Personnel Psychology: Job Analysis
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Transcript of Personnel Psychology: Job Analysis
Personnel Psychology: Job
AnalysisGuide for UHS 2062 students at UTM, Malaysia
Prepared by : Siti Rokiah Siwok [email protected]
Major Fields in IOP
Personnel Psychology Organizational Psychology Ergonomics
Job analysis Employee Recruitment
◦Different methods of recruitment◦Recruiting special populations
Employee Selection◦Characteristics of effective selection
techniques◦Different types of employee selection
Personnel Psychology :Overview
It is a process of gathering, analyzing and structuring about a job’s components, characteristics and requirements ( Sanchez & Levine, 2000)
A process of determining the work activities and requirements
Job analysis
Very important.
A job analysis provides information for :◦ Job description◦ Employee selection◦ Performance Appraisal/Competency criteria◦ Job Evaluation◦ Job Classification◦ Job Design◦ Organizational analysis◦ Training ◦ etc
Job Analysis
Who will conduct? How often? Who should participate?
Job Analysis: Essential Questions
Internal Department Internal Task Force Supervisors Employees Consultants Interns
Who will conduct Job Analysis?
Choices◦ All employees◦ Random sample◦ Representative sample◦ Convenience sample
Consisderations: Diversities◦ Job competence◦ Race ◦ Gender◦ Education◦ Perspectives
Who should participate?
1. Identify task performed2. Write tasks statements3. Rate task statements4. Determine essential KSAOs5. Select tests to tap KSAOs
Job Analysis : The Basic process
Conducting a Job Analysis
Step 1: Identify Tasks Performed Gathering existing information Interviewing subject matter experts
(SMEs)◦ Individual interviews◦ Subject Matter Experts Conferences◦ Ammerman Technique
Observing incumbents Job participation
Characteristics of well-written task statements◦ One action and one object◦ Appropriate reading level◦ The statement should make sense by itself◦ All statements should be written in the same
tense◦ Should include the tools and equipment used to
complete the task◦ Task statements should not be competencies◦ Task statements should not be policies
Step 2: Write Task Statements
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Poorly written task statement
Properly written task statement
Sends purchase requests Sends purchase requests to the purchasing department using campus mail
Drives Drives a five-speed truck to make food deliveries within the city of Toledo
Locks hall doors Uses master key to lock hall doors at midnight so that nonresidents cannot enter the residence hall
Tasks can be rated on various scales◦ Importance◦ Part-of-the-job◦ Frequency of performance◦ Time spent◦ Relative time spent◦ Complexity◦ Criticality
Research shows only two scales are necessary◦ Frequency◦ Importance
Step 3: Rate Task Statements
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Example of a Rating ScaleFrequency
0 Task is not performed as part of this job
1 Task is seldom performed
2 Task is occasionally performed
3 Task is frequently performed
Importance0 Unimportant. There would be no negative consequence if
the task were not performed or not performed properly
1 Important: Job performance would be diminished if task were not completed properly
2 Essential: The job could not be performed effectively if the incumbent did not properly complete this task
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Step 4: Determine Essential KSAOsKnowledge A body of information needed to perform a task
Skill The competence to perform a certain task
Ability A basic capacity for performing a wide range of different tasks, acquiring a knowledge, or developing a skill
Other characteristics
Personal factors such as personality, willingness, interest, and motivation and such tangible factors as licenses, degrees, and years of experience
Examples of KSAOs
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Competency KSAO1. Typing speed Skill2. Finger dexterity Ability3. Driving a car Skill4. Traffic rules Knowledge5. A driver’s license Other6. A friendly personality Other7. Ten years of experience Other8. Basic intelligence Ability
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Competency KSAO 9. Physical strength Ability10. Color vision Ability11. Being a nonsmoker Other12. Customer service experience Other13. Use of PowerPoint Skill, knowledge14. Willingness to work weekends Other15. Spelling and grammar Skill, knowledge16. Writing reports Skill
The written product of the job analysis is the job description, which is a brief 2-5 page summary of the tasks and job requirements found in the job analysis.
Thus, job analysis is the process of determining the work activities and requirements and job description is the written result of the job analysis.
Job analysis and job description is the basis for many HR activities, such as employee selection, evaluation , training, performance appraisal, job design etc (Brannick & Levine, 2002)
Job Description
Job Description
Job Description Sections Job title Brief summary Work activities Tools and equipment used Work context Work Performance Compensation information Job competencies
The job title must describe the nature of the job.
Assists in employee selection and recruitment
The job title influences the perceptions of job worth and status.
Affects the accuracy of resumes.
Job Description sections: Job title
The summary is useful for recruitment advertising
The language used should be easily understandable.
Avoid the use of jargon and abbreviations
Job Description sections: Brief summary
Organize work activities by dimensions◦ Similar activities◦ Similar KSAOs◦ Temporal order
Task statements◦ One activity per statement◦ “stand alone” statements◦ Written in easy to understand style◦ Precise, not general
Job Description sections: Work Activities
Job Description sections: Tools and equipment used
Job Description sections: Work Context
Work context includes:
◦Work schedule◦Degree of supervision◦Ergonomic details
Contains description of performance evaluation, which includes:◦The standard used◦Evaluation frequency◦Evaluation dimensions◦Evaluation personnel
Job Description sections: Work Performance
Job Description sections: Compensation Information
Job Description sections: Job Competencies
The importance of Job Analysis
Without a clear understanding of the tasks performed and competencies needed to perform the tasks, employee selection cannot be made.
With clear understanding and requirements for tasks identified, tests or interview questions can be formulated to determine suitability of applicants.
Employee Selection
The evaluation of employee performance must be job related, thus job analysis is crucial in the construction of a performance appraisal instrument (PAI).
Through job analysis, performance appraisal instrument, are specific, job-related and valid; leading to accurate performance appraisals.
PAI, when properly administered and utilized, serve as excellent source of employee training and counselling.
Performance Appraisal
Job analysis enables the HR to classify jobs into groups based in requirements and duties.
Useful in determining pay levels, transfers and promotions.
Job classification
Another use of the job analysis is to determine the worth of a job .
The process of determining a job’s worth is called job evaluation.
Job evaluation is usually done in 2 stages, namely determining internal pay equity and determining external pay equity
Job Evaluation
Job analysis information can be use to determine the optimal way in which a job should be performed.
Examples : the best way to sit at the computer table, the best way for a warehouse person to lift boxes etc
Good work design prevents wasted and unsafe motions; resulting in higher productivity and reduced number of injuries.
Job Design
Job analysis provides requirements of a job and yields lists of job activities that can be
used to create training programs.
Training
Personpower planning is important (but seldom used).
Personpower planning is to determine employees’ mobility within an organization, that is looking into other jobs that employees can be expected to be eventually promoted and become successful.
Job analysis results are used to compare all jobs in the company so as to promote the best employee from the most similar job, thus better match between the person being promoted and the requirements of the job.
Personpower Planning
Also…..
Any employment decision must be based on job-related information and job analysis is one of the ways to directly determine job relatedness.
No law specifically requires a job analysis , but several important guidelines and court cases mandate job analysis for all practical purposes.
Legal Guidelines Compliance
During the course of their work, job analysts often become aware of certain problems within the organization.
Job analysts thus help to correct lapses in the organization and correct problems so as to promote better organizational functioning.
Organizational Analysis
Aamodt, M. G ( 2010). Industrial/Organizational Psychology. An Applied Approach.( 6th Ed) USA: Wadsworth
Spector, P. E. ( 2008). Industrial and Organizational Psychology (5th ed). USA: Wiley
Job Analysis (2010). Cengage Learning
Main references: