Job Analysis: Right Person Right Job

Writing job descriptions is an art. A correct job description brings in the right employee. As today the focus is on multi-tasking or multiple skills, companies with good job descriptions have a shortened recruitment cycle. A good job description is well thought out but not written from boilerplates.

What is job description?

Job description specifies job requirements and acts as a screening tool. Therefore, manpower requirement and planning is dependent on job descriptions. Information about duties, responsibilities, Key Result Areas (KRA’s), qualifications and compensation information are detailed as part of job description.

Duties: Clearly outlining the duties is crucial for a good job description. Duties need to be specific to both short-term issues and long-term challenges of the position. Short-term priority issues need to be addressed during the first few days. Long-term challenges relate to where the hiring manager wants to be in months down the road.
Qualifications: Qualifications are the principal screening elements. These fall into two areas – must haves and nice to haves. Must haves are absolute requirements and without them the person is screened out. Nice to haves are like the icing on the cake.
Compensation information: Generally,this area is skipped in job descriptions. When stated, however, will attract a wider range of qualified individuals. The most important thing is, for the right person, compensation can always be adjusted, titles changed and duties expanded.

The why's of job description

It is essential to provide guidance to people as to what to do and how to do it. Job description enables people in organisations to know who does what and who knows what. Above all, it provides information about the technical skill requirements and “nature” of the person best suited for the job.

How to write a good job description?

Be crystal clear: The crucial question is, "What is the purpose of the job?" It highlights:

• Management’s expectations from the employee.
• Role of the job-holder.
• Employee's contribution towards the achievement of company goals.
• Relationships between different jobs and activities of the organisation.
  

Source of information: Best-written job descriptions are those written by or with the person in the job. He is the best person to know about the job and thus will be able to complete his own work profile. In case the employees are not articulate enough to write the details, help them with formal and informal interviews and questionnaires. Encourage them to choose the titles.

Assess the skills and abilities: It requires complete analysis of the work structure on the following lines:

Technical/professional aspects.

• Administration.
• Man management.
• Commercial activities.
• Written or spoken communication skills.
• Analytical skills.
  

List the tasks: They should be arranged in an order based on the importance, frequency and processes.

Analyse the job: Should be analysed on the following accounts:

• Decision-making authority.
• Time frame to make decisions.
• Number of units under control.
• Definition and distinction between the staff and line functions.
• Levels of authority.
• Whom to report to.

Write the job description: It should contain the title and department, location, responsibility and major functional relationships.

Current trends
E-recruitment is the in thing now. The workforce, too are looking for opportunities on the Net. Writing job descriptions for the Net is radically different from writing for the regular media. Here are few tips that will help you attract the best talent to your company. An effective job description format online includes:

Position heading: It is the text that catches the job-seeker’s attention. The text must goad them into going further and hence needs to have a punch in it.

Company statement: It is essential to create excitement and interest about your company.

Position summary: It enhances the interest level about the position along with providing additional information.

Salary and benefits summary: It provides the salary range associated with the position as well as a profile of company benefits.

Qualifications: Need to be stated clearly. If unclear, the job-seeker may think the position is below his expertise and may not apply.

Reference: TheManageMentor

First Impression, Last Impression

The first day of work is one day no one forgets in a hurry. Whether you’re on your first job or your fifth, the sheer novelty of being in a new office, and dealing with new people is enough to give even the most seasoned professionals an acute case of ‘butterflies-in-stomach’. We’ve all heard the clichés about the first impression being all-important and no one wants to commit an irreversible faux pas on their first day at work.

Many people choose to play as safe and get away with pleasant first days at work. Raedita Tandon, an entertainment journalist with cine-magazine shares, “I was given a lot of advice from my parents before starting as it was my first job.” She further adds, “I was told to be myself but be careful of what I said, be friendly with everyone, but not to be too free either.”

Not all people are that lucky, of course. Take the case of Sheetal Kapoor (name changed), who used to work in the customer care department of a large company. “I started off on a Sunday shift, and once we were feeling quite laidback and getting a lot of uninspiring calls,” she reveals. “There was this one particular call where I gave a customer wrong information out of disinterest. As it turned out, it was my boss who had called to check up on us, and he gave me a piece of his mind for being so lax,” she adds. While things usually smooth themselves out over the course of time, it helps to be on your toes and avoid such incidents by preparing oneself.

Sometimes, however, people can be overenthusiastic in their attempt to make a good impression, which can lead to unfortunate consequences. There are people like Hari Srinivasan (name changed) who had disastrous first days because of overzealousness. “I had just shifted to a new magazine and there was no set way of working. I had just come from a more established magazine and I was used to working in a particular manner,” shares Srinivasan. “I was completely lost and had no idea what was going on. So I went ahead and edited some articles and got pages laid out, despite the fact that there were no set templates. Eventually, I was questioned as to why I did that and I had to re-do all that work,” he informs.

How does one recover from a seemingly unforgivable slip-up? Because, not only can these be detrimental to one’s image and self-confidence, they can also cause a slight deviation in what would have otherwise been a smoother career graph. The answer lies with etiquette trainers who help equip professionals and job-aspirants with the required soft skills to make sure they don’t commit professional hara-kiri. “Corporate etiquette trainers groom you on intra and inter-office etiquette, also dealing with cross-cultural traits,” states Hetal Parekh, a corporate etiquette trainer. “Companies usually hire them in orientation programmes, but one can also get it done personally,” he notes.

Here are some tips offered by Hetal Parekh for that first day:

Dos

1) Know the culture of your company and dress accordingly. Looks matter and that is half the battle won. 70% of your impression depends on how you look, 20% depends on your body language, and only 10% on what you’re actually saying.
2) Find out your hierarchy, and make sure you don’t cross the line. Use discretion when speaking of superiors to other people. Know your job profile.
3) Be prepared for unknown surprises in your daily schedule. Carry a lunch box just in case there isn’t time for lunch. Make sure you have a way to get back home. Be prepared to stay till whatever time you may be required; don’t be in a hurry to leave.
Don’ts
1) If you have internet access, don’t surf the net even if you have nothing to do. It creates a bad impression. Remember, you are definitely being watched.

2) Sending out personal e-mails or forwards is a no-no. Try not to take personal calls. If absolutely necessary, keep them short.
3) Don’t gesticulate a lot; be careful of your body language. Don’t be too loud and attention-seeking. Always shake hands with everyone you meet; a good handshake is a must.

Times Ascent