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