Understanding Job Understanding Job PerformancePerformance

Job AnalysisJob Analysis

What is “Job Performance”?What is “Job Performance”?

Job AnalysisJob Analysis• Systematic Systematic processprocess of collecting info. of collecting info.

about purpose & tasks/outcomesabout purpose & tasks/outcomes• Used to develop:Used to develop:

• job descriptionsjob descriptions• performance performance

attributes/competencies/KSAOsattributes/competencies/KSAOs• performance measuresperformance measures

I:Understanding PerformanceI:Understanding Performance

• What are the purposes of this What are the purposes of this organization?organization?

• What are the purposes of this What are the purposes of this unitunit? ? • What are the purposes of this What are the purposes of this jobjob? ? • How How certaincertain am I that the job will remain am I that the job will remain

the same over a typical job tenure?the same over a typical job tenure?

Certainty ContinuumCertainty Continuum

Predictable, stable, standardized, Predictable, stable, standardized, stable, routinizedstable, routinized

Unpredictable, changing, flexible, Unpredictable, changing, flexible, personalized, team/ project-basedpersonalized, team/ project-based

CertaintyCertainty

UncertaintyUncertainty

II: Identifying Important Job II: Identifying Important Job Tasks or OutcomesTasks or Outcomes

Certainty-based: task-based job analysisCertainty-based: task-based job analysis– What are the most important What are the most important taskstasks??

Uncertainty-based: uncertainty-based job Uncertainty-based: uncertainty-based job analysisanalysis– What are the most critical What are the most critical outcomesoutcomes??

If possible, organize related tasks into If possible, organize related tasks into smaller set of categories smaller set of categories

III/IV. Listing & Rating TasksIII/IV. Listing & Rating Tasks

Listing & Rating TasksListing & Rating Tasks

Position Analysis Worksheet

Position:Incumbent:Interviewer: Date:

RatingsDescription Frequency Criticality Difficulty

1. Task1a1b1c1d1e1f

2. Task2a2b2c2d2e2f

III/IV: Rating Job TasksIII/IV: Rating Job Tasks

Rate importance of tasksRate importance of tasks– How How frequentlyfrequently is the task done? is the task done?– How How difficultdifficult is the task to learn or do? is the task to learn or do?– How How criticalcritical are the consequences of doing are the consequences of doing

the task wrong?the task wrong?

Select only critical tasks for final list Select only critical tasks for final list

V: Identify Performance AttributesV: Identify Performance Attributes

For each For each importantimportant job duty: job duty:– KnowledgeKnowledge– SkillsSkills– AbilitiesAbilities– OtherOther

EliminateEliminate attributes that will be learned on attributes that will be learned on the jobthe job

What Are “KSAs”?What Are “KSAs”?

KnowledgeKnowledge

SkillSkill

AbilitiesAbilities

Types of AbilitiesTypes of Abilities

CognitiveCognitive– Verbal comprehension, numerical aptitude, Verbal comprehension, numerical aptitude,

memory, perceptual speedmemory, perceptual speed

PsychomotorPsychomotor– Manual dexterity, reaction time, aimingManual dexterity, reaction time, aiming

PhysicalPhysical– Strength, coordination, balance, staminaStrength, coordination, balance, stamina

Sensory/PerceptualSensory/Perceptual

Identifying KSAsIdentifying KSAs

Ask Subject Matter Experts:Ask Subject Matter Experts:– Describe characteristics of good & poor Describe characteristics of good & poor

performersperformers– Think of a person who does <task> better Think of a person who does <task> better

than anyone else. Why do they do it so well?than anyone else. Why do they do it so well?– What does a person need to know or be able What does a person need to know or be able

to do in order to perform <task> well?to do in order to perform <task> well?

Use your own judgementUse your own judgement

V: Identify Performance AttributesV: Identify Performance Attributes

For each For each importantimportant job duty: job duty:– KnowledgeKnowledge– SkillsSkills– AbilitiesAbilities– OtherOther

EliminateEliminate attributes that will be learned on attributes that will be learned on the jobthe job

VI: Identify “Risk Factors”VI: Identify “Risk Factors”

Non task-specific factors that affect Non task-specific factors that affect successsuccess– Retention (turnover)Retention (turnover)– Problem BehaviorProblem Behavior

VII: Identify “Fit Factors”VII: Identify “Fit Factors”

Organization/Cultural factors Organization/Cultural factors that affect successthat affect success

