Free Essay

Job Description - Job Analysis

In: Business and Management

Submitted By mbrandem
Words 971
Pages 4
Staffing – Job Description/Job Analysis

1. A job description outlines the necessary skills, training and education needed by a potential employee. It will spell out duties and responsibilities of the job. Once a job description is prepared, it can serve a basis for interviewing candidates, orienting a new employee and finally in the evaluation of job performance. Using job descriptions is part of good management and it will help an organization better understand the experience and skill base needed to enhance the success of the company. Job descriptions assist in the hiring, evaluation and potentially terminating of employees. Many times there can be a misunderstanding of what a position entails an in-depth, well-prepared job description can help both sides share a common understanding.

2. Announce plan to update job descriptions using the Job Requirements – Job Analysis process to the whole company. Briefly explain the process and the time frame for the project. Motivate employees to participate and dispel any negative feeling about the process. Stand as a unified team with Marvin and Alta Fossom and have them ask for the support and cooperation of all employees. Meet with Marvin and Alta on a monthly basis to update them on the project.

a. Meet with the general manager, supervisor of operations and customer service to discuss the project.
b. Request all documents currently being in the staffing process for every job at the company.
c. Meet with all department supervisors that oversee the warehouse, printing, shipping, customer service reps, marketing reps and order clerks in order to request any input that might have that would be useful in determining tasks, KSAOs and job context information. Ask them to make recommendations regarding who should be observed performing their jobs.
d. Compile all existing information into a set of tasks for each job.
e. Compare with O*Net, SHERM and other resources, in an effort to use standard language.
f. Give the tasks to department heads to review, change and add. Be sure to ask them to state how much time is spent on each task.
g. Schedule observations of the current employees in order to compare the supervisor’s task list with what is observable and verify it contains all necessary tasks.
h. Ask each and every employee to check the list of tasks, and empower them to add, suggest task that should be deleted and review how much time they spend on each task.
i. Prepare task statements from the task list approved by supervisors.
j. Ask all supervisors to review, delete, add or suggest changes to task statements. Have them review the importance of each task and the time spent on it.
k. Ask the general manager, supervisor of operations and customer service to review the task statements of the jobs they oversee.
l. Once task statements are approved by managers, review them with Marvin and Alta.
m. Start the task dimension process. Using the information collected so far, break down tasks into dimensions and assign the approved % of importance.
n. Using the Task statements, Task dimensions and % of time spent on tasks, I will generate KSAOs and rank them.
o. Put all of this information into a Job Requirement Matrix for each job.
p. The first draft of the Matrix for each job will be given to department heads. They will review, add, delete and work with me until they are satisfied with the matrix for the jobs they supervise.
q. Ask the general manager, supervisor of operations and customer service to review the Matric of the jobs they oversee.
r. Once the managers approve of the job matrixes, review with Marvin and Alta.
s. From the job requirements matrix, form the job descriptions and job specifications.
t. Give the job descriptions and job specifications to department heads to review, change and/or approve.
u. Give the job descriptions and job specifications to the general manager, supervisor of operations and customer service to review, change and/or approve.
v. Once the managers approve of the job descriptions and job specifications review with Marvin. He will approve the final versions of the job descriptions and job specifications.
w. Give all employees their new job description.
x. Give all managers job matrix for every job they supervise.
y. Give Marvin all job descriptions and start using them as the foundation of all staffing activities.
z. Meet with Marvin and Alta to review the project and process for updating job Matrix, descriptions and specifications.

3. Martin will house all official job descriptions and coordinate the process of updating job descriptions. Department heads will be responsible for maintaining accurate and up-to-date job descriptions of the jobs they supervise. All employees are empowered to make suggestions on an ongoing basis, if they feel their job tasks have changed or no longer being performed. It is fundamental that the “do-ers” of each job take responsibility for and are empowered to be active in maintaining their job description.

a. Martin will review all job matrixes once a year and upon hiring new employees. Every five years, Martin will initiate the job analysis process (listed in above) and update all job descriptions and job specifications.
b. At each employee’s annual evaluation, review their job description and discuss any necessary changes.
c. Martin will send a job description with each employee’s annual evaluation materials, to make sure they have at least two weeks to look at the job description and prepare to discuss it as part of their evaluation.
d. If a new job is formed or needed, performance a job analysis. Write a job description and job specifications BEFORE the staffing process begins for this new position.
e. All updated job descriptions must be approved by department heads.
f. Marvin will coordinate working drafts, final approval and be responsible for distributing job descriptions.

