JOB ANALYSIS

Ch.3

Types of Information Collected

Work activities

Human requirements

Human behaviors

Information Collected Via Job Analysis

Job context Machines, tools, equipment, and work aids

Performance standards

Use of Job Analysis Information

Recruitment and Selection

EEO Compliance

Compensation

Discovering Unassigned Duties

Information Collected Via Job Analysis

Performance Appraisal

Training

FIGURE 31

Uses of Job Analysis Information

FIGURE 32

Process Chart for Analyzing a Jobs Workflow

Source: Compensation Management: Rewarding Performance by Richard J. Henderson. Reprinted by permission of Pearson Education, Upper Saddle River, NJ.

Steps in Job Analysis

Steps in doing a job analysis:

1

Decide how youll use the information. Review relevant background information. Select representative positions. Actually analyze the job. Verify the job analysis information. Develop a job description and job specification.

2
3 4 5 6

Methods of Collecting Job Analysis Information: The Interview

Information Sources
Individual employees
Groups of employees Supervisors with knowledge of the job

Interview Formats
Structured (Checklist)
Unstructured

Advantages
Quick, direct way to find overlooked information

Disadvantages
Distorted information

FIGURE 33 Job Analysis Questionnaire for Developing Job Descriptions

Note: Use a questionnaire like this to interview job incumbents, or have them fill it out.

Source: www.hr.blr.com. Reprinted with permission of the publisher, Business and Legal Reports, Inc., Old Saybrook, CT 2004.

FIGURE 33 Job Analysis Questionnaire for Developing Job Descriptions (contd)

Note: Use a questionnaire like this to interview job incumbents, or have them fill it out.

Source: www.hr.blr.com. Reprinted with permission of the publisher, Business and Legal Reports, Inc., Old Saybrook, CT 2004.

Job Analysis: Interviewing Guidelines

The job analyst and supervisor should

work together to identify the workers who know the job best. establish rapport with the interviewee. structured guide or checklist, one that lists openended questions and provides space for answers.

Quickly Follow a

Ask the worker to list his or her duties in order of importance and frequency of occurrence.
After completing the interview,

review and verify the data.

Methods of Collecting Job Analysis Information: Questionnaires

Information Source
Have employees fill out questionnaires to describe their job-related duties and responsibilities

Advantages
Quick and efficient way to gather information from large numbers of employees

Questionnaire Formats
Structured checklists Open-ended questions

Disadvantages
Expense and time consumed in preparing and testing the questionnaire

Methods of Collecting Job Analysis Information: Observation

Information Source
Observing and noting the physical activities of employees as they go about their jobs

Advantages
Provides first-hand information Reduces distortion of information

Disadvantages
Time consuming Difficulty in capturing entire job cycle Of little use if job involves a high level of mental activity

Methods of Collecting Job Analysis Information: Participant Diary/Logs

Information Source
Workers keep a chronological diary/ log of what they do and the time spent on each activity

Advantages
Produces a more complete picture of the job Employee participation

Disadvantages
Distortion of information Depends upon employees to accurately recall their activities

FIGURE 34 Example of Position/Job Description Intended for Use Online

Source: www.ncf.edu/humanresources/documents/ A&P%20Final.doc. Accessed May 10, 2007.

FIGURE 34 Example of Position/Job Description Intended for Use Online (contd)

Source: www.ncf.edu/humanresources/documents/ A&P%20Final.doc. Accessed May 10, 2007.

FIGURE 34 Example of Position/Job Description Intended for Use Online (contd)

Source: www.ncf.edu/humanresources/documents/ A&P%20Final.doc. Accessed May 10, 2007.

Writing Job Descriptions

Job Identification

Job Specifications

Job Summary

Working Conditions

Sections of a Typical Job Description

Responsibilities and Duties

Standards of Performance

Authority of the Incumbent

FIGURE 38 Sample Job Description, Pearson Education

FIGURE 38 Sample Job Description, Pearson Education (contd)

The Job Description Job Identification

Job title Preparation date Preparer

Responsibilities and Duties

Major responsibilities and duties (essential functions) Decision-making authority Direct supervision Budgetary limitations

Job Summary
General nature of the job Major functions/activities

Relationships
Reports to: Supervises: Works with: Outside the company:

Standards of Performance and Working Conditions

What it takes to do the job successfully

Using the Internet for Writing Job Descriptions

Standard Occupational Classification (SOC)

O*NET Online

Source: O*Net is a trademark of the U.S. Department of Labor, Employment and Training Administration. Reprinted by permission of O*Net.

Writing Job Specifications

What traits and experience are required to do this job well?

Specifications for Trained Versus Untrained Personnel

Specifications Based on Judgment

Specifications Based on Statistical Analysis

FIGURE 310 Preliminary Job Description Questionnaire

Source: Reprinted from www.hr.blr.com with the permission of the publisher, Business and Legal Reports, Inc., Old Saybrook, CT 2004.

Writing Job Descriptions (contd)

Step 1. Step 2. Step 3. Step 4. Step 5. Step 6.

Decide on a Plan Develop an Organization Chart Use a Job Analysis/Description Questionnaire

Obtain Lists of Job Duties from O*NET

Compile the Jobs Human Requirements from O*NET Complete Your Job Description

Writing Job Specifications (contd)

Steps in the Statistical Approach

Analyze the job and decide how to measure job performance. Select personal traits that you believe should Test candidates for these traits. Measure the candidates subsequent job performance. Statistically analyze the relationship between the human traits and job performance.
predict successful performance.

Job Analysis in a Jobless World

Job Design: Specialization and Efficiency?

Job Enlargement

Job Rotation

Job Enrichment

Job Analysis in a Jobless World (contd)

Dejobbing the Organization

Flattening the Organization

Using SelfManaged Work Teams

Reengineering Business Processes

Competency-Based Job Analysis

Competencies
Demonstrable characteristics of a person that enable performance of a job.

Reasons for Competency-Based Job Analysis

To support a high-performance work system. To create strategically-focused job descriptions. To support the performance management process in fostering, measuring, and rewarding:
General competencies Leadership competencies Technical competencies

Competency-Based Job Analysis (contd)

How to Write Job Competencies-Based Job Descriptions

Interview job incumbents and their supervisors

Ask open-ended questions about job responsibilities and activities. Identify critical incidents that pinpoint success on the job.
Use off-the-shelf competencies databanks