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The document discusses job analysis and documentation methods. It defines job analysis as the systematic study of jobs to determine key elements like knowledge, skills, and abilities (KSAs) required for the job. Common job analysis methods include observation, interviews, questionnaires, and work diaries. Job analysis results in job descriptions, which provide details of job duties and requirements, and job specifications, which outline necessary qualifications. Competencies are also identified that link individuals or teams to job performance.
Исходное описание:
Material Related to Human Resources
Topic:
Job Analysis and Documentation
The document discusses job analysis and documentation methods. It defines job analysis as the systematic study of jobs to determine key elements like knowledge, skills, and abilities (KSAs) required for the job. Common job analysis methods include observation, interviews, questionnaires, and work diaries. Job analysis results in job descriptions, which provide details of job duties and requirements, and job specifications, which outline necessary qualifications. Competencies are also identified that link individuals or teams to job performance.
The document discusses job analysis and documentation methods. It defines job analysis as the systematic study of jobs to determine key elements like knowledge, skills, and abilities (KSAs) required for the job. Common job analysis methods include observation, interviews, questionnaires, and work diaries. Job analysis results in job descriptions, which provide details of job duties and requirements, and job specifications, which outline necessary qualifications. Competencies are also identified that link individuals or teams to job performance.
performance of its employees. All the jobs in an organization must interrelate to accomplish the organization’s mission, goals and objectives.
Presented by Rajesh Kumar
JOB ANALYSIS Job analysis is a systematic study of jobs to determine the activities and responsibilities they include, their relative importance and relationship with other jobs, the personal qualifications necessary for performance of the jobs and the conditions under which the work is performed. Three key elements are included in a job analysis which are commonly abbreviated as KSAs: Knowledge – body of information necessary for task performance. Skills- level of proficiency needed for task performance. Abilities- capabilities necessary to perform the job. Presented by Rajesh Kumar Job analysis information is typically collected by the HR department, supervisors and job incumbents. Some organizations may hire an external consultant to conduct a job analysis. The term job analysis comprises of the following elements: Job description Job specifications Job competencies
Presented by Rajesh Kumar
FACTORS TO CONSIDER DURING JOB ANALYSIS A job analysis generally gathers information about the following: Job Context: the purpose of the job, its work environment, its place in the organizational structure. Job Content: the duties and responsibilities of people who hold the job. Job Specifications: knowledge, skills and abilities required for a person to successfully perform the job. Performance Criteria: desired behaviors/results that will constitute performance in the job. Presented by Rajesh Kumar JOB ANALYSIS METHODS
Job analysis is a time-consuming, demanding task. However, taking the
following actions can help to obtain the best results: - Obtain information directly from the job incumbent when feasible. - Collect data from multiple job holders and supervisors. - Select a technique that allows information to be obtained, summarized and processed with minimal effort. - Select a technique that is easy to update without having to repeat the entire process from the beginning.
Presented by Rajesh Kumar
COMMON JOB ANALYSIS METHODS Common job analysis methods include the following: -Observation: It involves the direct observing of the tasks performed on the job, then recording them and translating them into necessary knowledge, skills and abilities. -Interview: It requires the interviewer to obtain the necessary information from the employee about knowledge, skills and abilities to perform the job. Open-ended Questionnaire: Questionnaires to job incumbents and sometimes to their managers asking about KSAs to perform the job. The answers are then combined and a composite statement of job requirements is published. Presented by Rajesh Kumar Highly Structured Questionnaire: Questionnaires structured in a manner that allows only specific responses to determine the frequency of specific tasks performed, their relative importance and the skills required.
Work Diary or Log: Job information, including frequency and timings of
tasks, is recorded in the diary. Logs are usually kept over an extended period of time. They are then analyzed and translated into duties and responsibilities.
Presented by Rajesh Kumar
JOB ANALYSIS OUTCOMES Job analysis results in two of the primary outcomes: JOB DESCRIPTION: Written description of a job and its requirements: -Job title and location. -Organizational relationships. -Primary duties and responsibilities. -Working conditions. -Level of financial accountability.