Similar Documents

Premium Essay

Job Analysis and Description

...A job analysis is the process used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job. You need as much data as possible to put together a job description, which is the frequent outcome of the job analysis. Additional outcomes include recruiting plans, position postings and advertisements, and performance development planning within your performance management system (Heathfield, 2000). Hiring a new employee(s) can be challenging and a lot work. Some bosses will just hire the first person they interview so they can get it over with, but this could be very damaging to the company. Small companies like Emery’s Landscaping cannot afford to make this mistake. They are small company of 12 employees and if someone is not pulling their weight then another person has to pick up the slack. Emery’s is a landscaping company which needs a marketing person. The goal of a market analysis is to determine the attractiveness of a market and to understand its evolving opportunities and threats as they relate to the strengths and weaknesses of the firm (Aaker, 2012). The business is growing more and more every day. Communication and commitment to our clients is a couple of our strengths. The weather is one of our weaknesses but we have no control on this. The new employee will help the company to make sure our strengths are greater than our weaknesses. Mr. Emery is so busy he cannot keep up with getting new......

Words: 1029 - Pages: 5

Free Essay

Intro to Human Resources Unit 2: Chapter 5 Questions

...is a job analysis? Why should a company perform job analysis for the organization's jobs? Job Analysis refers to the various methods that are used to analyze the requirements of the job. Two tools used for this include the job description and mission statement of an organization. Organizations should always perform job analysis for their jobs to ensure their employee selection is valid and defensible; thus accurately measuring the requirements of the job itself in a fair and reliable way. Essentially, a valid selection procedure should effectively measure whether or not the applicant’s qualifications match those that are needed for the job, and not much more or less. 2. Describe three major methods or techniques that organizations use for job analysis process. Three major techniques utilized by organizations and companies in the job analysis process include Narrative Job Analysis, Task-Analysis Inventory, and the Position Analysis Questionnaire. Narrative Job Analysis is a narrative or descriptive set of information about a particular job or position within an organization. The quality of the information contained in the description typically depends on the writing skills of the analyst. Task-Analysis Inventory refers to a set of methods with the goal of analyzing all the tasks performed in the focal job. Once a list of tasks is developed for the job, an analyst will evaluate each task on things such as amount of time spent, frequency, etc. The Position Analysis......

Words: 456 - Pages: 2

Premium Essay

Docx

...1.0. Job Analysis As like any other organization, Citycell also exist to accomplish its organizational goal and objective. Achievement of organizational goal requires collective efforts (work) of a number of employees rather than individual effort. The point at which work and worker come together is called job-it is the role played by worker. To staff the worker for accomplishing the goal, an organization needs to know a lot of information about the job. These are: * Information about duties and responsibilities of that job * The characteristics of people required to perform that job Information about jobs is obtained through a process called job analysis. Job analysis as a management technique and it was developed around 1900. It became one of the tools by which managers understood and directed organizations. Job analysis is the procedure for determining the duties and skills requirements of the job and the kind of person should be hired for it. This is the process of collecting and analyzing information. An important concept of Job Analysis is that the analysis is conducted of the Job, not on the person. Telecommunication industry is a dynamic industry. To stay in this industry and become competitive, Citycell also conduct job analysis on daily, quarterly and even yearly basis. As they are the only CDMA (Code Division Multiple Access) operator in Bangladesh, based on their sales growth, future focus etc. they frequently do job analysis. 1.1. Sample of a......

Words: 1399 - Pages: 6

Premium Essay

Hrm 531 Week 2 Reflection Paper

...focused on the functions of a job description. Objective 1: Explain how a job analysis is used to create a job description. A job analysis is defined as “the process used to break a job into its component duty or functional areas and the task statements associated with those duty areas” (Hartley, 2010). The job analysis identifies requirements and duties involves in the job. It will also establish guidelines on the education level, skill set, and work environment. The completed job analysis will be used to create the job description.  The US Department of Interior (1998) website states that a job analysis “can be used to identify documents and other elements vital to the candidate evaluation, referral and selection process, such as measurement methods and interview requirements”. Each member on the team understands how the job analysis is used and the purpose. A job analysis provides an understanding and specifications for a position. A job analysis consists of a job description and the specifications required. The team agrees that an analysis should be reviewed periodically to remain current and not waste unnecessary resources. Potential problems exist with a job analysis. The accuracy and stability of an analysis could prevent a precise job description from being developed and thwart the candidate evaluation, referral and selection process.  Accuracy is affected because some of the information gathered for an analysis is provided by......

