Human Resource Management: Job Analysis and The Talent Management Process

Human Resource Management
Fifteenth Edition
Chapter 4
Job Analysis and
the Talent
Management
Process
Copyright © 2017, 2015, 2013 Pearson Education, Inc. All Rights Reserved
Learning Objectives (1 of 3)
4-1. Define talent management and explain why it
is important.
4-2. Discuss the process of job analysis, including
why it is important.
4-3. Explain how to use at least three methods of
collecting job analysis information, including
interviews, questionnaires, and observation.
4-4. Explain how you would write a job description.
4-5. Explain how to write a job specification.
4-6. List some human traits and behaviors you
would want an employee to bring to a job if
employee engagement is important to doing
the job well.
4-7. Explain competency-based job analysis,
including what it means and how it’s done in
practice.
I.
Define talent management and
explain why it is important.
The Talent Management Process
• Decide what positions to fill
• Build a pool of job candidates
• Obtain application forms
• Use selection tools
• Decide to whom to make an offer
• Orient, train, and develop employees
• Appraise employees
• Compensate employees to maintain their motivation
Improving Performance Through HRIS:
Talent Management Software
Talent Management Suite
• Because talent management is holistic and
interdependent, many employers use talent
management software systems to coordinate their
talent-related activities. E.g., Talent Management
Solutions’ (www.talentmanagement101.com)
Talent Management Suite includes recruiting,
employee performance management a learning
management system, and compensation
management support. It “ensures that all levels of
the organization are aligned—all working for the
same goals.”
II.
Discuss the process of job
analysis, including why it is
important.
The Basics of Job Analysis
Talent management begins with understanding what
jobs need to be filled, and the human traits and
competencies employees need.
• Job analysis produces information for writing job

descriptions (a list of what the job entails) and
job (or “person”) specifications (what kind of
people to hire for the job).
• Work activities
• Human behaviors
• Machines, tools,
equipment, and work aids
• Performance standards
• Job context
• Human requirements
The supervisor or human resources specialist normally collects one or
more of the following types of information via the job analysis:
● Work activities. Information about the job’s actual work activities, such as
cleaning, selling, teaching, or painting. This list may also include how, why, and
when the worker performs each activity.
● Human behaviors. Information about human behaviors the job requires, like
sensing, communicating, lifting weights, or walking long distances.
●Machines, tools, equipment, and work aids. Information regarding tools

used, materials processed, knowledge dealt with or applied (such as finance or
law), and services rendered (such as counseling or repairing).
●Performance standards. Information about the job’s performance standards (in

terms of quantity or quality levels for each job duty, for instance).
What Is Job Analysis?
• Job Analysis – is the procedure through which
you determine the duties and skill requirements of
a job and the kind of person who should be hired
for it.
Uses of Job Analysis Information
• Recruitment
and selection
• EEO
compliance
• Performance
appraisal
• Compensation
• Training
• Recruitment
and selection
• EEO
compliance
• Performance
appraisal
• Compensation FIGURE 4-2 Uses of Job Analysis Information
• Training
Recruitment and Selection. Information about what duties the job entails and
what human characteristics are required to perform these activities helps
managers decide what sort of people to recruit and hire.
EEO Compliance. Job analysis is crucial for validating all major human
resources practices. For example, to comply with the Americans with
Disabilities Act, employers should know each job’s essential job functions—
which in turn requires a job analysis.
Performance Appraisal. A performance appraisal compares each employee’s

actual performance with his or her duties and performance standards.
Managers use job analysis to learn what these duties and standards are.
Compensation. Compensation (such as salary and bonus) usually depends

on the job’s required skill and education level, safety hazards, degree of
responsibility, and so on—all factors you assess through job analysis.
Training. The job description lists the job’s specific duties and requisite skills—
thus pinpointing what training the job requires.
Conducting a Job Analysis
1. How will information be used?
2. Background information
3. Representative positions
4. Collect and analyze the job by collecting data on
job activities, working conditions, and human
traits and abilities needed to perform the job.
5. Verify the job analysis information with the
worker performing the job and with his or her
immediate supervisor.
6. Job description and specification
Conducting a Job Analysis
Job analysis may involve these processes:
• Workflow analysis. A detailed study of the flow of work
from job to job in a work process. Usually, the analyst
focuses on one identifiable work process, rather than on
how the company gets all its work done.
• Business Process Reengineering. Business process

