JOB ANALYSIS & PROFILE MATCHING

BY
Arsalan Ahmad

19/03/2019
 JOB & JOB ANALYSIS

• A job is a pattern of tasks,

Job duties & responsibilities that
can be done by a person.

Job • It is the study of patterns of

activity to determine the

Analysis
tasks, duties &
responsibilities needed for
each job
 JOB ANALYSIS INFORMATION

• As HR activities grow in scope & complexity the

duties are delegated towards HR department. HR
Specialists do not know the details of the job as
Job Analysis the operating managers do.

Information
• Job Analysis is the collection of knowledge about
jobs and their requirements.

• The information is systematically collected,

evaluated and organized

• These actions are usually done by HR specialists,

Job
called job analysts, who gather data about each job
but not about every person in the organization.

• The absence of accurate job analysis information

Analyst may mislead managers /specialists during the hiring

process.
 • It is a written statement that explains
the duties, working conditions, and
other aspects of a specified job.
• Within a firm all the job descriptions
should follow the same format.
• It can be written as a narrative
description or can be break down into
Job Description several sub parts clearly mentioning
the tasks, duties & responsibilities.
• The main components of job
description are:
• Job Code
• Job Summary
• Job Duties'
• Working Conditions
• Approvals
 • It describes the job demands on the
employees who do it and the human
skills that are required.
• It is a profile of the human
characteristics needed by the person
performing the job.
Job • These requirements include
experience, training, education and
Specifications the ability to meet physical and
mental demands.
• Internationally demands include
linguistic, legal and cultural familiarity
also.
 PROFILE MATCHING
Profile Matching is a technique used in personnel hiring where an applicant's characteristics are
compared to those of the ideal or typical employee in the position they are applying for.

Each characteristics of the templates is assigned weights using a 5 point scale. Such
characteristics widely vary from job to job.

DESIRED JOB PROFILE

HR MANAGER
Characteristics/competencies Level of importance Points assigned
Leadership High 5
Communication Skills High 5
Interpersonal Relations High 5
Adaptability to change Above average 4
Decision making ability High 5
Strategic planning Below average 2
 POSITION ANALYSIS QUESTIONNARE (PAQ)
PAQ is capable of measuring human characteristics with the job characteristics in a comprehensive
manner. Human behaviors involved in work activities is first categorized into six types and then for each
category separate questionnaire are developed and responses are measured by the analyst on scale of 0
– 5. The categories are:
 Information input
 Mental process
 Work output
 Interpersonal relationships
 Work situations & job context
 Other job characteristics
It also requires the study of:
 tools and equipment required for job performance,
 physical & perceptual requirements of jobs,
 mathematical requirements,
 communication requirements
 decision making
 order of work, standards, job conditions and
 perceived job characteristics.
PAQ is considered the most power tool for job analysis and it is also used extensively by the organizations across
the world.
OTHER JOB ANALYSIS METHODS
Common Metric
Questionnaire
(CMQ)
• Developed by Harvey
(1991).
• It is a worker oriented job
analysis instrument and
is applicable for different
nature of jobs.
• It has different sets of
questions on job
characteristics under five
major sections.
• These are background,
physical & mechanical
activities, work setting,
contacts with people and
decision making.
Fleishman Job Fine & Wiley
Analysis Survey
(F-JAS) FJA
• Developed in 1991 by • Developed by Fine &
Fleishman & Mumford Wiley in 1971.
and known as “Ability
requirement scales”. • It suggests seven
scales to measure
• Helps in understanding a
job measuring 52 what workers need to
cognitive, physical, do in a job.
psychomotor and • Things, data,
sensory abilities. people, worker
• The scale actually instructions,
measures or rates the reasoning, match &
level of ability as language.
functioning requirements
for a job. • Each scale has
multiple levels
indicating specific
behavioral statements
and illustrative tasks,
 JOB QUESTIONNARE
 It is a special tool for coordinating job information is in printed form.

