duties and skill requirements of a job and the kind of person who should be hired.

Job
analysis has two parts. One is job description, and the other is job specification.
Job description: Job description is a list of jobs duties, responsibilities, reporting
relationships, working conditions and supervisory responsibilities. It’s a one product of a job
analysis.
Job description is a simply concisely written record explaining the contents-duties,
responsibilities, and requirements involved in a particular job. It tells us what is to be done,
how is it to be done and why. It means duties, responsibilities, and requirements related to a
particular job.
Job specification: Job specification is a list of job’s human requirements that is, the requisite
education, skills, personality and so on. It’s another product of a job analysis.
Job specification is a statement that contains, mental physical and other demands required of
a person to perform the specific job successfully. Ex: Walton company wants to recruit
skilled labour for the electronics industry. Marketing executive must have high stress level.
Through job specifications we try to identify:
i. Details of the various qualifications
ii. Skills, knowledge, abilities, physical characteristics and other relevant
personal characteristics.

Parts of job analysis:

Human resource officer has to do job analysis for both managerial position as well as non-
managerial position. There are some parts of job description and job specification. They are
discussed below.

Job description
1. Job title: Job titles are executive director, general manager accounts, general manager
marketing, general manager human resource, general manager finance, general
manager operations, general manager technical and so on. Specific position means, I
should give the name of that particular position. Sometimes we mention it for
managerial or non-managerial position. It also includes entry, mid or senior level. It
also includes salary grade. Ex: UNICEF, UNDP, World Bank mentions is for national
position or international position, is it a tenure position or non-tenure position or
contractual position.
 2. Location: Here we have to mention the job location. Is it in Dhaka or out of Dhaka.
Job location helps an employee to identify his desired location. Sometimes employees
don't want to work out of Dhaka. So, it is wise to mention it on the circular.
3. Specific operations and tasks involved: If it is marketing, we have to right down so
that where he or she supposed to go and meet the distributors wholesaler or retailer. It
will help him to identify his specific work and tasks.
4. Materials and equipment's, the worker uses: Materials and equipment's for
manufacturing industry is one type, for service industry another type. Ex: Someone is
working at garments, so what are the equipment’s he or she supposed to use. Driver
have to know how to change parts, repair on emergency and so on.
5. Supervision given or received: Is it a supervisory position or not. Is it a policy maker
position or follower position, decision making position or decision follower position.
Ex: Executive is a decision follower position. On the contrary, CEO is a decision-
making position.
6. Nature of operations: Here, we need to mention is it a chemical factory, shoe factory,
tobacco company, cement factory and so on. What would be the operations there can
be identified through nature of business. Ex: Bond Foods Limited is a food company.
7. Working conditions: Working conditions means minimum working hour and time. It
also includes the deadline to complete the given task. Ex: Office time is 9am to 7pm.
8. Hazards and hardship involved: How much hazard is involved needed to be mention
here. Ex: Sales, marketing, cashier these positions contain more hazards. Territory
manager has to ride the bike or car for long time, here hardship involved.
These are the lists above here. It's not conclusive & it can be more & more.
Job specification: Job specification is human related, or person related. It is the human
requirements. All this are generic for all positions or all levels.
1. Education: Here, we need to mention minimum education for the particular position.
But not to mention only one education background. Ex: From BBA background one
can apply for HR position, from BBA(Hons) one can apply too. It has to be broad
descriptive. It helps us to get the right people.
2. Experience: Here we need to mention at least experience and we should justify. Ex: I
mentioned 5 years’ experience needed for a particular position. Here, I have to justify
or discuss why 5 years, why not 4 years would be applicable.
 3. Training: Here, if we want any training requirements then we have to mention it. It
will help us to find skilled employee. It will also help the employee to find out, are
they eligible for the vacant position or not.
4. Judgment: Manager position require judgmental capability. A manager must have
judgment capability neither he can't make decision on right time. Example: In a
restaurant, server or waiter wants privilege leave for seven days, the shift manager
have to verify with his judgmental capability then he will take decision does the
waiter will get leave or not.
5. Initiative: An employee has to be initiative. Ex: Hotel Paris is a well-known hotel.
They are recruiting hotel staffs who will serve food to the guests and will be
responsible to give full support. Here, the staff have to be initiative in order to satisfy
the customer.
6. Physical demands: In cement industry we require unskilled, semiskilled, skilled
labors. What would be the physical demand such as height, weight, length and so on.
Marketing executive has to ride bike, he should have physical fitness. A driver have to
ride car, he should have physical fitness.
7. Mental capabilities: An employee have to be mentally fit to perform his duty.
Nowadays most of the companies ask mentally fit certificate from the employees. An
accounts officer has to be mentally fit, driver have to be mental fit, a doctor who does
operation have to be mentally fit. Ex: In Bond Foods Limited we ask employees to
submit medical certificate mentioning his physical and mental condition.
8. Social skills including impulsive communication skills, uncommon sense demands,
such as sight, smell, hearing.
As a HR Manager, I don't want to recruit wrong person. that is why I need to mention job
description and job specification clearly and descriptively.

