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Copyright © 2015 Pearson Education, Inc. 4-1

4 Job Analysis and the Talent Management

Process

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Learning Objectives

1. Define talent management and explain why it is important.

2. Discuss the process of job analysis, including why it is important.

3. Explain how to use at least three methods of collecting job analysis information, including interviews, questionnaires, and observation.

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Learning Objectives

4. Explain how you would write a job description.

5. Explain how to write a job specification.

6. Explain competency-based job analysis, including what it means and how it’s done in practice.

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Define talent management and explain why it is

important.

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The Talent Management Process

• What Is Talent Management?o TasksoGoal-directedoUses the same “profile”o Segments and manages employ

eeso Integrates/coordinates all talent

management functions

TASKS

• 1. Treats talent management activities such as recruiting and training as interrelated. For example, having employees with the right skills depends as much on recruiting, training, and compensation as on applicant testing.


GOAL-DIRECTED

• 2. Makes sure all talent management decisions (such as staffing, training, and pay) are goal directed. In other words, ask, "What recruiting, testing, training, or pay action should I take to produce the employee competencies we need to achieve our strategic goals?”


Uses the same “profile”

• 3. Consistently uses the same "profile” of required human skills, knowledge, and behaviors ("competencies") for formulating a job's recruitment plans as for making selection, training, appraisal, and compensation decisions for it. For example, if "Design complex software application's” Is one required software engineer skill, then ask interview questions to assess the candidate on this skill; train the new employee to improve this skill; and then appraise and compensate the person based on his or her skill proficiency.


Segments and manages employees

• 4. Actively segments and manages employees. For example, Accenture recommends identifying the firm's "mission critical” employees, and then managing their development and rewards separately from the firm's other employees.


Integrates/coordinates all talent management functions• 5. Actively coordinates or integrates the

ongoing talent management functions such as recruiting and training. For example, HR managers need to make sure they are using the same skills profile to recruit as to select, train, and appraise for a particular job, or use special talent management software to do so.


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• Thought of as

linear process• Definition • Managing talent

effectively

Review

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Discuss the process of job analysis, including

why it is important.

© 2005 Prentice Hall Inc. All rights reserved.

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THE NATURE OF JOB ANALYSIS

• Job analysis• The procedure for determining the duties and skill

requirements of a job and the kind of person who should be hired for it.

• Job description• A list of a job’s duties, responsibilities, reporting

relationships, working conditions, and supervisory responsibilities—one product of a job analysis.

• Job specifications• A list of a job’s “human requirements,” that is, the

requisite education, skills, personality, and so on—another product of a job analysis.

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The Basics of Job Analysis• Work activities• Behaviors• Machines, tools,

equipment, and work aids

• Performance standards

• Job context• Human

requirements

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Uses of Job Analysis Information

• Recruitment and

selection• EEO compliance• Performance

appraisal• Compensation• Training


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STEPS IN JOB ANALYSIS

• Step 1: Decide how you’ll use theinformation.

• Step 2: Review relevant backgroundinformation.

• Step 3: Select representative positions.• Step 4: Actually analyze the job.• Step 5: Verify the job analysis information.• Step 6: Develop a job description and job

specification.


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CHARTING THE ORGANIZATION

• Organization chart• A chart that shows the organizationwide distribution of

work, with titles of each position and interconnecting lines that show who reports to and communicates to whom.

• Process chart• A work flow chart that shows the flow of inputs to and

outputs from a particular job.

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IMPROVING PEFORMANCE: HR as a Profit Center

• Boosting Productivity Through Work Redesigno Workflow analysis prompted

several performance-boosting

redesigns o Firm reduced from four to one

the number of people opening

mail


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PROCESS CHART FOR ANALYZING A JOB’S WORKFLOW

Figure 4–2

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Job Analysis Guidelines

• A joint effort• Clarity of questions

and process• Different job analysis

methods

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• The basics of job analysis• Uses of job analysis information• Conducting a job analysis• Job analysis guidelines

Review

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Explain how to use at least three methods of collecting job analysis information, including interviews, questionnaires, and observation.

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Methods for Collecting Job Analysis Information

• Interviews• Questionnaires• Observation• Diary/logs• Quantitative

techniques• Internet-based

JAQ FORM_rev 100809 a.pdf

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Collecting Job AnalysisInformation – Interviews

• The Interviewo Typical questionso Structured interviewso Pros and conso Interviewing guidelines


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METHODS OF COLLECTING JOB ANALYSIS INFORMATION: THE INTERVIEW

• Information sources• Individual employees• Groups of employees• Supervisors with

knowledge of the job• Advantages• Quick, direct way to

find overlooked information.