 Essential information about the job is listed either by employees or by his

supervisors.

 The major advantage of this method is that it uses the knowledge of those who are
proximate to the job.

 It gives each employee an opportunity to participate and contribute by giving

responses to the questionnaire which facilitates in compilation of job information.

 It can also be used as a job description and also communicating the upto date job
information to the employees.

 Its success depends on the understanding and writing ability of individual employees
and supervisors.
 JOB SCULPTING
 Developed by Butler & Waldrop in 1999 based on the concept that job profiles may be designed in line
with the interests of the employees.

 They suggested the need for job sculpting for appropriate job person fit, so that people do not leave
the jobs as the jobs are not in line with there interests.

 An observation indicates that in many organizations people leave jobs despite being well paid,
enjoying good work environment, good career opportunities maintaining work life balance etc.

Creating job profile via this technique helps the employees to sensitize their deeply held interests, which
they try even try to fulfill through their jobs and feeling satisfied while doing jobs.

Eight different life interest of employees are recommended of which at least presence of three can make
the jobs more interesting.

It can create a performance driven work culture, ensure talent retention and increased level of employee
engagement.
WAYS OF JOB SCULPTING
Technology
Application

Quantitative Analysis

Scope for Theory

development & conceptual
Job sculpting is
WAYS OF JOB
thinking
a process of
SCULPTING Creativity matching
Counselling & people to jobs
based on their
mentoring

“embedded life
Scope for managing
people & relationships

Scope for interests”.

organizational control
Opportunities of using
their language & ideas
 CULTURE JOB FIT
Lareau & Weininger 2003
Successs of R&S largely
depends upon congruity of
culture of the employees or the
organizations & the new hires.
Elliot & Smith (2004)
Recruitment is just not economic
satisfaction, it is a social closure.
Bourdieu 1984
Cultural similarities of
employers and employees in
terms of shared tastes,
experiences, leisure pursuits,
& self presentation styles.
Furnham
Congruence between the
norms and values of the
organization and those of
the person.
 CULTURE JOB FIT
Questions that can help in assessing
culture fit in an organization:

 What type of culture do you thrive in?

 What values are you drawn and what’s your ideal workplace?
 Why do you want to work here?
 How would you describe our culture based on what you have
seen?
 What best practices would you bring with you from an other
organization?
 Tell me a time when you worked with an organization where
you felt you were not a strong culture fit?
 PERSONALITY BASED JOB ANALYSIS (PBJA)
PBJA is recommended with other traditional job analysis instruments for
better understanding of a job.
The purpose is to divide the job into several smaller units, and then to
document job specific characteristics which are essential for the
successful execution of a job.
It also helps to predecide the personality traits required for execution of
jobs and in the process can make the selection process more fool
proof.
In a changing business environment, to get the right fit, employers
make us of personality tests in R&S process.
 MEASUREMENT OF PERSONALITY TRAITS
Cattell (1965)
16 PF APPROACH
• Reserved vs warm
• Concrete reasoning vs abstract
reasoning
• Reactive vs emotionally stable
• Deferential vs dominant
• Serious vs lively
• Expedient vs rule conscious
• Shy vs socially bold
• Utilitarian vs sensitive
• Trusting vs vigilant
• Practical vs imaginative
• Forthright vs private
• Self assured vs apprehensive
• Traditional vs open to change
• Group oriented vs self reliant
• Tolerates disorder vs
perfectionist
• Relaxed vs tense
Eysenck
Personality
Questionnare
• Introversion – extraversion
(continuum of sociability,
dominance, liveliness)
• Emotionality – stability
(continuum of upset and
distress)
• Psychoticism
(psychologically unattached
to other people). It also
indicates a tendency to be
hostile, manipulative and
impulsive.
Mayers Briggs Type
Indicator
MBTI
• It is a 100 question
personality test to
understand people’s
feeling and actions in a
given situation.
• The responses are
classified into four major
types such as:
• Extroverted vs introverted
• Sensing vs intuitive
• Thinking vs feeling
• Judging vs perceiving.
• These were than
combined into 16
personality types
MEASUREMENT OF PERSONALITY TRAITS
THE BIG FIVE MODEL

