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Job Analysis and the Talent

management Process
 CHAPTER: 4 (From 23 slide to onward):

Q1: What is relationship of chain of command?

Ans: The relationship of the chain of command in a job
description refers to the structure of authority (power) in a
workplace. It shows who you report to and who reports to you,
its helps establish clear communication and decision making
with in organization.
Example:
"Reports to" section in a job description tells you who your
immediate boss is. The "Supervisor" section tells you who you
will directly manage or supervise in your role. The "Work with"
section explains the people you will collaborate with internally
within the company, and the "Outside the company" section
refers to the people you will interact with externally, such as
clients, vendors, or partners. It helps give you an idea of the
different individuals you will work with in your job.
Q2: What is the Responsibilities and duties in the job
description?
Ans: This is the heart of the job description. It should present a
list of the job’s responsibilities and duties. list each of the job’s
major duties separately, and describe it in a few sentences. This
section may also define the jobholder’s authority limits.

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Example:
For instance Job’s duties includes:
the duties mentioned in the job description of sales person:

- "Achieve quantitative sales goals": This means that the

person in this job is responsible for meeting specific sales targets
or numbers.

- "Determine sales priorities": This means that the person in

this job decides which sales activities or tasks are most
important and should be focused on.

For other jobs, some typical duties could be:

- "Make accurate postings to accounts payable": This means

accurately recording and documenting financial transactions
related to payments made by the company.

- "Maintain favorable purchase price variances": This means

ensuring that the company gets good deals and favorable price
differences when purchasing goods or services.

- "Repair production line tools and equipment": This means

fixing and maintaining the tools and equipment used in the
production line to keep it running smoothly.

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OR
he job holder in this position might have the authority to:

- Approve purchase requests up to $5000: This means they can

give the go-ahead for purchases up to a certain amount without
needing additional approval.

- Grant time off or leaves of absence: They can approve and

allow employees to take time off from work or go on leaves of
absence.

- Discipline department personnel: They have the power to take

action and address any disciplinary issues or concerns with
employees in their department.

- Recommend salary increases: They can suggest or propose

salary raises for employees based on their performance and
contributions.

- Interview and hire new employees: They have the

responsibility to conduct interviews and make decisions about
hiring new employees for the company.

These are some of the tasks and responsibilities that the job
holder may have.

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Q3: Usually, the manager’s basic question here is, “How do I

determine what the job’s duties are and should be?
Ans: there are two ways to determine a job's duties:

1. Job analysis: This involves studying what employees

currently do in their roles. It helps identify the tasks and
responsibilities of the job.

2. Standardized job descriptions: There are sources like the

U.S. government's Standard Occupational Classification (SOC)
that classify jobs into different categories. These descriptions
can be used by employers to understand the duties and
responsibilities of specific jobs.

By using these methods, managers can determine what the job

entails and what tasks need to be performed, such as
determining product demand or other specific responsibilities.

Q4: What is Standard Occupational Classification (SOC)

and how much it divided into groups?
Ans: The Standard Occupational Classification (SOC) is system
used by the U.S government categorize different types of jobs.
It helps the government and other people organize and
understand all the different types of jobs out there. It's like a big
helpful tool for understanding the workforce!
Division of groups:
There are 23 major groups like "Management Occupations" and
"Healthcare Occupations." Each major group then has smaller
categories called minor groups, which have more specific job
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types. And within those minor groups, there are even more
detailed occupations, totaling 821 different types of jobs. It's a
way to break down and categorize all the different kinds of work
people do.

Q5: Which source do you think would be the most helpful in

finding job description?
Ans: 1: The employer may also use other popular sources of job
description information, such as www.jobdescription.com.
Another simple solution is just to Google the job description you
want, by seeing online what others are doing.
Thus,
2: someone writing job descriptions for marketing manager
would readily find relevant online descriptions using methods
like these:
● Go to http://hiring.monster.com. Then click Resource
Center, then Recruiting and Hiring Advice, then Job
Descriptions. Then find the Marketing and Sales Manager
Sample Job Description.
● Go to www.careerplanner.com. Then click Job Descriptions,
then scroll down to the job description you’re interested in.
● O*NET online, as noted, is another option for finding job
duties. We present an example in the HR Tools for Line
Managers and Small Businesses feature at the end of this
section.

Q6: What do you know about the” Standards of

performance” section in a job description and the working
conditions mentioned in it?
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Ans: The "standards of performance" section in a job

description tells employees what the company expects them to
do for each duty. One way to set these standards is by finishing
the sentence, "I will be completely satisfied with your work
when..." for each duty. This helps create clear expectations. The
job description might also mention the working conditions, like
how noisy it is or if there are any potential dangers. It's
important to know what to expect in your work environment.

Q7: How can small business owners simplify the job analysis
process and ensure they don’t overlook any duties when
writing job description?
Ans: If small business owners don't have their own job analysts
or HR managers, they may face challenges in doing job
analyses. They might need a simpler approach than using
questionnaires, and they may worry about missing important
duties when writing job descriptions. One option for them is to
use resources like the Standard Occupational Classification,
websites like jobdescription.com, or the Department of Labor's
O*NET. These resources provide detailed descriptions of
different jobs and their requirements. O*NET, for example, is a
free online tool that can help with writing job descriptions. It's
all about finding the right resources to make the process easier.