reengineering means redesigning business processes,
usually by combining steps, so that small multifunction
teams, often using information technology, do the jobs
formerly done by a sequence of departments.
Business Process Reengineering.
The basic reengineering approach is to:
1. Identify a business process to be redesigned (such as
processing an insurance claim).
2. Measure the performance of the existing processes.
3. Identify opportunities to improve these processes.
4. Redesign and implement a new way of doing the work.
5. Assign ownership of sets of formerly separate tasks to an
individual or a team who use new.
computerized systems to support the new arrangement.
Business Process Reengineering.
• Job redesign. Researches proposed redesigning jobs using methods such as
job enlargement, job rotation, and job enrichment.
• Job enlargement. Means assigning workers additional same-level activities.
Thus, the worker who previously only bolted the seat to the legs might attach
the back too.
• Job rotation. Means systematically moving workers from one job to another.
• Job enrichment. Means redesigning jobs in a way that increases the

opportunities for the worker to experience feelings of responsibility,
achievement, growth, and recognition—and therefore more motivation. It does
this by empowering the worker—for instance, by giving the worker the skills
and authority to inspect the work, instead of having supervisors do that.
Herzberg said empowered employees would do their jobs well because they
wanted to, and quality and productivity would rise. That philosophy, in one form
or another, is the theoretical basis for the team-based self-managing jobs in
many companies around the world today.
Processes involved in Job Analysis
• Workflow Analysis
FIGURE 4-3 Process Chart for

Analyzing a Job’s Workflow
Source: Henderson, Richard I.,
Compensation Management in a
Knowledge -Based World, 9th Ed., ©
2003, p.137. Reprinted and Electronically
reproduced by permission of Pearson
Education, Inc., Upper Saddle River, New
Jersey.
Other Processes involved in Job
Analysis
• Business Process Reengineering
– Job Redesign
– Job Enlargement
– Job Rotation
– Job Enrichment
Improving Performance: HR as a
Profit Center
Boosting Productivity Through Work Redesign
Let’s talk about it…
III.
Explain how to use at least
three methods of collecting job
analysis information, including
interviews, questionnaires, and
observation.
Methods for Collecting Job Analysis
Information
1. Interviews
2. Quantitative
“position analysis”
questionnaire
3. Additional Things to
keep in mind
Methods for Collecting Job Analysis
Information
1. Thus, an interview might be best for creating a list of job duties.
2. The more quantitative “position analysis questionnaire” method may be

best for quantifying each job’s worth for pay purposes.
3. Before actually analyzing the job, keep several things in mind:

• Make the job analysis a joint effort by a human resources manager, the worker, and
the worker’s supervisor. The human resource manager might observe the worker
doing the job, and have both the supervisor and worker fill out job questionnaires. Then
he or she lists the job’s duties and required human traits. The supervisor and worker then
verify the HR manager’s list of job duties.
• Make sure the questions and the process are both clear to the employees. (For
example, some might not know what you mean when you ask about the job’s “mental
demands.”)
• Use several job analysis methods. For example, a questionnaire might miss a task the
worker performs just occasionally. Therefore, it’s prudent to follow up the questionnaire
with a short interview.
The Interview
1. Typical Questions
2. Structure Interviews
3. Pros and Cons
4. Interviewing Guidelines
The Interview
Typical Questions. Typical interview questions include the following:
• What is the job being performed?
• What exactly are the major duties of your position?
• What physical locations do you work in?
• What are the education, experience, skill, and [where applicable] certification
and licensing requirements?
• In what activities do you participate?
• What are the job’s responsibilities and duties?
The Interview
Structured Interviews. Many managers use questionnaires to guide the
interview.
It includes questions regarding matters like the general purpose of the job;
supervisory responsibilities; job duties; and education, experience, and skills
required. Such structured lists are not just for interviews. Job analysts who collect
information by personally observing the work or by using questionnaires—two
methods explained later—can also use structured lists.
Pros and Cons. The interview’s wide use reflects its advantages. It’s a simple
and quick way to collect information. However there are con’s as well. Distortion
of information is the main problem.
The Interview Guidelines
• Interviewing Guidelines. To get the best information possible:
• ● Establish rapport with the interviewee. Know the person’s name, speak
understandably, briefly review the interview’s purpose, and explain how the person
• was chosen for the interview.
• ● Use a structured guide that lists questions and provides space for answers. This
ensures you’ll identify crucial questions ahead of time and that all interviewers (if more
than one) cover all the required questions. (However, also ask, “Was there anything we
didn’t cover with our questions?”)
• ● Make sure you don’t overlook crucial but infrequently performed activities—like a
nurse’s occasional emergency room duties. Ask the worker to list his or her
• duties in order of importance and frequency of occurrence.
• ● After completing the interview, review the information with the worker’s immediate
supervisor and with the interviewee.
Questionnaires
Having employees fill out questionnaires to describe their job