Words: 640 - Pages: 3

Premium Essay

Job Analysis

... | | | | | | | |Job |4 | | |Analysis | | | |Lecture Outline | | | |Strategic Overview |In Brief: In this chapter, Dessler explains the uses of | | |The Nature of Job Analysis |job analysis information and carefully describes the | | |Uses of Job Analysis Information |methods of conducting a job analysis. The tasks of | | |Steps in Job Analysis |writing job descriptions and job specifications are also | | |Methods of Collecting Job Analysis Information |outlined. Finally, he discusses the trends of enlarging | | |The Interview |and de-jobbing positions. ...

Words: 4966 - Pages: 20

Premium Essay

Job Analysis

...Job Analysis MGMT335 Unit 2 Assignment Abstract This paper will provide employees a proper understanding of what their job tasks and requirements are the manager and company as a whole needs to fully understand the specifics of what is required of the position. This leads to a better job description. It will research a company's job or position wanted posting and provide the following: list at least 3 elements of the job which would provide areas within the job description. Define at least 1 of the job specifications or qualifications required to apply and fill the position. Based on your identification of the elements and qualifications provide an opinion as to whether the company has conducted a proper analysis of the particular job they are seeking to fill and whether they would be able to gather a pool of qualified applicants. Job Analysis A company has an open position; the Human Resource (HR) personnel must draft an appropriate and qualified job description which starts with a job analysis. This type of work helps the HR personnel to hire the right candidate for the job. A job analysis begins with several steps. Step one covers job analysis which begins with questions like what will the employee produce, who will receive the product or service, and what is the outcome of the day. It requires a description of the product or service of the position. Step two covers function which is to make a serious list of specific task or functions depending on the......

Words: 984 - Pages: 4

Premium Essay

The Case Study

...Function 2: Recruitment and selection of employees Recruitment of staff should be preceded by: An analysis of the job to be done (i.e. an analytical study of the tasks to be performed to determine their essential factors) written into a job description so that the selectors know what physical and mental characteristics applicants must possess, what qualities and attitudes are desirable and what characteristics are a decided disadvantage; • In the case of replacement staff a critical questioning of the need to recruit at all (replacement should rarely be an automatic process). • Effectively, selection is 'buying' an employee (the price being the wage or salary multiplied by probable years of service) hence bad buys can be very expensive. For that reason some firms (and some firms for particular jobs) use external expert consultants for recruitment and selection. • Equally some small organizations exist to 'head hunt', i.e. to attract staff with high reputations from existing employers to the recruiting employer. However, the 'cost' of poor selection is such that, even for the mundane day-to-day jobs, those who recruit and select should be well trained to judge the suitability of applicants. The main sources of recruitment are: • Internal promotion and internal introductions (at times desirable for morale purposes) • Careers officers (and careers masters at schools) • University appointment boards • Agencies for the unemployed •......

Words: 3825 - Pages: 16

Premium Essay

Jack Nelson Problem

...Manager’s HRM Jobs The right person Orientation Training Performance Creativity Working relationships Policies and procedures Labor costs Development Morale Protecting Management Functions: Human Resource Management HRM Function Human Resource Management is the process of acquiring, training, appraising, and compensating employees and attending to their labor relations, health and safety, and fairness concerns. HRM People Functions Include: Job analysis Labor needs Recruit Select candidates Orient and train Wages and salaries Incentives and benefits Performance Communicate Train and develop Employee commitment Equal opportunity Health and safety JOB ANALYSIS AND JOB DESIGN Strategic OverviewThe Nature of Job Analysis Uses of Job Analysis Information Steps in Job Analysis Methods of Collecting Job Analysis Information The Interview Questionnaires Observation Participant Diary/Logs Quantitative Job Analysis Techniques Internet-based Job Analysis Using Multiple Sources of Information Writing Job Descriptions Job Identification Job Summary Relationships Responsibilities and Duties Standards of Performance & Working Conditions Using the Internet for Writing Job Descriptions Writing Job SpecificationsSpecifications for Trained Versus Untrained Personnel Job Specifications Based on Judgment Specifications Based on Statistical Analysis Job Analysis in a......

