Job Analysis
What is job analysis?
Job analysis is the process through which one
determine the duties of the company’s positions and the characteristics of the
people to hire for them.
Job analysis produces information
for writing job descriptions and job
specifications.
Job descriptions
- job description is a list of a job’s duties, responsibilities,
reporting relationships, working conditions, and supervisory responsibilities-
one product of a job analysis.
Job specifications
- job specifications is a list of job’s “human requirements,”
that is, the requisite education, skills, personality, and so on- another
product of job analysis.
The supervisors or human resources
specialist normally collect one or more of the following types of information
via job analysis:
Work
activities: information
about the job’s actual work activities, such as cleaning, selling, teaching, or
painting. This list may also include how, why, and when the worker performs
each activity.
Human
behaviors: information
about human behaviors the job requires, like sensing, communicating, lifting
weights, or walking long distances.
Machines,
tools, equipment, and work aid: information regarding tools used,
materials processed, knowledge dealt with or applied, and services rendered.
Performance
standards: information
about the job’s performance standards.
Job context: information about such matters as
physical working conditions, work schedule, incentives, and, for instance, the
number of people with whom the employee would normally interact.
Human requirements: information such as knowledge or
skills(education, training, work experience) and required personal
attributes(aptitudes, personality,).
Job analysis information
hierarchy/job terminology.
- Elements, Task, Duty, Position,
Job, Job family, Occupation, Career.
Uses Of Job Analysis Information
Why
job analysis?
Job analysis is vital in effective HR
planning to ensure the best fit between workers & work requirements, and
the individual & organizational needs:
1.Job analysis ensures that the
effects of recent changes have been included into job descriptions.
2.Remove redundancies &/or
develop or expand jobs/work activities for the most effective & efficient
ways to
- organize work
- specify core work activities and
- properly structure the organization
based on key strategic business goals.
3. Compare & contrast the degree of
similarity or difference between geographically divers operating units and
personnel, thereby facilitating more effective restructure programs.
Steps
In Doing Job Analysis
1.Decide
how
you’ll use the information.
2.Review
relevant background information.
3.Select
representative positions.
4.Actually
analyze the job.
5.Verify
the job analysis information.
6.Develop
a job description and job specification.
Methods
of collecting job analysis information
There are many ways to collect job
information. The basic rule is to use those that best fit your purposes.
Purposes before actually analyzing
the job, keep several things in mind.
-Make the job analysis a joint
effort by humane resources manager, the worker, and the worker’s supervisor.
-Make sure the questions and the
process are both clear to the employees.
-Use
several job analysis methods. For
example, a questionnaire might miss a task the worker performs just
occasionally. Therefore it’s prudent to follow up the questionnaire with short
interview.
Methods of job analysis
-Interview
-Questionnaire
-Observation
-Participant diary/logs
-Technical conference
-Quantitative
Job Analysis Techniques
-Functional Job Analysis
-Position Analysis Questionnaire
(PAQ)
1.
Job Description
Job
Description is
a written statement of what job holder actually does, how he or she does it,
and what the job’s working conditions.
- Sample Job Description
Job Description: Training and Development
Specialist
- Job Summary
Training
and development specialists perform training activities for supervisors,
managers, and staffs to improve effectiveness and productivity. They work under
general supervision from higher level training & development professionals
- Job Duties
1.
recommends, plans, and implements training seminars & workshops
2.
Evaluates training needs of the employees by personal conducting interviews,
questionnaires, and statistical studies
3.
Develops instructional materials for seminars & workshops
4.
Counsels supervisors & employees on policies and rules
5.
Performs related duties as assigned
- Worker Specifications
1.MBA
in Human Resource Management
2.
Two years of professional work experience in the training and development area.
2.
Job Specifications
Job specification is
a Statement indicating the minimum acceptable qualifications incumbent must
process to successfully perform the essential elements of their
jobs.
Job analysis in a Worker-Empowered World
-Job
enlargement
-Job
rotation
-Job
enrichment
Competency Based Job Analysis
Competencies: Demonstrable
characteristics of a person that enable performance of a job.
Reasons for Competency Based Job Analysis
To
support a high performance work system(HPWS).
To
support the performance management process in fostering, measuring, and
rewarding;
General
competencies
Leadership
competencies
Technical
competencies
How to Write Job Competencies Based Job
Descriptions
Competencies:
Interview job incumbents and their
supervisors
Ask
open ended questions about job responsivilities
and activities.
Identify
critical incidents that pinpoint success on the job.
Use off the shelf competencies data banks
Potential Problem With Job Analysis
1.Top
Management support is missing.
2.Only
a single means & source are used for gathering data.
3.The
supervisors & the jobholder do not participate in the design of the job
analysis procedure.
4.No
training or motivation exists for jobholders.
5.Employees
are not allowed sufficient time to complete the analysis.
6.Activities
may be distorted.
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