Job Analysis

A Prelude to Recruitment and Placement

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The Nature of Job Analysis

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Job analysis defined Uses of job analysis information Steps in job analysis

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Job Analysis What is it and how is it used?

The procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for it.

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Jobs: Analyze, Describe and Provide Specifications

Determining duties and skills Listing job duties, responsibilities, reporting, conditions, supervision Human requirements

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Are there Legal Issues Related to Job Analysis?

Awareness about restrictions imposed by the govt/Labour Acts/ social/cultural aspects etc.

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What Information do I Collect?

Work activities Human behaviors Machines, tools, equipment and work aids Performance standards Job context Human requirements

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Work activities

Cleaning Selling Teaching Painting How, why and when the activities are performed

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Human behaviors

Sensing Communicating Deciding Writing Job demands

Lifting Walking Jumping jacks?

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Machines, Tools, Equipment, Work Aids

Products made Materials processed Knowledge Services

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Job Context

Working conditions Schedule Organizational context Social context

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Human Requirements

Job-related knowledge and skills

Education Training Work experience Aptitudes Physical characteristics Personality Interests

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Personal attributes

Uses of Job Analysis Information

Job Analysis

Job Description and Job Specification

Recruiting and Selection Decisions

Performance Appraisal

Job Evaluation Wage and Salary Decisions (Compensation) Dr.PUBR/JA.D.S./05 1212

Training Requirement s

Uses of Job Analysis Information

Recruitment and selection Compensation Performance Appraisal Training Discovering unassigned duties Legal compliance

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Recruitment and Selection

Executive recruiting Electronic recruiting Monster International How to recruit Assessment and selection

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Compensation

Job value Salary Bonus Relative job worth

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Training
The job description should show the activities and skills and therefore the training that the job requires.

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Discovering Unassigned Duties

Job analysis can also help reveal unassigned duties.

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Steps in Job Analysis

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

Decide how to use the information Review relevant background information Select representative positions Conduct the analysis Verify with the worker and supervisor Develop a job description and job specification
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Process Chart for Analyzing Work Flow

Input from Plant Managers Input from Suppliers

Job Under Study Inventory Control Clerk

Information Output to Plant Managers Dr.PUBR/JA.D.S./05

Inventory Output to Plant Managers 1919

Methods of Collecting Job Analysis Information

The interview Questionnaire Observation Participant diary/logs Quantitative techniques Multiple sources of information

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Collecting Job Analysis Information

Joint effort between HR, the worker and the supervisor SMEs (Subject Matter Experts)

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Employees may be Concerned Because of

Resistance to change Possible changes to job duties Changes to pay Lack of trust of consequences The same job title may have different responsibilities and pay rates in different departments
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Widely Used: The Interview

Individual interviews with each employee Group interviews with groups of employees who have the same job Supervisor interviews with one or more supervisors who know the job.
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Sample Interview Questions

s s

s s

s s

What is the job being performed? What are the major duties of your position? What exactly do you do? What physical locations do you work in? What are the education, experience, skill, and [where applicable] certification and licensing requirements? In what activities do you participate? What are the jobs responsibilities and duties?
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Sample Interview Questions (continued)

s s

s s

What are the basic accountabilities or performance standards that typify your work? What are your responsibilities? What are the environmental and working conditions involved? What are the jobs physical demands? The emotional and mental demands? What are the health and safety conditions? Are you exposed to any hazards or unusual working conditions?
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Interviewing
Questions after the interview:

How well was the interview planned? Was rapport established? Were needs uncovered? Did the interviewer relate? What did the non-verbal behaviors suggest?
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How to Conduct a Questionnaire Session

Use a specific questionnaire Establish rapport Follow a structured approach List duties in order of importance or frequency of occurrence Review and verify the data
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Observation

Observation may be combined with interviewing Take complete notes

Talk with the person being observed explain what is happening and why wAsk questions
w

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Diaries and Logs

Time-consuming Self-reporting Remembering what was done earlier Can use dictating machines and pagers

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Quantitative Job Analysis Techniques

Position Analysis Questionnaire Functional job analysis

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Sample Position Analysis Questionnaire

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Position Analysis Questionnaire Items

Information Input Mental Processes Work Output Relationships with Other Persons Job Context Other Job Characteristics

