Chapter four

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What is job analysis?

Information Collected for Job Analysis

Uses of Job Analysis

Steps in Conducting Job Analysis

Ways of Job Redesign

Methods of Collecting Job Analysis Information

Components of Job Description

Writing Job Specification

Competency-Based Job Analysis

Discussion

Assignment

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 The Basics of Job Analysis:
Terms
§ 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 requirements Human

behaviors
Information
Collected Via Job
Analysis
Machines, tools,
Job
equipment, and work
context
aids

Performance standards
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Uses of Job Analysis Information
Recruitment
and selection

EEO
compliance Compensation

Uses of Job Analysis

Discovering unassigned
Performance appraisal
duties

Training
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 Steps in Conducting Job Analysis
Steps in doing a 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.

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 Organization Chart

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 Other Processes involved in Job
Analysis
Job analysis may involve these processes:
§ process chart provides a detailed picture of a job’s work flow. In its simplest
form, a process chart shows the flow of inputs to and outputs from the job
you’re analyzing.
§ Workflow analysis. A detailed study of the flow of work from job to job in a
work process. Usually, the analyst focuses on one identifiable work process,
rather than on how the company gets all its work done.
§ Business Process Reengineering. Business process reengineering means
redesigning business processes, usually by combining steps, so that small
multifunction teams, do the jobs formerly done by a sequence of departments.
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 FIGURE 4–2 Process Chart for Analyzing a Job’s Workflow

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Business Process Reengineering
Job Redesign
I. Job Enlargement.
II. Job Enrichment.
III. Job Rotation
( task, position and geographic rotation)

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 Steps in Conducting Job Analysis.
(Cont.)
Steps in doing a job analysis:

3 Select representative positions.

4 Actually
. analyze the job.
5 Verify the job analysis information.
6 Develop a job description and job specification.

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Collecting Job Analysis Information
Methods for Collecting Job Analysis Information

Interviews Questionnaires Observations Diaries/Logs Internet Based

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 I. Interview
§ Information Sources § Interview Formats
ØIndividual employees ØStructured (Checklist)
ØGroups of employees ØUnstructured
ØSupervisors with knowledge
of the job
§ Advantages
üQuick, direct way to find
overlooked information
§ Disadvantage
üDistorted information Prepared by: Yasmine Nabih
 II. Questionnaires
§ Information Source § Advantages
ØHave employees fill out üQuick and efficient way
questionnaires to describe to gather information
their job-related duties from large numbers of employees
and responsibilities
§ Disadvantages
§ Questionnaire Formats
üExpense and time consumed in
ØStructured checklists preparing and testing the
questionnaire
ØOpen-ended questions

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 FIGURE 4–3 Job Analysis Questionnaire for Developing Job Descriptions

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 FIGURE 4–3 Job Analysis Questionnaire for Developing Job Descriptions (cont’d)

Copyright © 2011 Pearson Education, Inc. publishing as

4–18
Prentice Hall
 III.Observation
§ Information Source § Advantages
ØObserving and noting the üProvides first-hand information
physical activities of üReduces distortion
employees as they go about of information
their jobs by managers.
§ Disadvantages
üTime consuming
üReactivity response distorts
employee behavior
üOf little use if job involves a high
level of mental activity more
suitable with jobs relying on
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physical activity
 IV. Participant Diaries/Logs
§ Information Source § Advantages
ØWorkers keep chronological üProduces a more complete picture
diary or log of what they do and of the job
the time spent on each activity üEmployee participation
§ Disadvantages
üDistortion of information
üDepends upon employees to
accurately recall their activities

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 V. Internet Based Job Analysis
Advantages
§ Collects information in a standardized format
§ Requires less time than face-to-face interviews
§ Collects information with minimal intervention or guidance
§ http://online.onetcenter.org
§ https://www.careerplanner.com/

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Using O*Net for Writing Job Descriptions
Using O*Net for Writing Job Descriptions (cont.)
Using O*Net for Writing Job Descriptions (cont.)
 Writing Job Descriptions
Job
identification

Job Job
specifications summary

Sections of a
Typical Job
Working Description Responsibilities
conditions and duties

Standards of Authority of
performance the incumbent
 The Job Description
1. Job Identification 3. Responsibilities and Duties
§ The heart of job description
uContain several types of information
§ Major responsibilities and duties (essential
§ Job title functions).
§ Detailed description of all duties assigned
§ Department without “copout clauses”
§ Location 4. Standards of Performance and Working
Conditions
§ Job code § The standards the company expects its
§ Division employee to achieve
§ Working conditions involved on the job ex: noise
§ Preparation date level, heat.
2. Job Summary 5. Relationships
ØReports to:
§ General nature of the job
ØSupervises:
§ Major functions/activities (very ØWorks with:
brief`) ØOutside the company:
Job Identification
Job Summary
Responsibilities and Duties
Writing Job Specifications

“What human traits and

experience are required to
do this job well?”

Job specifications
Job specifications
based on statistical
based on judgment
analysis
 Competency-Based Job Analysis
§ Competency-based job analysis means describing the job in terms of
measurable, observable, behavioral competencies (knowledge, skills,
abilities and/or behaviors) that an employee doing that job must exhibit
to do the job well.
§ Competencies
§ Demonstrable characteristics of a person that enable performance of a job.
§ Reasons for Competency-Based Job Analysis
§ To create strategically-focused job descriptions.
§ To support the performance management process in fostering, measuring, and
rewarding:
§ General competencies
§ Leadership competencies
§ Technical competencies
FIGURE 4–11 The Skills Matrix for One Job at BP

Note: The lighter color boxes within the individual columns indicate
the minimum level of skill required for the job.
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(Frey, 2014)

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 Assignment
§ Criticize your current job
description ( at your company)
based on what you understood from
todays’ lecture?
§ For those who don't have a clear
job description it's about time to
create one ! please take the chance
to go personally through the 6 steps
of conducting job analysis and the
components of the job description
and create your own job
description using the template
uploaded on Moodle.
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