Job Analysis Kelly Quirin Penn State University February 19, 2001

Overview What is job analysis?What is job analysis? How can you use this tool in your organization?How can you use this tool in your organization? Methods of job analysisMethods of job analysis How it worksHow it works Real world exampleReal world example An exerciseAn exercise SummarySummary

What is job analysis? A systematic approach to collect information about a job such as tasks, responsibilities and the skills required to perform those tasksA systematic approach to collect information about a job such as tasks, responsibilities and the skills required to perform those tasks An important part of Human Resources (HR) planningAn important part of Human Resources (HR) planning

How can it be used in your organization? Job analysis assists HR in determining:Job analysis assists HR in determining: –Necessity of the job –Equipment needed –Skills required –Supervision –Working conditions –Management/employee interaction

How can it be used in your organization? RecruitingRecruiting –Keyword searches on resumes that match job requirements SelectionSelection AppraisalAppraisal Salaries and IncentivesSalaries and Incentives Training and DevelopmentTraining and Development

The Multifaceted Nature of the Job Analysis Job Analysis Job Description Job Specifications Recruiting Selection Strategic HR Planning Employee Training Employee Development Career Development Performance Appraisal Compensate Safety and Health Labor Relations *DeCenzo and Robbins, p. 145

How can it be used in your organization? Job analysis can also:Job analysis can also: –Help the company remain profitable and competitive –Help the company keep up with technology –Prevent employees from being overworked –Help the company stay in compliance with government regulations

Nuts and bolts What is analyzed?What is analyzed? –Work activities –Working conditions SupervisorsSupervisors LocationLocation ScheduleSchedule –Machines and equipment

Nuts and bolts What is analyzed? (cntd.)What is analyzed? (cntd.) –Job performance OperationsOperations StandardsStandards TimeTime –Experience, training, and skills –Supervision and promotion patterns –Products/services completed

Nuts and Bolts Who is involved in the job analysis?Who is involved in the job analysis? –Management –Supervisors –Job analysts –Job incumbent –Unions –Consultants

Methods of Job Analysis ObservationObservation InterviewInterview –Individual –Group QuestionnairesQuestionnaires –PAQ DiaryDiary Technical ConferenceTechnical Conference Critical Incident TechniqueCritical Incident Technique

Methods of Job Analysis Observation MethodObservation Method –Analyst observes incumbent DirectlyDirectly VideotapeVideotape –Useful when job is fairly routine –Workers may not perform to expectations

Methods of Job Analysis Interview MethodInterview Method –Individual Several workers are interviewed individuallySeveral workers are interviewed individually The answers are consolidated into a single job analysisThe answers are consolidated into a single job analysis –Group Employees are interviewed simultaneouslyEmployees are interviewed simultaneously Group conflict may cause this method to be ineffectiveGroup conflict may cause this method to be ineffective

Methods of Job Analysis QuestionnairesQuestionnaires –Employees answer questions about the job’s tasks and responsibilities –Each question is answered using a scale that rates the importance of each task

Methods of Job Analysis Questionnaires (ctnd.)Questionnaires (ctnd.) –Position Analysis Questionnaire (PAQ) A structured, behavioral questionnaireA structured, behavioral questionnaire 194 items in 6 categories194 items in 6 categories –Information input –Mental processes –Work output –Relationships –Job context –Other characteristics

Methods of Job Analysis Diary MethodDiary Method –Employees record information into diaries of their daily tasks Record the time it takes to complete tasksRecord the time it takes to complete tasks –Must be over a period of several weeks or months

Methods of Job Analysis Technical Conference MethodTechnical Conference Method –Uses experts to gather information about job characteristics

Methods of Job Analysis Critical Incident Technique (CIT)Critical Incident Technique (CIT) –Takes past incidents of good and bad behavior –Organizes incidents into categories that match the job they are related to Involves 4 stepsInvolves 4 steps

Methods of Job Analysis CIT stepsCIT steps –Brainstorm and create lists of dimensions of job behaviors –List examples of effective and ineffective behavior for each dimension –Form a group consensus on whether each incident is appropriately categorized –Rate each incident according to its value to the company

How It Works Conducting the job analysisConducting the job analysis –Know the purpose –Gather Information about jobs to be analyzed BooksBooks ChartsCharts Trade union literatureTrade union literature Government agency literatureGovernment agency literature –Use employee input

How It Works Conducting the job analysis (ctnd.)Conducting the job analysis (ctnd.) –Choose an efficient method of collecting information –Gather information from employee/supervisor about the job –Draft a job description –Obtain supervisor approval

A Real World Example The Department of LaborThe Department of Labor –Job analyst uses observation and interview methods to gather information about an employee –Information organized into 3 categories DataData PeoplePeople ThingsThings

A Real World Example Work Functions Data People Things 0. Synthesizing0. Mentoring0. Setting up Coordinating1. Negotiating1. Precision work Analyzing2. Instructing 2. Operating Compiling3. Supervision3. Driving Computing4. Diverting4. Manipulating Copying5. Persuading5. Tending Comparing6. Speaking6. Feeding 7. Serving7. Handling 8. Helping *U.S. Department of Labor, Dictionary of Occupational Titles, 4 th ed. Revised (Washington, D.C.: Government Printing Office, 1991), p.xix.

A Real World Example Job titles are listed in the Dictionary of Occupational TitlesJob titles are listed in the Dictionary of Occupational Titles Each job is given a codeEach job is given a code –Ex. A recruiter might be assigned the code 2, 6, 7 if the job entails analyzing data (2), speaking to people (6), and handling different things (7) See previous tableSee previous table

An Exercise Bruce Spuhler, customer service manager at BGS Sports, wants to conduct a job analysis on how his employees interact with customers and other employees.Bruce Spuhler, customer service manager at BGS Sports, wants to conduct a job analysis on how his employees interact with customers and other employees. What steps should Bruce take to implement a successful job analysis, and what method should he use to analyze his employees?What steps should Bruce take to implement a successful job analysis, and what method should he use to analyze his employees?

An Exercise Possible Answer:Possible Answer: 1.Determine the Purpose- to reinforce good behavior among employees and provide better customer service 2.Gather as much information as possible about retail and customer service, including past experiences with customers

An Exercise 3. Choose best method of job analysis -Critical Incident Technique -This would allow Bruce to discuss with his employees past incidents and whether they were effective or not -Assign values of effectiveness 4. Gather information from workers and other managers about the job

An Exercise 5. Draft a behavioral job description 6. Identify areas that need improvement, and implement training programs to improve those areas

Summary Job analysis is an effective approach to gathering information about jobsJob analysis is an effective approach to gathering information about jobs There are 6 popular techniques to conducting job analysesThere are 6 popular techniques to conducting job analyses Job analysis is directly related to nearly every function of Human Resource departments in organizationsJob analysis is directly related to nearly every function of Human Resource departments in organizations

References Cascio, Wayne F. Managing Human Resources. New York: McGraw-Hill, Inc., DeCenzo, David A. and Stephen P. Robbins. Human Resource Management. New York: John Wiley & Sons, Gomez-Mejia, Luis R. and David B. Balkin. Managing Human Resources. Upper Saddle River: Prentice- Hall, Inc., U.S. Department of Labor. Dictionary of Occupational Titles, 4 th ed. Revised (Washington, D.C.: Government Printing Office, 1991), p. xix.