The document discusses the challenges faced by Optima Air Filter Company following Tropical Storm Charley, which disrupted operations and led to confusion among newly hired employees due to a lack of established job descriptions. It emphasizes the importance of involving experienced 'old-timers' in creating these job descriptions to avoid misunderstandings and ensure productivity. Recommendations include using a combination of questionnaires and interviews for job analysis, ultimately aiding in the training of new workers to restore company efficiency.

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Application Case
Tropical Storm Charley
In August 2004, tropical storm Charley hit North Carolina and the Optima Air Filter Company.
Many employees’ homes were devastated and the firm found that it had to hire almost 3
completely new crews, one for each of its shifts. The problem was that the “Old-timers” had
known their jobs so well that no one had ever bothered to draw up job descriptions for them.
When about 30 new employees began taking their places, there was general confusion about
what they should do and how they should do it.
The storm quickly became old news to the firm’s out-of state customers- who wanted filters, not
excuses. Phil Mann, the firm’s President, was at his wits end. He had about 30 new employees,
10 old-timers, and his original factory supervisor, Maybelline. He decided to meet with Linda

2. Lowe, a consultant from the local universities business school. She immediately had the old-
timers fill out a job questionnaire that listed all their tasks, duties & responsibilities. Arguments
ensued almost at once- Both Phil & Maybelline thought the old-timers were exaggerating to
make themselves look more important, and the old-timers instead that the list faithfully
reflected their duties. Meanwhile, the customers clamoured for their filters.
Questions:
 Should Phil & Linda ignore that old-timers’ protests and write up the job descriptions as
they see fit? Why? Why not?
How would you go about resolving the differences?
Solution: No, Phil & Linda should never ignore the old-timers’ protest. Since its the old–timers
who have full knowledge about the tasks, duties & responsibilities they used to perform.
Ignoring them may result to turbulence among the workers and they’ll feel cheated hence
leading to lower productivity.
Writing job description without the information acquired from old-timers would be like
climbing mountain without a guide. Since they know the nature and requirement of the job very
well, they must be asked about the information of the job before writing a job description.
To resolve the problem I would have used a questionnaire with both structured as well as open-
ended questions. That would have lead to lesser confusion and misinterpretation by Phil &
Maybelline. (The Job Information Sheet is given below which consist of both structured and
unstructured questions)
Question:
 How would you have conducted the job analysis? What should Phil do now?
Solution: I would have conducted the job analysis in one of the two ways. Either I would have
used questionnaire (with both structured as well as unstructured questions) or the interview
method.
In the interview method, after collecting the information, I would further proceeded to get the
information reviewed and verified by the immediate supervisor of the interviewee and the
interviewee.
Phil should now use the information, which is verified and reviewed by supervisor and worker
both, for the training purpose of the new worker. The information consists of task, duties &

3. responsibilities of the workers. When the workers will be trained accordingly they’ll know what
to do and how to do, resulting in lesser confusion and time-wastage & increase in productivity so
that Optima Air Filter Company comes back on track.
Questionnaire with Structured & Unstructured Question
Job Analysis Information Sheet
Job Title: ___________________________________________ Date: _______________________
Job Code: ________________________________ Dept.: _________________________________
Superior's Title: _________________________________________________________________
Hours worked _______ AM to ________ PM
Job Analyst's Name: _____________________________________________________________
1. What is the job's overall purpose?
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
2. If the incumbent supervises others, list them by job title; if there is more than one employee with the
same title, put the number in parentheses following.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
3. Check those activities that are part of the incumbent's supervisory duties.
π Training

4. π Performance appraisal
π Inspecting work
π Budgeting
π Coaching and/or counseling
π Others (please specify) __________________________________________________
4. Describe the type and extent of supervision received by the incumbent.
______________________________________________________________________________
5. JOB DUTIES: Describe briefly WHAT the incumbent does and, if possible, HOW he or she does it.
Include duties in the following categories:
a. Daily duties (those performed on a regular basis every day or almost every day)
_______________________________________________________________________
b. Periodic duties (those performed weekly, monthly, quarterly, or at other regular intervals)
_______________________________________________________________________
c. Duties performed at irregular intervals
_______________________________________________________________________
6. Is the incumbent performing duties he or she considers unnecessary? If so, describe.
______________________________________________________________________________
7. Is the incumbent performing duties not presently included in the job description? If so, describe.
______________________________________________________________________________
8. EDUCATION: Check the box that indicates the educational requirements for the job (not the
educational background of the incumbent).