duties and responsibilities is another good way to obtain job
analysis information. Some questionnaires are structured
checklists.
Observations
Direct observation is especially useful when jobs consist

mainly of observable physical activities—assembly-line
worker and accounting clerk are examples. However,
observation is usually not appropriate when the job entails a
lot of mental activity (lawyer, design engineer). Nor is it useful
if the employee only occasionally engages in important
activities, such as a nurse who handles emergencies.
Participant Diary /Logs
Another method is to ask workers to keep a

diary/log; here for every activity engaged in,
the employee records the activity (along with
the time) in a log.
Some firms give employees pocket dictating

machines and pagers. Then at random times
during the day, they page the workers, who
dictate what they are doing at that time.
Quantitative Job Analysis Techniques
1. Position Analysis Questionnaire
Is a questionnaire used to collect quantifiable data concerning the duties
and responsibilities of various jobs. The position analysis
questionnaire (PAQ) is a very popular quantitative job analysis tool
2. Department of Labor (DOL) Procedure

Experts at the U.S. Department of Labor did much of the early work
developing job analysis. They used their results to compile what was, for
many years, the bible of job descriptions, the Dictionary of Occupational
Titles. This mammoth book contained detailed information on virtually
every job in America. Internet-based tools have largely replaced the
Dictionary. However, the U.S. Department of Labor job analysis
procedure remains a good example of how to quantitatively rate, classify,
and compare jobs.
Electronic Job Analysis Methods
Employers increasingly rely on electronic or

Web-based job analysis methods. For example,
the manager or job analyst may use the Web to
review existing information about a job. Then,
rather than collecting information about a job
through direct interviews or questionnaires, the
analyst uses online systems to send job
questionnaires to job experts (often job
incumbents) in remote locations. This also
facilitates sharing and discussing responses, for
instance, via Skype.
IV.
Explain how you would write a
job description.
Writing Job Descriptions (1 of 2)
The most important product of job analysis is the job

description.
A job description is a written statement of what the worker

actually does, how he or she does it, and what the job’s
working conditions are. You use this information to write a
job specification; this lists the knowledge, abilities, and
skills required to perform the job satisfactorily.
Diversity Counts
Most people assume that job descriptions are only of use in business
settings, but that’s not the case.
In fact, for parents who want the best care for their kids, writing up a job
description before hiring a child-care worker could be quite useful.
Utilizing job descriptions for any work needed is beneficial.
Writing Job Descriptions (2 of 2)
• Job identification
• Job summary
• Responsibilities and duties
• Authority of incumbent
• Standards of performance
• Working conditions
• Job specifications
Job Identification
FIGURE 4-7 Sample Job Description, Pearson Education

Source: Reprinted and electronically reproduced by permission of Pearson
Education, Inc., Upper Saddle River, New Jersey.
Job Summary
SUMMARY (Write a brief summary of job.)
The person in this position is responsible for selling
college textbooks, software, and multimedia products
to professors, via incoming and outgoing telephone
calls, and to carry out selling strategies to meet sales
goals in assigned territories of smaller colleges and
universities. In addition, the individual in this position
will be responsible for generating a designated amount
of editorial leads and communicating to the publishing
groups product feedback and market trends observed
in the assigned territory.
Relationships
There may be a “relationships” statement that shows the jobholder’s

relationships with others inside and outside the organization. For a
human resource manager, such a statement might say:
Reports to: Vice president of employee relations.

