Human Resource Development HSS F328

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1 BITS Pilani Dubai Campus Human Resource Development HSS F328

2 BITS Pilani Dubai Campus Chapter 04 Job Analysis

3 Job Analysis Definition Job Analysis is the procedure through which you determine the duties of these positions and the characteristics of the people to hire for them. Job analysis produces information used for writing job descriptions (a list of what the job entails) and job specifications (what kind of people to hire for the job).

4 Uses of Job Analysis Information Job Analysis Job Description and Job Specification Recruiting and Selection Decisions Performance Appraisal Job Evaluation Wage and Salary Decisions (Compensation) Training Requirements 2

5 Steps in Job Analysis Step 1 : Decide how you ll use the information, since this will determine the data you collect and how you collect them. Some data collection techniques like interviewing the employee and asking what the job entails are good for writing job descriptions and selecting employees for the job Step 2 : Review relevant background info such as organization charts, process charts, and job descriptions. Organization charts show the organization wide division of work, how the job in question relates to other jobs, and where the job fits in the overall organization. The chart should show the title of each position and, by means of interconnecting lines, who reports to whom and with whom the job incumbent communicates.

6 Steps in Job Analysis Step 3 : Select representative positions. There may be too many similar jobs to analyze them. For example, it is usually unnecessary to analyze the jobs of 200 assembly workers when a sample of 10 jobs will do. Step 4 : Actually analyze the job by collecting data on job activities, required employee behaviors, working conditions, and human traits and abilities needed to perform the job. Step 5 : Verify the job analysis information with the person working on the job. This will help confirm that the information is factually correct and complete. Step 6 : Develop a job description and job specification. These are two tangible products of the job analysis. The job description is a written statement that describes the activities and responsibilities of the job. The job specification summarizes the personal qualities, traits, skills, and background required for getting the job done.

7 Process Chart for Analyzing a Job s Work Flow Input from Plant Managers Input from Suppliers Job Under Study Inventory Control Clerk Information Output to Plant Managers Inventory Output to Plant Managers 3

8 Methods of Collecting Job Analysis Information The Interview Questionnaires Observation Participant Diary/Logs 4

9 The Interview as a Method of Collecting Job Analysis Information Some typical interview questions include: What is the job being performed? What are the major duties of your position? What physical locations do you work in? What are the education, experience, skill, and (where applicable) certification and licensing requirements? What activities do you participate in? What are the job s responsibilities and duties? What are the basic accountabilities or performance standards that typify your work? What are your responsibilities? What are the environmental and working conditions involved? What are the job s physical demands? The emotional and mental demands? What are the health and safety conditions? Are you exposed to any hazards or unusual working conditions? 5

10 Questionnaire It can be a structured checklist containing numerous tasks. The employee indicates if he performs each task and how much time is normally spent on each. Descriptive question: describe the major duties of your job

11 Observation Direct observation is especially useful when jobs consist mainly of observable physical activities assembly line worker and accounting clerk are examples. Managers often use direct observation and interviewing together.

12 Participant Diary / Logs Another approach is to ask workers to keep a diary/log of what they do during the day. For every activity he or she engages in, the employee records the activity (along with the time) in a log. This can produce a very complete picture of the job, especially when supplemented with subsequent interviews with the worker and the supervisor. Diary/logs have gone high-tech. Some firms give employees pocket dictating machines and pagers.

13 Job description It is a written statement of what the worker actually does, how he does it and what the job s working conditions are. This information is used to write a job specification, which lists the knowledge, abilities and skills required to perform the job satisfactorily

14 Items Commonly Found in a Written Job Description 1. Job identification 2. Job summary 3. Responsibilities and duties 4. Authority of incumbent 5. Standards of performance 6. Working conditions 7. Job specifications 7

16 Job Description Guidelines Be clear Indicate scope of authority Be specific Be brief Recheck 8

17 Job Specifications The job specification takes the job description and answers the question, What human traits and experience are required to do this job well? 9

19 Job Enlargement, Job Rotation & Job Enrichment Job enlargement : Assigning workers additional samelevel activities, thus increasing the number of activities they perform. Job rotation: Systematically moving workers from one job to another to enhance work team performance and/or to broaden his or her experience and identify strong and weak points to prepare the person for an enhanced role with the company. Job enrichment: Redesigning jobs in a way that increases the opportunities for the worker to experience feelings of responsibility, achievement, growth and recognition. 9

20 Jobs Specifications Based on Statistical Analysis The procedure has five steps: 1. Analyze the job and decide how to measure job performance. 2. Select personal traits like finger dexterity that you believe should predict successful performance. 3. Test candidates for these traits. 4. Measure these candidates subsequent job performance. 5. Statistically analyze the relationship between the human trait (finger dexterity) and job performance. 10

21 Competency Based Job Analysis What are competencies? Competency based job analysis basically means writing Job descriptions based on competencies rather than job duties. It emphasizes what the employee must be capable of doing, rather than on a list of the duties he or she must perform. We can simply define competencies as demonstrable characteristics of the person that enable performance. 10

22 Competency Based Job Analysis Three reasons to use Competency Analysis First, as mentioned earlier, traditional job descriptions may actually backfire if a high-performance work system is our goal. The whole thrust of these systems is to encourage employees to work in a self-motivated way, by organizing the work around teams. Second, describing the job in terms of the skills, knowledge and attitude the worker needs Ex : Canon s strategic emphasis on miniaturization and precision manufacturing means it should encourage some employees to develop their expertise in these two strategically crucial areas. Third, Measurable skills, knowledge and attitudes support the employer s performance management process. 10

23 Competency Based Job Analysis Examples of Competencies Any Job s required competencies might include : General competencies : Reading, writing, communicating, and mathematical reasoning Leadership competencies : Leadership, strategic thinking, Quality consciousness, Achievement orientation Technical competencies : Design complex software applications, prepare comprehensive and complete documentation including specs, flow diagrams, process protocols etc. 10

University of Piraeus Dept. of Maritime Studies M.Sc. In SHIPPING MANAGEMENT

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