Our New Topic on Job Description

1. For the first question, is there any relationship between job description and job standard of operational? In my opinion, there is relationship between job description and job standard of operational. As we know that Job description is written statement of a specific job, It includes duties, purpose, responsibilities, scope, and working conditions of a particular job. In the other hand, Standard Operating Procedure (SOP) is set of procedures or a detail written instructions to achieve uniformity of the performance of a specific function. When we want get a job we have to understand the competencies and skills that required and need to produce work of the company, so the job descriptions are needed. Job description helps the employee to know the way to work in the company. SOP is important and needed in every job, so that the employee knows what they want to do with their job. Although the employee does not know what they have to do, they can ask to the supervisor or the supervisor can give the direct instructions to them.
For example; when we are as a secretary, we must know the job description of secretary. And we have to know and understand that the duty of secretary like write a letter, receiving and sending mail, typing, receiving guests and make an agreement with guest, receiving a call, sending a telegram, accept a dictation, etc.


2. For the second question. According to Neha, it needs three months to complete the SOP of particular job. I agree with that. When we want something perfect, we must prepare it well. Completing SOP has to look on the details of the job description for a particular job. Moreover, it must be tested and evaluated in depth do SOP will be succeed.


Umie Listiyorini/ 10420347/ 7B

1. I think there is a relationship between job description and job standard operational. As far as I know job description is A broad, general, and written statement of a specific job, based on the findings of a job analysis. It generally includes duties, purpose, responsibilities, scope, and working conditions of a job along with the job's title, and the name or designation of the person to whom the employee reports. Job description usually forms the basis of job specification.

In other side "A Standard Operating Procedure is a document which describes the regularly recurring operations relevant to the quality of the investigation. The purpose of a SOP is to carry out the operations correctly and always in the same manner. A SOP should be available at the place where the work is done.
A SOP is a compulsory instruction. If deviations from this instruction are allowed, the conditions for these should be documented including who can give permission for this and what exactly the complete procedure will be. The original should rest at a secure place while working copies should be authenticated with stamps and/or signatures of authorized persons.Several categories and types of SOPs can be distinguished. The name "SOP" may not always be appropriate, e.g., the description of situations or other matters may better designated protocols, instructions or simply registration forms. Also worksheets belonging to an analytical procedure have to be standardized (to avoid jotting down readings and calculations on odd pieces of paper).
there are some steps to developing and Implementing Standard Operating Procedures (SOPs)

-Planning: Think about the steps that are currently done to complete the process. How is it done? Why is it done that way? How will an SOP improve the process? How will you measure performance?
-First Draft: Make a detailed list of the steps in the order that they are done. This list is now a draft of the procedure.
-Internal Review: Get input from all workers who now perform the procedure. Give them your first draft but make sure they know that it will still change. Revise the procedure as necessary.
-External Review: Involve your technical advisors such as your veterinarian, nutritionist, or extension agent; they can give you advice about the best way to do each step. Revise the procedure as necessary.
-Testing: Test the procedure by doing each step exactly as it says. Have a person not familiar with the work follow the procedure. Revise as necessary.
-Posting: Make a final draft of the procedure and post in the workplace.
-Training: Train or re-train everyone as necessary to follow the procedure exactly.


2. I agree with Nehaa. Based on my experience when I worked , my manager always said about SOP every meeting.SOP can be realize step by step. Because it need a attention not only for the manager or the leader but also to all the staff or employee.So ,to realize or to complete the SOP, it must do in a team.All the employee in the hotel in all department have to build the team work. If there is one of them who can't work in a team,the SOP can't be completed. They can help each other. but,the employee have to know about their position and their responsibility before doing SOP.the purpose of the SOP itself is to make all of the guest or the customer feel satisfied about the service.
Thank u ,sir.

