JOB ANALYSIS

Definition

• Job analysis is the process of gathering information about a job. It is, to be more specific, a systematic investigation of the tasks, duties and responsibilities necessary to do a job.

• The procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for the job

• Is a formal and detailed study of jobs. “The process of determining by observation and study the tasks, which comprise the job ,the methods & equipments used, and the skills &attitudes required for successful performance of the job.

Outcome of a job analysis.

• Job description – A list of a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities – one product of a job analysis.

• Job specification – A list of a job’s “human requirements”: the requisite education, skills, knowledge, and so on – another product of a job analysis.

Types of Information Collected

Work activities

Human behaviorsHuman

requirements

Job context

Machines, tools, equipment, and

work aids

Performance standards

Information Collected Via Job Analysis

Job analysis questionnaire

The information about a job is usually collected through a structured questionnaire:

JOB ANALYSIS INFORMATION FORMAT

Your Job Title_______________ Code__________Date_____________

Class Title_______________ Department_____________________

Your Name_________________ Facility___________________________

Superior’s Title______________ Prepared by_______________________

Superior’s Name____________ Hours Worked______AM______to AM____

PM PM

1. What is the general purpose of your job?

2. What was your last job? If it was in another organisation, please name it.

3. To what job would you normally expect to be promoted?

4. If you regularly supervise others, list them by name and job title.

5. If you supervise others, please check those activities that are part of your supervisory duties:

¨ Hiring ¨ Coaching ¨ Promoting

¨ Orienting¨ Counseling ¨ Compensating

¨ Training ¨ Budgeting ¨ Disciplining

¨ Scheduling ¨ Directing ¨ Terminating

¨ Developing ¨ Measuring Performances ¨ Other____________

6. How would you describe the successful completion and results of your work?

7. Job Duties – Please briefly describe WHAT you do and, if possible, How you do it. Indicate those duties you consider to be most important and/or most difficult:

Job analysis questionnaire

(a) Daily Duties

(b) Periodic Duties (Please indicate whether weekly, monthly, quarterly, etc.)

(c) Duties Performed at Irregular Intervals

8. Education – Please check the blank that indicates the educational requirements for the job, not your own educational background.

¨ No formal education required ¨ College degree

¨  Less than high school diploma ¨ Education beyond graduate

¨  High school diploma or equivalent degree and/or professional license.

¨  College certificate or equivalent

List advanced degrees or specified professional license or certificate required.

Please indicate the education you had when you were placed on this job.

Job analysis questionnaire

Important benefits of Job AnalysisMultifaceted Nature of Job Analysis

Recruitment

Selection

Placement

Training

Counselling

Human ResourcePlanning

Job Evaluation

Job Design andRedesign

PerformanceAppraisal

Employee Safety

Steps in Job Analysis

1

2

3

4

5

Steps in doing a job analysis:

Review relevant background information. Like the organisation Chart ( organisation wide work distribution ) Process Chart

Decide how you’ll use the information.

Select representative positions.

Actually analyze the job. Human traits, employee behaviour, working conditions etc. Verify the job analysis information with the person performing the job and his immediate supervisor .

6 Develop a job description and job specification.

Who should conduct job analysis?

Job incumbents themselves

Supervisors

External analysts

Methods of Collecting Job Analysis Information: The Interview

• Information Sources: Interview can be done with– Individual employees– Groups of employees– Supervisors with knowledge

of the job

Interview Formats– Structured (Checklist)– Unstructured

• Advantages– Quick, direct way to find

overlooked information

• Disadvantages– Distorted information

Job Analysis: Interviewing Guidelines

• The job analyst and supervisor should work together to identify the workers who know the job best.

• Quickly establish rapport with the interviewee.

• Follow a structured guide or checklist, one that lists open-ended questions and provides space for answers.

• Ask the worker to list his or her duties in order of importance and frequency of occurrence.

• After completing the interview, review and verify the data.