Answer to the Question No: 5

Employee selection: Reviewing the applicants resume’s, the manager turns to selecting the
best candidate for the job. This usually means reducing the applicant pool by using the
screening tools. The aim of employee selection is to achieve person-job fit. It means
matching the knowledge, skills, abilities and other competencies that are required for
performing the job.
Selecting the right employee is important for three main reasons. First, employees with the
right skills will perform better for us and our company. Second, effective selection is
important because it is costly to recruit and hire employees. Third, it is important because
inept hiring has legal consequences.
Selection process is the process through which organizations make decisions about who will
or will not be allowed to join the organization. The method we follow at least one or more
than one in order to decide who will join the organization or not. Here job analysis would be
our fundamental, based on job analysis we will select our candidates. Moreover, selection
process varies from organization to organization because it has different jobs to do in
different companies.
Several ways or methods to conduct interview
We don't want to hire wrong people for the organization. To recruit the most potential
candidate for the vacant position we use some methods. following methods will help us to get
the potential candidate. But before selecting any method we must understand the major
features of these methods. After that we can use our knowledge and insight to use the
appropriate method.
1. Physical ability test: Physical ability is also required to be selected. these include
static strength - such as lifting weights, dynamic strength - pull ups, body
coordination - jumping rope end stamina. Ex: Applicants for the US Marines must
pass its initial strength test. In Bangladesh if I talk about Pathao which is a ridesharing
company. they're planning to hire some rider who will share ride, pick and drop
parcels. So, the riders have to pass physical tests of riding a bike for long run.
2. Job performance test and work samples: Job performance test is very important here.
We can conduct a trial period. To check the job performance of the candidate. such as
I am hiring bakery chef, so I instructed him to make a cake, a danish croissant,
Macaroons and so on. It is also for drivers also, when I will hire a driver for the
company, I have two take his driving performance test or test drive.
3. Medical examinations: Once the employer extends the person a job offer, a medical
exam is often the next step in selection. there are several reasons for pre-employment
medical exams. to verify that the applicant meets the job’s physical requirements, to
discover any medical limitations we should consider in placement and to establish a
baseline for future workers compensation claims. Exams can also reduce absenteeism
and accidents end detect communicable diseases.
 Under the Americans with Disabilities Act, an employer cannot reject someone with a
disability if he or she is otherwise qualified and can perform the essential job
functions with reasonable accommodation. ADA permits a medical exam during the
period between the job offer and commencement of work if such exams are standard
practice for all applicants for that job category.
4. Drug tests: Most employers conduct drug screenings. The most common practice is to
test candidates just before they are formally hired. Many also test current employees
when there is reason to believe they have been using drugs after a work accident or
with obvious behavioral symptoms such as chronic lateness. Some firms routinely
administered drug tests only periodic basis, while others require drug tests when they
transfer or promote employees to new positions. Ex: In Bangladesh, I have seen
Standard Group does drug test before hiring employees. But drug testing raises legal
issues. As one attorney writes “It is not uncommon for employees to claim that drug
tests violate their rights to privacy under common law or, in some states, a state
statutory or constitutional provision”. In Bangladesh High Court made it mandatory to
take drug test.
5. Cognitive ability tests: Cognitive tests include tests of general reasoning ability and
tests of specific mental abilities like memory and inductive reasoning Which is skill in
thinking through the answer to a problem. Here intelligence tests are test of general
intellectual abilities. They measure not a single trait but rather a range of abilities
including memory, vocabulary, verbal fluency, and numerical ability. Intelligence is
often measured with individually administered tests like the Stanford-Binet Test or