Talisa Diah Ayu/7E/10420027

Name : LIYA ROFYANI / 10420036 / 7 E
1. In my opinion there is any relationship between job decription and job standard of operational because Job descriptions are usually essential for managing people in organizations. Job descriptions are required for recruitment so that you and the applicants can understand the job role. Job descriptions are necessary for most people in work. A job description defines a person's role and accountability. Without a job description it is usually very difficult for a person to properly commit to, or be held accountable for, a role. This is especially so in large organizations. As an employee you may have or be given the opportunity to take responsibility for your job description. This is good. It allows you to clarify expectations with your employer and your boss. Example : switchboard operator/receptionist - typical job description duties Job purpose outline (example):
1. Answer a high volume of calls and maintain a rapid response rate according to agreed standards.
2. Log information on calls received, where required and maintain detailed and accurate records.
3. Maintain and update continuously, by local knowledge and by local means, a log of the availability of staff likely to receive inbound calls.
4. File data and perform other routine clerical tasks as assigned and for other departments as needed.
5. Order and maintain relevant office supplies for effectiveness of personal duties.
6. Operate a variety of standard office machines, including a personal computer and a variety of computer software, phone, fax, calculator, shredding machine and photocopy machine.
7. Communicate and liaise verbally and in writing between customers/suppliers/visitors/enquirers and relevant staff, and interpret and respond clearly and effectively to spoken requests over the phone or in person, and to verbal or written instructions.
8. Establish and maintain effective working relationships with co-workers, supervisors and the general public.
9. Perform reception duties in and efficient, professional and courteous manner.
10. Maintain regular consistent and professional attendance, punctuality, personal appearance, and adherence to relevant health & safety procedures.
11. Pursue personal development of skills and knowledge necessary for the effective performance of the role.
2. I agree with Neha that it needs three months to complete the SOP of particular job because there are a lot of steps that should be done, they are :
Step 1 : Write down the result or goal you expect to accomplish with the SOP. For example, if you are writing an SOP on how to close the office each day, then the goal is to secure the office for the evening until the next workday begins.
Step 2 : Write a rough draft of the steps in a clear and concise way, but also make sure to include enough detail so the person performing the task can carry it out it correctly. When writing the steps for the SOP, it helps to go through the actions as if you are completing the SOP so you don’t miss a
Step 3 : Test the SOP yourself. After you write the first draft of the SOP, follow the steps you have written to make sure the SOP is complete. Make any necessary adjustments or revisions to the steps.
Step 4 : Test the SOP with an employee or someone you know to see if they can complete the SOP by following the instructions. Elicit feedback from the tester on any steps or instructions of the SOP that were unclear, hard to understand or missing.
Step 5 : Create the final draft, incorporating the feedback from your tester. Make the final adjustments to the SOP copy to create a final version.
Step 6 : Distribute the SOP to employees. You may keep a hard copy in a binder with other SOPs, post it on a company bulletin board, or distribute the SOP via email or hard copy.
Step 7 : Train employees. Hold a meeting or training session to update your employees on the SOP. Go over each step with the employees and answer any questions they may have about the new procedure.

Good evening Sir,
Sorry for being late to submit this assignment. I just knew if there was any assignment. And my comment abt previous topic haven't scored yet too :D
Okay, let me answer the questions :)

1.Yes, of course there is a relationship between job description and job standard of operation. Job description itself, contains of information about a list of duties that should be done, the functions and also the responsibilities of a certain position (of a job). Besides, in job description, there are three aspects that can be determined so that a position can be successfully implemented as well as possible. They are knowledge, skill, and attitude. So, from the job description, the employees will know about the duties they should be doing, the functions and also the responsibilities based on their position. While, job standard of operation (SOP) is a guideline or reference for carrying out the work. In a simple, the relationship between them is when the employees know about their job description, they should also have a SOP, so they can work properly and also avoid them from irregularities in the work. In a result, they can be a professional worker who can do their job maximally. For example:
Job Title: Head Chef
Place of Work: A hotel or restaurant
Scope and General Purpose: To provide an efficient and cost effective food service.
Responsible for: All kitchen staff
Responsible to: Food and Beverage Manager
Liaises with: All other heads of department
Hours of Work: Flexible
Limits of Authority: To be agreed.
Main Duties:
• To ensure that all menus are constantly updated, paying special attention to seasonal availability.
•To ensure that all menus are correctly calculated to ensure maximum gross profit.
• To ensure that all staff are constantly trained to effect good portion control and pleasing presentation of dishes.
• To ensure that sufficient stocks of all materials are being kept and stored under the correct conditions.
So, when the employees doing their job they also take the responsibilities to the SOP that have been determined by the hotel as the guidelines or standards when they work.

