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PowerPoint Presentation by Charlie Cook The University of West Alabama
t e n t h e d i t i o n
Gary Dessler
Part 2 Recruitment and Placement
Chapter 4
Job Analysis
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After studying this chapter,
you should be able to:
Discuss the nature of job analysis, including what it is and how it’s used.
Use at least three methods of collecting job analysis information, including interviews, questionnaires, and observation.
Write job descriptions, including summaries and job functions, using the Internet and traditional methods.
Write job specifications using the Internet as well as your judgment.
Explain job analysis in a “jobless” world, including what it means and how it’s done in practice.
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The Nature of Job Analysis
Job analysis
The procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for it.
Job description
A list of a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities—one product of a job analysis.
Job specifications
A list of a job’s “human requirements,” that is, the requisite education, skills, personality, and so on—another product of a job analysis.
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Types of Information Collected
Work activities
Human behaviors
Machines, tools, equipment, and work aids
Performance standards
Job context
Human requirements
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Uses of Job Analysis Information
Recruitment and Selection
Compensation
Performance Appraisal
Training
Discovering Unassigned Duties
EEO Compliance
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Uses of Job Analysis Information
Figure 4–1
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Steps in Job Analysis
Step 1: Decide how you’ll use the
information.
Step 2: Review relevant background
information.
Step 3: Select representative positions.
Step 4: Actually analyze the job.
Step 5: Verify the job analysis information.
Step 6: Develop a job description and job
specification.
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Charting the Organization
Organization chart
A chart that shows the organizationwide distribution of work, with titles of each position and interconnecting lines that show who reports to and communicates to whom.
Process chart
A work flow chart that shows the flow of inputs to and outputs from a particular job.
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Process Chart for Analyzing a Job’s Workflow
Figure 4–2
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Methods of Collecting Job Analysis Information: The Interview
Information sources
Individual employees
Groups of employees
Supervisors with knowledge of the job
Advantages
Quick, direct way to find overlooked information.
Disadvantages
Distorted information
Interview formats
Structured (Checklist)
Unstructured
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Interview Guidelines
The job analyst and supervisor should work together to identify the workers who know the job best.
Quickly establish rapport with the interviewee.
Follow a structured guide or checklist, one that lists open-ended questions and provides space for answers.
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.
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Methods of Collecting Job Analysis Information: Questionnaires
Information source
Have employees fill out questionnaires to describe their job-related duties and responsibilities.
Questionnaire formats
Structured checklists
Opened-ended questions
Advantages
Quick and efficient way to gather information from large numbers of employees
Disadvantages
Expense and time consumed in preparing and testing the questionnaire
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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.
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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 in 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
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Quantitative Job Analysis Techniques
The position analysis questionnaire (PAQ)
A questionnaire used to collect quantifiable data concerning the duties and responsibilities of various jobs.
The Department of Labor (DOL) procedure
A standardized method by which different jobs can be quantitatively rated, classified, and compared.
Functional job analysis
Takes into account the extent to which instructions, reasoning, judgment, and mathematical and verbal ability are necessary for performing job tasks.
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Sample Report Based on Department of Labor Job Analysis Technique
Figure 4–6
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Writing Job Descriptions
A job description
A written statement of what the worker actually does, how he or she does it, and what the job’s working conditions are.
Sections of a typical job description
Job identification
Job summary
Responsibilities and duties
Authority of incumbent
Standards of performance
Working conditions
Job specifications
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Sample Job Description, Pearson Education
Figure 4–7a
Source: Courtesy of HR Department, Pearson Education.
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Sample Job Description, Pearson Education
Figure 4–7b
Source: Courtesy of HR Department, Pearson Education.
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“Marketing Manager” Description
from
Standard Occupational Classification
Figure 4–8
20. 11-2021 Marketing Managers
Abstract: 11-2021 Marketing Managers. Determine the demand for products and services offered by a firm and Its competitors and identify potential customers. Develop pricing strategies with the goal of maximizing the firm’s profits or share of the market while ensuring the firm’s customers are satisfied.
Source: , accessed November 13, 2003.
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The Job Description
Job identification
Job title: name of job
FLSA status section: Exempt or nonexempt
Preparation date: when the description was written
Prepared by: who wrote the description
Job summary
Describes the general nature of the job
Lists the major functions or activities
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The Job Description (cont’d)
Relationships (chain of command)
Reports to: employee’s immediate supervisor
Supervises: employees that the job incumbent directly supervises
Works with: others with whom the job holder will be expected to work and come into contact with internally.
Outside the company: others with whom the job holder is expected to work and come into contact with externally.
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The Job Description (cont’d)
Responsibilities and duties
A listing of the job’s major responsibilities and duties (essential functions)
Defines limits of jobholder’s decision-making authority, direct supervision, and budgetary limitations.
Standard Occupational Classification
Classifies all workers into one of 23 major groups of jobs which are subdivided into 96 minor groups of jobs and detailed occupations.
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SOC’s Major Groups of Jobs
Table 4–2
Note: Within these major groups are 96 minor groups, 449 broad occupations, and 821 detailed occupations.
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Is the Job Function Essential?
What three or four main activities actually constitute the job? Is each really necessary?
What is the relationship between each task? Is there a special sequence which the tasks must follow?
Do the tasks necessitate sitting, standing, crawling, walking, climbing, running, stooping, kneeling, lifting, carrying, digging, writing, operating, pushing, pulling, fingering, talking, listening, interpreting, analyzing, seeing, coordinating, etc.?
