strategy, job evaluation, financial conditions Gap-analysis Guiding principles Broad-bush reward strategy Specific reward initiatives

Job-evaluation
A systematic process
For defining the relative worth/ size of jobs/roles within an organisation For establishing internal relativities For designing an equitable grade structure and grading jobs in the structure

To give an input for reward considerations

Dimensions of job evaluation

Relative or measured to an absolute scale

Relative: compares jobs to one another within the company Absolute: compares to an independent, external measure

Analytical or non-analytical (global)

Analytical: measures factors or elements of the jobs Non-analytical: measures the job as a whole

Types of Job Evaluation (Armstrong 2009)

Analytical job evaluation (point-factor rating or analytical matching) decisions on the relative value or size of jobs are based on an analysis of the degree to which various defined elements or factors are present in the form of demands on the job holder

Non-analytical job evaluation (job classification or ranking) whole jobs are described and compared to slot them into a defined grade or place them in a rank order or without analysing them into their elements

Market pricing jobs are placed in pay structures entirely on the basis of external relativities, ie market rates (a method of pricing jobs but not job evaluation as usually defined)

Types of Job Evaluation

Non-analytical Evaluation
Whole job ranking Paired comparisons Job classification

Analytical Evaluation
Points rating Proprietar y schemes

Job Evaluation: Scoring (Armstrong 2009)

Factor
Expertise Decisions A u to n o m y Responsibility Interpersonal skills

Level 1
20 20 20 20 20

Level 2
40 40 40 40 40

Level 3
60 60 60 60 60

Level 4
80

Level 5
100 100 100 100

Level 6
120 120 120 120 120

80 80 80 80

100

Total score = 360

W a ge ga p s

Wage gaps can occur in companies using international benchmarking in job evaluation. The cause is simple:
The market of top managers is usually international: they earn international wages, or they leave the firm The market of workers with little or no qualification is local in (nearly) every case: they earn local wages. In less developed countries this can lead to enermous wage gaps between the top and bottom employees.

Components of Total Remuneration

Base pay: Base pay is the fixed compensation paid to an employee for performing specific job responsibilities. It is typically paid as a salary, hourly (or in some situations piece rate). There is a tendency towards market orientation and the increasing role of qualifications. Contingent pay: Individual contingent pay relates financial rewards to the
individual performance, organisation or team performance, competence, service, contribution or skill of individual employees. Consolidated pay: built into the base pay Variable pay: provided in the form of cash bonuses (increasing role nowadays).

Employee benefits: Elements of remuneration given in addition to the various forms of cash pay.

Contingent pay

Individual contingent pay is a good motivator (but to what extent?) for those who receive it. It attracts and retains better workers. It makes labour related expenditures more flexible. It can demotivate those who dont receive it (depends on performance measurement) Can act against quality and teamwork.

Types of individual contingency pays

Performance-related: increases basic pay or bonuses related to assessment of performance Competence related: Pay increases related to the level of competence Contribution-related: pay is related both to inputs and outputs Skill-based: pay is related to acquisition of skills Service-related: pay is related to service-time

Team based pay

Pay is related to team performance It can encourages teamwork, loyalty and cooperation It can be demotivating on individual level (encourages social loafing)

Organisaton-wide schemes

Profit-Sharing Plans organization-wide programs that distribute compensation based on an established formula designed around profitability Gain Sharing compensation based on sharing of gains from improved productivity Employee Stock Ownership Plans (ESOPs) plans in which employees acquire stock, often at below-market prices

Employee benefits

Attractive and competitive total remuneration Provide for the personal needs Increase commitment toward the organisation Tax-efficient

Main types of Employee benefits

Pension schemes Personal (and family) security: different types of insurances Financial assistance: loans, house purchase schemes, discount on company services Personal needs: holidays, child care, recreation facilities, career breaks Company cars and petrol Intangible benfits: quality of working life Other benefits: mobile phones, notebooks Cafeteria systems

Definition of the psychological contract

The perceptions of both parties to the employment relationship, organization and individual, of the reciprocal promises and obligations implied in that relationship The state of the psychological contract is concerned with whether the promises and obligations have been met, whether they are fair and their implications for trust.