Methods of Collecting Job Analysis 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– Expense and time consumed

in preparing and testing the questionnaire

Methods of Collecting Job Analysis Information: Observation

• 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

Methods of Collecting Job Analysis 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

• Critical Incident Method • Panel of Expert

Position Analysis Questionnaire

.

Employee activities in PAQ

1. Information Input: Where and how does the employee get the information he/she uses in performing his/her job.

Examples:Use of written materials.Near-visual differentiation.

2. Mental Processes: What reasoning, decision making, planning and information-processing activities are involved in performing the job?

Examples:Levels of reasoning in problem solving.Coding/decoding

3. Physical activities: What physical activities does the employee perform and what tools or devices does he/she use?

Examples:Use of Keyboard devices.Assembling/disassembling.

4. Relationships with other people: What relationships with other people are required in performing the job?

Examples:Instructing.Contacts with public, customers.

5. Job context: In what physical and social context is the work performed?Examples:High temperature.Interpersonal conflict situations.

6. Other Job characteristics: What activities, conditions, or characteristics other than those described above are relevant to the job?

Examples:Specified work pace.Amount of job structure.

Employee activities in PAQ

Internet-Based Job Analysis

Standardized questionnaires are frequently distributed, with instructions, via the Internet or Intranet. The danger is that important points may be missed or misunderstood, clouding results.

Job Description

Job description: this is a written statement of what the job holder does, how it is done, under what conditions it is done and why it is done.

A) Job Identification – contains the job title, date, and possible space to indicate who approved the description, the location of the job, the immediate supervisor’s title, salary and/or pay scale. B. Job Summary – should describe the general nature of the job, and includes only its major functions or activities. C. Relationships – occasionally a relationships statement is included. It shows the jobholders’ relationships with others inside and outside the organization.

D)Responsibilities and Duties – The job analysis itself will provide information about what employees are doing on the job.

E) Standards of Performance and Working Conditions – states the standards the employee is expected to achieve under each of the job description’s main duties and responsibilities.

Specimen of Job Description

Title Compensation manager

Code HR/2310

Department Human Resource Department

Summary Responsible for the design and administration of employee compensation programmes.

Duties v Conduct job analysis.

v Prepare job descriptions for current and projected positions.

v Evaluate job descriptions and act as Chairman of Job Evaluation Committee.

v Insure that company’s compensation rates are in tune with the company’s philosophy.

Relate salary to the performance of each employee. Conduct periodic salary surveys.

Develop and administer performance appraisal programme.

Develop and oversee bonus and other employee benefit plans.

Develop an integrated HR information system.

Working conditions Normal. Eight hours per day. Five days a week.

Report to Director, Human Resource Department.

Specimen of Job Description

Job specification

• Job specification: it offers a profile of human characteristics (knowledge, skills and abilities) needed by a person doing a job.

Specimen of job specification

Education MBA with specialisation in HRM/MA in social work/PG Diploma in HRM/MA in industrial psychology.

A degree or diploma in Labour Laws is desirable.

Experience At least 3 years’ experience in a similar position in a large manufacturing company.

Skill, Knowledge, Abilities Knowledge of compensation practices in competingindustries, of job analysis procedures, of compensation survey techniques, of performance appraisal systems.

Skill in writing job descriptions, in conducting job analysis interviews, in making group presentations, in performing statistical computations

Ability to conduct meetings, to plan and prioritise work.

Work Orientation Factors The position may require upto 15 per cent travel.

Age Preferably below 30 years.

• Job Rotation : Moving Employee from one job to another to add variety and reduce boredom by allowing them to perform on variety of task at the same level.

• Job Enlargement: refers to expansion of number of different task performed by an employee in a single job. Assigning additional same level activities . It can motivate an employee as by task variety, ability utilization etc.

• Job Enrichment: It simply means adding a few more motivators to a job to make it more rewarding. When the nature of job is exciting, challenging and creative or gives the job holder more decision making powers, planning and controlling powers.

• Dejobbing : Broadening the responsibility of the companies job and encouraging employees not to limit themselves to what's on their job description