chapter 1 - job analysis

8/8/2019 Chapter 1 - Job Analysis

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Chapter one

Job Analysis


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Chapters main purpose:

The main purpose of this chapter is to show you how

to analyze a job and write professional job descriptions


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Job Analysis:The procedures for determining the duties and skills

requirements of a job and the kind of person who should be

hired for it .Job description:

A list of a jobs duties , responsibilities, reporting

relationships, working conditions, and supervisory

responsibilities. It is a product of the job Analysis.


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Job Specifications:

A list of a jobs human requirements those should be possessedby the person who will perform the job. They could be education,

personality characteristics , certain level of skills, or knowledge.

SKAs:

Means skills , knowledge, and abilities or attitude


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Organization Chart:

A chart that shows the organization distribution of work and

hierarchy of positions. It includes titles of the organizations

jobs and the interconnecting lines which shows who reports

and communicates to whom.

Process chart:

A work flow chart that shows the flow of inputs of

a particular job and outputs of it.


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Job analysis is considered as the basic source of information forseveral interrelated HR activities:

`Recruitment & selection:

Information offered by the job analysis in form of job description

and job specifications , is considered as the back bone of uppermanagement decisions regarding selecting and hiring their staff

` Compensation:( Wages , Salaries, & other benefits)

Compensation usually determined based on the required SKAs ofeach job. Therefore, job analysis is considered very essential

when it comes to compensation activities.


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`Performance Appraisal:

Performance appraisal means comparing the actual performanceof employees to the performance standards of a certain job. Sothe majority are using the job analysis as a reference to determine

the specific activities and performance standards of a certain job.

` Training & People Development:

Job analysis reveals the required SKAs of a job, therefore wedepend a lot on it when designing a certain training program for

this job.


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Before digging into details , we can simply figure out the process of jobanalysis using the following diagram:

Gathering data

Reviewing JDS &

OCs

Selecting a

sample

Analysis steps

Revision &

Approval

Developing JDs

& JSs


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` Gathering data is based on two essential factors, they are as

the following:

A) Which information should be collected

B) How to collect this required information


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A) Types of information should be collected:

` Work Activities : collecting info about the jobs actual workactivities ,such as, selling, teaching, painting. The rule of 4wives & husband

` Job context: means collecting info about the conditionsunder which the job is performed, such as physical demand,location, number of direct reportees, approved budgets,internal & external communications,etc.

` Machines , Equipments , & tools: collecting info about

types of machines or other equipments are used to performthis job, and what critical competences should be possessed

by the person who will perform.


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` Performance Standards: In terms of quantity or quality

levels for each job duty or task. This is very essential when it

comes to appraise employees. Also it helps a lot when in

comes to assess each jobs complexity or difficulty.

` Human requirements: means all issues related to the

person who will perform the job regarding having job related

knowledge, skills and / or , the required personal attributes

(physical characteristics, interests, etc..)


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B) JA information collection methods:There are many techniques could be used when doing the part

of information collection , those techniques are widely common

used, and we refer to them using the term of(Qualitative Techniques), because these techniques rely on

collecting the info in comprehensively way, so, they focus a lot

on the job details regarding duties , responsibilities , and the like ,

more than assess the quantitative job factors.


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The qualitative techniques are :

logs

Questionnaires

Observations

Interviews


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1- Interviews:

Are the most common used techniques , and usually done through

3 types:

` Individual : with only one employee

`Group of employees : who are typically doing the same job with

the same duties and responsibilities.

`Group of supervisors: who are fully understand the job know

how.

Fixed role : in all types of interviews the supervisor should

attend to verify the accuracy of information collected.


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Sample of interviews typical questions:

` What is the job being performed?

`What are the major duties of your position?

`

What actually do you do?`What are your duties & responsibilities?

`What physical location do you work in?

`What are the performance standards of your job?

`

What are the jobs physical, emotional, or mental demand?`What are the jobs health & safety conditions?


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2- Questionnaires:

To simply define what is questionnaire , we can consider it as a

checklist contains a number of questions , should be answered

and filled out by the end user.

The same goes for the Job Questionnaire. As a main point is that

you have to decide how will your questionnaires question will be

formed?


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There are 2 types of questionnaire questions :

` Structured questions : close ended questions , using the role of 4

wives & husband, the questions are directed toward a big number of

specific tasks and duties , and the employees are asked to indicatewhether they are performing or not.

`Unstructured questions: Open ended questions , are directed toward

having the point of view of each employee using his / her own language

and terminology. Such as, state your jobs overall purpose.


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3- Observation:

The job analyst using this method should notice all the analyzedjobs related activities , record them into a certain mannerfacilitates recalling, and verify them with the job performer.

The method is useful when observing a job needs mainly physicalactivities , and useless when the job needs mental or logicalactivities.

Observation is a handicapped method, as you can not fully relyon it when analyzing a job, it should be used along with

interviewing method, in order to assure the accuracy of all theinformation gathered.


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4- Logs:

Log: is a list made by workers for every activity in which they

engage clarified with the time each activity takes.

This method is not that effectiveness to rely on it as a mono

methodology , because a lot of worker do not give accurate info

in this log, they whether exaggerate some activities or underplay

other , based on their own preferences ( Likes & Dislikes).


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OC : Organization chart

JD : Job description

It is very essential to review all the analyzed jobs related

organization charts, process chart, and already made job

description before analyzing the job.