5. π No formal education required
π Eighth grade education
π High school diploma (or equivalent)
π 2-year college degree (or equivalent)
π 4-year college degree (or equivalent)
π Graduate work or advanced degree (specify:)
π Professional license (specify:)
9. EXPERIENCE: Check the amount of experience needed to perform the job.
π None
π Less than 1 month
π 1 to 6 months
π 6 months to 1 year
π 1 to 3 years
π 3 to 5 years
π 5 to 10 years
π More than 10 years
10. LOCATION: Check location of job and, if necessary or appropriate, describe briefly.
π Outdoor
π Indoor
π Underground
π Pit

6. π Scaffold
π Other (specify)
11. ENVIRONMENTAL CONDITIONS: Check any objectionable conditions found on the job and
note afterward how frequently each is encountered (rarely, occasionally, constantly, etc.)
π Dirt
π Dust
π Heat
π Cold
π Noise
π Fumes
π Odors
π Wetness/humidity
π Vibration
π Sudden temperature changes
π Darkness or poor lighting
π Other (specify)
12. HEALTH AND SAFETY: Check any undesirable health and safety conditions under which the
incumbent must perform and note how often they are encountered.
π Elevated workplace
π Mechanical hazards
π Explosives

7. π Electrical hazards
π Fire hazards
π Radiation
π Other (specify)
13. MACHINES, TOOLS, EQUIPMENT, AND WORK AIDS: Describe briefly what machines, tools,
equipment, or work aids the incumbent works with on a regular basis:
______________________________________________________________________________
______________________________________________________________________________
14. Have concrete work standards been established (errors allowed, time taken for a particular task, etc.)?
If so, what are they?
______________________________________________________________________________
15. Are there any personal attributes (special aptitudes, physical characteristics, personality traits, etc.)
required by the job?
______________________________________________________________________________
16. Are there any exceptional problems the incumbent might be expected to encounter in performing the
job under normal conditions? If so, describe.
______________________________________________________________________________
17. Describe the successful completion and/or end results of the job.
______________________________________________________________________________
18. What is the seriousness of error on this job? Who or what is affected by errors the incumbent makes?
______________________________________________________________________________
19. To what job would a successful incumbent expect to be promoted?

8. [Note: This form is obviously slanted toward a manufacturing environment, but it can be adapted quite easily to fit a
number of different types of jobs.]
Job Description (Example Overview)
The example below is for a sales person who is selling financial service products. About 75% of
his/her time is spent in the office and the other 25% is out on the road making presentations to
customers. The job requires a Certified Financial Planners designation and requires heavy duty
lead generation.

9. Job Requirements
A: Summary of Position
Researches and identifies target client sectors for financial product services. Develops and
implements a sales process to include initial contact, follow up, presentation and closing
procedures. Maintains records of contacts and sales status including contact reports, sales
projections and quota ratios.
B. Job Duties
Research and Create targeted new client lists within Delhi/NCR territory
Makes initial contact with potential clients
Performs routine and regular follow up with potential clients
Performs routine and regular follow up with former clients
Visits potential clients and makes sales presentations
Closes sales
Maintains regular record reporting sales activity
C. Computer Skills and Software Used
Windows operating system
MS Office including Word, Excel and PowerPoint
Constant Contact or other Customer Relations Management Software
D. Reporting Structure
Reports to regional sales manager
Has nobody directly reporting to this position
Required to participate in Annual Sales Meeting

10. Employee Requirements
A. Education and Training
Bachelor Degree in business, finance or accounting or commerce or 0-2 Years experience,
Bachelors Degree Preferred
Certified Financial Planner
B. Skills and Aptitudes
Fearless cold caller, 250+ Outbound calls per week
Ability to close a sale
Adapt to changing financial conditions and meet customer expectations
C. Environment and Physical
Work in high volume sales office
Be able to sit for prolonged periods of time
Be able to travel to client locations 25% of time
D. Licenses/Certifications
CFP - Certified Financial Planner
Indian Driving License
Success Factors
A. Grow Sales
Increase market channel penetration by 30% in first Year
Develop 3 secondary channels in first 180 days
Grow referral-based sales from 15% to 20% in first year

11. B. Develop Sales Department
Recruit and train 2 junior sales associates with gross sales of 100K by 3nd quarter
Increase number of sales presentations by 20% within 12 months
Implement Web-Meeting presentation System to Reduce travel costs by 20% per year
Comments____________________________________________
____________________________________________________
____________________________________________________
HR Representative___________________________________
Department Manager__________________________________
Date Completed______________________________________
Structured Questionnaire (Example)
Sample Job Analysis Checklists
ROUTINE CLERICAL RESPONSIBILITIES
Activity Frequency
D W M O
Types labels, letters, envelopes, and invoices.
   

