Chapter 4: Job Analysis

• Lecture 2 covers Chapter 4: Job Analysis

Job Analysis Definition

• Job analysis defines duties and skills required for a job
• Job analysis defines the type of person to be hired
• Job analysis provides information to write job descriptions
• Job analysis provides information to write job specifications

Information Collected

• Work activities include data entry, teaching, designing and negotiating
• Machines, tools and work aids include tools/machines used, material dealt with instructional lists, performance support materials (gloves, masks, suits), statistical tools, databases
• Performance standards define expected quantity and quality of tasks
• Performance standards are used to evaluate employee performance
• Job context includes working conditions like teamwork/individual work and work hours
• Job context includes workload and remote work/physical presence
• Human requirements include job-related knowledge or skills, education and work experience
• Human requirements include personality, interests and physical characteristics

Uses of Job Analysis Information

• HR activities are determined using job analysis
• Recruitment and selection: deciding on internal versus external recruitment, channel of recruitment and selection tools
• Training enhances employee job skills
• Compensation covers salary and benefits based on required skills, level of expertise, education, level of responsibility, and safety hazards
• Performance appraisal: job duties and standards are a must when comparing to employee actual performance

Steps in Job Analysis

• Step 1: Decide how the information will be used to determine data collection methods
• interviews are useful for determining job tasks for writing job descriptions and deciding on appropriate selection tools
• Position analysis questionnaires provide numerical ratings for each job to compare jobs for compensation purposes
• Step 2: Review relevant background information like organization charts and process charts
• Organization charts show the organization division of work and how the job relates to other jobs
• Furthermore charts communicates who reports to whom
• Process charts are workflow charts
• Process charts shows inputs and outputs for a particular job
• Step 3: Select representative position holders by observing or interviewing employees
• A sample of 3-5 employees is sufficient rather than all employees
• Step 4: Analyze the job to draft data collected on job tasks
• Consider responsibilities, required employee skills, knowledge and working conditions related to job performance
• Step 5: Verify job analysis information with the worker and immediate supervisor to ensure accuracy
• Step 6: Develop a job description and job specification as the final products of the analysis

Writing Job Descriptions

• A job description highlights what the worker does, how they do it, and the working conditions
• There is no standard format, but descriptions usually cover job identification, summary, responsibilities, authority, conditions
• Job identification should include the date (January 10, 2025 in the example), job title (Tele-sales representative), location (Cairo, 6th of October city), department (Sales), salary (8,000 L.E), plus who to report to such as the sales manager
• A job summary summarizes the core duties, such as selling college textbooks and carrying out sales strategies.
• Additionally, its holder communicates product feedback and market trends in assigned territory
• Responsibilities and duties are listed separately with descriptions
  • Example: Managing territory sales plans and building customer relationships
• The authority of the jobholder defines limits for decision-making, supervision, and budget
  • Example: making decisions on strategies, allocating team members, and promotion
  • A supervisory responsibility like managing 10 team members could be highlighted
  • A defined budgetary authority, like a $50,000 revenue target with a $30,000 expense budget is necessary
• Working conditions explain the job environment, workload, schedule, hours, salary, and benefits
  • For example, the telesales position is in-house with limited travel. Is conducted on an individual basis, but after coordination on a team level
  • Benefits can include a 3% commission, medical insurance, a 21-day annual leave and 6 days of accidental sick leave
  • The example shows a 9 hour working day

Writing Job Specifications

• Job specifications highlights human traits, skills, education, and experience required for the job

Recent Job Trends

• Dejobbing broadens responsibilities and encourages employees to go beyond their job description
  • How?
  • Job enlargement assigns additional same-level activities.
  • Job rotation systematically moving employees to broaden experience.
  • Job enrichment redesigns jobs to increase feelings of responsibility and achievement.