Words: 5822 - Pages: 24

Free Essay

Job Analysis

...Table of Content Page No.  Introduction 2  Job Analysis 2  Nature of Job Analysis 2  Components of Job Analysis 4  Uses of Job Analysis 4-5  Steps in Job Analysis 6-7  Methods of collecting information 7-11 o Interview o Questionnaire o Observation o Participant diary/logs o Quantitative Job Analysis Technique  Conclusion 11 Introduction A method of performing job analyses and delivering or providing access to the results of the job analyses by creating a list of job requirements and working conditions for each discrete task of a job, creating a physical demands analysis comprising a list of physical requirements of each discrete task of a job, and combining the lists into a job analysis database for determining whether a worker can perform a job. Job Analysis Job analysis is a systematic approach to defining the job role, description, requirements, responsibilities, evaluation, etc. It helps in finding out required level of education, skills, knowledge, training, etc for the job position. It also depicts the job worth i.e. measurable effectiveness of the job and contribution of job to the organization. Thus, it effectively contributes to setting up the compensation package for the job position. Nature of Job Analysis: Organisations consist of positions that have to be staffed. Job Analysis is the procedure through which we determine the task, duties and......

Words: 2685 - Pages: 11

Premium Essay

Learning Team Weekly Reflection

...creating a job analysis and providing a job description for each position. This process enables an organization to identify clearly the job requirements and explain its task. A job analysis and description provide expectations of employee performance. They also keep employees in line with the business strategy while increasing workplace motivation. Team D will explain how a job analysis is used to create a job description and explain the functions of a job description. Job Analysis A job analysis is an important tool used within an organization. It is the process used by human resource managers to collect important information about what a job entails. The information assist managers identify the qualifications of individuals for the position. The data collected includes the specific job task, the skills necessary for performance, what responsibilities go along with the position, the type of work environment, and the outcome of the job. Once the job analysis process is completed, the information collected is analyzed to assemble a job description. Job Description According to “Jobs Online" (2009), “a job description typically consists of six major components: 1) essential job functions, 2) knowledge and critical skills, 3) physical demands, 4) environmental factors, 5) the roles of the ADA and other federal laws, such as the Occupational Safety Health Act (OSH Act), and 6) any explanatory information that may be necessary to clarify job duties or responsibilities. A......

Words: 523 - Pages: 3

Premium Essay

Conducting Through Job Analyses and Drafting Lawful Job Descriptions

...Conducting Through Job Analyses and Drafting Lawful Job Descriptions 1. The first step in preparing a job description is conducting a job analysis. Job analysis is a method of gather and analyzing information concerning all aspects of an employee’s position (Smith 2015). A job analysis determines what the essential job functions are and helps avoid breaking ADA law or FLSA. Having a job analysis before creating a job description also helps prevent pointless and obvious statements in the description as well as highlight the tasks that are most important and take up the bulk of the time for the job. It is important to properly obtain the fundamental information to conclude job content, as well as essential and nonessential functions; requisite insight, skill, intelligence, expertise, and experience necessary to perform the job; and working conditions of the employee (Smith). 2. The preparing of an accurate job analysis starts with owners, upper-level managers, and executives educating their employees of the need for accuracy and impartiality throughout the process. Employees need to contribute and feel ownership in the analysis, but there are flaws to having employees help. Employees could inadvertently mischaracterize their daily job tasks or responsibilities, and managers may disagree with what the employees actually do and that is why there needs to be a system and structure to the process. 3. A job analysis could help prove the compliance with all the......

