Job Analysis

Chapter 4

After studying this chapter, you should be able to: Discuss the nature of job analysis, including what it is and how its 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 its done in practice.

Use of Job Analysis Information FIGURE 41 Uses of Job Analysis Information FIGURE 42 Process Chart for Analyzing a Jobs Workflow Steps in Job Analysis Methods of Collecting Job Analysis Information: The Interview Information Sources

Types of Information Collected

Individual employees Groups of employees Supervisors with knowledge of the job Quick, direct way to find overlooked information Distorted information

Advantages Disadvantages

Interview Formats Unstructured FIGURE 43 Job Analysis Questionnaire for Developing Job Descriptions FIGURE 43 Job Analysis Questionnaire for Developing Job Descriptions (continued) Job Analysis: Interviewing Guidelines The job analyst and supervisor should work together to identify the workers who know the job best. It is advisable to 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.

Structured (Checklist)

Methods of Collecting Job Analysis Information: Questionnaires Information Source

Have employees fill out questionnaires to describe their job-related duties and responsibilities Structured checklists Open-ended questions Quick and efficient way to gather information from large numbers of employees Expense and time consumed in preparing and testing the questionnaire

Questionnaire Formats

Advantages

Disadvantages

Methods of Collecting Job Analysis Information: Observation

Information Source

Observing and noting the physical activities of employees as they go about their jobs Provides first-hand information Reduces distortion of information Time consuming Difficulty in capturing entire job cycle Of little use if job involves a high level of mental activity

Advantages

Disadvantages

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 Produces a more complete picture of the job Employee participation Distortion of information

Advantages

Disadvantages Depends upon employees to accurately recall their activities FIGURE 44 Example of Position/Job Description Intended for Use Online FIGURE 44 Example of Position/Job Description Intended for Use Online (continued)

FIGURE 45 Portion of a Completed Page from the Position Analysis Questionnaire TABLE 41 Basic Department of Labor Worker Functions FIGURE 46 Sample Report Based on Department of Labor Job Analysis Technique FIGURE 47 Selected O*NET General Work Activities

Quantitative Job Analysis Techniques

Writing Job Descriptions FIGURE 48 Sample Job Description, Pearson Education FIGURE 48 Sample Job Description, Pearson Education (continued) FIGURE 49 Marketing Manager Description from Standard Occupational Classification The Job Description Job Identification

Job title Preparation date Preparer General nature of the job Major functions/activities Reports to: Supervises: Works with: Outside the company: Major responsibilities and duties (essential functions) Decision-making authority Direct supervision Budgetary limitations What it takes to do the job successfully Job Descriptions

Job Summary

Relationships

Responsibilities and Duties

Standards of Performance and Working Conditions

Using the Internet for Writing

O*NET Online TABLE 42 SOC Major Groups of Jobs

Writing Job Specifications

FIGURE 410 Preliminary Job Description Questionnaire

Writing Job Descriptions (continued) Step 1. Decide on a Plan

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

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 FIGURE 411 The Skills Matrix for One Job at BP

Writing Job Specifications (continued) Steps in the Statistical Approach

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

Competencies a job.

Job Analysis in a Jobless World

Job Analysis in a Jobless World (continued)

Competency-Based Job Analysis

Demonstrable characteristics of a person that enable performance of To support a high-performance work system. To create strategically-focused job descriptions.

Reasons for Competency-Based Job Analysis

 To support the performance management process in fostering,

measuring, and rewarding: General competencies Leadership competencies Technical competencies

Competency-Based Job Analysis (continued) How to Write Job Competencies-Based Job Descriptions

Interview job incumbents and their supervisors

activities.

Ask open-ended questions about job responsibilities and Identify critical incidents that pinpoint success
on the job.

Use off-the-shelf competencies databanks

KEY TERMS job analysis job description job specifications organization chart process chart diary/log position analysis questionnaire (PAQ) U.S. Department of Labor (DOL) job analysis procedure functional job analysis Standard Occupational Classification (SOC) job enlargement job rotation job enrichment reengineering competency-based job analysis