Job Analysis Flashcards
What is the main purpose of conducting job analysis in an organisation?
The main purpose of conducting job analysis is to identify and document the content of a job, including its activities and required attributes. This information is crucial for creating job descriptions and specifications, aiding in personnel selection, training, classification, compensation and other HR functions
How is job analysis typically conducted, and what are the common methods used?
Job analysis can be conducted through interviews with incumbents and supervisors, questionnaires, and other observation. HR professionals often use a combination of these methods to gather comprehensive information about job requirements and tasks
Describe the two perspectives in which job analysis are conducted, namely task-oriented and work-oriented
Tasks-oriented procedures focus on the actual activities involved in performing work, detailing duties, responsibilities, and functions. Work-oriented procedures examine the human attributes needed for successful job performance, including knowledge, skills, abilities and other
characteristics (KSAOs)
How is information gathered in a task-oriented job analysis?
In task-oriented job analysis, the job analyst develops detailed task statements by considering work duties, responsibilities, and functions. These tasks are then rated on scales indicating importance, difficulty, frequency and consequences of error
What are the four categories of human attributes commonly analysed in worker-oriented procedures?
The four categories of human attributes in worker-oriented procedures are Knowledge, Skills, Abilities and Other characteristics (KSAOs). Knowledge refers to the information needed for the job, Skills are the proficiencies required, Abilities are stable attributes over time, and Other characteristics usually include personality factors
Explain the purpose of job descriptions and how they support various HR functions
Job descriptions provide a detailed overview of a job, including key responsibilities, reporting relationships, and work environment. They support HR functions such as recruitment, selection, orientation, training, compensation, performance reviews and legal defense
List three common methods used in conducting job analysis
The three common methods for conducting job analysis are the questionnaire method, interview method and observation methos. Additionally, a combination of these methods may be used
What is the questionnaire method, and when is it typically used in job analysis?
The questionnaire method involves gathering information about a job through structured or open-ended questions. It is used when employees are familiar with the job analysed, relying on their ability to interpret and accurately answer questions
How is the interview method employed in job analysis?
The interview method involves questioning employees about their job duties and responsibilities. It can be conducted one-on-one, with a group of employees performing the same job, or with individuals supervising the employees whose job is being analysed
Define job specifications and list some elements typically included in them
Job specifications identify the knowledge, skills and abilities required for successful job performance. They may also include experience, educational requirements, human relations requirements, job knowledge requirements, physical effort requirements, responsibility requirements
and environmental requirements.
Explain the significance of job analysis in an organization and how it contributes to various HR functions. Provide examples of how job analysis information can be used in recruitment, training, and compensation
Job analysis is a crucial process for organizations as it provides a comprehensive understanding of job requirements, enabling effective HR management. In recruitment, job analysis helps in creating accurate job descriptions and specifications, ensuring that the right candidates are selected for specific positions. For training purposes, the information gathered during job analysis aids in identifying the skills and knowledge required for optimal job performance. In compensation, job analysis assists in establishing fair and competitive salary structures based on the complexity and importance of various jobs within the organization
Compare and contrast task-oriented and worker-oriented job analysis procedures. Explain how each perspective contributes to understanding a job and its requirements
Task-oriented and worker-oriented job analysis procedures offer distinct perspectives on understanding job requirements. Task-oriented procedures focus on the actual activities involved in performing work, detailing duties, responsibilities, and functions. Analysts develop task statements and rate them based on importance, difficulty, frequency, and consequences of error. On the other hand, worker-oriented procedures examine the human attributes needed for successful job performance, categorizing them into knowledge, skills, abilities, and other characteristics (KSAOs). These perspectives together provide a holistic view of a job, encompassing both the tasks involved and the human attributes required
Describe the three main methods of conducting job analysis – questionnaire, interview, and observation. Discuss the advantages and disadvantages of each method
The three main methods of conducting job analysis are questionnaire, interview, and observation. The questionnaire method is suitable when employees are familiar with the job, relying on their ability to interpret and answer questions accurately. Interviews involve questioning employees one-on-one or in groups and can be facilitated by a job information sheet. Observation entails directly observing employees while they perform their tasks and recording the information on a job observation sheet. Each method has its advantages and disadvantages, such as the questionnaire’s dependence on employee interpretation, interviews’ potential for biased responses, and observation’s reliance on the observer’s judgment.
Explain the purposes of job descriptions and job specifications in an organization. How do these documents support various HR functions, including recruitment, training, and performance appraisal?
Job descriptions and job specifications serve crucial roles in HR functions. Job descriptions outline key responsibilities, reporting relationships, and the work environment for a specific position. These documents support HR functions such as recruitment by providing a clear understanding of job requirements, ensuring the right candidates are selected. In training, job descriptions guide the identification of skills and knowledge necessary for optimal job performance. Additionally, during performance appraisal, these documents help establish realistic performance standards based on the outlined job responsibilities
Discuss the different components included in job specifications. How do these components, such as knowledge, skills, abilities, and other characteristics (KSAOs), contribute to defining the qualifications required for a specific job?
Job specifications include various components that define the qualifications needed for a specific job. These components commonly include knowledge, skills, abilities, and other characteristics (KSAOs). Knowledge refers to the information required to perform the job, skills are the proficiencies needed for each task, abilities are stable attributes over time, and other characteristics often include personality factors. Together, these components help in determining the qualifications essential for successful job performance. The KSAOs are inferred from frequently-occurring and important tasks, providing a comprehensive understanding of the skills and attributes required for the job
