job analysis2

Job AnalysisJob Analysis

BY BY NIZI ZAHIDNIZI ZAHID

OverviewOverview• What is job analysis?What is job analysis?• How can you use this tool in your How can you use this tool in your

organization?organization?• Methods of job analysisMethods of job analysis• How it worksHow it works• Real world exampleReal world example• An exerciseAn exercise• SummarySummary

What is job analysis?What is job analysis?

• A systematic approach to A systematic approach to collect information about a job collect information about a job such as tasks, responsibilities such as tasks, responsibilities and the skills required to and the skills required to perform those tasksperform those tasks

• An important part of Human An important part of Human Resources (HR) planningResources (HR) planning

How can it be used in How can it be used in your organization?your organization?

• Job analysis assists HR in Job analysis assists HR in determining:determining:– Necessity of the jobNecessity of the job– Equipment neededEquipment needed– Skills requiredSkills required– SupervisionSupervision– Working conditionsWorking conditions– Management/employee interactionManagement/employee interaction


• RecruitingRecruiting– Keyword searches on resumes that Keyword searches on resumes that

match job requirementsmatch job requirements• SelectionSelection• AppraisalAppraisal• Salaries and IncentivesSalaries and Incentives• Training and DevelopmentTraining and Development

The Multifaceted Nature The Multifaceted Nature of the Job Analysisof the Job Analysis

Job Analysis

Job Description

Job Specifications

Recruiting Selection

Strategic HR

Planning

Employee Training

Employee Development

Career Development

Performance Appraisal

Compensate

Safety and Health

Labor Relations *DeCenzo and Robbins, p.

145


• Job analysis can also:Job analysis can also:– Help the company remain profitable Help the company remain profitable

and competitiveand competitive– Help the company keep up with Help the company keep up with

technologytechnology– Prevent employees from being Prevent employees from being

overworkedoverworked– Help the company stay Help the company stay

in compliance with in compliance with government regulationsgovernment regulations

Nuts and boltsNuts and bolts

• What is analyzed?What is analyzed?– Work activitiesWork activities– Working conditionsWorking conditions

• Supervisors Supervisors • LocationLocation• ScheduleSchedule

– Machines and equipmentMachines and equipment

Nuts and boltsNuts and bolts• What is analyzed? (cntd.)What is analyzed? (cntd.)

– Job performanceJob performance• OperationsOperations• StandardsStandards• TimeTime

– Experience, training, and skillsExperience, training, and skills– Supervision and promotion Supervision and promotion

patternspatterns– Products/services completedProducts/services completed

Nuts and BoltsNuts and Bolts

• Who is involved in the job Who is involved in the job analysis?analysis?– ManagementManagement– SupervisorsSupervisors– Job analystsJob analysts– Job incumbentJob incumbent– UnionsUnions– ConsultantsConsultants

Methods of Job AnalysisMethods of Job Analysis

• ObservationObservation• InterviewInterview

– IndividualIndividual– GroupGroup

• QuestionnairesQuestionnaires– PAQPAQ

• DiaryDiary• Technical ConferenceTechnical Conference• Critical Incident TechniqueCritical Incident Technique


• Observation MethodObservation Method– Analyst observes incumbent Analyst observes incumbent

• DirectlyDirectly• VideotapeVideotape

– Useful when job is fairly routineUseful when job is fairly routine– Workers may not perform to Workers may not perform to

expectations expectations


• Interview MethodInterview Method– IndividualIndividual

• Several workers are interviewed Several workers are interviewed individuallyindividually

• The answers are consolidated into a The answers are consolidated into a single job analysissingle job analysis

– GroupGroup• Employees are interviewed Employees are interviewed

simultaneouslysimultaneously• Group conflict may cause this method Group conflict may cause this method

to be ineffectiveto be ineffective


• QuestionnairesQuestionnaires– Employees answer questions about Employees answer questions about

the job’s tasks and responsibilitiesthe job’s tasks and responsibilities– Each question is answered using a Each question is answered using a

scale that rates the importance of scale that rates the importance of each taskeach task


• Questionnaires (ctnd.)Questionnaires (ctnd.)– Position Analysis Questionnaire Position Analysis Questionnaire

(PAQ)(PAQ)• A structured, behavioral questionnaireA structured, behavioral questionnaire• 194 items in 6 categories194 items in 6 categories

– Information inputInformation input– Mental processesMental processes– Work outputWork output– RelationshipsRelationships– Job contextJob context– Other characteristicsOther characteristics


• Diary MethodDiary Method– Employees record information into Employees record information into

diaries of their daily tasksdiaries of their daily tasks• Record the time it takes to complete Record the time it takes to complete

taskstasks– Must be over a period of several Must be over a period of several

weeks or monthsweeks or months


• Technical Conference MethodTechnical Conference Method– Uses experts to gather information Uses experts to gather information

about job characteristicsabout job characteristics


• Critical Incident Technique (CIT)Critical Incident Technique (CIT)– Takes past incidents of good and Takes past incidents of good and

bad behaviorbad behavior– Organizes incidents into categories Organizes incidents into categories

that match the job they are related that match the job they are related to to

• Involves 4 stepsInvolves 4 steps

Methods of Job AnalysisMethods of Job Analysis• CIT stepsCIT steps

– Brainstorm and create lists of Brainstorm and create lists of dimensions of job behaviorsdimensions of job behaviors