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Functional Job Analysis

Used beginning in the 1940s Seven scales to describe what workers do in jobs:
(5) Reasoning (6) Math (7) Language

(1) Things (2) Data (3) People (4) Worker Instructions

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Writing Job Descriptions

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

Job Identification Job Summary Relationships Responsibilities and Duties Standards of Performance Working Conditions and Physical Environment
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Sample Job Description

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Job Identification

Title Fair Labour Standards Act Date Approvals Supervisors title Salary Grade level
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Job Summary

General nature Major functions or activities Includes general statements

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Relationships Statement for Human Resource Director

Works with all department managers and executive management
i c e P r e s i d e n t E m p l o y e e R e l a Works with t i o n s employment agencies, H u m a n R e s o u r recruiters, union c e D i r e c t o r reps, state and federal agencies, D e p a r t m H e un mt a n R e vendors r c e s o u S e c r e t a r y C l e r k T A d e s t L a b o r R e l a t i o m i n i s t r a t ao nr a g e r M n s V

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Responsibilities and Duties

Examples

Establishes marketing goals to ensure share of market Maintaining balanced and controlled inventories Purchasing authority Discipline Interviewing and hiring
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Defines the limits of job holders authority

Standards of Performance Example

Duty: Meeting Daily Production Schedule

Work group produces no fewer than 426 units per working day Next workstation rejects no more than an average of 2% of units Weekly overtime does not exceed an average of 5%
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Writing Job Specifications

What human traits and experience are required to do the job well?

Specifications for trained versus untrained personnel Specifications based on judgment Specifications based on statistics

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Job Related Behaviors

Industriousness Thoroughness Schedule flexibility Attendance Off-task behavior Unruliness Theft Drug misuse
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Statistics and Job Analysis

Analyze job Select personal traits Test Measure subsequent job performance Statistically analyze relationship between trait and performance Dr.PUBR/JA.D.S./05

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Job Analysis a Practical Approach

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

Decide on a plan Develop an organization chart Use a job analysis questionnaire Obtain lists of job duties from O*NET Compile the jobs human elements Complete your job description

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Step 1: Decide on a Plan

Broad outline What do you expect your sales revenue to be next year? What products will you emphasize? Internally, what will expand, reduce, consolidate or grow What new positions will you need?
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Step 2: Develop an Organization Chart

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Step 3: Use a Job Analysis Questionnaire

Job Title: Description of the Job: Tasks

JOB ANALYSIS
Standards for Performance Conditions for Performance

Tools Used

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Step 3: Continued

Subject Area Title: Content Description and Relevant Definitions: Tasks Tools Used Standards for Performance Conditions for Performance

CONTENT ANALYSIS

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Step 4: Obtain Lists of Job Duties

Check out O*.NET Find the description of a retail salesperson Then, complete Step 5: Compiling the jobs human requirements and Step 6: Completing your job description.

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Part 5: Job Analysis in a Jobless World

From specialized to enlarged jobs Why managers are de-jobbing their companies

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Specialized to Enlarged Jobs

Job Enlargement = same-level activities Job Rotation = moving from one job to another Job Enrichment = redesigning to experience more responsibility, achievement, growth and recognition

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Trends and De-Jobbing

Rapid product and technological changes

Competition

Global Changes

Demographics
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Traditional Organization Chart

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Flatter Organizations

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x e c u t iv e a n d p e r a t io n s T e a m F in a n c e T e a m P u r c h a s i n S aa l n s , S e r v i g e d S u p p l l i e r Q u M l ai t ry k e t i n g a T e a m T e a m

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How Organizations are Responding

The boundaryless organization Re-engineering Broadbanding job descriptions Performance-based job descriptions Empowered employees Skills matrices

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Flat and Boundaryless Organizations

Gen WAL eral MART Elec I K E A Procter & Gamble tric
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The Skills Matrix for One Job at British Petroleum

H G F E D C B A
Technical Expertise

H G F E D C B A
Business Awareness

H G F E D C B A
Communication & Interper-sonal

H G F E D C B A
Decision Making & Initiative

H G F E D C B A
Leadership & Guidance

H G F E D C B A
Planning & Organizational Ability

H G F E D C B A
Problem Solving

Dr.PUBR/JA.D.S./05 The highlighted boxes indicate the minimum level of skill5757 required for the job.

Any Questions ?
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