Job Analysis, Description, Specification and Evaluation The methods and procedures utilized to determine the duties, responsibilities,

working conditions, and working relationships of and between jobs and human qualifications of personnel are: 1- Job analysis 3- Job specification 1- JOB ANALYSIS It is the process of objectively determining the specific duties, responsibilities and working conditions associated with a specific job, as well as the personal Skills and qualifications required to perform that job satisfactorily. Job analysis assesses what employees are doing. So it is the process of getting information about job. It investigates exactly What the worker does in a particular job, How he does it, Why he does it, How much skills is required to do it And physical demands, environmental conditions associated with this specific job. 2- Job description 4- Job evaluation

Uses of job analysis: Job analysis serves as the basis from which job description, job specification and job evaluation are prepared.

Step in job analysis Decide how to use the information Review relevant background information Select representative positions Conduct the analysis Verify with the worker and supervisor Develop a job description and job specification - Decide how you will use the data information, since this will determine the data you collect and how you collect them. Some data collection methods such as interviewing the employee and asking job entail. Another methods, like position analysis questionnaire. Step number 2: Review relevant background information such as organization charts, job descriptions and process charts. Organization chart shows the organization wide division of work, how the job in question relates to other jobs, and where the job fits in the whole organization. A process chart provides more detailed picture of the work flow. Finally, the existing job description usually provides a starting point for building the revised job description. Step number 3: Selecting representative positions: Because there may be too many similar jobs to analyze. Step number 4: Actually analyze the job: By collecting data information on job activities, required employee working conditions, human traits, abilities and employee behaviors. Step number 5: Verify the job analysis information with the employee performing the job and with his/her supervisor. Step number 6: Develop job description and specification. Both of them are two tangible products of job analysis. Job description is a written statement that describes the activities and responsibilities of the job and also working conditions and safety hazards. Job specifications underline the personal qualities, skills, traits, background required for the job needed.

2- JOB DESCRIPTION Is a written statement of the duties, responsibilities and organizational relationships that is required of the employee in a given job

The components of job description are: 1. Date, revised date. 2. Job title. 3. Department. 4. Division. 5. Code number. In which we assign special code no 6. Job position required 7. Job summary. 8. Organizational relationship: i. Position accountable for ii. Position accountable to 9. Job duties and responsibilities. 3- JOB SPECIFICATION Job specification is derived from job analysis and job description. It is the Personal qualifications, skills, physical and mental demands required for effective job performance. It answers the following questions: 4What human traits and experience are necessary to do this job? What kind of person to recruit for and qualifications needed? What qualities that person should be tested for? JOB EVALUATION

It is a systematic method of appraising the worth of each job in relation to all other jobs in the same organization. The purpose of job evaluation: 1.Determine the relative value of each job as a basis for equitable pay differentials. 2.Identify job factors that place one job higher than another in a value hierarchy. 3. Measure the number and amount of these factors in each job.

Job Analysis Methods

Observation Method: Interview Method: In this method, an employee is interviewed so that he or she comes up with their own working styles, problems faced by them, use of particular skills and techniques while performing their job and insecurities and fears about their careers. This method helps interviewer know what exactly an employee thinks about his or her own job and responsibilities involved in it. It involves analysis of job by employee himself. In order to generate honest and true feedback or collect genuine data, questions asked during the interview should be carefully decided. And to avoid errors, it is always good to interview more than one individual to get a pool of responses. Then it can be generalized and used for the whole group. Questionnaire Method: Another commonly used job analysis method is getting the questionnaires filled from employees, their superiors and managers. However, this method also suffers from personal biasness. A great care should be takes while framing questions for different grades of employees. In order to get the true job-related info, management should effectively communicate it to the staff that data collected will be used for their own good. It is very important to ensure them that it wont be used against them in anyway. If it is not done properly, it will be a sheer wastage of time, money and human resources. These are some of the most common methods of job analysis. However, there are several other specialized methods including task inventory, job element method, competency profiling, technical conference, threshold traits analysis system and a combination of these methods. While choosing a method, HR managers need to consider time, cost and human efforts included in conducting the process.

