1. Job Analysis
Chapter 5

2. The Flow… Job analysis Procedures Information to be collected
Job descriptions
Judging Job analysis

3. Structures based on job, performance or both
Process for job-based and person-based structure
Collect, summarize work content information
Determine what to value
Assess relative value
Translate into structure

4. Job analysis
It is the systematic process of collecting information that identifies similarities and differences in the work.

5. Job analysis answers…. Why are we performing a job analysis?
What information do we need?
How should we collect it?
Who should be involved?
How useful are the results?

6. Internal work relationships within the organization
Job Analysis
The systematic process of collecting information that identifies similarities and differences in the work
Job description Summary reports that identify, define and describe the job as it is actually performed
Job evaluation
Comparison of jobs within the organization
Job structure
An ordering of jobs based on their content or relative value
Determining the internal job structure

7. Job analysis procedures
Verify job description
Consolidate job information
Conduct second tour of work site
Conduct interviews
Conduct initial tour of work site
Develop preliminary job information

8. What info should be collected?
Job data – Identification
Data related to job
Data related to employee
Job data – Content
Employee data

9. Job data – Identification
Data related to job
Job identification
Job content
Title
Department in which job is located
Number of people who hold the job
Tasks
Activities
Constraints on actions
Performance criteria
Critical incidents
Conflicting demands
Working conditions
Roles (negotiator, leader)

10. Job data – Identification
Data related to Employee
Employee characteristics
Internal relationships
External relationships
Professional/Technical knowledge
Manual skills
Verbal skills
Written skills
Quantitative skills
Mechanical skills
Conceptual skills
Managerial skills
Leadership skills
Interpersonal skills
Boss and other superiors
Peers
Subordinates
Suppliers
Customers
Regulatory
Professional industry
Community
Union/employee groups

11. Job data - Content
It involves the elemental tasks or units of work with emphasis on the purpose of each task

12. Employee data Position Analysis Questionnaire (PAQ)
A questionnaire used to collect quantifiable data concerning the duties and responsibilities of various jobs.
Contains 194 items
PAQ basic activities (
Information input
Mental processes
Work output
Relationships with other persons
Job contexts
Other job characteristics

13. Portion of a Completed Page from the Position Analysis Questionnaire
The 194 PAQ elements are grouped into six dimensions. This exhibits 11 of the “information input” questions or elements. Other PAQ pages contain questions regarding mental processes, work output, relationships with others, job context, and other job characteristics.

14. Methods of collecting information
Interview
Questionnaire
Observation
Participant dairy/log
Qualitative Techniques
Position Analysis Questionnaire (PAQ)
Internet-based Job analysis
Quantitative Techniques

15. Interview Method….. Information Sources Advantages Disadvantages
Individual employees
Groups of employees
Supervisors with knowledge of the job
Advantages
Quick, direct way to find overlooked information
Disadvantages
Distorted information
Interview Formats
Structured (Checklist)
Unstructured

16. FIGURE 4–3 Job Analysis Questionnaire for Developing Job Descriptions
Note: Use a questionnaire like this to interview job incumbents, or have them fill it out.
Source: Reprinted with permission of the publisher, Business and Legal Reports, Inc., Old Saybrook, CT

17. Interviewing Guidelines
The job analyst and supervisor should work together to identify the workers who know the job best.
It is advisable to quickly establish rapport with the interviewee.
Follow a structured guide or checklist, one that lists open-ended questions and provides space for answers.
Ask the worker to list his or her duties in order of importance and frequency of occurrence.
After completing the interview, review and verify the data.

18. Questionnaires Information Source Questionnaire Formats Advantages
Have employees fill out questionnaires to describe their job-related duties and responsibilities
Questionnaire Formats
Structured checklists
Open-ended questions
Advantages
Quick and efficient way to gather information from large numbers of employees
Disadvantages
Expense and time consumed in preparing and testing the questionnaire

19. Observation Information Source Advantages Disadvantages
Observing and noting the physical activities of employees as they go about their jobs
Advantages
Provides first-hand information
Reduces distortion of information
Disadvantages
Time consuming
Difficulty in capturing entire job cycle
Of little use if job involves a high level of mental activity

20. Participant Diary/Logs
Information Source
Workers keep a chronological diary/ log of what they do and the time spent on each activity
Advantages
Produces a more complete picture of the job
Employee participation
Disadvantages
Distortion of information
Depends upon employees to accurately recall their activities

21. Judging job analysis
Reliability
Validity
Acceptability
Usefulness

22. Writing Job Descriptions
A written statement of what the worker actually does, how he or she does it, and what the job’s working conditions are.

23. Sections of a Typical Job Description
Job Identification
Job Summary
Responsibilities and Duties
Authority of the Incumbent
Standards of Performance
Working Conditions
Job Specifications
Sections of a Typical Job Description

24. Job Description Sections
Job Identification
Job title
Preparation date
Preparer
Job Summary
General nature of the job
Major functions/activities
Relationships
Reports to:
Supervises:
Works with:
Outside the company:
Responsibilities and Duties
Major responsibilities and duties (essential functions)
Decision-making authority
Direct supervision
Budgetary limitations
Standards of Performance and Working Conditions
What it takes to do the job successfully

25. Job
identification
Job
summary

26. Responsibilities
and duties

27. Writing Job Specifications
What human traits and experience are required to do this job effectively?
Specifications for trained vs. untrained personnel
Specifications based on judgment
Use common sense