NEUROTICISM EXTRAVERSION OPENNES TO

(Emotional stability) EXPERIENCE
(introversion)
(closeness to
experience)

CONSCIENTIOUSNESS
AGREEABLENESS
(disagreeableness) (lack of Conscientiousness)

16
 INTELLIGENCE
It is mental capacity that among other things involves the ability to reason, plan, solve
problems, think abstractly, comprehend complex ideas, learn quickly and learn from
experience. It is not a book learning or a narrow academic skill rather it reflects a
broader and deeper capability for comprehending our surroundings.

Popular theory of intelligence is After conducting IQ tests two separate IQ scores are
based on psychometric testing obtained for a person. The verbal IQ & performance
and intelligent quotient (IQ) IQ with individual scores for each subset within the
tests. verbal and performance categories.
Researchers believe that • Digit symbol
intelligence results from • Picture completion
independent capability that • Block design
uniquely contribute to human • Picture arrangement
intellectual performance • Object assembly
Both of these scores (verbal + performance) can
then be combined to give an overall IQ score.
 EMOTIONAL INTELLIGENCE (EQ)
Goleman defined EI in 1995 as:

“capacity for reorganizing our own feelings and those of others, for
motivating ourselves, for managing emotions well in ourselves and in our
relationships”.

Rational thinking cannot predict success and even with high IQ people
fail. Organizations tend to develop leadership skills and competencies
among employees for enhancing their EQ.

It embraces on two aspects of intelligence:

 Understand self, goals, intentions, responses, behavior and

 Understanding others and their feelings.
DOMAINS OF EMOTIONAL INTELLIGENCE (EQ)
Knowing
your
emotions

Managing Managing
emotions your
of others emotions
Domains
of EQ

Recognizing
and Motivating
understanding
other people’s yourself
emotion
 ETHICAL GUIDELINES FOR
PSYCHOLOGICAL TESTING

Ethical Guidelines for

psychological testing

Test Integrating test

Identification of Norms of
Reporting the information scores and
constructs for a providing hiring
test results before interview
particular job recommendation
administration results
 JOHARI WINDOW & PERSONALITY &
TRAINING ON PERSONALITY
The Johari Window is a widely used model for understanding and training self awareness, personal
development, improving communications and interpersonal relationships, group dynamics, team
development and intergroup relationships.

It actually represents information-feelings, experience, views, attitudes, skills, intentions, motivations

etc within or about a person-in relation to their group from four perspectives:
What is known by the What is unknown by the
person about him/herself person about him/herself
and is also known by but which others know-
others- open area, open blind area, blind self or
self, free area, free self. blind spot.
What the person knows What is unknown by the
about him/herself that person about him/herself
others don’t know hidden and is also unknown by
area, hidden self, avoided others- unknown self or
area, avoided self. unknown area.
JOHARI WINDOW – MODEL DIAGRAM

1
2
Open
free Blind
area Area

3 4
Hidden Unknown
Area Area
 PERSONALITY ASSESMENT
INTERVIEW METHODS
Formal method in which organized
questions are asked face to face and the
informal method which is used when
obtaining information about maladjusted
people.
RATING SCALES
Useful method for learning what impression
and individual has made on person with
whom he comes into contact in respect to
some specified trait .

BEHAVIOR INVENTORY PROJECTIVE

TECHNIQUES
• Direct which deals with specific
QUESTIONNAIRE An ambiguous
information and no efforts are
made to conceal the meaning of situation into
It represents a list of statements which the
the questions.
which are to be answered by individual reads
checking one of several possible • Indirect which conceals the real his own wishes,
answers. These can be personal, purpose by giving a choice fears and
attitude and interest questions. whereby one has to select one or fantasies.
two alternatives. 23
THANK YOU

Q&A SESSION