2. Yes, I agree with Neha that it needs 3 months to complete the SOP of a particular job because the good SOP should be arranged step by step and also based on some consideration from the various parties. It also needs a good preparation. Besides, some unexpected problems maybe be happen in trial period. As Neha said too, SOP also must be tested and evaluated in depth to succeed, in order to make the guests satisfied with our services. :)


Indah Wika K.W.P / 10420168
7C

1. I think there are relationship between job description and job standard of operational. One of the purposes of SOP is to provide foundation for job description. All employees have to work by procedure in SOP. The details in an SOP standardize the process and provide step-by-step how-to instructions that enable anyone within an operation to perform the task in a consistent manner. The SOP document serves as an instructional resource that allows employees to act without asking for directions, reassurance, or guidance. The step-by-step written procedure can also help hold employees accountable because employee expectations are documented and their actions can be measured against the SOP. Communicating procedures that anyone in the operation can follow with consistent results will ensure operation of employee continually provides high quality products and services.

Hand washing
Policy: All food production and service personnel will follow proper hand washing practices to ensure the safety of food served to customers.
Procedure: All employees in the restaurant should wash hands using the following steps:
1. Wash hands (including under the fingernails) and forearms vigorously and thoroughly with soap and warm water (water temperature should be at least 100ºF) for a period of 20 seconds.
2. Wash hands using soap from a soap dispenser. Lather at least 10 seconds.
3. Use a sanitary nail brush to remove dirt from under fingernails.
4. Wash between fingers thoroughly.
5. Use only hand sinks designated for that purpose. Do not wash hands in sinks in the production area.
6. Dry hands with single use towels or a mechanical hot dryer. (Retractable cloth towel dispenser systems are not recommended.) Turn off faucets using a paper towel in order to prevent recontamination of clean hands if foot pedals are not available.

The restaurant manager will:
1. Monitor all employees to ensure that they are following proper procedures.
2. Ensure adequate supplies are available for proper hand washing.
3. Follow up as necessary.

This is an example of SOP of hand washing in a restaurant in a hotel industry. From the example below we can draw conclusion that employee’s job description is based on the standard operation.

2. I agree with Neha that it needs three months to complete the SOP of particular job. The SOP will give good and bad effect to hotel industry depends on how we make it. Well prepared SOP will give good effect to hotel industry. To make a good SOP we need much time because we have to evaluate it before we apply it in real.


sinung eko raharjo
10420110
7C

Good Morning Sir,
Sorry for being late to submit this assignment. I just knew if there was any assignment.

1.Yes, I think there are many relationship between job description and job standard of operational. Job standar of operational can improve the skill of employees, and also it became the way to create organization on job. The company must give SOP and evaluate the employees. I have seen articles (they tell about SOP), I think, the point Neha’s article is same as the other articles. But Neha just explain about SOP of Hotel. Example: I am working in broadcasting company and my office has SOP to employees. Every employee must know their job, because the office is media company. So, employees must work as team work not INDIVIDUALLY. It means that my office have SOP for each division. Staff program and announcer have SOP to create on air event. The account executive (AE) also has SOP. The end of month, my team make evaluation for increase the skill.For the other example, I’m a staff of Patra Jasa and my position is in reservation staff. I have to know what my job description is. My general task is enlisting the costumers who want to check in. My function is to enlist the costumers and give them information. My responsibilities is giving the sure information about the specification of the hotel. In job standard operational , I have given some rules by the manager and I have to do that perfectly and avoiding mistakes. I have the steps that I have to do when I face the costumers, such as such as always smiling to the costumers and explain them placidly about the specifications of each room un the hotel.
2.I agree that SOP can take up to three months to complete. To complete the SOP, employees learn the procedure of the job, in order to make harm office’s condition. Employees have to keep customers and client, because hotel industry gets benefit from clients (as same as broadcasting company).Actually, all successful companies have one thing in common. They document and follow standard operating procedures (SOPs) to keep daily operations running consistently, safely, on time, according to quality measures, and in compliance with government regulations. An SOP documents how, when, where and why a job is done and who does it. An SOP manual houses all the SOPs for a division, department or group within a company. An SOP manual is a valuable reference for existing employees and an effective training tool for new hires. Manual organization and writing style will vary widely across companies.
In Case, SOP is a very detailed list within a company or hotel. Not all employees can do performance SOP properly, therefore it needs to be long term to make time and complete the SOP as particular job.

