Job-Related Functions in HR
Job-Related Functions in HR
Definition
Job Analysis is a systematic process of collecting,
analyzing, and recording information about the duties, responsibilities,
skills, knowledge, and working conditions of a specific job. It defines what
the job entails and what kind of person is suitable for performing
it.
Uses
- Foundation
for Job Description & Job Specification
- Helps
in recruitment & selection by defining job requirements
- Guides
training & development programs
- Basis
for performance appraisal
- Helps
in job evaluation & compensation
- Improves
organizational design and manpower planning
Process
- Determine
the purpose of job analysis
- Collect
background information (organization charts, manuals,
etc.)
- Select
jobs for analysis (critical/key jobs)
- Choose
method(s) of data collection (observation,
interview, questionnaire, logs, etc.)
- Collect
data about job content, duties, responsibilities, and
working conditions
- Review
information with supervisors/job holders
- Prepare
Job Description & Job Specification
Job Description
- A
written statement of what the job holder does, how it is done, and why it
is done.
- Contents:
Job title, job summary, duties & responsibilities, reporting
relationships, working conditions, equipment used.
Job Specification
- A
written statement of the minimum acceptable human qualities
required to perform the job effectively.
- Contents:
Education, experience, skills, knowledge, abilities, personality traits,
health/physical requirements, etc.
Job Designing
Definition
Job Designing is the process of organizing tasks,
duties, and responsibilities into a productive unit of work in order to improve
efficiency, motivation, and satisfaction of employees.
Significance
- Reduces
monotony and fatigue
- Enhances
employee motivation and productivity
- Aligns
employee skills with organizational needs
- Improves
quality of work and employee satisfaction
- Aids
in better utilization of manpower
Techniques
- Job
Enlargement: Increasing the number of tasks in a
job
- Job
Enrichment: Increasing job depth by giving more
autonomy, responsibility, and authority
- Job
Rotation: Periodic shifting of employees
between different jobs
- Self-Directed
Teams: Giving collective responsibility to
groups
- Work
Simplification: Breaking jobs into small, simple
tasks
Approaches
- Mechanistic
Approach: Focus on efficiency &
specialization
- Human
Relations Approach: Focus on motivation &
satisfaction
- Socio-Technical
Approach: Integration of technology &
human needs
- Behavioral
Approach: Based on psychological and
motivational needs
Recruitment
Definition
Recruitment is the process of searching and
attracting potential candidates to apply for jobs in an organization.
Features
- Continuous
process
- Two-way
(employer seeks candidates, candidates seek jobs)
- Positive
activity (encourages applications)
- Precedes
selection
Purpose
- To
attract a pool of qualified candidates
- To
ensure fairness and transparency
- To
maintain organizational manpower supply
- To
reduce turnover by selecting the right candidates
Policy
- Recruitment
should be consistent, transparent, merit-based, and cost-effective
- Internal
vs external recruitment balance
- Adherence
to legal and ethical standards
Factors Affecting Recruitment
- Internal:
HR policies, organizational culture, growth rate, size of firm, cost,
promotions
- External:
Labor market, competition, unemployment rate, government regulations,
socio-cultural factors
Sources
- Internal:
Promotions, transfers, employee referrals, re-hiring ex-employees
- External:
Advertisements, employment exchanges, campus recruitment, agencies,
walk-ins, online portals, social media
Methods
- Direct
methods (walk-ins, campus)
- Indirect
methods (advertising, online job portals)
- Third-party
methods (consultants, agencies)
Evaluation
- Cost
per hire
- Time
taken to hire
- Quality
of hire (performance of recruits)
- Retention
rate of new hires
Selection
Definition
Selection is the process of choosing the most
suitable candidate from a pool of applicants.
Significance
- Ensures
right person-job fit
- Reduces
turnover & absenteeism
- Improves
organizational efficiency
- Helps
in cost-effective utilization of resources
Steps
- Screening
of applications
- Preliminary
interview
- Employment
tests (aptitude, intelligence, psychometric, technical)
- Formal
interview
- Reference
and background check
- Medical
examination
- Final
approval & job offer
- Placement
& induction
Requirements
- Well-defined
job specifications
- Fair
and unbiased process
- Cost-effectiveness
- Transparency
& legal compliance
e-Selection
- Use
of technology (AI, ATS, online tests, video interviews)
- Benefits:
Speed, wider reach, cost-saving
- Challenges:
Digital divide, impersonal process
Interview
Definition
An interview is a formal conversation between
employer and candidate to evaluate suitability for a job.
Purpose
- Assess
candidate’s qualifications, skills, and attitude
- Verify
information given in application
- Judge
personality and communication skills
- Provide
information about job & organization
Significance
- Widely
used and flexible selection tool
- Provides
two-way communication
- Helps
evaluate “fit” beyond written credentials
Limitations
- Subjectivity
and bias
- Halo
effect, stereotyping
- Time-consuming
and costly
- Candidate
may give rehearsed answers
Kinds
- Structured
& Unstructured
- Panel
Interview
- Stress
Interview
- Behavioral
Interview
- Group
Interview
- Telephonic/Video
Interview
Procedure
- Planning
(objectives, criteria, questions)
- Establish
rapport
- Ask
questions & probe
- Record
observations
- Evaluate
candidate
- Conclude
with clarity
Guidelines
- Be
objective and consistent
- Avoid
biases and leading questions
- Listen
actively
- Maintain
confidentiality
Promotion
Definition
Promotion is the upward movement of an employee
in organizational hierarchy, with higher status, pay, and responsibilities.
Need
- Motivates
employees
- Recognizes
merit and performance
- Retains
talent
- Ensures
optimal utilization of human resources
Basis
- Seniority
- Merit/performance
- Seniority-cum-merit
(hybrid approach)
Demotion
Definition
Demotion is the downward movement of an employee
in hierarchy, with reduced rank, pay, and responsibility.
Causes
- Unsatisfactory
performance
- Misconduct/disciplinary
reasons
- Organizational
restructuring
- Technological
changes
- Voluntary
request (health or personal reasons)
Policy
- Should
be fair and transparent
- Based
on justifiable reasons
- Proper
communication and counseling
- Provide
opportunity for improvement
Transfer
Definition
Transfer is the lateral movement of an employee
within the same level of hierarchy, without significant change in status, pay,
or responsibility.
Transfer vs Promotion
- Transfer:
Lateral movement, same level
- Promotion:
Upward movement, higher level
Purpose
- Balance
manpower across departments
- Develop
multi-skilled employees
- Solve
interpersonal conflicts
- Employee
welfare (personal reasons)
Types
- Production
transfers (manpower adjustment)
- Replacement
transfers (to fill a vacancy)
- Remedial
transfers (correcting wrong placement)
- Versatility
transfers (employee development)
- Personal
transfers (on employee request)
Policy
- Clear
guidelines on eligibility and frequency
- Fairness
and transparency
- Consider
employee convenience along with organizational needs
Separation
Separation is the ending of employer-employee
relationship.
Forms of Separation
- Resignation:
Voluntary termination by employee
- Dismissal
(Termination): Employer ends services due to
misconduct, poor performance, or violation of rules
- Retirement:
Termination after attaining age limit or completing service tenure
- Lay-off:
Temporary separation due to lack of work, machinery breakdown, or
financial constraints
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