Job Analysis

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Job Analysis
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Lecture Outline

• Definition
• Importance
• 8 Steps
• Job Description/Job Specification

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Quick Fact

• This lecture will be HUGE for helping you with
  your team project

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Job Analysis

• Definition
• The process of studying jobs in order to gather,
  analyze, synthesize, and report information about
  job requirements.
• http//www.job-analysis.net/
• http//www.hr-guide.com/data/G000.htm
• Types
• Job requirements job analysis
• Identify and describe specific tasks, KSAOs, and
  job context for a particular job
• Were focusing on this one
• Competency-based job analysis
• Identify and describe KSAOs required across a
  range of jobs

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Discussion Questions

• Why is job analysis so important?
• What HR functions does job analysis help inform?

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Discussion Question

• Picture it, Orlando, 2006. Company ABC gets sued
  because their selection system shows adverse
  impact. How could a job analysis help steer them
  clear of any legal violations?

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Job Analysis

• 8 Steps
• Determine the job
• Determine who to ask
• Determine which method
• Collect data on tasks
• Collect data on job context
• Collect data on and infer KSAOs
• Rate importance and frequency of tasks and KSAOs
• Create task and KSAO dimensions

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Job Analysis Process
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Discussion Question

• How do you know which job to choose (i.e., Why
  would you do a job analysis for a particular job?)

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Sources of Job Analysis Data

• Job incumbents
• Supervisors
• Subject matter experts (SMEs)
• Trained observers

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Discussion Question

• Why is it advantageous to also ask supervisors
  about what their subordinates do on the job?

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Methods of Data Collection

• Prior information
• Observation
• Interviews
• Task questionnaire

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Discussion Question

• Why do we use multiple methods?

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Task Statements

• Definition
• A statement used to describe a work activity that
  is performed to achieve a specific objective
• Tips for writing task statements
• Use specific action verbs, having only one
  meaning
• Should write about 15-25 tasks
• Do not include trivial activities
• Ensure list of tasks is content valid and
  reliable
• Analysts should include manager and an incumbent

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Quick Quiz

• Which of the following should be included in a
  task statement?
• What employee does, using a specific verb at
  start of statement
• To whom or what employee does what he/she does
• What is produced, indicating expected output
• What materials, tools, procedures, or equipment
  used

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Task Statement Process
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Job Context

• Definition
• The environment in which the job takes place.
• Two Types
• Working conditions
• Work setting
• Work attire
• Body positioning
• Environmental conditions
• Job hazards
• Reporting relationships

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Quick Fact

• Did you know the very first job analyses were
  performed by Morris Viteles in 1922 to select
  employees for a trolly car company?

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KSAO Statements

• Definition
• Knowledges, skills, abilities, and other
  characteristics used to perform the job
• Parts
• Knowledge
• A body of information that can be applied
  directly to the performance of tasks
• Skill
• An observable competence for working with or
  applying knowledge to perform a task (not
  enduring characteristic)
• Ability
• An underlying, enduring trait useful for
  performing tasks
• Other characteristics
• A general category for other important factors

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KSAO Examples

• Knowledge of Microsoft Office.
• Knowledge of industry legal codes.
• Ability to interact with people from different
  backgrounds.
• Ability to listen to complaints in a way that
  people feel they have been heard.
• Skill in typing speed.
• Skill in negotiation.

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Discussion Question

• How could a job analysis be conducted to find
  KSAOs that support the organizations strategy?

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Importance and Frequency

• Importance
• How important is this task/KSAO for completing
  ones job duties?
• Frequency
• How often is this task/KSAO performed/utilized in
  completing ones job duties?

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Discussion Question

• How do you determine if a task or KSAO is
  important?
• Why does it matter?

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Task and KSAO Dimensions

• Definition
• A process of grouping like tasks or KSAOs into
  specific categories
• Examples
• Computer, interpersonal, clerical, etc.

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Job Description and Job Specifications

• Job description definition
• As an outcome of job analysis, a written
  statement of what jobholders actually do, how
  they do it, and why they do it.
• Job specifications definition
• An outcome of job analysis delineating the KSAOs
  deemed necessary to perform a job.

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Discussion Question

• Why are the job description and job
  specifications critical (i.e., What are they used
  for?)

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Take-Home Points

• Realize that job analysis is the most critical
  procedure for developing HR practices
• Aware of the major steps in job analysis
• Practice actually doing a job analysis to help
  you with the team project