Job Analysis and Description Overview

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Questions and Answers

What is the primary reason for selecting a representative sample of jobs for analysis?

To handle the workload of analysts

To ensure every job gets detailed attention

To reduce costs and time associated with analysis (correct)

To create more job descriptions

Which chart is most useful in showing the reporting structure within an organization?

Flow chart

Job description chart

Process chart

Organization chart (correct)

What type of information is NOT typically collected during the job analysis process?

Salary benchmarks (correct)

Employee behavior

Working conditions

Education and training requirements

How has the purpose of job descriptions evolved over time?

From duty-oriented to role and competency-oriented Signup and view all the answers

Which component is essential for creating a role and competency description statement?

Clustering related skills Signup and view all the answers

What are typically the two concrete products resulting from a job analysis?

Job description and job specifications Signup and view all the answers

Which of the following is NOT a benefit of a competency-oriented job description?

Focuses on employee personalities Signup and view all the answers

What is an acceptable technique for data collection in job analysis?

Employee interviews Signup and view all the answers

What is the primary purpose of conducting a needs assessment?

To identify specific job performance deficiencies Signup and view all the answers

Which method involves observing employees to identify their training needs?

Observation Signup and view all the answers

What does organizational analysis assess?

Training appropriateness relative to business strategy Signup and view all the answers

Which of the following is NOT a method used to gather needs assessment information?

Self-reporting Signup and view all the answers

How can a supervisor determine specific training areas needed for improvement?

Through performance appraisal and managerial concerns Signup and view all the answers

What is the main focus of person/performance analysis?

Determining if performance deficiencies stem from lack of knowledge or motivation Signup and view all the answers

Which of the following indicators might be examined during documentation examination?

Accident rates and absenteeism Signup and view all the answers

Why is it important to conduct a systematic needs assessment before training?

To accurately identify training needs Signup and view all the answers

What format should educational experience be listed in?

Reverse chronological order Signup and view all the answers

Which of the following is a suggested method to highlight skills for an employer?

Use the STAR technique Signup and view all the answers

Which of the following is NOT an award mentioned in the education section?

Best Employee of the Year Signup and view all the answers

What should be emphasized in the work experience section?

Job descriptions that are result-oriented Signup and view all the answers

How should GPA and honors be presented in educational qualifications?

Include GPA along with honors and awards Signup and view all the answers

What is the purpose of quantifying results in a skills section?

To create a clear understanding of achievements Signup and view all the answers

What type of experiences should be prioritized in the work experience section?

Career-related experiences or those requiring relevant skills Signup and view all the answers

Which of the following courses is mentioned as relevant to a position in HRM?

Compensation and Benefits Administration Signup and view all the answers

Which method is considered the most commonly used recruiting tool in small organizations?

Referrals from present employees Signup and view all the answers

What is the main purpose of maintaining an applicant pool?

To have a list of potential candidates for future job openings Signup and view all the answers

Which of the following is NOT a source of applicants mentioned?

Social media recruitment Signup and view all the answers

What is one drawback of subcontracting or outsourcing recruitment?

Loss of control over the outsourced work Signup and view all the answers

Which method is highlighted as a primary source for entry-level job candidates?

Campus recruitment Signup and view all the answers

What is the benefit of internships for employers?

Interns can be evaluated as potential full-time employees Signup and view all the answers

Which strategy involves the placement of help-wanted advertisements?

Job advertisement Signup and view all the answers

What is a potential advantage of using internal sources for job recruitment?

It encourages employee retention and morale Signup and view all the answers

What is a major concern with the ranking method of performance appraisal?

It can create unhealthy competition among employees. Signup and view all the answers

Which method compares employees in pairs to determine ranking?

Paired Comparison Method Signup and view all the answers

Which performance appraisal method requires managers to document significant employee behaviors?

Critical Incident Method Signup and view all the answers

What is a potential drawback of the paired comparison method?

It takes too long to complete with many employees. Signup and view all the answers

How does forced distribution primarily affect employee rankings?

It ensures a set percentage of employees fall into each performance category. Signup and view all the answers

Which appraisal method might lead employees to sabotage each other's work?

Ranking Method Signup and view all the answers

What is a significant characteristic of the critical incident method?

It necessitates ongoing documentation of performance-related events. Signup and view all the answers

Study Notes

Job Analysis

Job analysis is a process for collecting and interpreting information about a job.
Analyze job data to create job descriptions and job specifications.
Selecting a job for analysis can be costly, so it's better to choose a representative sample from the organization.
Job analysis data includes job activities, employee behaviors, requirements (education, training, experience), working hours, equipment, duties, workflow, conditions, human traits and abilities.

Job Description

Initially, the purpose of the job description was to set pay levels based on the difficulty of the position.
The job description shifted from duty-oriented to role and competency-oriented.
Competency-oriented descriptions focus on skills, including what, how, and why aspects of the position.
This approach is flexible and can be easily updated when faced with changes in technology, strategies, or customer needs.

Finding Job Applicants

Internal sources are encouraged for finding applicants.
Use job postings, portals, and job bidding to inform employees of openings.
External sources include job advertisements in newspapers, trade publications, radio, and television.
Employment centers, campus recruitment, internships, job fairs, and online recruitment can be used to find applicants.

Alternatives to Recruiting

Subcontracting involves hiring another organization to do the work, leading to less control over that specific function.
Outsourcing involves the company taking full responsibility for a specific function, rather than just supplying personnel.

Writing a Resume

Education is listed in reverse chronological order.
Include GPA, honors, awards, and relevant coursework.
Highlight skills needed for the job.
Use the STAR method (Situation, Technique, Action, Results).

Training Needs Assessment

Training is crucial when there's a gap between actual job performance and set standards.
Training needs assessment involves identifying the reasons behind performance deficiencies, like lack of knowledge, skills, or ability.
Five main methods are used for gathering information for the training needs assessment: interviews, surveys, observation, focus groups, and documentation examination.
Organizations need to consider their resources, support from managers and peers, and business strategies when determining training needs.

Performance Appraisal Methods

The ranking method involves ranking employees based on their performance on various traits.
The paired comparison method requires evaluators to compare two individuals and choose who is better.
Forced distribution uses a predetermined distribution of performance categories (e.g., superior, average, poor) to rank employees.
Critical incident method requires managers to record both positive and negative incidents related to an employee's performance.

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Description

This quiz covers the essential concepts of job analysis, job descriptions, and the evolution of competency-oriented approaches. It emphasizes the importance of collecting relevant data for effective job analysis and the transition from duty-oriented to role-focused job descriptions. Learn how these elements play a crucial role in selecting job applicants.