hr knowledge: job analysis_how to figure out what the job actually entails - shrm india

8/8/2019 HR Knowledge: Job Analysis_How to Figure Out What the Job Actually Entails - SHRM India

1/14

Job Analysis: How to Figure Out Whatthe Job Actually Entails

Dale J. Dwyer, Ph.D.


2/14

For more on Indian HR industry, click here

First Things First

T asks are the building blocks of jobs.Jobs are the building blocks of the organization.

To understand the requirements to attract, develop andretain employees , we need to understand what the jobentails.

We do this by looking at job descriptions . But wheredoes this information come from in the first place?


3/14


Job Analysis

A job analysis is a systematic process to collect dataabout work activities; equipment; context; and theknowledge, skills and abilities (KSAs) required of the job.

It examines a jobs mental and physical requirements; theKSAs necessary for job success; the environment wherework is carried out; and the jobs primary and secondaryfunctions.

It is a legal safeguard for many HR practices.

Job analyses are usually done through interviews andquestionnaires.


4/14


What Jobs Should Be Analyzed?

Jobs whose content has changed. Jobs where adverse impact in hiring has occurred. Entry-level jobs. Jobs in which incumbents have poor performance or high

turnover.


5/14


Whats Wrong with this Job Description?

E ssential Duties andResponsibilities of a

RECEPTIONIST : Professionally administer all

incoming calls.

Ensure phone calls areredirected accordingly.

Greet guests in aprofessional, friendly andhospitable manner.

Open and close visitor area(locking doors, closingblinds, turning off lights).

Type memos,correspondence, reportsand other documents.

Perform a variety of clericalduties.

Qualifications/Requirements: Excellent phone etiquette. Excellent verbal

communication skills. Punctual. Able to work with minimum

supervision. Should be customer service-

driven. Knowledge of MS Office

(Word, Excel, Outlook,Access).

Able to multi-task. Professional appearance. High school diploma or GED. Minimum one year

experience.


6/14


Job Components

Identify job components by answering:What does an incumbent actually do?What are the duties, responsibilities and performanceexpectations?

What KSAs are needed for success?What are the conditions--location, physical and socialneeds, supervision needs, etc.-- under which the job isperformed?


7/14


Job Analysis Process

1. Decide on the job(s) to be analyzed.2. Decide on the people who will provide job data.3. Decide on the method to gather job data.

4. Meet with selected employees (manager andincumbents) to explain process and method.5. Collect data.6. Prepare final job analysis data form.7. Send to manager and incumbents for feedback.

8. Revise if needed. Create the job description and sendto manager for approval.


8/14


B ENEFITS AN D L IMIT ATIONS

Job Analysis Interviews andQuestionnaires


9/14


Job Analysis Interview

Most frequently usedmethod.

Interviews withincumbents andsupervisors.

Assumes a thoroughfamiliarity with the job

.Best when conductedusing a structuredformat.

Used to identify critical jobtasks.

Task statements arewritten to describe whatthe worker does, to whator whom, to produce whatoutcome, using what tools,equipment, processes, etc.


10/14


Limitations to Job Analysis Interviews

Heavily dependent on interviewing ability.

Takes time and may not be cost-efficient if there are anumber of jobs to analyze.

Incumbent may distort information to reflect a morecomplex job. It is important to verify information withother incumbents and supervisors.

Should not be relied upon as the only source of information.


11/14


Job Analysis Questionnaire

Task inventories areusually the mostwidely used.

Containsdemographic data,listing of job tasks andrating scales, as wellas working conditions,

equipment used, etc.

Can help combat some of theshortcomings of the interviewmethod.

Can be bought or designed.

Usually specific to one job or job family.

HOWEVER -- Still time-consuming and

costly. Literacy issues.


12/14


How to Interpret a Job Analysis

First, look at the job analysis information (key activities)about WHAT is accomplished and HOW it isaccomplished:

> K nowledge> S kills> Abilities> Work environment

Extract the major points from each aspect and decidehow to word the dimensions and use the weighting toscale the importance of each.


13/14


Once the Job Analysis is Done

Job analysis data can be used to: Create job descriptions. Contribute to the content in recruitment advertising. Determine appropriate selection tests. Assess training needs. Conduct wage and salary evaluation. Determine performance criteria and standards. Provide legal documentation for protection against

discrimination lawsuits.


14/14

T hank You!

For more on Indian HR industry, click hereResource made available by SHRM US

hr knowledge: job analysis_how to figure out what the job actually entails - shrm india

Documents