SLIDE HRM JOB ANALYSIS

CHAPTER 2
JOB ANALYSIS

Topic 2 Job Analysis

1


Learning objectives


Understand the nature of job analysis,
including what it is and how it’s used



Use at least three methods of collecting
job analysis information



Know how to write a job description



and job analysis
Explain job analysis in a “jobless” world

Topic 2 Job Analysis

2

REFERENCES
1. Dessler G., Tan C.H., Human Resource Management - An Asian perspective,
2nd edition, Pearson, 2009.
2. John MI, Human Resource Management, 11th edition, McGraw-Hill/Irwin,
2010.
3. Dr. Tran Kim Dung, Human Resource management, Statistic Publishing
House., 2009.

Topic 2 Job Analysis

3


Job Analysis – What is it and how is it used?
The procedure for
determining the duties and
skill requirements of a job
and the kind of person who

should be hired for it
Job
descriptions

Topic 2 Job Analysis

Job
specifications

Employees may be concerned because of –
 Resistance to change

 Possible changes to job duties
 Changes to pay
 Lack of trust of consequences
 The same job title may have different responsibilities
and pay rates in different departments

Topic 2 Job Analysis


Steps in Job Analysis
1

• Decide how to use the information

2

• Review relevant background information

3

• Select representative positions

4

• Conduct the analysis

5

• Verify with the worker and supervisor

6

• Develop a job description and job

specification

Topic 2 Job Analysis


What information do you collect?
Human
requirements
Work
activities

Skills

Job context

Information

Topic 2 Job Analysis

Performance
standards

Collecting Job Analysis Information

• Joint effort between
HR, the worker and the
supervisor

Topic 2 Job Analysis


Information collected by HR specialists

Skills
•
•
•
•
•

Sensing
Communicating
Deciding
Writing
Job demands
– Lifting
– Walking
– Jumping jacks

Topic 2 Job Analysis

Information collected by HR specialists

Work activities
•
•
•
•
•

Cleaning
Selling
Teaching
Painting
How, why and when the activities
are performed

Topic 2 Job Analysis


Information collected by HR specialists

Human requirements
• Job-related knowledge
and skills
– Education
– Training
– Work experience

• Personal attributes

–
–
–
–

Aptitudes
Physical characteristics
Personality
Interests
Topic 2 Job Analysis


Information collected by HR specialists

Job context
 Working conditions
 Schedule

 Organizational context
 Social context

Topic 2 Job Analysis


Information collected by HR specialists

Machines, Tools, Equipment, Work Aids
• Products made
• Materials processed
• Knowledge

• Services

Topic 2 Job Analysis


Methods of collecting job analysis information

Interview

Observation

Participants
’ diary

Questionnaire

Topic 2 Job Analysis


1. Widely Used: The Interview
• Individual interviews with each
employee
• Group interviews with groups of
employees who have the same job

• Supervisor interviews with one or
more supervisors who know the
job

Topic 2 Job Analysis

2. How to Conduct a Questionnaire Session
• Use a specific questionnaire
• Follow a structured approach
• List duties in order of importance or frequency
of occurrence
• Review and verify the data

Topic 2 Job Analysis


3. Observation
 Observation may be combined
with interviewing
 Take complete notes
 Talk with the person being
observed – explain what is
happening and why

 Ask questions

Topic 2 Job Analysis


4. Participant Diary
• Time-consuming
• Self-reporting
• Remembering what was
done earlier

• Can use dictating machines
and pagers

Topic 2 Job Analysis


Writing Job Descriptions
1. Job Identification

2. Job Summary
3. Relationships
4. Responsibilities and Duties
5. Standards of Performance
6. Working Conditions and Physical Environment

Topic 2 Job Analysis


1. Job Identification
 Title
 Fair Labor Standards Act (FLSA)
 Date
 Approvals
 Supervisor’s title
 Salary

 Grade level

Topic 2 Job Analysis

2. Job Summary
• General nature
• Major functions or activities

• Includes general statements

Topic 2 Job Analysis


3. Relationships Statement for Human Resource Director

Works with all
department
managers and
executive
management

Vice President
Employee Relations

Works with
employment
agencies,
Human Resource
recruiters,
Director
union reps,
state and
Department

Human Resource
federal
Secretary
Clerk
agencies,
vendors
Test
Administrator

Labor Relations
Manager

Topic 2 Job Analysis


4. Responsibilities and Duties
• Examples
– Establishes marketing goals to ensure share of
market
– Maintaining balanced and controlled inventories
• Defines the limits of job holder’s authority
– Purchasing authority
– Discipline
– Interviewing and hiring

Topic 2 Job Analysis


5. Standards of Performance - Example
Duty: Meeting Daily Production Schedule

 Work group produces no fewer than 426 units per
working day
 Next workstation rejects no more than an average of
2% of units
 Weekly overtime does not exceed an average of 5%

Topic 2 Job Analysis


Writing Job Specifications

The specification should specify the person’s
 Skills on the job
 Knowledge of and for the job
 Length of experience for the job

 Attitude for the job
 Preferences
 Presentability

Topic 2 Job Analysis