• Disadvantages• Distorted

information

• Interview formats• Structured

(Checklist)• Unstructured


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INTERVIEW GUIDELINES

• The job analyst and supervisor should work together to identify the workers who know the job best.

• Quickly establish rapport with the interviewee.• Follow a structured guide or checklist, one that lists

open-ended questions and provides space for answers.

• Ask the worker to list his or her duties in order of importance and frequency of occurrence.

• After completing the interview, review and verify the data.


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METHODS OF COLLECTING JOB ANALYSIS INFORMATION: QUESTIONNAIRES

• Information source• Have employees fill

out questionnaires to describe their job-related duties and responsibilities.

• Questionnaire formats• Structured checklists• Opened-ended

questions

• Advantages• Quick and efficient

way to gather information from large numbers of employees

• Disadvantages• Expense and time

consumed in preparing and testing the questionnaire

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Questionnaires also may be structured or unstructured, depending on the situation and job under review.

Observation, while extremely useful is very time-consuming in that one individual will be needed to observe the worker for extended periods of time. In addition, the observer may miss some key job activities if they are not performed regularly.

Diaries and logs require the worker to make entries into his or her journal at regular times.

Quantitative techniques include the Position Analysis Questionnaire (PAQ) and the Department of Labor (DOL) technique.

Internet-based analysis allows the HR department to send questionnaires to geographically disbursed employees and receive information in a timely manner. This procedure also allows electronic or voice follow-up.


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METHODS OF COLLECTING JOB ANALYSIS INFORMATION: OBSERVATION

• Information source• Observing and

noting the physical activities of employees as they go about their jobs.

• Advantages• Provides first-hand

information• Reduces distortion of

information• Disadvantages• Time consuming• Difficulty in

capturing entire job cycle

• Of little use if job involves a high level of mental activity.


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METHODS OF COLLECTING JOB ANALYSIS INFORMATION: PARTICIPANT DIARY/LOGS

• Information source• Workers keep a

chronological diary/ log of what they do and the time spent in each activity.

• Advantages• Produces a more

complete picture of the job

• Employee participation

• Disadvantages• Distortion of

information• Depends upon

employees to accurately recall their activities


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QUANTITATIVE JOB ANALYSIS TECHNIQUES

• The position analysis questionnaire (PAQ)• A questionnaire used to collect quantifiable data

concerning the duties and responsibilities of various jobs.• The Department of Labor (DOL) procedure• A standardized method by which different jobs can be

quantitatively rated, classified, and compared.• Functional job analysis• Takes into account the extent to which instructions,

reasoning, judgment, and mathematical and verbal ability are necessary for performing job tasks.


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SAMPLE REPORT BASED

ON DEPARTMENT OF LABOR JOB

ANALYSIS TECHNIQUE

Figure 4–6

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• Interviews• Questionnaires• Observation• Diary/logs• Quantitative

techniques• Internet-based

Review

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Explain how you would write a job description.

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Writing Job Descriptions

• Job identification• Job summary• Relationships • Responsibilities and duties

o Authority• Performance standards &

working conditions• Job specifications


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SAMPLE JOB DESCRIPTION, PEARSON EDUCATION

Figure 4–7a

Source: Courtesy of HR Department, Pearson Education.


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SAMPLE JOB DESCRIPTION, PEARSON EDUCATION

Figure 4–7b

Source: Courtesy of HR Department, Pearson

Education.


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“MARKETING MANAGER” DESCRIPTION FROM

STANDARD OCCUPATIONAL CLASSIFICATION

Figure 4–8

20. 11-2021 Marketing ManagersAbstract: 11-2021 Marketing Managers. Determine the demand for products and services offered by a firm and Its competitors and identify potential customers. Develop pricing strategies with the goal of maximizing the firm’s profits or share of the market while ensuring the firm’s customers are satisfied.

Source: www.bis.gov, accessed November 13, 2003.

