Monday, July 31, 2017

Staffing to meet missions and goals

What does staffing involve?

  • Recruitment
  • Selection
    • Should minimalize training required for people hired
  • Training
  • Evaluation
    • Make sure they do what is expected of them
  • Development of employees
    • Ongoing
Job analysis

  • Job: group of positions that generally involve the same responsibilities, knowledge, duties and skills
  • Job analysis: the process of observing and recording information about work performed by a specific employee in a specific position

Steps involved in job analysis

  • Decide how to collect the data
    • Questionnaire
  • Gather information regarding skills, knowledge abilities, qualifications and reporting structure
    • Conduct every two or three years to reflect every day job skills
  • Identify major components
  • Summarize 
    • What is this job? What does it do? Mental, physical requirements, abilities, compatibilities, capabilities
  • Create job description
Job description

  • Define the tasks that make up a job
  • Outlines relationship to other units
    • Include communications
  • Lists education, skill, and experience required
When there is a change in duty/responsibility, etc., the job description should be altered to reflect this

Why are job descriptions important?


  • Clarify responsibilities
  • Identify relationships between positions
    • Who has authority and direction over you?
  • Helps determine performance measures
    • Tracks number of jobs/duties performed
  • Helps to base an equitable salary scale
    • Are jobs similar? 
    • Why are people paid differently for the same job?
  • Guidance for handling grievances, discipline
    • Clarify what you can and can’t ,should and shouldn’t do
  • Helps in recruitment of new employees
    • Know who to hire and their skills
  • Gives new employees orientation
    • A job description explains what is expected of you
Language

  • Style simple and brief
  • Use present tense
    • Reflection of it being done
  • Use quantitative words whenever possible
  • Each sentence should begin with active verb
When is job description written?

  • Creation
  • Changes
    • Relationship
    • Duty
    • Equipment
    • Skills
Who writes it?

  • Often incumbent and manager
Parts of job description

  • Job title
    • Position
  • Job summary
    • What it is
  • Duties and responsibilities
    • Often listed
  • Relationships
    • How everything is related to one another
  • Qualifications
  • Certifications
    • Who need to approve description
Performance standards
Is the job being performed well?


  • Written after job description
  • Describes the level of performance the employee is expected to achieve and/or objectives
Standards should be

  • Concrete and specific
  • Practical to measure
  • Meaningful
  • Realistic and achievable
  • Similar jobs should have similar performance standards
3 key components

  • What is being assessed
  • Criteria on which it is assessed
  • How performance will be monitored and measured
What margins of error are expected? No one can be perfect, but there shouldn’t be a huge error of margin. What would be the consequences?

Performance criteria


  • Quantity
    • How many?
    • What do you expect?
    • When do you expect it?
  • Quality 
    • Adhere to particular standards
    • If not, have reasons to discuss
  • Timeliness
    • How quickly?
    • By what time?
    • How frequently?
Examples

  • All invoices received are posted within the same working day with no more than x posting errors per week returned for corrections
    • Measured in returns and time in Acquisitions
  • Thirty copy cataloguing requests are completed per day in accordance with AACR2R and local standards with no more than x returned for corrections
    • Expected in larger divisions with high expectations, will vary from size

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