Human Resource

Management
 Job Analysis: Definition

“Systematic exploration of the activities within a

job.”
- (Robbins)
“Involves compiling a detailed description of tasks,
determining the relationship of the job to
technology or to other jobs and examining the
knowledge, qualifications or employment
standards accountabilities & other incumbent
requirements.”
 Job Analysis

Tasks Responsibilities Duties

Human Resource
Planning
Recruitment

Job Selection
Descriptions Training and
Job Development
Analysis Job Performance Appraisal
Specifications Compensation and
Benefits
Safety and Health
Employee and Labor
Knowledge Skills Abilities
Relations
Legal Considerations
 Collecting Job Analysis Information

• Joint effort between HR, the worker and the

supervisor

• “SME’s” (Subject Matter Experts)

 Methods of Collecting Job Analysis
Information

• The interview
• Questionnaire
• Observation
• Participant diary/logs
 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. (Technical
conference)
 Sample Interview Questions
• 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 job’s responsibilities and duties?
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

 Observation

• Observe individuals performing job

• Observe: what is done, how?

• Easier for activities including physical labor, repetitive

motions

• Observation may be combined with interviewing

 Diaries and Logs

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

• Critical Incident Technique

• Position Analysis Questionnaire

• Functional job analysis

 Critical Incident Technique

• John Flanagan, 1954

• Compilation of acts or behaviors, critical for

the success of the job.

• Interviews & Questionnaires maybe used to

collect info on critical incidents.

 Position Analysis Questionnaire

• Developed by McCormick, Jeanneret, and Mecham (1972)

• Structured job analysis instrument to measure job
characteristics and relate them to human characteristics.
• Consists of 194 job elements falling into six major categories:

• Information Input (35) • Relationships with Other

Persons (36)
• Mental Processes (14)
• Job Context (19)
• Work Output (49)
• Other Job Characteristics (41)
Sample Position Analysis Questionnaire
 Functional Job Analysis

Functions categorized under

(1) Things
(2) Data
(3) People
Basic Department of Labor Worker Functions

DATA PEOPLE THINGS

0 Synthesizing 0 Mentoring 0 Setting up

1 Coordinating 1 Negotiating 1 Precision working

2 Analyzing 2 Instructing 2 Operating—controlling

3 Compiling 3 Supervising 3 Driving—operating

Basic 4 Computing 4 Diverting 4 Manipulating

Activities 5 Copying 5 Persuading 5 Tending

6 Speaking—
6 Comparing 6 Feeding—offbearing
signaling

7 Serving 7 Handling

8 Taking instructions
— helping
 Job Descriptions

• A factual statement and summary of the job

contents

• End product of Job Analysis

 Writing Job Descriptions

1. Job Identification
(Code, Title, Salary, Grade level)
2. Job Summary
3. Relationships
4. Responsibilities and Duties
5. Standards of Performance
6. Working Conditions and Physical Environment
 Job Description
Title: Secretary Pay Range: E10 Date: May 3, 19XX
Code: 201.362-030 Report to: Office Manager
Job Summary: Schedules appointments, gives
information to callers, takes dictation, and otherwise
relieves officials of clerical work and minor
administrative and business detail.
Duties and Responsibilities
•Opens, date stamps, sorts, and distributes mail.
•Answers telephone and provides information/assistance or
routes caller to appropriate staff member.
•Takes phone or visitor messages and delivers to
appropriate individual.
•Greets visitors to the office and directs them to
appropriate individual.
•Composes and types routine correspondence and
memoranda using word processing software.
•Compiles and types statistical reports including tables and
text using spreadsheet software.
•Assists Office Manager with monitoring office supplies.
•Operates and maintains fax machine.
•Makes copies, collates, and staples materials as
requested.
•Establishes and maintains permanent files; files and
retrieves files as requested.
•Performs other related duties as required.
• Physical Demands of the HR Assistant's Job
• These physical demands are representative of the physical
requirements necessary for an employee to successfully perform
the essential functions of the Human Resources Assistant's job.
Reasonable accommodation can be made to enable people with
disabilities to perform the described essential functions of the
Human Resources Assistant's job.
• While performing the responsibilities of the Human Resources
Assistant's job, the employee is required to talk and hear. The
employee is often required to sit and use their hands and fingers,
to handle or feel and to manipulate keys on a keyboard. The
employee is occasionally required to stand, walk, reach with arms
and hands, climb or balance, and to stoop, kneel, crouch or crawl.
Vision abilities required by this job include close vision.
• Work Environment for the HR Assistant's Job
• While performing the responsibilities of the Human Resources
Assistant's job, these work environment characteristics are
representative of the environment the Human Resources Assistant
will encounter. Reasonable accommodations may be made to
enable people with disabilities to perform the essential functions of
the Human Resources Assistant's job.
• While performing the duties of this job, the employee is
occasionally exposed to moving mechanical parts and vehicles. The
noise level in the work environment is usually quiet to moderate.
 Job Specifications

• ‘Person specification’
• What human traits and
experience are required to do
the job well?
• Personal Attributes:
• Essential
• Desirable
• Contra-indicators
 Job Specifications

• Types of attributes to be specified:

• Physical
• Mental
• Emotional
• Behavioral
• Demographic
 Job Specifications-Example
• Knowledge, Skills, and Abilities
• Knowledge of modern office procedures and methods including
telephone communications, office systems, and record
keeping.
• Knowledge of modern business communication, including style
and format of letters, memoranda, minutes, and reports.
• Skill to use a personal computer and various software
packages.
• Skill to type 50 words per minute.
• Ability to establish priorities, work independently, and proceed
with objectives without supervision.
• Ability to handle and resolve recurring problems.
• Credentials and Experience
• Associates degree with courses in secretarial/office
administration.
• Two years related experience or Equivalent combination of
education and experience.
 Job Design

• Structuring work and designating the

specific activities at individual or group level

• Job Design influences employee productivity,

satisfaction and relationships

 Approaches to Job Design

• Classical / Engineering Approach

• Human Relations Approach

• Socio- technical Approach

 Classical Approach to Job Design

• Originated with Taylor’s Scientific management

School.
• Scientific fragmentation & routinization of work
• Problems associated:
• Repetition
• Mechanical Pacing
• Little social interaction
• No personal inputs
 Human Relations Approach

• To design jobs in an interesting manner.

• Influenced by Herzberg’s motivation

hygiene theory.

• Emphasis on achievement, recognition

and growth opportunities

The Job Characteristics Model
Guidelines for Job Redesign
 Socio- Technical approach

• Taking a ‘holistic’ or ‘systems’ view of job.

• Including physical & social environment concerns
• To help people relate what they do & what they
produce to their social life
• Focus on jobs to be reasonably demanding
• Jobs to provide learning opportunities
• Social support & recognition
• Decision making authority
 Socio- technical Approach

Behavioral Dimensions

• Job Enlargement (horizontal/quantitative)

• Job enrichment (vertical/qualitative)

• Job rotation (moving from one job to another)

 Modern Techniques

• Flexi-time

• Telecommuting

• Job Sharing

• Home office