Words: 748 - Pages: 3

Premium Essay

Job Description

...Job description & job analysis * Prepared by : Noha Reda Hassaan Fatma Mohammed * Outlines 1. Introduction 2. Definition & operational terms 3. Purpose of job analysis 4. Process of job analysis 5. Job description purpose 6. Components of job description 7. References * Objectives At the end of this session you will able to : 1. Define job description 2. Distinguish between job description , job specification & job analysis 3. Compare between job description & analysis 4. Analyze disadvantages of job description 5. Identify limitation of job description 6. List component of job description * Introduction -a job consists of a group of activities and duties that entail natural units of work that are similar and related. Jobs should be clear and distinct from other jobs to minimize misunderstandings and conflict among employees and to enable employees to recognize what is expected of them. -some jobs are required to be performed by several employees, each of whom occupies a separate position. -a position consists of different duties and responsibilities that are performed by only one employee * Operational terms * job analysis the procedure for determining the duties and skill requirements of a job and the process of obtaining information about jobs &kind of person who should......

Words: 923 - Pages: 4

Premium Essay

Job Analysis

...Job analysis Job analysis involves a systematic investigation of jobs using a variety of methods, to determine essential duties, tasks and responsibilities. Job analysis is crucial to the identification of relevant skills and competencies. It involves obtaining objective and verifiable information about the actual requirements of a job, and the skills and competencies required to meet the local area and University’s needs. Job analysis facilitates accurate recruitment and selection practices, sets standards for performance appraisals and allows appropriate classification/reclassification of positions. Comparing the skills possessed by employees with the results of job analysis can greatly assist in workforce planning strategies and restructuring or redesigning jobs to reflect the requirements of the local area and/or University-wide changes. Key Factors in Job Analysis Task identity: Employees receive more satisfaction from doing a ‘whole’ piece of work. This is likely to happen when the job has a distinct beginning and end which is clearly visible to the employee and others. It is important that employees see the end results of the work they have produced either on their own or as a part of a team. Variety: Employees, who perform repetitive tasks which offer no challenge, may lose interest and become bored and dissatisfied. Greater variety can improve interest, challenge and commitment to the task. Variety means more than simply adding an extra but similar task.......

Words: 3847 - Pages: 16

Premium Essay

Job Analysis

...RESOURCE MANAGEMENT ASSIGNMENT: JOB ANALYSIS SUBMITTED BY: SAAD AHMED SHAIKH SUBMITTED TO: SIR. IMTIAZ ALI JOB ANALYSIS OVERVIEW Job Analysis is a process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job. Job Analysis is a process where judgments are made about data collected on a job. Job analysis, which is also called job review or job classification, is a systematic exploration of the tasks, duties, responsibilities and accountabilities of a job. The process of job analysis involves the collection of background information, a selection of representative jobs to be analysed, collection of job analysis information,development of a job description and job specification. The formal and systematic methods of job analysis are functional job analysis, the position analysis questionnaire, and the critical incident technique.Job analysis is useful for preparing job descriptions and job specifications which are the basis for most of the HR activities like recruitment, training, performance appraisal, industrial relations and wage and salary administration. Job design determines the way in which work should be performed which, in turn, affects the degree of authority of an employee over the work; the scope of decision-making by the employee; the number of tasks an employee has to perform; and employee satisfaction. The main objectives of job design are to meet organizational......

Words: 1274 - Pages: 6

Premium Essay

Maketing

...Job Analysis and Job Descriptions HRM 530 Strategic Human Resource Management April 30, 2015 Write a two-three (2-3) page paper in which you: 1. Compare two (2) job positions from the episode and perform a job analysis of each position. The reality television show, Undercover Boss, shows an upper-management employee at a major company who chooses to go undercover as an entry-level worker to reveal problems within the business. I watched an episode filmed at a Popeye’s Fried Chicken fast-food restaurant franchise. I will compare and do a job analysis for the two positions highlighted in the show, that of Chief Talent Officer Lynn Zapone and of janitorial worker, Douglas. The main responsibilities of a Chief Talent Officer are to acquire, develop and retain a business’ talent, i.e. employees. Ms. Zapone’s job focus during this show centered on employee retention. She reports directly to executive leadership at Popeye’s, mainly the Chief Executive Officer (CEO). She strongly believes that happy team members deliver positive experiences to customers. Those same customers repeatedly come back to the restaurant, and that translates into profits for Popeye’s. Her position is leadership and strategic-planning focused. On the other hand, Douglas’ job is completely manual. It is to keep the interior and exterior of the restaurant clean. His position is very straightforward and uncomplicated. He reports to the manager of the restaurant franchise location (Popeye’s, 2012)...

Words: 807 - Pages: 4