The Wechsler Test.
There are also measures of specific mental abilities such as deductive reasoning,
verbal comprehension, memory and numerical ability. psychologists often call such
tests aptitude tests, since they purport two measured aptitude for the job in question.
Example: Time is always measurable by hour or minutes - it is a verbal reasoning
example. Numerical reasoning example: chocolates sell for $0.30 so what would we
10 chocolates price = $1.30.
6. Personality inventories: A person's cognitive and physical abilities alone seldom
explain his or her job performance. as one consultant put it, most people are hired
based on qualifications but are fired because of attitude, motivation and temperament.
personality tests measured basic aspects of an applicant's personality such as
troversion, stability and motivation. Industrial psychologists often focus on the ‘big
 five’ personality dimensions. they are extraversion, emotional stability, agreeableness,
conscientiousness, and openness to experience. In Bond foods limited we use 16
personality tests through an online website.
Five big characteristics of personality inventories are
a. Extroversion – Sociable means who can communicate with others without any
hesitation, assertive, talkative, expressive
b. Adjustment - Emotionally stable, nondepressed, secure
c. Agreeableness – Courteous, trusting, good natured, tolerant, cooperative,
forgiving
d. Conscientiousness – Dependable, organized, achievement oriented
e. Inquisitiveness – Curious, imaginative, artistically sensitive, broadminded
7. Honesty tests: Organizations want employees to be honest and to behave safely.
Honesty check is a big issue here. a manager can run honesty check in many ways.
They are given below:
a. Ask blunt questions: One expert said, there is nothing wrong with asking the
applicant direct question such as have you ever stolen, have you recently held jobs
other than those listed on your application, is any information on your application
is falsified or not.
b. Listen rather than talk: Does liars may try to answer direct questions somewhat
evasively. Example - ask them if they have ever used drugs and they might say I
don't take drugs.
c. Watch for telltale body signals: For instance, someone who is not telling the truth
may move his or hard body slightly away from you. here we have to establish a
baseline by seeing how the person's body is positioned when he or she is
undoubtedly telling the truth
d. Credit check: It include a clause in the application giving you the right to conduct
background checks, including credit checks and motor vehicle reports.
e. Reference check: Manager can check all employment and personal references.
because sometimes employees use wrong references.
f. Establish a search and seizure policy and conduct searches: Give each applicant a
copy of the policy and required each to return a signed copy. the policy should
state all lockers, desks, and similar property remain the property of the company
and may be inspected routinely.
 8. Polygraph or lie detector tests: The polygraph is a device that measures psychological
changes like increased perspiration. The assumption is that such changes reflect
changes in emotional state that accompany lying. It is both psychological stress
evaluator and voice stress analyzer. Complaints about offensive plus grave doubts
about the polygraph’s accuracy culminated in the Employee Polygraph Protection Act
of 1988. With a few exceptions the law prohibits employers from conducting
polygraph examinations of all job applicants and most employees.
Local, state and federal government employers including the FBI can use polygraphs
force election screening and other purposes, but state laws restrict many local and
state governments. private employers can use polygraph testing but only under the
strictly limited circumstances. Some employers are using so called human lie
detectors, experts who may or may not be able to identify lying just by watching
candidates. EX: One Wall Street firm uses a former FBI agent; he sits in on interviews
and watches for signs off candidate deceptiveness. Signs include pupils changing size
(fear), irregular breathing (nervousness), crossing legs and quick verbal response
(scripted statements).
9. Graphology tests: Graphology is the use of handwriting analysis to determine the
writer's basic personality traits. it does have some resemblance two projective
personality test, although graphology's validity is highly suspect.
Virtually all scientific studies suggest graphology is not valid or that when
graphologist do accurately size up candidates, it's because they are also Privy to
others background information. Yet some firms swear it.