Identifying Fit FactorsIdentifying Fit Factors

How would you describe the company’s How would you describe the company’s way of doing things [culture]? What does way of doing things [culture]? What does it value?it value?What kind of person would enjoy working What kind of person would enjoy working here? What kind of person wouldn’t fit?here? What kind of person wouldn’t fit?What do managers expect from workers? What do managers expect from workers? What do workers expect from each other?What do workers expect from each other?Observation also criticalObservation also critical

Summary: Identifying AttributesSummary: Identifying Attributes

Job Analysis

OrganizationAnalysis

Task/OutcomeCharacteristics

Fit Factors

Risk Factors

KnowledgeSkills

Abilities

“Other” Attributes

VIII/IX: Rate Attribute VIII/IX: Rate Attribute ImportanceImportance

Rate importance of attributes, and identify Rate importance of attributes, and identify those that are critical (similar to Stage III)those that are critical (similar to Stage III)Explicitly link each attribute to a critical Explicitly link each attribute to a critical task or outcometask or outcomeCheck for ADA complianceCheck for ADA complianceLimit to about 6Limit to about 6

Rating KSAOs (Attributes)Rating KSAOs (Attributes)

Summary of Necessary Employee Attributes

Position: Finisher

Department: Production

Attribute Rating Link to Task or Other RationaleAttention to detail 4.6 Required for all critical tasksSafety orientation 4.3 Work takes place in dangerous work environmentAbility to read and to learn 4.2 Must be able to read job documentation for setup; also most

entry-level employees receive intensive training to do the work.Manual dexterity 4.1 5b, 2b, 2d, 4b, 1bDependability of attendance 3.5 Work assignments are made at beginning of shift; late or absent

employees require re-adjustment of production schedule

Rating KSAOs (Attributes)Rating KSAOs (Attributes)

The O*Net ApproachThe O*Net Approach

See See http://online.onetcenter.org/ for online for online version of Department of Labor’s version of Department of Labor’s competency approach to analyzing jobscompetency approach to analyzing jobs

Job Analysis SummaryJob Analysis Summary

Understand work of organizationUnderstand work of organizationIdentify/List/Rate TasksIdentify/List/Rate TasksIdentify Risk and Fit FactorsIdentify Risk and Fit FactorsIdentify CRITICAL worker attributesIdentify CRITICAL worker attributes– KSAOs for job performanceKSAOs for job performance– KSAOs for Risk Factors, Fit FactorsKSAOs for Risk Factors, Fit Factors

Later in course, we’ll develop a hiring Later in course, we’ll develop a hiring system based on thesesystem based on these

Job AnalysisJob Analysis

Project InformationProject Information

Collecting Job DataCollecting Job Data

Archival SourcesArchival SourcesObservationObservationInterviewsInterviewsQuestionnairesQuestionnairesDoing Job YourselfDoing Job YourselfHybrid ApproachesHybrid Approaches

A Hybrid ApproachA Hybrid Approach

Initial ObservationInitial ObservationInterview with supervisorInterview with supervisorDevelop checklist/interview/surveyDevelop checklist/interview/surveyInterview ~3-4 incumbentsInterview ~3-4 incumbentsObserve againObserve againVerify with supervisor Verify with supervisor

Elements of a Job DescriptionElements of a Job Description

TitleTitleJob Summary Job Summary Listing/description of key tasksListing/description of key tasks– (Possibly organized by major duties)(Possibly organized by major duties)– Performs what action?Performs what action? (action verb) (action verb)– To whom or what?To whom or what? (object of verb) (object of verb)– Using what?Using what? (tools, procedures) (tools, procedures)– To produce whatTo produce what??

Sample Job Description

Job Title: Automobile Salesperson

Summary:

Introduces, sells and delivers new and used automobiles to retail customers. Follow-up, building clientrelationships, and accumulating references are also essential to the job.

Essential Tasks and Duties:

Assessing Customer Needs Probes customer for specific attributes they are looking for in a car Listens for key attributes that can be matched with any of the products sold

Presenting Information Completes product knowledge training Presents customers with one or more choices to find the right match Describes key features and conducts demonstrations of selected automobile Assesses competition and describes advantages of own models

Closing the Sale Listens for key words or phrases that indicate customer is thinking about buying the car Acts as go-between for managers and customer to negotiate sale Completes paperwork after sale and gives to the car biller Orders and puts on state license plates

Customer Relations Communicates by phone with customer to follow-up on sales and service satisfaction Follows up and corresponds with customers through thank-you letters