Supervises: Human resource clerk, test administrator, labor relations
director, and one secretary.
Works with: All department managers and executive management.
Outside the company: Employment agencies, executive recruiting
firms, union representatives, state and federal employment offices, and
various vendors.
Responsibilities and Duties (1 of 6)
PRIMARY RESPONSIBILITIES (List in order of
importance and list amount of time spent on task.)
Driving Sales (60%)
• Achieve quantitative sales goal for assigned territory of
smaller colleges and universities.
• Determine sales priorities and strategies for territory and
develop a plan for implementing those strategies.
• Conduct 15–20 professor interviews per day during the
academic sales year that accomplishes those priorities.
• Conduct product presentations (including texts, software,
and Web site); effectively articulate author’s central vision
of key titles; conduct sales interviews using the PSS
model; conduct walk-through of books and technology.
• Employ telephone selling techniques and strategies.
• Sample products to appropriate faculty, making strategic
use of assigned sampling budgets.
• Close class test adoptions for first edition products.
• Negotiate custom publishing and special packaging
agreements within company guidelines.
• Initiate and conduct in-person faculty presentations and
selling trips as appropriate to maximize sales with the
strategic use of travel budget. Also use internal resources
to support the territory sales goals.
• Plan and execute in-territory special selling events and
book-fairs.
• Develop and implement in-territory promotional campaigns
and targeted email campaigns.
Publishing (editorial/marketing) 25%
• Report, track, and sign editorial projects.
• Gather and communicate significant market feedback and
information to publishing groups.
Territory Management 15%
• Track and report all pending and closed business in
assigned database.
• Maintain records of customer sales interviews and
adoption situations in assigned database.
• Manage operating budget strategically.
• Submit territory itineraries, sales plans, and sales forecasts
as assigned.
• Provide superior customer service and maintain
professional bookstore relations in assigned territory.
Decision-Making Responsibilities for This Position:
Determine the strategic use of assigned sampling budget to
most effectively generate sales revenue to exceed sales
goals.
Determine the priority of customer and account contacts to
achieve maximum sales potential.
Determine where in-person presentations and special selling
events would be most effective to generate the most sales.
Trends Shaping HR: Digital and
Social Media
Social Media helping to democratize HR
Let’s take a look…
Standards of Performance
and Working Conditions
A “standards of performance” section lists the standards the company
expects the employee to achieve for each of the job description’s
main duties and responsibilities. One way to set standards is to
finish the statement, “I will be completely satisfied with your work
when….” This sentence, if completed for each listed duty, should
result in a usable set of performance standards.
For example:
Duty: Accurately Posting Accounts Payable
1. Post all invoices received within the same working day.
2. Route all invoices to the proper department managers for approval
no later than the day following receipt.
3. Commit an average of no more than three posting errors per
month.
The job description may also list the job’s working conditions, such as
Improving Performance: HR Tools for
Line Managers and Small Businesses
Using O*NET
online occupational information network
Steps in using O*NET to write job
descriptions
Step 1. Review Your Plan
Step 2. Develop an Organization Chart
Step 3. Use a Job Analysis Questionnaire
Step 4. Obtain Job Duties from O*NET
Step 5. List the Job’s Human Requirements from
O*NET
Step 6. Finalize the Job Description.
V.
Explain how to write a job
specification.
Writing Job Specifications (1 of 2)
The job specification takes the job description and answers the question,
“What human traits and experience are required to do this job effectively?”
It shows what kind of person to recruit and what qualities you should test
that person for.
Writing Job Specifications (2 of 2)
• Trained vs. untrained
• Judgment
• Statistical analysis
• Job Requirement
Matrix
Specifications for Trained versus
Untrained Personnel
Writing job specifications for trained and experienced employees is
relatively straightforward.
Here job specifications tend to focus on factors such as length of previous