How many employees are available to perform the job function? Can the job function be distributed among other employees?
How much time is spent on the job performing each particular function? Are infrequent tasks less important to success?
Would removing a function fundamentally alter the job?
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Is the Job Function Essential? (cont’d)
What happens if a task is not completed on time?
Does the position exist to perform that function?
Are employees in the position actually required to perform the function?
Is there a limited number of other employees available to perform the function?
What is the degree of expertise or skill required to perform the function?
What is the actual work experience of present or past employees in the job?
What is the amount of time an individual actually spends performing the function?
What are the consequences of not requiring the performance of the function?
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The Job Description (cont’d)
Standards of performance and working conditions
Lists the standards the employee is expected to achieve under each of the job description’s main duties and responsibilities.
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Writing Job Specifications
Specifications for trained personnel
Focus on traits like length of previous service, quality of relevant training, and previous job performance.
Specifications for untrained personnel
Focus on physical traits, personality, interests, or sensory skills that imply some potential for performing or for being trained to do the job.
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Writing Job Specifications (cont’d)
Specifications Based on Judgment
Self-created judgments (common sense)
List of competencies in Web-based job descriptions (., )
O*NET online
Standard Occupational Classification
Specifications Based on Statistical Analysis
Attempts to determine statistically the relationship between a predictor or human trait and an indicator or criterion of job effectiveness.
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Writing Job Specifications (cont’d)
Steps in the Statistical Approach
Analyze the job and decide how to measure job performance.
Select personal traits that you believe should predict successful performance.
Test candidates for these traits.
Measure the candidates’ subsequent job performance.
Statistically analyze the relationship between the human trait and job performance.
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Writing Job Descriptions
Step 1. Decide on a Plan
Step 2. Develop an Organization Chart
Step 3. Use a Job Analysis/Description Questionnaire
Step 4. Obtain Lists of Job Duties from O*NET
Step 5. Compile the Job’s Human Requirements
from O*NET
Step 6. Complete Your Job Description
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Job Analysis in a “Jobless” World
Job
Generally defined as “a set of closely related activities carried out for pay.”
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From Specialized to Enlarged Jobs
Job enlargement
Assigning workers additional same level activities, thus increasing the number of activities they perform.
Job enrichment
Redesigning jobs in a way that increases the opportunities for the worker to experience feelings of responsibility, achievement, growth, and recognition.
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From Specialized to Enlarged Jobs (cont’d)
Job rotation
Moving a trainee from department to department to broaden his or her experience and identify strong and weak points to prepare the person for an enhanced role with the company
Systematically moving workers from one job to another to enhance work team performance.
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Why Managers Are Dejobbing Their Companies
Dejobbing
Broadening the responsibilities of the company’s jobs
Encouraging employee initiative.
Internal factors leading to dejobbing
Flatter organizations
Work teams
External factors leading to dejobbing.
Rapid product and technological change
Global competition
Deregulation,
Political instability,
Demographic changes
Rise of a service economy.
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Competency-Based Job Analysis
Competencies
Demonstrable characteristics of a person that enable performance of a job.
Competency-based job analysis
Describing a job in terms of the measurable, observable, behavioral competencies (knowledge, skills, and/or behaviors) an employee must exhibit to do a job well.
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Why Use Competency Analysis?
To support HPWS
Traditional job descriptions (with their lists of specific duties) may actually backfire if a high-performance work system is the goal.
Maintain a strategic focus
Describing the job in terms of the skills, knowledge, and competencies the worker needs is more strategic.
Measuring performance
Measurable skills, knowledge, and competencies are the heart of any company’s performance management process.
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Performance Management
Performance management
Managing all elements of the organizational process that affect how well employees perform.
Types of competencies
General competencies
reading, writing, and mathematical reasoning.
Leadership competencies
leadership, strategic thinking, and teaching others.
Technical competencies
specific technical competencies required for specific types of jobs and/or occupations.
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Background Data for Examples
Figure 4–10
Example of Job Title: Customer Service Clerk
Example of Job Summary:
Answers inquiries and gives directions to customers, authorizes cashing of customers’ checks, records and returns lost charge cards, sorts and reviews new credit applications, works at customer service desk in department store.
Example of One Job Duty:
Authorizes cashing of checks: authorizes cashing of personal or payroll checks (up to a specified amount) by customers desiring to make payment by check. Requests identification—such as driver’s license—from customers and examines check to verify date, amount, signature, and endorsement. Initials check and sends customer to cashier.
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HR Scorecard for Hotel Paris International Corporation*
Figure 4–11
Note: *(An abbreviated example showing selected HR practices and outcomes aimed at implementing the competitive strategy,“ To use superior guest services to differentiate the Hotel Paris properties and thus increase the length of stays and the return rate of guests and thus boost revenues and profitability”)
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The Skills Matrix for One Job at BP
Figure 4–12
Note: The light blue boxes indicate the minimum level of skill required for the job.
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Key Terms
job analysis
job description
job specifications
organization chart
process chart
diary/log
position analysis questionnaire (PAQ)
. Department of Labor (DOL)
job analysis procedure
functional job analysis
Standard Occupational Classification (SOC)
job enlargement
job rotation
job enrichment
dejobbing
boundaryless organization
reengineering
competencies
competency-based job analysis
performance management
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