That’s all my opinion, thank you Mr. Akmal for the great information of the article. DANANG MUTTAQIN/ 7B/ 10420165

Good morning sir!! I'm so sorry sir for being late to post my assignment. I hope you want to read my essay sir. Thank you very much.
1.
I think there are many relationships between job description and job standard of operational. Developing job descriptions is an issue that many employers deliberate. Some employers may be daunted by what they perceive to be a lengthy and complicated process. Yet, with constructive tools such as job analysis, sample job descriptions, and on-line resources like Career One stop from the U.S. Department of Labor, informed employers are able to obtain valuable information about their organizations. This publication addresses relevant background information, which includes the role of the Americans with Disabilities Act of 1990 (ADA) in developing job descriptions, how to formulate job descriptions, special features of Career One stop that assist with the development process, and relationship to the accommodation process. Whether to use job descriptions usually depends upon a number of factors, including employer preferences and resources. Employers should look at relevant rules and regulations, the size and type of organization and industry, hiring practices, and current employees.

The ADA does not require an employer to develop or maintain job descriptions. A written job description that is prepared before advertising or interviewing applicants for a job will be considered as evidence [in determining essential functions] along with other relevant factors. However, the job description will not be given greater weight than other relevant evidence. The ADA does not limit an employer's ability to establish or change the content, nature, or functions of a job. It is the employer's province to establish what a job is and what functions are required to perform it. The ADA simply requires that an individual with a disability's qualifications for a job are evaluated in relation to its essential functions (EEOC, 1992). There are several steps to completing a job description. These steps include completing a job analysis, recording the basic purpose and functions of the job, and detailing necessary qualifications.They are Completing a Job Analysis, Recording the Basics , Detailing Qualifications, and Maintaining Consistency.

The example for completing a job analysis. Once completed, a job analysis will help determine what accommodations can assist a person with a disability in performing a job. The purposes are what are the reasons for the job’s existence? Document the particular contributions of the job to the organization’s overall mission. Then, What are the job duties necessary for job performance? Usually less than ten job duties are essential activities necessary to the job. Second, job setting is something like this:

A. Work-site
What is the physical layout of the work-site?
What equipment is used in the work setting?
Where are the essential functions performed?
What conditions are required for task completion? Conditions include environmental (hot/cold, inside/outside, noise level, lighting, ventilation, etc.) and social (works with the public, works under deadlines, works alone, etc.).
Is the job accessible (parking, entrances and exits, doors)?
Does the job necessitate completing tasks in multiple, alternate, or off-site locations?

B. Workstation
How is the workstation arranged?
How do workers obtain and discard equipment and materials?
How is the work organized?