– List examples of effective and List examples of effective and ineffective behavior for each ineffective behavior for each dimensiondimension

– Form a group consensus on Form a group consensus on whether each incident is whether each incident is appropriately categorizedappropriately categorized

– Rate each incident according to its Rate each incident according to its value to the companyvalue to the company

How It WorksHow It Works

• Conducting the job analysisConducting the job analysis– Know the purposeKnow the purpose– Gather Information about jobs to Gather Information about jobs to

be analyzedbe analyzed• BooksBooks• ChartsCharts• Trade union literatureTrade union literature• Government agency literatureGovernment agency literature

– Use employee inputUse employee input

How It WorksHow It Works

• Conducting the job analysis Conducting the job analysis (ctnd.)(ctnd.)– Choose an efficient method of Choose an efficient method of

collecting information collecting information – Gather information from Gather information from

employee/supervisor about the jobemployee/supervisor about the job– Draft a job descriptionDraft a job description– Obtain supervisor approvalObtain supervisor approval

A Real World ExampleA Real World Example• The Department of LaborThe Department of Labor

– Job analyst uses observation and Job analyst uses observation and interview methods to gather interview methods to gather information about an employeeinformation about an employee

– Information organized into 3 Information organized into 3 categoriescategories• DataData• PeoplePeople• ThingsThings

A Real World ExampleA Real World ExampleWork Functions

Data People Things

0. Synthesizing 0. Mentoring 0. Setting up

• Coordinating 1. Negotiating 1. Precision work

• Analyzing 2. Instructing 2. Operating

• Compiling 3. Supervision 3. Driving

• Computing 4. Diverting 4. Manipulating

• Copying 5. Persuading 5. Tending

• Comparing 6. Speaking 6. Feeding

7. Serving 7. Handling

8. Helping

*U.S. Department of Labor, Dictionary of Occupational Titles, 4th ed. Revised (Washington, D.C.: Government Printing Office, 1991), p.xix.

A Real World ExampleA Real World Example

• Job titles are listed in the Job titles are listed in the Dictionary of Occupational TitlesDictionary of Occupational Titles

• Each job is given a codeEach job is given a code– Ex. A recruiter might be assigned Ex. A recruiter might be assigned

the code 2, 6, 7 if the job entails the code 2, 6, 7 if the job entails analyzing data (2), speaking to analyzing data (2), speaking to people (6), and handling different people (6), and handling different things (7)things (7)• See previous tableSee previous table

An ExerciseAn Exercise• Bruce Spuhler, customer service Bruce Spuhler, customer service

manager at BGS Sports, wants manager at BGS Sports, wants to conduct a job analysis on to conduct a job analysis on how his employees interact with how his employees interact with customers and other employees.customers and other employees.

• What steps should Bruce take to What steps should Bruce take to implement a successful job implement a successful job analysis, and what method analysis, and what method should he use to analyze his should he use to analyze his employees?employees?

An ExerciseAn Exercise• Possible Answer:Possible Answer:

1.1. Determine the Purpose- to Determine the Purpose- to reinforce good behavior among reinforce good behavior among employees and provide better employees and provide better customer servicecustomer service

2.2. Gather as much information as Gather as much information as possible about retail and possible about retail and customer service, including past customer service, including past experiences with customersexperiences with customers

An ExerciseAn Exercise

3. Choose best method of job 3. Choose best method of job analysisanalysis

-Critical Incident Technique-Critical Incident Technique-This would allow Bruce to -This would allow Bruce to

discuss with his employees discuss with his employees past past incidents and whether they were incidents and whether they were effective or noteffective or not-Assign values of effectiveness-Assign values of effectiveness

4. Gather information from workers 4. Gather information from workers and other managers about the joband other managers about the job

An ExerciseAn Exercise

5. Draft a behavioral job 5. Draft a behavioral job descriptiondescription6. Identify areas that need 6. Identify areas that need

improvement, and implement improvement, and implement training programs to improve training programs to improve those areasthose areas

SummarySummary

• Job analysis is an effective Job analysis is an effective approach to gathering approach to gathering information about jobsinformation about jobs

• There are 6 popular techniques There are 6 popular techniques to conducting job analysesto conducting job analyses

• Job analysis is directly related Job analysis is directly related to nearly every function of to nearly every function of Human Resource departments in Human Resource departments in organizationsorganizations

ReferencesReferencesCascio, Wayne F. Cascio, Wayne F. Managing Human Resources.Managing Human Resources. New New

York: McGraw-Hill, Inc., 1992.York: McGraw-Hill, Inc., 1992.

DeCenzo, David A. and Stephen P. Robbins. DeCenzo, David A. and Stephen P. Robbins. Human Human Resource Management. Resource Management. New York: John Wiley & New York: John Wiley & Sons, 1999.Sons, 1999.

Gomez-Mejia, Luis R. and David B. Balkin. Gomez-Mejia, Luis R. and David B. Balkin. Managing Managing Human Resources.Human Resources. Upper Saddle River: Prentice- Hall, Upper Saddle River: Prentice- Hall, Inc., 2001.Inc., 2001.

U.S. Department of Labor. U.S. Department of Labor. Dictionary of Occupational Dictionary of Occupational Titles, 4Titles, 4thth ed. Revised ed. Revised (Washington, D.C.: Government (Washington, D.C.: Government Printing Office, 1991), p. xix.Printing Office, 1991), p. xix.

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