Professional Documents
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Chapter 4 - Job Analysis PDF
Chapter 4 - Job Analysis PDF
Le Dieu Ai
Nguyen Hoang An
Nguyen Nu Gia An
Nguyen Duc Anh
Dinh Minh Anh
Dinh Ho Ngoc Anh
Le Xuan Ngoc Anh
Nguyen Ngoc Anh
Vo Thi Lan ANh
Vu Thi Chau Anh
1. The basis of job analysis
2. 3 methods of collecting job analysis information
2.1 Interview
2.2 Questionaire
2.3 Observation
3. Writing job description
3.1 Writing job description on traditional method
3.2 Writing job description by ONET
4. Job specification
5. Job Analysis in a Worker-Empowered World
6. Case study
Nguyễn Nữ Gia Ân
What is
job analysis?
Job analysis is the procedure through which you determine:
- the duties of the positions
- the characteristics of the people to hire for them
The outcome: producing information for writing job descriptions and job (or
person) specifications
Nguyễn Nữ Gia Ân
Job duties and desired Duties & standards of Job’s required skill and Job’s specific duties and
human characteristics employees education level, safety hazards, requisite skills
degree of responsibility, etc.
It involves:
- greeting participants;
- briefly explaining the job analysis process and the participants roles in this process;
- spending about 15 minutes interviewing the employees to get agreement on a basic
summary of the job;
- identifying the job’s broad areas of responsibility, such as calling on potential clients;
- and identifying duties/tasks within each area interactively with the employees.
The job description describes the activities and responsibilities of the job & its
important features, such as working conditions.
The job specification summarizes the personal qualities, traits, skills, and
background required for getting the job done.
1. Interview
03 types of interview
1. Interview
Some drawbacks
2. Questionaires
Duties performed less frequently and time spent on different jobs duties
Lê Xuân Ngọc Anh
Mental activities
Lê Xuân Ngọc Anh
Work conditions
Lê Xuân Ngọc Anh
Additional comments
Lê Xuân Ngọc Anh
2. Questionaires
Advantages Disadvantages
Quick and efficient way to gather Question misinterpretation
information from large number of
employees High non-response rates and
inaccurate answers from employees
Difference in experiences of
employees
Nguyễn Hoàng Ân
3. Observation
Definition:
In the job analysis method of
observation, the performance
of the worker is monitored by a
manager; the performance is
recorded to see whether the
tasks and duties are properly
done.
Nguyễn Hoàng Ân
3. Observation
Traditional method
A Job Description (JD) is a written statement of what the worker actually does,
how he or she does it, and what the job’s working conditions are.
JD lists the knowledge, abilities, and skills required to perform the job
satisfactorily.
Traditional method
Most Job Descriptions contain:
1. Job identification
2. Job summary
3. Responsibilities and duties
4. Authority of incumbent
5. Standards of performance
6. Working conditions
7. Job specification
Đinh Minh Anh
Job identification
Job title specifies the name of the job, such as supervisor of data processing
operations, or inventory control clerk.
The FLSA status section identifies the job as exempt or nonexempt.
Date is the date the job description was actually approved
JD also include the supervisor ‘s title, salary expected, Division, Location, etc.
Đinh Minh Anh
Job summary
The job summary should summarize the essence of
the job, and include only
its major functions or activities.
Note: HRM should be careful when adding ‚perform
other assignment as required‛ as it leaves open the
nature of the job.
Đinh Minh Anh
Relationship
There may be a relationships statement that shows the jobholder’s relationships
with others inside and outside the organization.
For example:
• Reports to: Vice president of employee relations.
• Supervises: Human resource clerk, test administrator, labor relations
director, and one secretary.
• Works with: All department managers and executive management.
• Outside the company: Employment agencies, executive recruiting firms,
union representatives, state and federal employment offices, and various vendors
Đinh Minh Anh
RESPONSIBILITIES AND
DUTIES
STANDARDS OF PERFORMANCE
A “standards of performance” section lists the standards the company expects the
employee to achieve for each of the job descriptions main duties and responsibilities.
It should be clear and consistent, not “as well as you can” or “do your best”.
For example:
Duty: Accurately Posting Accounts Payable
1. Post all invoices received within the same working day.
2. Route all invoices to proper department managers for approval no later than the
day following receipt.
3. An average of no more than three posting errors per month.
Đinh Minh Anh
WORKING CONDITION
Advantages:
- Save time
- Avoid overlooking duties
assigned
- Standardize job
description
Đinh Hồ Ngọc Anh
23
Major groups
98
Minor groups
459
Broad
occupations
867
Detailed
occupations
(B) Key needed occupations (or code) in the finding box then click Go
(C) Clicking on a specific job to see job summary and occupational duties
job performance.
Focus on physical traits,
personality, interests, or sensory
skills that imply some potential for
performing or being trained to do
the job.
For example: Suppose the job requires detailed manipulation in a circuit board assembly line. Here you
might want to ensure that the person scores high on a test of finger dexterity.
Note:
- They are easier for trained
personnel using track record
- Untrained personnel need to
have potential for training
- The goal is to predict as to who
will do well in the job.
(1) Some predictor (human trait such as height, (2) Some indicator or criterion of job effectiveness,
intelligence, or finger dexterity) such as performance as rated by the supervisor.
Step 1: Analyze the job and decide how to measure job
performance;
Education:
Bachelor's Degree in Marketing
or a related field required.