C. Activities
What is the required output level for the job?
What are the expected results?
What is the relationship between each task? If there is a task sequence or a task hierarchy, document this order.
What are the necessary physical and mental requirements needed to accomplish the job?
Is specific training necessary? Document what required experience, certificates, and education are necessary.
What are the safety and quality control measures in place? Document potential workplace hazards and the measures taken to eliminate them.
What happens if a task is not performed appropriately?
What level of responsibility is necessary?
What happens if the end result is not achieved?
Are there specified time frames for completing a task?
Then, for recording the basics. Employers should develop job descriptions that clearly define the essential functions of every job before advertising the job or interviewing applicants. A job description should have clear, concise, non-technical language, and avoid unnecessary words. The job description should focus on words that have a single meaning with detailed explanations for words that may be interpreted differently. Each sentence should begin with an active verb and use the present tense. Examples of job functions should be provided. The desired outcome of the work should be described, rather than one method for accomplishing that outcome. For example, instead of "writes down notes during meetings" put "records notes during weekly meetings." Writers should avoid using gender-specific language, jargon, technical language, proprietary names (Xerox), and ambiguity. Job functions should be qualified whenever possible and the desired outcome of the work should be described, rather than the method for accomplishing that outcome. For example, instead of saying, “she files folders” write that “the clerk files folders alphabetically based on category." Employers should let individuals read their job descriptions, voice any concerns, and sign their descriptions. Job descriptions should be accurate. Next, for detailing qualification. When detailing qualifications on job descriptions, employers typically require certain knowledge, skills, aptitude, training, and previous experience. Employers should remember that these qualifications might be gained in a number of ways. For example, knowledge may be gained through education, training, or experience. In addition, other requirements, such as the possession of a driver’s license could be considered discriminatory. For example, it may be necessary to specify that an individual must be "available to attend evening meetings throughout the community" and "possess a driver’s license” but an employer should distinguish between need and convenience and consider any discriminatory effects. An employee with a disability may be able to attend a meeting via teleconference or access public transportation to attend the meeting on site. And last, for maintaining consistency. Internal consistency is very important when developing an overall bank of organizational job descriptions. The employer may want to select specific formats, fonts, logos, and other elements to streamline and standardize the appearance of the documents. Consistent language such as preferred action words and frequently used terms can help create cohesiveness throughout. Internal consistency may also help “ensure equitable comparisons of content across jobs” in justifying employee salary decisions (Milkovich and Newman, 1990).

Sometimes it can be overwhelming when trying to get a sense of the overall accommodation picture. A job description can be a constructive tool for exploring task-specific accommodation options. Often, it is beneficial to consider the specific tasks that comprise the job. This can help pinpoint what limitations are affecting an individual's job performance and what functions can be accommodated. Understanding an individual’s functional limitations provides helpful clues when searching for accommodation solutions. The following situations and accommodation solutions are based on sample job descriptions provided in the appendix of this document:
Situations and Accommodation Solutions.

Situation 1: An applicant is interviewing for a Computer Programmer position. Although not required to disclose, the applicant decides to tell the employer she has diabetes due to questions about a particular job requirement for which she may need an accommodation. Job Task: “Responsibilities occasionally may require an adjusted work schedule, overtime, and evening/weekend hours in order to meet deadlines or to access the computer to perform program tests.” Limitation: Person needs to eat at specific time each day. May need to test blood sugar and take insulin while at work. Prospective employee is happy to work adjusted hours provided that she can take the steps necessary to regulate her diabetes. Accommodation Solution: Employer accommodates the employee by allowing her to adjust her lunch hour to 11-12 a.m. rather than the typical 12-1 p.m. lunch break and permits flexible break times. The employee was allowed to bring a small refrigerator to store food and medication in her office. When working evening hours, the employee could set her own dinner breaks accordingly. So,there are many relationships between job description and job standard of operational.

2.
I agree with Neha's statement that standard operating procedures can take up to three months to complete, and that to succeed, must be tested and evaluated in depth. Hotel standard operating procedures are more successful when employees are involved in its creation. Beside, it really must need enough times for making SOP clear and useful for an organization.
Thank you sir for giving me this opportunity. n_n

References:
askjan.org/media/jobdescriptions.html

Ayu Wulandari Rosi Bachtiar
10420131 / 7A

1. You have already known from the text that in doing his/her job, hotel staff should have a SOP of the job. Is there any relationship between job description and job standard of operational? Please give your answer and support by example.