How to write a job description 1- JOB DESCRIPTION Is a written statement of the duties, responsibilities and organizational relationships that is required of the employee in a given job

1- How to begin The beginning has the basic details, as follows.

Basic Sections of a Job Description 1. 2. 3. 4. 5. 6. 7. 8. Date, revised date. Job title. Department. Division. Code number. Job position required Job summary. Organizational relationship: i. Position accountable for ii. Position accountable to 9. Job duties and responsibilities. 2- Overview Next you write the general overview of the job position. This is the 1-minute elevator pitch. Dont go overboard here. The rest of the written job description will break down the details. This is where you summarize the nature and overall purpose of the job. 3- Essential Functions and Responsibilities This is the job description section that explains the day-to-day of the job. You start by listing out the essential functions of the position. Essential job functions are responsibilities that are 5% or greater of the employees workload. All the essential functions should add up to 100% of the job position. They should be listed in order of importance. I like to add at the end of this section other duties as assigned as a catchall for special projects that may come up. 4- Job Qualifications This is where you list out the minimum requirements of the job position. Be sure to write the qualifications for the position you need, not the person who may currently be in the position. If a job requirement is listed then those candidates not meeting the minimum standards are not viable candidates for the position. This job qualifications area can be broken down into the further sections listed below. Ive included some examples of functional job descriptions: a) Education If the job position requires a degree or certification list it here. Are you willing to substitute years of experience for education? If so, specifically communicate how many years of related experience is an acceptable substitute for a degree or certification. Job Description example: 4 years of software development experience with .Net may be substituted for a 4-year degree in computer science. b) Experience List the amount of industry experience or directly related job experience required.

Job description example: 5 years of project management experience in the financial services industry. c) Supervisory experience If supervisory experience is required, list how many years of supervisory experience are required along with how many employees supervised. Job description example: 5 years experience supervising 10 or more employees. d) Technical proficiencies This is where you list what technical or software skills are needed to perform the essential functions of the job. Job description example: Must be able to type 80 wpm in MS Word. e) Communication skills In most jobs, having good communication skills is essential. Maybe you need someone who has excellent written communication skills if you are hiring a technical writer. You may need someone with public speaking experience if you are hiring for your training department. You may need someone who is an exceptional oral communicator for the receptionist position or negotiation skills if they are in sales. These are all examples of communication skills that are required to perform the essential functions of the job. Some job positions may require multiple communications skills in order to perform the work. f) Decision making Being a good decision maker isnt something reserved for management. Some jobs require the person to work independently and to make on-the-spot decisions that affect their work and the company. This is where you specify how much freedom the position has to make decisions regarding responsibilities of the job. g) Other competencies or skills Other competencies or skills necessary to perform the job may be the ability to meet deadlines or work more than 40 hours, as needed. You may need someone who has the ability to work on teams. This is the section where you add these kinds of details. h) Background checks or licensing requirements Most companies require some sort of background check before hiring a candidate. This is the section where you will include a statement about any background checks or other requirements candidates must pass in order to qualify for the position. Job description example: Criminal background check Reference checks Education verification Drug test Physical exam Drivers license and proof of insurance

i) Preference In this section you are telling candidates that it would be very helpful if they had particular skills or abilities but its not required. 5- Physical Requirements When most people read this section of the job description they dont pay much attention. They think that this is just legalese. I can understand that unless you are someone who has physical limitations. Potential job candidates need to know what they physically have to do in the job and in what environment. If they are scared of heights but the job requires them to work several hundred feet off the ground in a warehouse this would not be a good fit and the candidate can self-select out of applying for the job position. Another reason this section is needed is because of the Americans with Disability Act (ADA). This is a topic that requires a lot of attention and would sidetrack this article so Ill summarize to stay on topic. Employers need to list the physical requirements so those with disabilities or physical limitations can judge whether they can perform the job as-is or with reasonable accommodation. For example, someone hard of hearing may be able to perform a call center job if they have a device that amplifies voices on the phone so they can hear customers. Additionally, your current employees health may change over time and they may struggle to physically perform their jobs. They may need reasonable accommodations, as well.