Q8: What kind of information are you looking for about

O*NET? Do you want to know how it can help you in your
career planning or job search?
Ans: The U.S. Department of Labor has this cool online tool
called O*NET. It gives you all the important info about different
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jobs, like what skills and education you need. It even tells you
the specific duties for each job. It's helpful for employers and
career planners to check things like job market trends and
earnings. It's like a one-stop shop for job info.

Q9: What is specification for trained personnel?

Ans: When it comes to hiring trained and experienced
employees, writing job specifications is relatively
straightforward. You focus on factors like their previous service
length, quality of training, and job performance.

Q10: What is specification for untrained personnel?

Ans: However, things get more complex when hiring untrained
individuals with the intention of training them on the job. In this
case, you need to specify qualities like physical traits,
personality, interests, or sensory skills that indicate their
potential for performing the job or being trainable.

Q:11 What specification based on judgement?

To make educated guesses about job specifications, supervisors
and HR managers typically review the job's duties and deduce
the human traits and skills required. They can also refer to web-
based job descriptions or resources like O*NET online for
required education, experience, and skills. Additionally,
common sense plays a role, as certain behaviors like
industriousness are important in almost any job. For example,
one study found that important generic work behaviors included
thoroughness, attendance, lack of unruliness, and scheduling
flexibility.
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Q11: Why is it considered more reliable to base job

specifications on statistical analysis rather than relying solely
on judgment? what are Steps in the statistical approach?
Ans: Basing job specifications on statistical analysis is more
defensible because it involves using data to determine the
relationship between certain traits (like finger dexterity) and job
performance. This is done through a process called predictive
validation,
 which involves analyzing the job,
 selecting relevant traits,
 testing candidates,
 measuring their performance, and
 statistically analyzing the relationship between the trait and
performance. This approach is more objective and ensures
equal treatment. However, many employers still rely on
judgmental approaches.

Q12: What is Job requirement matrix?

Ans: Job requirements matrix is a tool that employers use to
organize important information about a job. It includes things
like the main duties, tasks, importance, time spent, and the
knowledge, skills, and abilities needed for each duty. This
matrix helps employers understand the job better and find the
right candidates.

Q13: What information does a job requirements matrix

typically include and how does it help employers?

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Ans: A job requirements matrix is a helpful tool that employers

use to organize and summarize the important information about
a job. It typically has five columns.
 The first column lists the main job duties, like "post
accounts payable."
 The second column describes the specific tasks associated
with each main duty.
 The third column shows how important each main duty is.
 The fourth column tells how much time is spent on each
main duty. And finally,
 The fifth column lists the knowledge, skills, abilities, and
other characteristics needed for each main duty.

Q14: What is task statement?
Ans: The main step in creating a job-requirements matrix
involves writing the task statements.
“Written item that shows what the worker does on one particular
job task; how the worker does it; the knowledge, skills, and
aptitudes required to do it; and the purpose of the task.”
Q15: What is job?
Ans: “Job” as a set of specific duties someone carries out for
pay.
Q16: What is job enlargement?
Ans: Assigning workers additional same level activities, thus
increasing the number of activities they perform.
Example:
If someone's job involves only data entry, job enlargement could
involve adding tasks like data analysis or report generation to

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their role. This helps provide more variety and challenge in the
job.
Q17: What is job enrichment with example?
Ans: Job enrichment is about enhancing a job by adding more
meaningful and fulfilling tasks. It involves giving employees
more autonomy, responsibility, and opportunities for growth.
Example:
In a customer service role, job enrichment could involve
empowering employees to make decisions and resolve customer
issues independently, rather than just following a scripted
process. This can increase job satisfaction and motivation.
Q18: What is competency model?
Ans: Competency refers to the combination of knowledge,
skills, abilities, and personal attributes that enable someone to
perform a task or job effectively. It represents the qualities and
capabilities required to meet the demands of a specific role or
job.
Q19: Competency based job analysis?
Ans: Competency-based job analysis is an approach where job
requirements are defined based on the competencies
(knowledge, skills, and abilities) needed to perform the job
effectively. Instead of focusing on specific tasks, this analysis
identifies the core competencies required for success in a
particular role. These competencies can include things like
problem-solving, communication, teamwork, and technical
skills.
Q20: What is performance management?
Ans: Performance management is a process that involves setting
goals, providing feedback, and evaluating an individual's
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performance in a job or role. It aims to improve employee

performance and align it with organizational goals. It includes
activities such as performance appraisals, goal setting,
performance feedback, and development planning.

Q21: Types of Competencies:

Ans: There are various types of competencies that can be
categorized into different domains. Some common types
include:

1. Technical Competencies: These are specific skills and

knowledge required to perform tasks in a particular field or
industry.

2. Behavioral Competencies: These are personal attributes and

qualities that contribute to effective performance, such as
communication skills, teamwork, adaptability, and problem-
solving abilities.

3. Leadership Competencies: These are skills and qualities

needed for leading and managing others, such as strategic
thinking, decision-making, and inspiring others.

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