A Standard Operating Procedure (SOP) is a set of written instructions that document a routine or repetitive activity followed by a Hotel. SOP helps in maintaining quality and consistency of service and standard's in your hotel. The development and use of SOPs are an integral part of a successful quality system as it provides individuals with the information to perform a job properly, and facilitates consistency in the quality and integrity of a product. It is a must that all newly recruited hotel staff
should be given training on hotels SOP. In addition to the above the hotels training or HR department should maintained and documented department wise.

Based on the explanation on the file, there is a relationship between job description and job standard of operational. In the job description, the hotel staffs need to know the SOP. The SOP is required to improve the customer’s experience. It is better for the hotel staffs to understand the SOP in their job description. SOP makes the staffs mastered their job description better and serve the customers their best service. SOP has to define the job description clearly so the staffs understand what they must do with their job.

Based on the file, Hotels use different types of standard operating procedures. Tool procedures to focus on specific tasks, such as the hotel staff might have to deal with. Tool procedures may include tasks that the hotel staffs are likely to face every day as late check-out or temperature concerns, and in rare circumstances, such as fire alarms sound or malfunctioning elevator. Rule procedures help the hotel staff in the face of potentially difficult situations. Rule procedures may include employee behaviour acceptable, as if an employee can accept a tip in cash from a hotel guest. Procedures of the rule can also include people in vulnerable areas, indicating that smoking in a non-smoking room or a credit card declined. Working Procedures clearly define the role of an employee and responsibility within the hotel, so expectations are clear.
Here are the examples of SOP in some parts of a hotel:
Front Office - SOP
Title
Hits

SOP - Front Office - Telephone Etiquette in hotels
4200
SOP - Front Office - Allocating Guest Room, Upgrade and Downgrade
2327
SOP - Front Office - Do's and Don'ts
3730
SOP - Front Office - FO Assistant / Executive - Taking over a shift
3470
SOP - Front Office - Guest Registration and Check in Process
3326
SOP - Front Office - Handling Group Check-in
2248
SOP - Front Office - Handling Groups - Pre arrival
2031
SOP - Front Office - How to conduct Briefing
2523
SOP - Front Office - How to conduct Operation Audit
2292

Food And Beverage Service SOP
Title
Hits

SOP - Banquets - Back-Of-House Setup & Equipment Storage
644
SOP - Banquets - Beverage service and Order taking
516
SOP - Banquets - Bill preparation and settlement
571
SOP - Banquets - Buffet setup and Maintaining
542
SOP - Banquets - Cocktail service and Reception packages
340
House Keeping SOP
Title
Hits

SOP - Housekeeping - Bed Making
180
SOP - Housekeeping - Cleaning bathroom tiles and mirrors
78
SOP - Housekeeping - Cleaning Shower curtain and Bathtub
79
SOP - Housekeeping - Cleaning sink and Vanity area
75
SOP - Housekeeping - Control Desk Activities
185
SOP - Housekeeping - Corridor Cleaning and Minibar / Mini fridge Cleaning
39
SOP - Housekeeping - Departmental Policy setup
168
SOP - Housekeeping - Dusting Guest Rooms
70
SOP - Housekeeping - Entering rooms and greeting guests
680
SOP - Housekeeping - Extra Bed and Sofa Bed Making
113

In the conclusion, SOP is related to the job description to define what job the staffs must do and how the staffs are supposed to do their job.
Sources: setupmyhotel.com/train-my-hotel-staff/how-to-define-sop-in-hotels.html

2. According to Neha (the writer of the essay), it needs three months to complete the SOP of particular job, do agree or disagree? Please explain
I agree with Neha’s opinion that it needs three months to complete the SOP of particular job. That is because the SOP has to be tested and evaluated by correlated department in a hotel. It is because the staffs of a hotel need to clearly understand the SOP of their job so they will give their best effort doing the job. The customers will feel satisfied if they are served with the best procedure by the hotel staffs.
For example, the SOP for housekeeping job in a hotel must be tested and evaluated by the expert of the housekeeping department in a hotel to guarantee the best service for the guests of the hotel.

Nur Istiqomah S/ 10420137