Masters in Business or
Marketing preferred.
Required Skills, Knowledge, and Characteristics:
These are the most important qualifications of the individual
OH
selected as the marketing manager.
• Strong effective communicator.
• Highly developed, demonstrated teamwork skills.
HEY!
• Ability to coordinate the efforts of a large team of diverse creative
employees.
• Demonstrated ability to increase productivity and continuously
improve methods, approaches, and departmental contribution.
Commitment to continuous learning.
• Expert in the internet and social media strategy with a
demonstrated track record on Facebook, Twitter, and other social
media outlets that are significant in company outreach.
• Demonstrated effectiveness in holding conversations with
customers, customer evangelism, and customer-focused product
development and outreach.
• Demonstrated ability to see the big picture and provide useful
advice and input across the company.
• Ability to lead in an environment of constant change.
• Experience working in a flexible, employee empowering work
environment in a small to medium-sized company without
marketing staff on the same level. Structured, departmentalized or
OH
large company experience will not work here.
• Familiarity and skill with the tools of the trade in marketing
including PR, written communication, website development, market
HEY!
research, product packaging, Microsoft software suite of products,
visual communication software products, and creative services.
• Experienced in advising product teams about potential markets,
desirable product features, go-to-market best practices, and
measuring the success of outreach and product sales.
• Experience managing external PR and communication consulting
firms and contractors.
• Experience in the global marketplace is a plus. Managing global
marketing teams or agencies is a plus.
High-Level Overview of Job
Requirements: • Working with product development
The selected marketing manager
must be able to perform development. OH
teams to manage new product
OH
HEY!
Note: The lighter color boxes within the individual columns indicate the
minimum level of skill required for the job.
Case study 1
Võ Thị Lan Anh
THE FLOOD
In May 2011, Mississippi River flooding hit Vicksburg, Mississippi, and the Optima Air Filter Company. Many
employees homes were devastated, and the firm found that it had to hire almost three completely new
crews, one for each of its shifts. The problem was that the old-timers had known their jobs so well that no
one had ever bothered to draw up job descriptions for them. When about 30 new employees began taking
their places, there was general confusion about what they should do and how they should do it. The flood
quickly became old news to the firm’s out-of-state customers, who wanted filters, not excuses. Phil Mann,
the firm’s president, was at his wits end. He had about 30 new employees, 10 old-timers, and his original
factory supervisor, Maybelline. He decided to meet with Linda Lowe, a consultant from the local university’s
business school. She immediately had the old-timers fill out a job questionnaire that listed all their duties.
Arguments ensued almost at once: Both Phil and Maybelline thought the old-timers were exaggerating to
make themselves look more important, and the old-timers insisted that the lists faithfully reflected their
duties. Meanwhile, the customers clamored for their filters.
Case study 1
Võ Thị Lan Anh
QUESTIONS
1. Should Phil and Linda ignore the old-timers protests and write the job descriptions as
they see fit? Why? Why not? How would you go about resolving the differences?
2. How would you have conducted the job analysis? What should Phil do now?
Case study 2
Võ Thị Lan Anh
A brief analysis, conducted with her company’s CFO, reinforced that observation. They chose departments
across the hotel chain that did and did not have updated job descriptions. Although they understood that
many other factors might be influencing the results, they believed that the relationships they observed did
suggest that having job descriptions had a positive influence on various employee behaviors and
competencies. Perhaps having the descriptions facilitated the employee selection process, or perhaps the
departments with the descriptions just had better managers.
She knew the Hotel Paris’s job descriptions would have to include traditional duties and responsibilities.
However, most should also include several competencies unique to each job. For example, job descriptions
for the front-desk clerks might include able to check a guest in or out in 5 minutes or less. Most service
employee’s descriptions included the competency, able to exhibit patience and guest supportiveness even
when busy with other activities.
Case study 2
Võ Thị Lan Anh
QUESTIONS
1. Based on the hotel’s stated strategy, list at least four important employee behaviors for
the Hotel Paris’s staff.
2. Create a job description for a Hotel Paris front-desk clerk.
JOB BRIEF Võ Thị Lan Anh
We are looking for a pleasant Front Desk Representative to undertake all receptionist and clerical duties at the
desk of our main entrance. You will be the ‚face‛ of the company for all visitors and will be responsible for the
first impression we make.
The ideal candidate will have a friendly and easy going personality while also being very perceptive and
disciplined. You should be able to deal with complaints and give accurate information. A customer-oriented
approach is essential.
The goal is to make guests and visitors feel comfortable and valued while on our premises.
Responsibilities Requirements
Keep front desk tidy and presentable with all necessary material Proven experience as front desk representative,
(pens, forms, paper, etc.) agent or relevant position
Greet and welcome guests Familiar with office machines (e.g. fax, printer etc.)
Answer questions and address complaints Knowledge of office management and basic
Answer all incoming calls and redirect them or keep messages bookkeeping
Receive letters, packages etc. and distribute them Proficient in English (oral and written)
Prepare outgoing mail by drafting correspondence, securing Excellent knowledge of MS Office (especially Excel
parcels etc. and Word)
Check, sort and forward emails Strong communication and people skills
Monitor office supplies and place orders when necessary Good organizational and multi-tasking abilities
Keep updated records and files Problem-solving skills
Monitor office expenses and costs Customer service orientation
Take up other duties as assigned (travel arrangements, schedules High School diploma; additional qualifications will
etc.) be a plus