service, quality of relevant training, and previous job performance. The
problems are more complex when you’re filling jobs with untrained people
(with the intention of training them on the job). Here you must specify
qualities such as physical traits, personality, interests, or sensory skills that
imply some potential for performing the job or for trainability.
Specifications Based on Judgment
Most job specifications simply reflect the educated guesses of people like
supervisors and human resource managers.
The basic procedure here is to ask, “What does it take in terms of

education, intelligence, training, and the like to do this job well?” How does
one make such “educated guesses”? You could simply review the job’s
duties, and deduce from those what human traits and skills the job requires.
You can also choose human traits and skills from those listed in Web-based
job descriptions like those at www.jobdescription.com.
Specifications Based on Statistical
Analysis
• Predictor: Some predictor (human trait such as height,
intelligence, or finger dexterity
• Criterion: Some indicator or criterion of job effectiveness, such as

performance as rated by the supervisor.
• Five Step Procedure

(1)Analyze the job and decide how to measure job performance;
(2)Select personal traits like finger dexterity that you believe should predict
performance;
(3)Test candidates for these traits;
(4)Measure these candidates’ subsequent job performance; and
(5)Statistically analyze the relationship between the human trait (finger dexterity) and
job performance. Your aim is to determine whether the trait predicts performance
The Job-Requirements Matrix
VI.
List some human traits and
behaviors you would want an
employee to bring to a job if
employee engagement is
important to doing the job well
Employee Engagement Guide for
Managers
VII.
Explain competency-based job
analysis, including what it
means and how it’s done in
practice
Using Competencies Models
FIGURE 4-10 HR
Manager
Competency Model
Improving Performance: The Strategic
Context
Daimler Alabama Example
How to Write Competencies
Statements
1. Name and brief description

2. Description of the observable behaviors
3. Proficiency Level
Chapter 4 Review
What you should now know….
Copyright
Test 1 06-02-20
1. What HR Management is and how it relates to the
management process
2. Compare the authority of line and staff managers. Give
Example of both.
3. What is difference between A Corporate Strategy and
competitive strategy, give example of both.

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Human Resource Management

• Job analysis produces information for writing job

●Machines, tools, equipment, and work aids. Information regarding tools

●Performance standards. Information about the job’s performance standards (in

Performance Appraisal. A performance appraisal compares each employee’s

Compensation. Compensation (such as salary and bonus) usually depends

• Business Process Reengineering. Business process

• Job enrichment. Means redesigning jobs in a way that increases the

FIGURE 4-3 Process Chart for

Boosting Productivity Through Work Redesign

Let’s talk about it…

2. The more quantitative “position analysis questionnaire” method may be

3. Before actually analyzing the job, keep several things in mind:

• What exactly are the major duties of your position?

• What physical locations do you work in?

• What are the job’s responsibilities and duties?

• was chosen for the interview.

• duties in order of importance and frequency of occurrence.

Having employees fill out questionnaires to describe their job

Direct observation is especially useful when jobs consist

Another method is to ask workers to keep a

Some firms give employees pocket dictating

2. Department of Labor (DOL) Procedure

Employers increasingly rely on electronic or

The most important product of job analysis is the job

A job description is a written statement of what the worker

FIGURE 4-7 Sample Job Description, Pearson Education

There may be a “relationships” statement that shows the jobholder’s

Reports to: Vice president of employee relations.

Social Media helping to democratize HR

Let’s take a look…

Let’s talk about it…

Here job specifications tend to focus on factors such as length of previous

The basic procedure here is to ask, “What does it take in terms of

• Criterion: Some indicator or criterion of job effectiveness, such as

• Five Step Procedure

(3)Test candidates for these traits;

(4)Measure these candidates’ subsequent job performance; and

Daimler Alabama Example

Let’s talk about it…

1. Name and brief description

What you should now know….

2. Compare the authority of line and staff managers. Give

3. What is difference between A Corporate Strategy and

competitive strategy, give example of both.

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