The Psychological Contract Framework (David Guest)

The Good Employer & The High Quality Workplace Satisfied And Productive Workers

T he Deal

Total remuneration in recession

It a good chance to rethink and renew the remuneration system Share of contingeny payment should increase Empoyer benefits, that do not need short term expenditure will increase:
Company car Saturday-year (freetime) Share-options

Thank you for your attention!

Human Resource Management (HRM)

BA in MBA III.

Analysing roles, competencies and skills

University of Debrecen Faculty of Economics and Business Administration

Role analysis J o b a n a ly s is Role profiles

J o b d e s c r ip ti o n s

Sourcing, recruitment & selection Learning and development Performance management J o b e v a lu a tio n

Roles and jobs

Role
the part people play in their work/organisation the emphasis is on their behaviour focus on outcomes or the competencies needed to achieve them

Job
a group of prescribed tasks/activities to be carried out or duties to be performed in order to produce a job description prescriptive and inflexible: Its not in my job description job family: grouping of jobs that

either call for similar worker characteristics or contain parallel work tasks

Role analysis what people are expected to achieve when carrying out their work and the competencies and skills they need to meet these expectations. Person specification Summarizes the characteristics of a good performer in a given role/job

Role profiles
the written result of role analysis defines the outcomes role holders are expected to deliver in terms of key result areas or accountabilities. lists the competencies required to perform effectively in the role can be individual or generic (covering similar roles).

Purpose of role analysis

1. Overall purpose why the role exists and, what the role holder is expected to contribute. 2. Organization to whom the role holder reports and who reports to the role holder. 3. Key result areas or accountabilities what (measurable) the role holder is required to achieve in each of the main elements of the role. 4. Competency requirements the specific technical competencies attached to the role; what the role holder is expected to know and to be able to do.

Steps of role analysis

The essence of role analysis is the application of systematic methods to the collection of the information required to produce a role profile. The steps required to collect this information are: 1.Obtain documents such as the organization structure, existing job descriptions (treat these with caution, they are likely to be out of date), and procedure or training manuals that give information about the job. 2.Ask managers for fundamental information concerning the overall purpose of the role, the key result areas and the technical competencies required. 3.Ask the role holders similar questions about their roles.
The methods that can be used are interviews, questionnaires or observation.

 Definition: a systematic process of identifying and describing the important aspects of a job and the characteristics workers need to perform the job well

Job analysis & its 11 steps

KSAO
Knowledge: organized body of factual and procedural information Skills: capability to perform tasks accurately and with ease Abilities: more stable and enduring capability to perform a variety of tasks Other characteristics

Techniques of role and job analysis

Interviews
Interview role-holders and check the findings with their managers or team leaders. The basic questions to be answered are:
What is the title of your role? To whom are you responsible? Who is responsible to you? (An organization chart is helpful.) What is the main purpose of your role, ie. in overall terms, what are you expected to do? What are the key activities you have to carry out in your role? Try to group them under no more than 10 headings. What are the results you are expected to achieve in each of those key activities? What are you expected to know to be able to carry out your role? What skills should you have to carry out your role?

Advantages/disadvantages of interviewing
The advantages of the interviewing method are that it is flexible, can provide indepth information and is easy to organize and prepare. the most common approach. But interviewing can be time-consuming, which is why in large role analysis exercises, questionnaires may be used to provide advance information about the job.
Structuring questions speeds up the interviewing process. Questionnaires can help inteviewing or even replaces the interview, although this means that much of the flavour of the job ie. what it is really like may be lost.

