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.