Organizational Structure and Elements of Job Analysis - Research Paper Example

Organizational Structure Question The three core elements of job analysis include the purpose of the job, the tasks of the job and the required qualifications of the job position as discussed in the following paper. The purpose of the job seeks to answer questions that pertain to the general nature of a particular job and their significance. The purpose of the job enables individual jobs to be understood in the overall context of the organization and thereby enables the existence of the job and the contribution it makes to the organization. By effectively describing the purpose of the job, human resource managers are able to access where the job fits in the overall work effort of the organization. In addition, the description of the purpose of the job allows the human resource manager of an organization to communicate the duties and responsibilities of the position during the hiring and development of employees. Moreover, applicants and employees seeking to develop in the job position are able to understand their scope and level of work as depicted by their job position by thoroughly examining the purpose of the job analysis. During the hiring and development of employees, the specific tasks that are involved in a certain job position should be precisely described in order to outwit ambiguity. Tasks should offer a meaningful and discrete unit of work activity that is carried out by a particular employee in a specified time. Tasks in a particular job position represent an assortment of methods, techniques and procedures required to complete a particular job. A job analysis that clearly describes its tasks allows individuals to apply for such position by presenting their competences, qualifications and abilities during the hiring process. The tasks outlined in the job analysis enables human resource manager in an organization to pinpoint any gap in an individual level thereby perpetuating career management to the employees, which eventually leads to employee development. Human resource managers are able to appraise their employees by accessing the results of the performance in the tasks mandated to a particular employee. Job analysis provides the required qualification for the job, which calls for the evaluation of education, knowledge, physical attributes and skills that may help the human resource manager in the selection procedures. In the hiring and employees development procedures, human resource managers establish the level of educational qualifications that are required in a particular job position. Most organization requires a university degree as an essential tool in the educational qualification. Knowledge constitutes of basic things an individual should possess in order to carry out a particular activity (Bohlander & Snell 2007). Knowledge surpasses the general intellectual attributes acquired through education since it entails the specific information required to undertake a particular job such as information to handle financial procedures or computer programs. Various job positions require specific physical attributes, for example, the ability to stand, lift or walk while others such as security officers require height as a qualification. Skills involve the ability to coordinate the mind and the body while performing a particular activity such as operating a keyboard. Once the job analysis has established the tasks to be performed in a particular job position, the skills required to undertake such activities are then considered. A well-outlined qualification of a particular job position enables the human resource manager to carry out selection procedures without bias or discrimination while encouraging the existing employees to undertake training in order to further their education that guarantees rewarding job positions thus facilitating employee’s development. Question 2 Position analysis questionnaire provides a structured analysis instrument that is pertinent in bolstering organizational relationship. In enhancing organizational relationship, position analysis questionnaire provides work direction, work guidance within the organization, and disciplinary actions required in the job position. It also enables job analyst to complete the review of the performance in the job position the questionnaire is delving. Position analysis questionnaire enables the job analysts to indicate the principle chores performed in their job position. The job analyst can organize his or her duties and responsibilities into a format that clearly indicate the major area pertaining their job and the associated tasks that are expected to be performed in every major area. Position analysis questionnaire provides a room where the job analyst can indicate the percentage of the time taken to complete a particular task and the time reference appropriate to complete such tasks. Position analysis questionnaire may be used by job analysts in an interview or completed by the job incumbent in order to provide additional job information such as skills, knowledge, and abilities that the job position may require. The questionnaire enables the job analyst to make a submission of the background that he or she expects from the applicants, which thereby make the recruitment and hiring process less tedious affair. Position analysis questionnaire enables the job analyst to make decisions and resolve issues pertaining to his or her job position. The questionnaire compels the analyst to make a formal guidelines, regulations and statutes that he or she must comply with in order to facilitate the decision-making and resolving of quandaries before notifying the supervisor. The notion enables the job analyst to identify the issues he or she needs to forward to the supervisor prior to action and the reasons as to why such issues ought to be forwarded to the supervisor. Position analysis questionnaires allow the job analyst to describe the mental and emotional environment that he or she performs the job. The questionnaire also enables the analyst to demystify the nature of the physical environment, in which he or she regularly performs the job where activities such lifting, walking, and pushing are incorporated. Through the position analysis questionnaire, job analyst can communicate the minimum requirement that must be attained to carry out the job. The questionnaire succinctly describes the certificates, licenses, or registrations that are required in order to fit in a particular job position. The job analyst can explain the purpose and the objectives of his or her job position, which enables to explain the results or the outcome expected from the job. Human resource manager may use the results obtained in the position