12. Determine layout and format, and type in finished format.
   
Proof read and correct errors.
   
Set up an type financial and statistical reports.
   
Take dictation and transcribe.
   
Transcribe dictation from voice recordings.
   
Record, type, and distribute meeting minutes.
   
Compose standard letters in response to routine correspondence.
   
Schedule appointments without prior clearance, schedule
meetings and conferences, and make travel arrangements
including reservations.
   
Prepare meeting and conference rooms.
   
Maintain, process, distribute, and update records, files, and
documents.
   
Maintain confidential records and files, and handle confidential
correspondence and records.
   
Open, sort and distribute mail.
   
Answer telephones, screen and place calls, monitor and follow up
on voice mail recordings, refer callers to appropriate parties.
   
Prepare, process, and verify invoices, bills, checks and receipts.
   
Maintain and report expense account activity.
   
Receive and welcome visitors, and refer to appropriate parties.
   
Maintain and update mailing lists.
   
Enter data electronically and verify.
   
Process payroll records.
   
Perform calculations, post and verify figures, trace and adjust
errors.
   
Maintain inventory of office supplies, requisition new supplies, and
distribute supplies to authorized parties.
   

13. Schedule and monitor equipment repairs and service contracts.
   
Maintain locks and keys for storage cabinets and other facilities,
and distribute to authorized parties.
   
Orient and train new employees.
   
Schedule work for co-workers as requested.
   
Handle cash and negotiable instruments.
   
Maintain cash box.
   
Sign legal documents.
   
Act as resource for others as to staff and locations.
   
Maintain records of cash receipts and disbursements.
   
Review job applicants/applications and conducts screening
interviews.
   
Collate and bind.
   
Make copies.
   
Date and stamp documents.
   
Recommend improvements in operations and procedures.
   
Modify operations and/or procedures.
   
Maintain procedures and information manuals.
   
Develop operating budget for approval.
   
Research, tabulate, and summarize information of routine,
periodic or special reports.
   
Present findings in oral or written form.
   
Record and verify entries or accounts, journals, logs, and general
ledgers.
   
Balance accounts and reconcile statements.
   
Indicate the equipment that is operated as a regular part of the responsibilities of the job:

14. Calculator Camera Cash register/petty cash
Computer Dictation equipment Facsimile machine
Microfilm equipment Photocopier Postage machine
Security equipment Sorter Switchboard
Word processor
Other equipment: ________________
Other Activities:
CHECKLIST OF ROUTINE MANAGERIAL/SUPERVISORY DUTIES
Analyze, on a periodic basis, workload and personnel needs of an organizational unit.
Recommend changes in the staff level of the work unit.
Review documentation for new positions and positions that have been revised.
Obtain approval to modify positions.
Interview candidates for employment and make hiring decision or recommendations.
Orient new subordinates concerning policy and procedures, work rules, and performance
expectation levels. Review position responsibilities.
Plan, delegate, communicate and control work assignments and special projects concerning
subordinates.
Establish and maintain specific work goals and objectives or quantitative and qualitative work
standards to be achieved by subordinates.
Train, develop, and motivate subordinates to improve current performance and to prepare for
higher- level jobs.
Determine significant changes in responsibilities and major duties of subordinates by reviewing
their job responsibilities on a regular basis.
Evaluate the performance of subordinates. Document and discuss present and past
performance with each direct report. Keep supervisor informed of results.
Review salaries of subordinates and recommend changes according to policy and procedures.

15. Recommend personnel actions such as promotions, performance awards, demotions, etc.,
according to budget guidance and policy.
Advise superiors and subordinates of developments that impact job duties. Ensure proper
communications.
Maintain discipline, recommend and administer corrective action according to policy and
procedures.
Communicate and administer personnel programs in accordance with design and objectives.
Maintain proper documentation on all subordinates.
Other responsibilities:

16. Bibliography
Reference Textbooks
a. Rao V.S.P., Human Resource Management, Excel Books (2009)
b. Cascio, Wayne F. Managing Human Resources. New York: McGraw-Hill, Inc.,
1992.
c. DeCenzo, David A. and Stephen P. Robbins. Human Resource Management.
New York: John Wiley & Sons, 1999.
d. Gomez-Mejia, Luis R. and David B. Balkin. Managing Human Resources. Upper
Saddle River: Prentice- Hall, Inc., 2001.
Internet Sources
http://www.hr.blr.com
http://www.jobdescrption.com
For job analysis/personality research visit
http://www.harvey.psyc.vt.edu