Job Analysis and Job Descriptions

Learning Objectives

  • Understand the definition of job analysis.

    • Job analysis is a systematic process of gathering and analyzing information regarding:
    • The work an employee performs
    • The conditions under which the work is performed
    • The necessary worker characteristics to perform the work under identified conditions.

  • Understand the importance and uses of job analysis.

    • Job analysis serves as the foundation for various HR activities including:
    • Writing job descriptions
    • Employee selection
    • Training and performance evaluation.

  • Know the procedures used to conduct a job analysis.

    • Various techniques like observation, interviews, surveys, and specialized job analysis methods are used in this process.

  • Know how to write a job description.

    • Writing an effective job description includes several key sections such as job title, summary, duties, etc.

What is Job Analysis?

  • A process involving the on gathering and analyzing relevant job information which focuses on:
    • Work Performed: Understanding what tasks are performed by employees.
    • Conditions of Work: Assessing the environment and conditions relevant to the task.
    • Worker Characteristics: Determining the necessary traits and skills required.

Importance of Job Analysis

  1. Writing Job Descriptions

    • Provides the foundation for effective job descriptions indicating the tasks and requirements.

  2. Employee Selection

    • Helps in identifying qualities necessary for job candidates that align with job tasks and competencies.

  3. Training

    • Lists job activities that can inform suitable training programs tailored to employee needs.

  4. Performance Appraisal

    • Aids in developing performance appraisal instruments that ensure objective evaluation based on job-related categories.

  5. Job Classification

    • Allows HR professionals to classify jobs aiding in pay level determination and promotion pathways.

  6. Job Design

    • Utilizes job analysis information to optimize how jobs should be performed, reducing waste and improving productivity.

Preparing for a Job Analysis

  • Methods and Procedures:

    • Common methods include:
    • Observational Techniques: Direct observation of employees performing tasks.
    • Examination of Existing Data: Reviewing previous job analyses.
    • Interview Techniques: Structured or open-ended interviews with job incumbents and stakeholders.
    • Surveys: Administering questionnaires for collective data gathering.
    • Specific Job Analysis Techniques: Such as Functional Job Analysis (FJA) and Position Analysis Questionnaire (PAQ).

  • Observations:

    • Utilized primarily for jobs involving manual and repetitive tasks, less effective for roles requiring decision-making.

  • Interviews:

    • Conducted with job incumbents, supervisors, and team members to capture a comprehensive view of job responsibilities.

  • Surveys:

    • Administered questionnaires to acquire information simultaneously from multiple workers.

  • Functional Job Analysis (FJA):

    • Assesses:
    • What gets done
    • How tasks are completed
    • Worker interaction with the job’s data, people, and things.

  • Position Analysis Questionnaire (PAQ):

    • Uses structured questionnaires to assess
    • Information input
    • Mental processes
    • Work output
    • Relationships in the work environment.

Writing a Good Job Description

  • Key Sections to Include:

    1. Job Title - Indicates the role accurately.
    2. Brief Summary - Provides an overview of job purpose and nature.
    3. Work Activities - Detailed tasks involved.
    4. Tools and Equipment Used - Lists necessary tools for the job.
    5. Job Context - Work environment and conditions.
    6. Work Performance - Evaluation metrics overview.
    7. Compensation Information - Salary details and benefits.
    8. Job Competencies - KSAOs needed for hiring and job success.

  • Job Competencies:

    • Segmented into two categories:
    • Required KSAOs at hiring
    • Additional KSAOs obtainable post-hire.

Tips for Job Description Writing

  • Avoid jargon; use clear and accessible language.
  • Ensure the description captures the essence of the position and how it fits into the organizational structure.