Interview Techniques: The interview is a purposeful exchange of ideas, the answering of

questions and communication between two or more persons. managers use several interviews
at work such as performance appraisal interview and exit interviews. A selection interview is
US election procedure designed to predict future job performance based on applicant’s oral
response to oral inquiries.
Interview techniques is the choices about the types of questions to ask and the number of
people who conduct the interview. There are different 5 techniques to conduct an effective
interview. I will discuss about it below:

1. Nondirective interview: Nondirective interview is also known as unstructured

interview. It is a selection interview in which the interviewer has great discretion in
 choosing questions to ask each candidate. The manager follows no set format. It
means as the interviewer I don't have any structured guideline or questions to
interview the candidates. Interviewer can ask any question to find out the potential
candidate. But research said interviewer sometimes ask invalid and the inappropriate
questions. Example: Interviewer cannot ask a female candidate about her married life.
In many sections of law, it is written and said We can't discriminate based on gender,
religious and so on. Ex: In America one interviewer asked similar question two a
female candidate, later she didn't get the job and complaint about it in the court. The
court informed the company it's against law and it's not ethical to question about
married life and instructed them to give her the job.
Typical question here might include - tell me about yourself, why do you think you
will do a good job here, what is about your strength and weakness and so on.
a. Open ended questions about that candidate's strengths, weakness, career goals,
work experience and so on
b. The candidates reply to one question may suggest two other questions to ask
c. This technique gives the interviewer wide latitude, but reliability is not great here.
sometimes questions may not valid and even legal.
2. Structured interview: Structured interview is also known as directive interview. Here
the employer lists questions ahead of time and may even weight possible alternative
answers for appropriateness. McMurray’s Patterned Interview was one early example.
the interviewer followed a printed form to ask a series of questions such as how was
the persons present job obtained.
Structured interviews are generally best. in such interviews, all interviewers generally
ask all applicants the same questions. Partly because of this, these interviews tend to
be more consistent, reliable and valid.
a. Here the questions are related to job requirements
b. Covers relevant knowledge, skills and experience
c. The interviewer supposed to avoid asking questions that are not on the list
d. The results may be more valid and reliable than with nondirective interview
3. Situational interview: Situational interview is a structured interview in which the
interviewer describes a situation likely to arise on the job then asks the candidate what
he or she would do in that situation. High validity in predicting job performance
require this type of interview. Here we put a case or situation in front of the candidate
and ask him or her to solve it. Ex: In bond foods limited, we hired a marketing
 executive who will work to manage corporate clients. when we interviewed him, we
gave a cake box to him and asked him to convince us to buy that cake box from him
for 3000Tk. It's a situational interview.
4. Behavior description interview: Behavior description interview is a structured
interview in which interviewer ask the candidate to describe how he or she handled a
type of situation in the past. It is more or less about the past experience. Here are
questions about candidates’ actual experiences tend to have the highest validity.
through this we can get to know about the candidate’s potential experience. Example:
we need a HR officer who have two maintain the records of the employees in the ERP
next software. now when we go for recruitment process for the HR Manager, we have
two ask about his experience on ERP next software.
5. Panel interview: A panel interview is also known as board interview. it is an interview
conducted by a team of interviewers who together question each candidate and then
combine their ratings of each candidate's answer into a final panel score.
Panel interview is the selection interview in which several members of the
organization meet to interview each candidate. It includes
a. Gives the candidate a chance to meet more people and see how people interact in
that organization. Those organizations who prefer teamwork mainly they arrange
panel interview. Example: MGH group published a circular for the operations
executive position. when I went there for the interview, there were four people in
the interview board.
b. Provides the organization with judgments of more than one person.
c. Reduce the effect of personal biases in selection decision
d. Appropriate in organizations that use teamwork
So, to conduct an effective interview above mentioned techniques are so important.

Answer to the question No: 6 (i)