Questionnaires
can be completed by role holders and approved by the role holders manager or team le a d e r . They are helpful when a large number of roles have to b e c o v e r e d . They can also save interviewing time by recording purely factual information and by enabling the analyst to structure questions in advance to cover a r e a s th a t n e e d to b e e x p l o r e d i n g r e a te r d e p th .
The simpler and shorter the questionnaire the better.

Advantages/disadvantages of questionnaires
The advantage of questionnaires is that they can produce information quickly and cheaply for a large number of jobs. But a substantial sample is needed, and the construction of a questionnaire is a skilled job that should only be carried out on the basis of some preliminary fieldwork.
It is highly advisable to pilot test questionnaires before launching into a full-scale exercise. The accuracy of the results also depends on the willingness and ability of job holders to complete questionnaires (bias). Many people find it difficult to express themselves in writing about their w or k .

Observation technique Observation means studying role holders at work, noting what they do, how they do it, and how much time it takes. most appropriate for routine administrative or manual roles, but it is seldom used because of the time it takes.

Role profile content

Role profiles are set out under the following headings: Role title, Department, Responsible to, Responsible to role holder. Purpose of the role in terms of the overall contribution the role holder makes. Key result areas if at all possible these should be limited to seven or eight, certainly not more than 10. Each key result area should be defined in a single sentence: active verb + its object + purpose. Need to know the knowledge required Need to be able to do the skills required Expected behaviour behavioural competencies

COMPETENCY ANALYSIS
Using behavioural analysis to establish the behavioural dimensions that affect role performance and produce competency frameworks. Functional analysis or a version of it can be used to define technical competencies. There are six approaches to behavioural competency analysis. In ascending order of complexity these are: 1.expert opinion; 2.structured interview; 3.workshops; 4.critical-incident technique; 5.repertory grid analysis; 6.job competency assessment.

Expert opinion The basic, crudest and least satisfactory method is for an expert member of the HR department, possibly in discussion with other experts from the same department, to draw up a list from their own understanding of what counts coupled with an analysis of other published lists. This is unsatisfactory because the likelihood of the competencies being appropriate, realistic and measurable in the absence of detailed analysis, is fairly remote.

Structured interview This method begins with a list of competencies drawn up by experts and proceeds by subjecting a number of role holders to a structured interview. The interviewer starts by identifying the key result areas of the role and goes on to analyse the behavioural characteristics that distinguish performers at different levels of competence.

Structured interview
What are the positive or negative indicators of behaviour that are conducive or non-conducive to achieving high levels of performance?
personal drive (achievement motivation); impact on results; analytical power; strategic thinking; creative thinking (ability to innovate); decisiveness; commercial judgement; team management and leadership; interpersonal relationships; ability to communicate; ability to adapt and cope with change and pressure, ability to plan and control projects. etc.

Workshops
Workshops bring a group of people together who have expert knowledge or experience of the role managers and role holders as appropriate with a facilitator, usually but not necessarily a member of the HR department or an outside consultant The members of the workshop begin by getting agreement to the overall purpose of the role and its key result areas. They then develop examples of effective and less effective behaviour for each area, which are recorded on flipcharts.

Critical-incident technique
The critical-incident technique is a means of eliciting data about effective or less effective behaviour that is related to examples of actual events critical incidents. The technique is used with groups of job holders and/or their managers or other experts.

Repertory grid (or Job/Role Elements Method)

It is used to identify the dimensions that d is tin g u is h g o o d fr o m p o o r s ta n d a r d s o f performance. It i s b a s e d o n th e p e r s o n a l c o n s tr u c t th e o r y . Personal constructs are the ways in which we view the world. They are personal because th e y a r e h i g h l y i n d i v i d u a l a n d th e y i n fl u e n c e the way we behave or view other peoples b e h a v io u r . The aspects of the role to which these constructs or judgements apply are called elements.

Repertory grid
Agroup of people are asked to concentrate on certain elements, which are the tasks carried out by role holders, and develop constructs about these elements. This enables them to define the qualities that indicate the essential requirements for successful performance.