Presented by Rajesh Kumar
• JOB SPECIFICATIONS: Written statements of the necessary qualifications for the job incumbent which include: -Education -Experience -Training -Physical efforts and skills -Decision Making
Presented by Rajesh Kumar
Presented by Rajesh Kumar ESSENTIAL JOB FUNCTION Essential job functions are those fundamental job-related duties that are necessary to the position. Essential functions are distinguished from other nonessential or marginal functions that are part of the job but are incidental or ancillary to the purpose and nature of the job. Any statements regarding the essential functions of a job are necessary to defend employment decisions.
Presented by Rajesh Kumar
RECOMMENDATIONS FOR DETERMINING ESSENTIAL FUNCTIONS -The employer’s judgment as to which functions are essential (including supervisor and other s who are likely to have knowledge of the job). -A written job analysis prepared for recruitment advertising and/or interviewing job applicants. -The amount of time spent on the job performing the function. -The consequences of not requiring the incumbent to perform the function. -The terms of a collective bargaining agreement. -The work experience of past incumbents in the job. -The current work experience of incumbents in similar jobs.
Presented by Rajesh Kumar
GUIDELINES FOR WRITING JOB DESCRIPTIONS AND SPECIFICATIONS Job descriptions and specifications must be based on the specific duties and responsibilities actually performed within an organization. Tips for writing job descriptions and specifications: DOS: -Do give jobs realistic, descriptive titles. -Do identify the FLSA exempt or nonexempt status. -Do keep the summary brief(not more than four or five sentences). -Do list only principal duties tasks or responsibilities. -Do identify the essential job functions. -Do review the knowledge, skills and abilities to be sure they are job-related. -Do secure approvals and dates. -Do include appropriate disclaimers such as ‘’other duties as assigned’’ or the ‘’job description may be changed at any time.’’.
Presented by Rajesh Kumar
-Do secure approvals and dates. -Do include appropriate disclaimers such as ‘’other duties as assigned’’ or the ‘’job description may be changed at any time.’’. DON’T’S: -Don’t include any demeaning titles (e.g., ‘’junior.’’ ‘’clerk’’). -Don’t include gender-specific titles (e.g., use ‘’sales’’ or salesperson,’’ not ‘’salesman’’.) -Don’t include percentages.
Presented by Rajesh Kumar
JOB DESCRIPTION FORMAT
Presented by Rajesh Kumar
BENEFITS OF JOB DESCRIPTION Job description serves the following benefits: -It serves a variety of functions including job evaluation, selection, recruitment, HR Planning, training, safety, compensation and performance appraisal. -They define the jobs for transfer, promotion, staff planning, career and disability accommodation purposes. -They give employees written definitions of their jobs. -They help organizations move swiftly to increase or replace staff due to increased business or turnover. Presented by Rajesh Kumar BENEFITS OF JOB SPECIFICATION
Job title and designation
Educational qualifications for that title Physical and other related attributes Physique and mental health Special attributes and abilities Maturity and dependability Relationship of that job with other jobs in a concern Presented by Rajesh Kumar JOB COMPETENCIES Job competencies are the knowledge, skills, abilities and personal attributes that can link individuals or teams to enhance performance. In turn, a competency model is a set of competencies that together make up a profile for success for a particular job. Competencies are more than basic job knowledge, skills and abilities. Specific competencies vary from organization to organization. Many organizations are interested in focusing on the competencies that individuals or teams need to perform jobs rather than on specific tasks, duties, knowledge, skills and responsibilities.
Presented by Rajesh Kumar
Examples of managerial competencies for a restaurant chain might be: -Managing staff. -Providing customer care. -Promoting open and honest communication , mutual respect and strong teamwork. -Maintaining quality and standards to deliver 100% guest delight. -Achieving and sustaining profitability.