analysis questionnaire in order to redesign his or her job by ensuring that every worker has a personal responsibility for a meaningful fraction of his or her work, which calls for autonomy in the job position (Snell & Bohlander 2013). In addition, the human resource manager should ensure that the job carried out by the worker has a deep meaning or the individual experiences it has is worthwhile. In order to make jobs more meaningful, the human resource manager should establish the identity of the task where individual jobs focuses on the entire field instead of just a portion. In addition, the human resource manager should establish a variety of tasks to be performed, which subsequently requires the development of a variety of skills and abilities. Besides, the meaning of the job may be improved when the human resource manager develops the significance of the tasks to the entire organization. Question 3 Human resource professionals may use oral and written expressions abilities as strategies based on Fleishman job analysis systems in order to select qualified applicants for customer service position. Oral expression abilities entail the use of English words or sentence in spoken language that enable one to fathom the idea being communicated. The oral expression ability enables information and meaning to be communicated orally to other people, which make a potent attribute in a customer service position. Oral expression ability incorporates the knowledge of the difference between words and words are put together to form and communicate the intended message (Aamodt 2013). Oral expression ability involves various tasks such as giving instruction or direction, describing an event orally and presenting an oral speech. In order to qualify in a customer service position an individual ought to hold high levels of oral expression ability, which yields a good job performance. Oral expression ability does not have a standard measure of testing in the assessment and thereby individuals are assessed in an interview or assessment center. Written expression ability entails the efficient use of English words or sentences in written form in order to facilitate the understanding to others. Written expression ability enables individuals to exchange information and ideas in writing, which thereby becomes a facilitator in business handling especially in customer service position. In order to possess the written expression abilities, an individual should develop a knowledge of grammar. In addition, individuals should know the differences between words and how to organize the sentences and paragraphs. The ability involves how well a person can explain ideas in written form. There are various tasks involved in written expression ability such as writing articles, job recommendations, letters, and memos. Written expression ability requires a high level of development in order to amass a good job performance especially in customer service position. In order to assess subjects in written expression ability, the subjects are provided with written materials where they are required to formulate a written response to the presented stimulus. Question 4 The major challenge develops when consumers are not willing to trust the items sold. On- line business handling eliminates a face- to- face communication, which may lead to lack of trust. Lack of interpersonal interaction in e- commerce may compel a firm selling its item on- line to take a long period before developing the required trust to facilitate and run the business. The long period required to develop high levels of trust may act as a challenge when proofing the authenticity of the items that the firm sell. Lack of trust especially in on- line selling of goods and services may be augmented by the fact that the internet provides a one- time nature of the typical business transactions. In addition, a firm selling its item on- line may face challenges in its web content. Most firms do not take advantage of the broad degree of interactivity evident in the website. Lack of fully utilizing the marketing communications in the websites may be threatening to a firm engaging in on- line businesses (Sheehan 2010). When the firm limits its use on specific capabilities that eliminate the negative effect, it is demeaned by the challenges it faces. To ameliorate the challenges arising from lack of trust, the firm should improve its trust for a long time by enabling easy access to descriptions of goods and services and ease of placing orders. In addition, the firm should increase its social presence and interaction to its consumers, which subsequently augment levels of trust. In order to minimize the challenges emanating from lack of utilizing the web content, the firm should engage in specific web capabilities such as the use of search capabilities and site maps. The notion enables the firm to communicate with multiple consumers thereby facilitating the response of inquiries to many consumers. Question 5 The human resource manager can measure the performance of a customer service representative by examining the changes in sales that have been influenced by the representative. In addition, the human resource manager may observe the number of new consumers that have joined the firm. Moreover, the manager may measure the performance of the customer service representative by examining the relationship between the organization and the customers. When the sales of an organization increases or decreases the human resource manager may be able to affirm the performance of a representative, as he or she has indicated in the job analysis. The increase in sales indicates that the performance of the representative is high as compared to when it is low. When a large number of new customers have joined to purchase the goods and services produced by the firm, the observation indicates that the performance of the representative has increased since it has met the core objectives of any organization (Evans 2013). An increased level of relationship between the customers and the organization indicates an increased performance of a customer service representative since the job analysis outlines the need to enhance the organizational relationships that extend to the customers. References Bohlander, G. W., & Snell, S. (2007). Managing human resources. Mason, Ohio: Thomson. Snell, S., & Bohlander, G. W. (2013). Managing human resources. Mason, Ohio: South-Western. Top of Form Aamodt, M. G. (2013). Industrial/organizational psychology: An applied approach. Belmont, CA: Wadsworth, Cengage Learning. Sheehan, B. (2010). Online marketing. Lausanne: AVA Academia.Bottom of Form Evans, J (2013). Quality & Performance Excellence. Boston, Massachusetts: Cengage Learning Read More