Analysing technical competencies

( fu n c ti o n a l a n a l y s i s )
focuses on the outcomes of work performance. Note that the analysis is not simply concerned with outputs in the form of quantifiable results but deals with the broader results that have to be achieved by role holders. An outcome could be a satisfied customer, a more highly motivated subordinate or a better-functioning team. It starts with an analysis of the roles fulfilled by an individual in order to arrive at a description of the separate components or units of performance that make up that role. The resulting units consist of performance criteria, described in terms of outcomes, and a description of the knowledge and skill requirements that underpin successful performance.

SKILLS ANALYSIS

SKILLS ANALYSIS Skills analysis determines the skills required to achieve an acceptable standard of performance. It is mainly used for technical, craft, manual and office jobs to provide the basis for devising learning and training programmes. Skills analysis starts from a broad job analysis but goes into details of not only what job holders have to do but also the particular abilities and skills they need to do it.

Job breakdown
The job breakdown technique analyses a job into separate operations, processes, or tasks, which can be used as the elements of an instruction sequence. It is recorded in a standard format of three columns: The stage column in which the different steps in the job are described. (What?/Whom?) The instruction column in which a note is made against each step of how the task should be done. (How?) The key points column in which any special points such as quality standards or safety instructions are noted against each step so that they can be emphasized to a trainee learning the job. (Why?/With emphasis on )

Manual skills analysis

Manual skills analysis is a technique developed from work study. It i s o l a te s fo r in s tr u c ti o n a l p u r p o s e s th e s k il l s a n d knowledge employed by experienced workers in performing tasks that require manual dexterity.

It is used to analyse short-cycle, repetitive operations such as assembly tasks and other similar factory work.The hand, finger and other body movements of experienced operatives are observed and recorded in detail as they carry out their work.

Task analysis
Task analysis is a systematic analysis of the behaviour required to carry out a task with a view to identifying areas of difficulty and the appropriate training techniques and learning aids necessary for successful instruction. It can be used for all types of jobs but is specifically relevant to administrative tasks. The analytical approach used in task analysis is similar to those adopted in the job breakdown and manual skills analysis techniques.

Task analysis
The results of the analysis are usually recorded in a standard format of four columns as follows: 1.Task a brief description of each element. 2.Level of importance the relative significance of each task to the successful performance of the r o le . 3.Degree of difficulty the level of skill or knowledge required to perform each task. 4.Training method the instructional techniques, p r a c tic e a n d e x p e r ie n c e r e q u ir e d .

Faults analysis
Faults analysis is the process of analysing the typical faults that occur when performing a task, especially the more costly faults. It is carried out when the incidence of faults is high. A study is made of the job and, by questioning workers and team leaders, the most commonly occurring faults are identified. A faults specification is then produced, which provides trainees with information on what faults can be made, how they can be recognized, what causes them, what effect they have, who is responsible for them, what action the trainees should take when a particular fault occurs, and how a fault can be prevented from recurring.

Job learning analysis

It concentrates on the inputs and process rather than the content of the job. It analyses nine learning skills that contribute to satisfactory performance. A learning skill is one used to increase other skills or knowledge and represents broad categories of job behaviour that need to be learnt.

The nine learning skills

1. physical skills requiring practice and repetition to get right; 2. complex procedures or sequences of activity that are memorized or followed with the aid of written material such as manuals; 3. non-verbal information such as sight, sound, smell, taste and touch, which is used to check, assess or discriminate, and which usually takes practice to get right; 4. memorizing facts or information; 5. ordering, prioritizing and planning, which refer to the degree to which a role holder has any responsibility for and flexibility in determining the way a particular activity is performed; 6. looking ahead and anticipating; 7. diagnosing, analysing and problem-solving, with or without help; 8. interpreting or using written manuals and other sources of information such as diagrams or charts; 9. adapting to new ideas and systems.

Thank you for your attention.