It gives you chance to understand and recognize the volume of

the jobs inputs & outs, the range of communication whether

internally or externally , and the appropriate place in which thejob could fit within the organization.


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Question: Why is this important?

Answer : to save time & effort.

Many times you will find that there may be too many similar

positions need to be analyzed. So do not waste your time in doing

this.

Example: If there is one job done by 100 workers, you have only

to take a sample of 5 10 worker to apply with them the job

analysis techniques.


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This step is consider as the mid road of the job analysis process.

As the job analyst here starts to convert all the qualitative

information gathered into form of quantitative outputs using the

analysis techniques.

The job analysis techniques are referred by

( Quantitative techniques), this because the basic formation of

those techniques relies on a methodology called ( Rating

System).

Rating : giving a certain score or numeric value for a certain item

needs to be appraised or measured.


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What are the quantitative techniques?

PAQ

DOL

FJA


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PAQ ( Position Analysis Questionnaire)

` A structured questionnaire used to collect quantifiable data

concerning the duties and responsibility of a job.

` How does it work?

As we mentioned before , it is formed based on structured rating

methodology , using a scale from (0) to (5)

(0) is the lowest rating point

(5) Is the highest rating point


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This system is mainly dividing each job into main 5 pillars , they

are as the following:

Decision making / Communication responsibility

Performing skilled activities

Physical demand

Operating Machines / Equipments

Processing data

And then the analyst classifies all the gathered info according to

those 5 pillars , and then start rating them using the rating scale.


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DOL ( U.S Department of labor procedures)

` A standardized method by which different jobs can be quantitatively

rated , classified , and compared , based on 3 pillars ( Data , people,

things)

`FJA ( Functional Job Analysis)

The same as DOL , but the jobs are quantitatively rated based on extra 4

pillars in addition to the 3 of DOL , they are

Necessity of special instruction

Necessity of reasoning & judgment abilities

Necessity of Mathematical abilities

Necessity of verbal or language abilities


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After finishing the job analysis assignment using the analyzing

techniques , the job analyst has to revise the analysis out come

with both of the job performer and his immediate supervisor ,

also he has to seek the approval of the concerned line manager.

This helps to ensure that all achieved results are correct and

accurate , also it gives the job performer a chance to revise his

jobs duties and responsibility, and accept them in their new

form.


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Now , it is the time of the final step , here , the job analyst will

develop the 2 required outcome of the Job analysis:

Job description: covering all the jobs purpose, duties &responsibilities, context , and working conditions

Job specifications: covering all the jobs human requirements.


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There is no standard format for writing the job description ,

but there are common components or sections , should becovered while writing the job description.

What are those sections ?


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Job Identification

Job Summary

Relationships

Duties & Responsibilities

Standards of performance

Job Dimension

Job specifications


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1- Job Identification :

It is a quick check hand or introduction about the job, contains

certain information , as the following:

`Job title : Specifies the function performed, and the name of job

For example

Marketing Manager

Is the function performed Is the job`s name


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` Reporting channel: means to whom the job holder should report.

Location: means the location in which the job will performed ,

such as : main office, branch office, factory, production line , state

or zone etc.Job holder name

Job code: In case that each job in the organization has a certain

serial number or code

Date: on which the job description was developedJob grade : the rank of this job according to the grading system

Approvals


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2- Job Summary:A brief describes the general nature of the job and it includes only its

major functions or activities.

For example: if we have a job of ( National Sales Manager) , its jobsummary could be as the following:

Implement the national sales strategies and plans to accomplish sales

targets, increase volume, maximize revenues, increase the companys

market share, profit and execute the approved plan efficiently and

effectively. Develop good relationships with the companys

customers and clients. Train & develop the sales team.


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3- Relationships:

It reveals the job holders scope of relations with other , however,

internally or externally.

Internal relationships: reports to whom, supervises who, works with

who. ( inside the organization)

External relationships: clients, governmental institutions, suppliers,agencies, firms , sister companies, etc. (out side the organizations)


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4- Duties & Responsibilities:

This section presents a list which reflects the major tasks , activities ,

and responsibilities of the job. This is done through listing all the

jobs tasks in order of importance, and giving a percentage for eachtask based on time consumption, frequency , priority etc.

How to write professional & effective

Duties &Responsibilities ??


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5- Performance standards :

It is a list reveals the standards the employee is expected to achieve

under of the job descriptions main duties and tasks.

Those standards should be addressed in numerical manners, or through

using percentage scales.For example

`Produce 350 units per shift.

`Reduce waste to 20% less.

`Possessing at least 15% of local market share.`Handling customer complaint within 3 minutes.


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6 Job Dimensions:

A section that reveals the scope of the job in terms of :

1- Approved Budget or monetary value

2- Number of direct subordinates

3- Total Head Count


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7- Job specifications :

Is the last step in writing the job descriptions, and it is simply the

answer of the question which humans traits & skills are required to

perform this job accurately?

Professionally, the following points should be covered, to assure

accurate job specifications


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` Age

Èducation

`Post graduate degrees

`Years of experience`Language capabilities

`Computer skills

Èquipment / machines operating skills

`Physical demand ( health conditions)`Mental capabilities ( analytical thinking conceptual thinking)

Ìnterpersonal skills


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Real Samples of Job Descriptions 1


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Real Samples of Job Descriptions 2

Developed by Ahmed Adel - 2009


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End of chapter one

chapter 1 - job analysis

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