job analysis

JOB ANALYSIS

JOB ANALYSIS

Job Analysis is the process of collecting job related

information.

It is the process of collecting information on

knowledge, skills, abilities.

Knowledge- the extent to which job holder is familiar

with his job.

Skill- specific capability to operate a machine/system.

Abilities- physical/mental capacities needed to perform

task but not requiring the use of tools, equipment etc.

Such information is very vital in order to prepare Job

Description and Job Specification.

TYPES OF INFORMATION COLLECTED

Work

activities

Human

behaviors

Human

requirements

Job

context

Machines,

tools,

equipment,

and work aids

Performance

standards

Information

Collected

Via Job

Analysis

USE OF JOB ANALYSIS INFORMATION

Recruitment

and Selection

Compensation Developmental

Needs

Discovering

Unassigned

Duties

Performance

Appraisal

Training

Information

Collected

Via Job

Analysis

USES OF JOB ANALYSIS INFORMATION

THE PROCESS OF JOB ANALYSIS

Process of Job Analysis

METHODS OF COLLECTING JOB DATA

METHODS OF COLLECTING JOB ANALYSIS

INFORMATION: THE INTERVIEW

Information Sources

Individual employees

Groups of employees

Supervisors with

knowledge of the job

Advantages

Quick, direct way to find

overlooked information

Disadvantages

Distorted information

Interview Formats

Structured (Checklist)

Unstructured

FIGURE 4–3

JOB ANALYSIS QUESTIONNAIRE

FOR DEVELOPING JOB

DESCRIPTIONS

Note: Use a

questionnaire like this to

interview job

incumbents, or have

them fill it out.

Source: www.hr.blr.com. Reprinted with

permission of the publisher, Business and

Legal Reports, Inc., Old Saybrook, CT

FIGURE 4–3

JOB ANALYSIS QUESTIONNAIRE

FOR DEVELOPING JOB

DESCRIPTIONS (CONTINUED)

Note: Use a

questionnaire like this to

interview job

incumbents, or have

them fill it out.

Source: www.hr.blr.com. Reprinted with

permission of the publisher, Business and

Legal Reports, Inc., Old Saybrook, CT


INFORMATION: QUESTIONNAIRES

Information Source

Have employees fill out

questionnaires to describe

their job-related duties

and responsibilities

Questionnaire Formats

Structured checklists

Open-ended questions

Advantages

Quick and efficient way to

gather information from

large numbers of

employees

Disadvantages

Expensive and time

consumed in preparing

and testing the

questionnaire


INFORMATION: OBSERVATION

4–12

Information Source

Observing and noting the physical activities of employees as they go about their jobs

Advantages

Provides first-hand information

Reduces distortion of information

Disadvantages

Time consuming

Difficulty in capturing entire job cycle

Of little use if job involves a high level of mental activity


INFORMATION: PARTICIPANT DIARY/LOGS

Information Source

Workers keep a

chronological diary/ log of

what they do and the time

spent on each activity

Advantages

Produces a more complete

picture of the job

Employee participation

Disadvantages

Distortion of information

Depends upon employees

to accurately recall their

activities

FIGURE 4–4

EXAMPLE OF POSITION/JOB

DESCRIPTION INTENDED FOR

USE ONLINE

4–14

Source: www.ncf.edu/humanresources/documents/

A&P%20Final.doc. Accessed May 10, 2007.

FIGURE 4–4

EXAMPLE OF POSITION/JOB

DESCRIPTION INTENDED FOR

USE ONLINE (CONTINUED)

4–15

Source: www.ncf.edu/humanresources/documents/

A&P%20Final.doc. Accessed May 10, 2007.

IN THE NUTSHELL

Job Analysis

Job Specification Job Description

WRITING JOB DESCRIPTIONS

Job

Identification

Job

Summary

Responsibilities

and Duties

Authority of the

Incumbent

Standards of

Performance

Working

Conditions

Job

Specifications

Sections of a

Typical Job

Description

THE JOB DESCRIPTION

Job Identification

Job title

Preparation date

Preparer

Job Summary

General nature of the job

Major functions/activities

Relationships

Reports to:

Supervises:

Works with:

Outside the company:

Responsibilities and Duties

Major responsibilities and duties (essential functions)

Decision-making authority

Direct supervision

Budgetary limitations

Standards of Performance and Working Conditions

What it takes to do the job successfully

JOB SPECIFICATION

Physical Specifications: Height, Vision, health, age, Capacity to operate machines

Mental Specifications: Ability to perform arithmetical, interpret data, informational blue prints, ability to handle variable factors, judgmental abilities, General intelligence, memory

JOB DESCRIPTION VS JOB SPECIFICATION

Job Description

•Job Title

•Location

•Job Summary

•Duties

•Working Conditions

•Materials used

Job Specification

•Education

•Experience

•Training

•Communication Skills

•Physical Effort

•Physical Skills

JOB DESIGN

The logical sequence to job analysis is job design

Job design involves conscious efforts to organise

tasks, duties, and responsibilities into a unit of

work to achieve certain objectives.

Thus, job design involves three steps:

The specification of individual tasks,

The specification of the method(s) of performing

each task

The combination of tasks into specific jobs to be

assigned to individuals

JOB DESIGN

Job

Enlargement

Job

Enrichment

Job Design

Job

Rotation

JOB DESIGN

Job Design involves conscious efforts to

organize tasks, duties and responsibilities into

a unit of work to achieve organizational

objectives.

Job Design follows Job Analysis.

Job Enlargement

Horizontal loading of job- expands the scope generally

by combining more than one job so more variety and

wholeness.

• E.g. A driver is given additional tasks of computer

data entry at office between schedules (waiting)

• E.g. An accounts clerk also helping in taxes, audits

& legal compliances.

• E.g. A Sales person also involved in product /brand

media Planning /Pricing

Job Design

JOB DESIGN

Job Rotation

Employee is rotated from one job to another job to

add variety.

Breaks monotony of performing highly specialized job

by placing persons on different skills & abilities.

It also helps them acquire new skills.

Job Enrichment:

•Vertical loading of job.

•Responsible for the next step processes as well.

•More responsibility within own function to set their own pace,

deciding their own methods, increasing their autonomy.

E.g. A stores person directly making his own dispatch plans.

Job Design

Job Dimension Effect

(producing

critical

psychologic

al states)

Example

Skill variety-variety of different

activities that challenge different

skills & talent of a person

Gives

meaning to

work people

do

Loading, unloading, checking,

packing, counting no. of units

produced –for a worker;

Inputter & Auditor at PONL

Task Identity-person

completes a coherent, whole

peace of work having a tangible

outcome

Gives

meaning to

work people

do

Let an engineer lead the entire

maintenance program of a

machine aiming to reduce

down time

Task significance-impact on

lives or work of other people

Gives

meaning to

work people

do

Defense officer, Safety

Manager, Quality Engineer,

NGO, Teacher, Recruiter,

Entrepreneur, HR/Trg Mgr

Job Design / Redesign- Hackman & Oldham model

Job Dimension Effect

(producing

critical

psychologic

al states)

Example

Autonomy-freedom from

supervision,

independence in

deciding how job should

be done

Gives sense

of

responsibility

to job holder

Give complete charge of

supervising shifts, machine

running time, manpower

handling, routine maintenance

to production engineer; OBT at

PONL

Feedback-clear and

direct information about

their performance

Gives

knowledge

of results to

job holder

Daily reports and problem

solving meetings, Performance

& Development reviews

Job Design / Redesign- Hackman & Oldham model

APPLICATION OF JOB ANALYSIS

job analysis

Documents