CHAPTER 4 – JOB

ANALYSIS AND
DESIGN
HUMAN RESOURCES MANAGEMENT – WINTER 2020
 JOB ANALYSIS

• Definitions
• Job Analysis – process by which information about jobs is
systematically gathered and organized to form job descriptions

• Job vs Position
• What are some uses for job analysis?
 JOB ANALYSIS

Uses of Job Analysis Information in HR

• HR Planning
• Recruitment & Selection
• Compensation
• Performance Management
• Labour Relations
• Training & Development
• Job Design
 STEPS IN JOB ANALYSIS

Step 1: Review Relevant Background Information

Step 2: Select Jobs to be Analyzed

Step 3: Collect Data on Job Activities

Step 4: Verify/Modify Data if Required

Step 5: Write Job Descriptions and Specifications

Step 6: Communicate and Update Information as Needed

 STEP 1: REVIEW RELEVANT INFORMATION
Organizational Structure
• The formal relationships among jobs in an organization
• Should structure the organization to meet strategic goals
Organization Chart (affects level of responsibility)
• Clarifies chain of command; who reports to whom
• Example: top-down vs flat
ORGANIZATIONAL CHARTS
ORGANIZATIONAL CHARTS
 STEP 2: SELECT JOBS TO BE ANALYZED

• Select a representative job when there are many similar jobs to be

analyzed
 COMPETENCY-BASED JOB ANALYSIS
• Newer approach to describing jobs
• Writing job descriptions based on measurable and observable
competencies rather than job duties
• Focus is on “how” rather than “what” in the job description
 COMPETENCY-BASED JOB ANALYSIS

• Why do we want to use competency-based

analysis?
 COMPETENCY-BASED JOB ANALYSIS

• It encourages workers to learn and rotate among jobs

• More strategic approach to defining jobs
• Supports performance management
 COMPETENCY-BASED JOB ANALYSIS

• Examples:
• General (reading, writing, mathematics)
• Leadership (strategic thinking, motivating)
• Technical competencies for specific jobs
 STEP 3: COLLECTING JOB ANALYSIS
INFORMATION
• How do we collect this information?
• Interviewing the jobholder (or using a questionnaire)
• Supervisor
• HR specialist
 STEP 4: VERIFYING INFORMATION
• Verify with:
• Workers currently performing the job
• Supervisors
• Increases validity (measuring the right thing)
• inconsistencies/concerns can be addressed
• participants will be more honest because they trust that measurement is
valid
 STEP 5: WRITING JOB DESCRIPTIONS AND
SPECIFICATIONS
• Job Description
• Job Identification
• Job Summary
• Relationships
• Duties and Responsibilities
• Authority
• Performance Standards
• Working Conditions
 STEP 5: WRITING JOB DESCRIPTIONS AND
SPECIFICATIONS

• Job Specification
• What human traits are required to perform the job?
 STEP 6: COMMUNICATION AND PREPARATION
FOR REVISIONS

• Communicate to all relevant stakeholders

• Anticipate modifications
SAMPLE JOB ANALYSIS QUESTIONNAIRE
SAMPLE JOB DESCRIPTION
 GROUP EXERCISE

• Gather in groups of 3-5 students

• Review Sample Job Analysis Questionnaire and Job Description
• Prepare Job Description for a job held by someone in your group
• Include the following categories: job summary, duties and responsibilities, relationships,
problem-solving, authority, accountability, special circumstances, performance indicators