Technology & HRM
Nowadays everyone knows that technology changed almost everything we do. We use smart
phone and iPad to communicate with the office and to plan trips, manage money and so on.
We are also using it for many human resource management type applications such as looking
jobs.
Technology plays an important role in the market to run our business. “For the first time we
are preparing learners for a future we cannot clearly describe” – David Warlick. Ex: A faculty
can't say instantly what major I am doing until I finish & enter in a profession because of
changing situation around the country, world and the environment. But they design our
subject or organization in such a way, if we are smart, we will understand what to do, they
are providing training, developing, preparing the employees in such a way in the future in
terms of grabbing opportunities, in terms of adversities, in terms of expected or unexpected
things we will understand what to do and how to do and take 100% out of that.
Technology changed the way to for HRM. One example is Facebook recruiting. According to
Facebook’s recruiting site, employers start the process by installing the Careers Tab on their
Facebook page. Then, after creating a job listing, the employer can advertise its job link using
Facebook Advertisements.
In 1989, multi-media came in the market, we requested organization to use it and those who
used they survived in the market. We are using it till now for our meeting, lectures, classes,
communicating and so on. Ex: Samsung used technology to upgrade their product with time.
In 1999, www commercialized, and started to use it. In 2009, the future was smart mobile. In
2012, the future is pervasive tech. It means irresectable, ultra-wide, ultra-necessary, ultra-
important which means is different from other thing. Pervasive technology means anytime
from anywhere using any device by using any network access to any data.
Technology most characterizes the trends shaping human resource management today. Ex:
Accenture firm estimates that social media connection via LinkedIn produces 80% more new
recruits. Five main types of digital technologies are driving this transfer of functionality from
HR professionals to automation. Employers used more social media tools such as Facebook,
Twitter, LinkedIn and so on. Employer used tracking app to monitor employee’s location. We
in Bond Foods also used life 360 mobile application to track our office employees. Finally,
when data analytics applied in HRM, it is called talent analytics.
So, in last we can say that technology made our life easy.
 Answer to the question No: 6 (ii)

Job analysis process: In order to do the job analysis there are 6 steps for any position.
Step 1 - Determine purpose of job analysis: Some data collection techniques like interviewing
the employee who are good for writing job descriptions. other techniques like the position
analysis questionary will describe later, provide numerical ratings for each job, this can be
used to compare jobs for compensation purposes.
Step 2 - Review organization chart: Reviewing relevant background information about the
job such as organization charts and process charts. It is important to understand the jobs
context. example - organization charts show the organization wide division of work, and
while the job fits in the overall organization. On the contrary, our process chart provides a
detailed picture of the workflow.
Step 3 - Select representative jobs for analysis: Here with a job to analyze, the manager then
generally selects a sample of positions to focus on. For instances, to analyze an assembler’s
job, it is usually unnecessary to analyze the jobs of all the firms 200 assembly workers
instead a sample of 10 jobs will do.
Step 4 - Analyze jobs using data gathering methods: The actual job analysis involves greeting
each job holder, briefly explaining the job analysis process, and the participants roles in this
process spending about 10 - 15 minutes interviewing the employee to get agreement on a
basic summary of the job. It also includes identifying the jobs broad areas of responsibility
such as calling on potential clients and then interactively identifying specific duties or tasks
within each area using one of the methods.
Step 5 - Check information for accuracy: Verify the job analysis in formation with the worker
performing the job and with his or her immediate supervisor. This will help to confirm that
the information is factually correct and complete and help to gain their acceptance.
Step 6 - Write job description and job specification for use in HR activities: The job
description lists, the duties, activities and responsibilities of the job, as well as it's important
features such as working conditions. the job specification summarizes the personal qualities,
traits, skills end background required for getting the job done.
So, the above six steps help us to do job analysis perfectly and effectively.

1. personality test, although graphology's validity is highly suspect.

 Virtually all scientific studies suggest graphology is not valid or that when
graphologist do accurately size up candidates, it's because they are also Privy to
others background information. Yet some firms swear it.

Interview Techniques: The interview is a purposeful exchange of ideas, the answering of

questions and communication between two or more persons. managers use several interviews
at work such as performance appraisal interview and exit interviews. A selection interview is
US election procedure designed to predict future job performance based on applicant’s oral
response to oral inquiries.
Interview techniques is the choices about the types of questions to ask and the number of
people who conduct the interview. There are different 5 techniques to conduct an effective
interview. I will discuss about it below:

Nondirective interview: Nondirective interview is also known as unstructured interview. It is

a selection interview in which the interviewer has great discretion in choosing questions to
ask each candidate. The manager follows no set format. It means as the interviewer I don't
have any structured guideline or questions to interview the candidates. Interviewer can ask
any question to find out the potential candidate. But research said interviewer sometimes ask
invalid and the inappropriate questions. Example: Interviewer cannot ask a female candidate
about her married life. In many sections of law, it is written and said We can't discriminate
bas