1. 1 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Job Analysis Chapter 12

2. 2 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Job Analysis Is the formal process of collecting information about the components of a job. The information is used to prepare job descriptions and job specifications. Job Description Job Description Job Specification Job Specification Is the written document that outlines the duties and responsibilities of a job. Is the written document that outlines the personal qualifi- cations an employee must possess to perform the job.

3. 3 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Uses of Job Analysis (1 of 2) Uses of Job Analysis (1 of 2) Assists in recruiting, selecting, and placing employees in positions that match their qualifications. Assists in determining qualifications of employees. Facilitates employee performance appraisal. Facilitates employee promotion and transfer. Facilitates identifying areas in which new or existing employees may need training.

4. 4 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Uses of Job Analysis (2 of 2) Uses of Job Analysis (2 of 2) Assists in standardizing the same job performed by several employees. Plays an important human relations function. Assists in development of equitable salary scales.

5. 5 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Prerequisites to Beginning Job Analysis 1. Identify the jobs that will be included in the analysis. 2. Identify the order in which the jobs will be analyzed. 3. Identify the nature of the information to be collected. 4. Identify the method to be used in collecting the information.

6. 6 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Benefits of Job Analysis (1 of 2) Benefits of Job Analysis (1 of 2) 1. Provides an objective basis for determining the importance of each job, determining the rate of pay for each job, and appraising the performance of each employee. 2. Enables each employee to better understand job duties and responsibilities that his/her job comprises.

7. 7 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Benefits of Job Analysis (2 of 2) Benefits of Job Analysis (2 of 2) 3. Facilitates making more equitable employee work load assignments. 4. Assists employees in areas where self-improvement is appropriate. 5. Aids in supervising employees because each job is clearly defined.

8. 8 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Steps in Developing a Job Analysis Program 1. Determine the uses that will be made of the collected information. 2. Become familiar with available background information. 3. Determine which jobs are to be analyzed. 4. Collect the data. 5. Verify the accuracy of the collected data. 6. Develop the preliminary job descriptions and job specifications. 7. Finalize the job descriptions and job specifications.

9. 9 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Data-Collection Techniques Questionnaire InterviewObservation Daily Log

10. 10 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Questionnaire Technique Employees whose jobs are being analyzed complete a data-gathering questionnaire. Typical Categories of Information 1. Title of job. 2. Description of job. 3. Tasks performed daily, weekly, monthly, quarterly, annually. 4. Special requirements of the job. 5. Special work performed for the job. 6. Forms/reports/equipment used.

11. 11 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Situations for Which the Questionnaire Technique is Useful 1. When the job being analyzed can be described quite easily. 2. When the job being analyzed consists mainly of physical activities rather than human relations or personality factors. 3. When a considerable number of jobs have to be analyzed. 4. When the questionnaire can be precisely and clearly worked. 5. When job information has to be obtained quickly.

12. 12 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Questionnaire Technique Advantage Facilitates rapid collection of a large amount of information. Disadvantages 1. Tendency to develop a data-collection instrument that is difficult to complete. 2. Tendency for some employees to over- or under- estimate the importance of their jobs. 3. Collating and synthesizing information tends to be a time-consuming process.

13. 13 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Interview Technique Involves questioning employees about their job duties and responsibilities. Three Types of Interviews 1. Individuals 2. Groups 3. Supervisors of employees whose jobs are being evaluated. Uses a job information worksheet on which responses may be recorded.

14. 14 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Situations for Which the Interview Technique is Useful 1. When the number of employees whose jobs are to be analyzed is quite small. 2. When the job being analyzed is quite compli- cated. 3. When the interviewer’s data-collection efforts are enhanced by observing the employee at work while talking to him or her about his/her job tasks. 4. When the job being analyzed is largely comprised of human relations and personality factors.

15. 15 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Interview Technique Advantage Interviewer is able to collect all the desired facts about a particular job. Disadvantages 1. Is a time-consuming process. 3. Requires the establishment of rapport with the the interviewee. 2. Data-collection process is likely to be much slower than when using the questionnaire technique.

16. 16 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Observation Technique Involves observing the employee at his/her work station or at various locations where he/she works. Records observations on a job observation sheet. Sheet contains many of the items that would be found on a questionnaire or a job information worksheet.

17. 17 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Situations for Which the Observation Technique is Useful 1. When the nature of the job prohibits the employee’s absence from his or her workstation. 2. When, because of the complexity of the job, the analyst has difficulty analyzing the job on the basis of the information gathered through a questionnaire or interview. 3. When the number of jobs to be analyzed is small.

18. 18 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Observation Technique Advantage Provides accurate information. Disadvantages 1. Process is time consuming. 2. Some employees are uncomfortable being observed.

19. 19 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Daily Log Technique Is a less formal, less structured method than those previously discussed. Employees who have the same job title keep track of their activities over a period of several weeks. Once the information is gathered, it is synthesized.

20. 20 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Combination of Methods Using two or more of the data-collection techniques results in more accurate information.

21. 21 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Advantages of Job Descriptions 1. When job descriptions are written, management has more control over employee performance. 2. Jobs cannot be changed by employees to reflect their personal desires. 3. Descriptions help prevent misunderstandings between employees and their supervisors.

22. 22 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Suggestions for Developing Job Descriptions 1. A simple, direct sentence structure should be used. 2. A functional verb in the present tense should begin each sentence. 3. All unnecessary words should be eliminated. 4. Description should focus on the skills involved in performing the job, as well as on the tools and equipment that are used. 5. Job titles should appear in all capital letters. 6. Actual job content should be reflected accurately in the description. 7. Job description should be as thorough as possible.

23. 23 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Content Sections of Job Descriptions (1 of 2) Content Sections of Job Descriptions (1 of 2) 1. Job identification: job title, level, and department; comparable DOT number, and date of approval. 2. Summary of job: brief outline of what constitutes the job.

24. 24 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Content Sections of Job Descriptions (2 of 2) Content Sections of Job Descriptions (2 of 2) 3. Duties of job: describes duties and responsibilities and identifies their frequency of occurrence. 1. Tools and equipment, forms and materials. 2. Title of job holder’s supervisor. 3. Relationship of the workflow, transfer and promotion characteristics of the job being described, and other similar jobs. May also include:

25. 25 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Content Sections of Job Specifications (1 of 2) Content Sections of Job Specifications (1 of 2) 1. Job identification: same as job description, in addition to point value, if appropriate. 2. Experience requirements: stated in terms of years. 3. Educational requirements: stated in terms of minimum requirements. 4. Human relations requirements: stated in terms of human relations and personality factors. 5. Job knowledge requirements: includes such things as tools, equipment, and materials.

26. 26 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Content Sections of Job Specifications (2 of 2) Content Sections of Job Specifications (2 of 2) 6. Responsibility requirements: includes brief discussion of the areas of responsibility for the job being described. 7. Skill requirements: includes a list of skills required by the job. 8. Physical effort requirements: includes a list of such requirements as walking, standing, lifting, etc. 9. Environment requirements: includes such elements as lighting, air, temperature, and noise levels.

27. 27 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Uses of Job Descriptions 1. To inform the job holder about the duties and the responsibilities of his or her job. 2. To assist the job holder in improving his or her job performance. 3. To assist the job holder in preparing for a promotion or transfer. 4. To facilitate orientation and training of new employees. 5. To assist in the arbitration of employee grievances.

28. 28 Administrative Office Management, 8/e by Zane Quible ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Uses of Job Specifications 1. To facilitate recruitment and selection of employees, especially in screening job applicants. 2. To facilitate the job evaluation process.