hr103

• Job


  A group of related activities and duties, which may be held by a single employee or several persons
• Job analysis


  The procedure for determining the duties and skills requirement of a job and the kind of person who should be hired for it
• Job description


  List of job's duties and responsibilities, reporting relationships, working conditions and supervisory responsibilities - one product of a job analysis
• Job specification


  List of job's "human requirements," that is, the requisite education, skills, personality, and so on - another product of job analysis
• Job analysis process


  1. Preparation for job analysis

  2. Collection of job analysis information
• Preparation for job analysis

  • Familiarization with the organization and the jobs
  • Identification of the jobs to be analyzed
  • Determination of the uses of job analysis
• Collection of job analysis information

  • Determine the sources of job data
  • Choice of method for data collection
  • Data collection instrument design
• Uses of job analysis information

  • Job description
  • Job specification
  • Job design
  • Recruitment and selection
  • Performance appraisal
  • Job evaluation - compensation
  • Training
• Job design


  Identification of job duties, characteristics, competencies, and sequences taking into consideration technology, work force, organization's character, and environment
• Job design considerations


  • Environmental
  • Ergonomic
  • Organizational
  • Employee (efficiency, work flow, autonomy, variety, task identity, feedback, task significance)
• Planning


  The systematic process of establishing a need and then working out the best way to meet the need
• Job analysis planning + strategic planning + operational planning = Provides a clear understanding of what you need to do in order to achieve your development goals, guides you in prioritizing and making decisions, provides a tool to help you communicate your intentions to others, provides a coherent guide for day-to-day implementations
• Objectives of job analysis

  Always ascertain and record the job related information of the employment measures like training, selection, payment and performance assessment
• Establishing objectives, performance standards and goals

  1. Performance goals and objectives

  2. Communicate responsibilities, goals and objectives & performance standards

  3. Obtain the top management support & survey those involved

  4. Show the budget, give them a choice, & fit into their goals
• Identify jobs and methodology

  • Interview
  • Questionnaire
  • Observation
• Main purpose of job analysis

  • Job design and redesigning
  • HR recruitment and selection
  • Determining training needs
  • Establishing a compensation management policy
  • Conducting performance review
• Job description is one of the most important substrates of HR systems
• Job description objectives


  Dividing and distributing the general objectives of the organization into tasks and responsibilities<|>Contributing in promotion and transfer bases according to organizational structure<|>Unifying job titles on the level subjected to HR law and implementing code
• Most important conditions for job description

  • Considering the actuality of task and responsibilities of role
  • Determining the minimum required qualifications of the role
  • An existing job description is to be amended by an official request with surrounding reasons
• Why communicate?


  To explain the communication process to managers and employees
• Principles of effective internal communications

  • A responsibility of a department's management; not its communications section
  • Consist of accurate, consistent, and timely information
  • Always a two-way communications
  • Never stop
• 4 communication factors to achieve goals

  • Clarity of purpose
  • Effective communication method
  • Effective sharing of information
  • Walking the talk
• Gather job analysis data

  • Duties and tasks (duration, complexity, standards etc.)
  • Environment (unpleasant conditions, noxious fumes, radioactive substances, aggressive people, etc.)
  • Tools and equipment (protective clothing, machines, etc.)
  • Relationships (internal and external people)
  • Requirements (knowledge, skills, and abilities)
• "Whose job is it, anyway?" is a story about four people named Everybody, Somebody, Anybody and Nobody, where an important job was not done because of role confusion
• Symptoms of role confusion

  • Blaming others for not getting the job done
  • Lack of action because of ineffective communications
  • Questions over who does what
  • "We-they" and "Not sure, so take no action" attitudes
• Role and responsibility charting


  A technique for identifying functional areas where there are process ambiguities, bringing the differences out in the open and resolving them through a cross-functional collaborative effort. A process to lock all elements in place, that clarifies who is to do what, with whom and when.
• Responsible (R)


  The individual(s) who actually complete the task. Responsible for action/implementation.
• Accountable (A)


  The individual(s) who is ultimately answerable for the activity or decision.
• Consult (C)


  The individual(s) to be consulted prior to final decision or action.
• Inform (I)


  The individual(s) who needs to be informed after a decision or action is taken.
• Role conception, role expectation, role behavior

  • Role conception - what a person thinks his/her job is and how the person has been taught to do it
  • Role expectation - what others in the organization think the person is responsible for, and how he/she should carry out those responsibilities
  • Role behavior - what a person actually does in carrying out the job
• Advantages of reviewing data

  • Information from extant document(s) is independently verifiable
  • Document review process can be done independently
  • Less expensive than collecting data on your own
• Disadvantages of reviewing data

  • Information in the document(s) may represent a perspective that is not aligned with the job analysis project
  • Obtaining and analyzing necessary documents can be a time consuming process
  • You are not able to control the quality of data being collected
• Tips for success in reviewing data

  • Be systematic in your review processes
  • Triangulate data on the extent possible
  • Provide clear and consistent guidelines to all reviewers
• Document review process


  Can be done independently<|>Less expensive than collecting data on your own
• Job description


  Provides the basics of writing a job description and covers the following sections: Position Details, Job Duties, Performance Standard, Job Factors
• Position Details


  Contains general information about the job - the current or requested classification, working title, pay range, exemption status, department name and number, position number, percentage of effort, the job description summary, comparable positions, etc.
• Working Title


  Based on the main function or role of the job. Stray away from vague and very specific job titles, instead create a working title that appropriately describes both the level of responsibility and role of the job.
• Job Duties


  Foundation of the Job Description. It conveys the complexity, scope, and level of responsibility of a job.
• Performance Standards


  Conveys the expectations of the job<|>Depicts the knowledge, skills, and abilities necessary to be successful in the job<|>Provides a basis for measuring performance