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IMPROVING PERFORMANCE: HR Tools for Line Managers and

Entrepreneurs• O*NET

o The U.S. Department of Labor’s online

occupational information networko O*NET lists the specific duties

associated with numerous

occupations


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THE JOB DESCRIPTION

• Job identification• Job title: name of job• FLSA status section: Exempt or nonexempt• Preparation date: when the description was written• Prepared by: who wrote the description

• Job summary• Describes the general nature of the job• Lists the major functions or activities


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THE JOB DESCRIPTION (CONT’D)

• Relationships (chain of command)• Reports to: employee’s immediate supervisor• Supervises: employees that the job incumbent directly

supervises• Works with: others with whom the job holder will be

expected to work and come into contact with internally.• Outside the company: others with whom the job holder is

expected to work and come into contact with externally.


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THE JOB DESCRIPTION (CONT’D)

• Responsibilities and duties• A listing of the job’s major responsibilities and duties

(essential functions)• Defines limits of jobholder’s decision-making authority,

direct supervision, and budgetary limitations.• Standard Occupational Classification• Classifies all workers into one of 23 major groups of jobs

which are subdivided into 96 minor groups of jobs and detailed occupations.


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THE JOB DESCRIPTION (CONT’D)• Standards of performance and

working conditions• Lists the standards the employee is

expected to achieve under each of the job description’s main duties and responsibilities.

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Review

• Job descriptionso Identifying the job,

summary, relationshipsoResponsibilities, duties,

standards• Specifications

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Explain how to write a job specification.

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Write a job specification.


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WRITING JOB SPECIFICATIONS

• Specifications for trained personnel• Focus on traits like length of previous service, quality of

relevant training, and previous job performance.• Specifications for untrained personnel• Focus on physical traits, personality, interests, or sensory

skills that imply some potential for performing or for being trained to do the job.


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WRITING JOB SPECIFICATIONS (CONT’D)

• Specifications Based on Judgment• Self-created judgments (common sense)• List of competencies in Web-based job descriptions (e.g.,

www.jobdescription.com)• O*NET online• Standard Occupational Classification

• Specifications Based on Statistical Analysis• Attempts to determine statistically the relationship

between a predictor or human trait and an indicator or criterion of job effectiveness.

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Writing job specifications

• Trained vs. untrained• Judgment• Statistical analysis• Task statements

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Review


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THE SKILLS MATRIX FOR ONE JOB AT BP

Figure 4–12

Note: The light blue boxes indicate the minimum level of skill required for the job.

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Explain competency-based job analysis, including what it means

and how it’s done in practice.


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JOB ANALYSIS IN A “JOBLESS” WORLD

• Job• Generally defined as “a set of closely related activities

carried out for pay.”

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Profiles in Talent Management

• Competencies and competency-based job analysis

• How to write competencies-based job descriptions


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FROM SPECIALIZED TO ENLARGED JOBS

• Job enlargement• Assigning workers additional same level activities, thus

increasing the number of activities they perform.• Job enrichment• Redesigning jobs in a way that increases the

opportunities for the worker to experience feelings of responsibility, achievement, growth, and recognition.


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FROM SPECIALIZED TO ENLARGED JOBS (CONT’D)

• Job rotation• Moving a trainee from department to department to

broaden his or her experience and identify strong and weak points to prepare the person for an enhanced role with the company

• Systematically moving workers from one job to another to enhance work team performance.


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WHY MANAGERS ARE DEJOBBING THEIR COMPANIES

• Dejobbing• Broadening the

responsibilities of the company’s jobs

• Encouraging employee initiative.

• Internal factors leading to dejobbing• Flatter organizations• Work teams

• External factors leading to dejobbing.• Rapid product and

technological change• Global competition• Deregulation,• Political instability, • Demographic

changes• Rise of a service

economy.


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COMPETENCY-BASED JOB ANALYSIS

• Competencies• Demonstrable characteristics of a person that enable

performance of a job.• Competency-based job analysis• Describing a job in terms of the measurable, observable,

behavioral competencies (knowledge, skills, and/or behaviors) an employee must exhibit to do a job well.


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PERFORMANCE MANAGEMENT

• Performance management • Managing all elements of the organizational process that

affect how well employees perform.• Types of competencies• General competencies• reading, writing, and mathematical reasoning.

• Leadership competencies• leadership, strategic thinking, and teaching others.

• Technical competencies• specific technical competencies required for specific types of

jobs and/or occupations.

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IMPROVING PERFORMANCE: HR Practices Around the Globe

• Daimler Alabama emphasizeso Just-in-time inventory o Work teamso Continuous improvement

• Stressing competencies rather than duties

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Review

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