Job Analysis

Job Analysis is the process of describing and recording aspects of jobs and specifying the skills and other requirements necessary to perform the job. 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. 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. Purpose: One of the main purposes of conducting job analysis is to prepare job description and job specification which in turn helps to hire the right quality of workforce into the organization. The general purpose of job analysis is to document the requirements of a job and the work performed. Job and task analysis is performed as a basis for later improvements, including: definition of a job domain; describing a job; developing performance appraisals, selection systems, promotion criteria, training needs assessment, and compensation plans. Method: Information associated with a job analysis can be gained from a number of sources and the process that is undertaken can vary depending on the complexity of the role. A new position in a structure will require a more detailed analysis whereas an established position may only need a review of the duties and activities. The required information is often known but can also be obtained through research such as observation, interviews, questionnaires, group discussion and client feedback. Jobs should not be designed in isolation from other jobs within the work area. The local area, structure and objective of the work area should be taken into account. Uses Of Job Analysis: Job analysis is helpful to identify or develop:

goals and objectives performance standards evaluation criteria length of probationary periods duties to be evaluated

Job analysis information is used in human resources on a regular basis to define:

Job description: A job description gives an account of the work and duties associated with a particular job. It describes the way the job is performed currently. Most job descriptions contain the following information:

the job name summary description of the job a list of duties for the job a list of organizational responsibilities related to the job

A job description is usually developed by conducting a job analysis, which includes examining the tasks and sequences of tasks necessary to perform the job. The analysis considers the areas of knowledge and skills needed for the job. A job usually includes several roles. Job description explains theses roles. A job description need not be limited to explaining the current situation, or work that is currently expected; it may also set out goals for what might be achieved in future. Sometimes, job descriptions may be too inflexible in a rapidly-changing organisation, for instance in an area subject to rapid technological change. Job specifications: Job specifications define the characteristics of the activities associated with the job and given in the job description. It describe the skill sets and qualifications that a candidate for the job should possess. Job specification summarizes the human characteristics needed for satisfactory job completion. It tries to describe the key qualifications someone needs to perform the job successfully. It spells out the important attributes of a person in terms of education, experience, skills, knowledge and abilities (SKAs) to perform a particular job. The job specification is a logical outgrowth of a job description. For each job description, it is desirable to have a job specification. This helps the organization to find what kind of persons are needed to take up specific jobs. The personal attributes that are described through a job specification may be classified into three categories:

Essential attributes: skills, knowledge and abilities (SKAs) a person must possess. Desirable attributes: qualifications a person ought to posses. Contra-indicators: attributes that will become a handicap to successful job performance.

Job specification is useful in the selection process because it offers a clear set of qualifications for an individual to be hired for a specific job. Likewise, a well-written job specification offers a clear picture to new recruits of what they will be doing in the organization.

Chief Executive Officer

Chief Executive Officer has a very high position in an organization. He generally acquires lots of financial benefits. But this position also requires him to act professionally. A brief description about job of a CEO is given below: CEO Job Description And Standards Planning: Overall company strategy, Strategic Plans, Operational Plans. Organization: Organization chart, Job descriptions, Authority levels Management recruitment and development: Succession planning, in-house training, outside training, promotion from within, human resource plan, new positions, active recruiting. Policy: Corporate policies, new policies, management input, reviews. Standards of performance and reviews: Standards of performance, performance reviews, performance improvement plans. Controls: Monthly reports, quarterly reviews, supplemental action programs. Management morale: Involvement in planning, salary discussions, management turnover. Product development: Overall strategy, quarterly priority meetings, status reports, new products, development expenses. Community relations: Public relations, community participation.

Profitability and growth: Profit objectives, results compared to industry, sales objectives, dependency on single product/customer, market share, profitability by product line. Relationship with board of directors: Communications, Reports by executive managers, Board complaints. CEO Job Specifications: An advanced degree is preferred. High experience in management. Eagerness to mentor junior staff. Strong problem solving and troubleshooting skills with the ability to exercise mature judgment. Highly efficient in decision making. Strong oral and written communication skills, including presentation skills. Should have good analytical power.

Interpersonal skills: Interpersonal skills refer to the ability to work and relate well with others. This skill is very important and forms the backbone of everything that is done in a developed organization. Conflict management, coaching, and counseling are all skills that fall under the umbrella of interpersonal skills necessary for the job of a CEO. All these skills can be learned through specialized, focused courses on each specific area. These can also be learned through experience in a particular job. Interpersonal skills can be improved and enhanced throughout lifetime. These skills are called soft skills and improve relationships both in and out of the work environment. 1. Leadership

Setting objectives. Organising and motivating others. Taking the initiative Persevering when things are not working out. Taking a positive attitude to failure. Accepting responsibility for mistakes. Being flexible; prepared to adapt goals in the light of changing situations.

2. Investigating And Analysing

Clarifying the nature of a problem before deciding what action to take Collecting, collating, classifying and summarising data. Being able to use results effectively. Finding where the required information is available. Gathering information systematically. Formulating questions.

3. Planning And Organising

Managing time effectively by using action planning skills. Prioritising tasks effectively. Setting objectives which are achievable and measurable. Identifying the steps needed to achieve goals. Using lists. Being able to work effectively under pressure and managing stress.