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Job analysis

Introduction, importance,
methods etc.
Job Analysis
• Job analysis is a systematic investigation
of the tasks, duties and responsibilities
necessary to do a job.
• Job analysis is the process of collecting job
related information.
Objectives/Purpose of Job
Analysis
Process of Job analysis
Types of Job analysis
Information
 Work Activities:

 Machines, Tools, Equipments
and Work Aids used

 Personal requirements

 Job context
Outcomes of Job Analysis
• The information obtained from job analysis is
classified into three categories.

–Job description

–Job specification

–Job evaluation
Job Description
• A job description is a written statement of the
duties, responsibilities, required qualifications
and reporting relationships of a particular job.

• The job description is based on objective
information obtained through job analysis.

• Job description acts as an important resource for
– Describing the job to potential candidates
– Guiding new hired employees in what they are
specifically expected to do
– Providing a point of comparison in appraising
whether the actual duties align with the stated
duties.
Example of Job Description
JOB TITLE:_____ OCCUPATIONAL
CODE: ________
REPORTS TO:___ JOB NO. :
___________________
SUPERVISES:___ GRADE LEVEL:
_______________
AS ON DATE :_________

FUNCTIONS:
____________________________________________________________
__________________________________________

DUTIES AND RESPONSIBILITIES:
____________________________________________________________
__________________________________________

JOB CHARACTERISTICS:
____________________________________________________________
__________________________________________
Job specification

• Job specifications specify the minimum
acceptable qualifications required by the
individual to perform the task efficiently. Based
on the information obtained from the job analysis
procedures, job specification identifies the
qualifications, appropriate skills, knowledge, and
abilities and experienced required to perform the
job.

• Job specification is an important tool in the
selection process as it keeps the attention of the
selector on the necessary qualifications required
Example of Job Specification
JOB TITLE: __________________________
EDUCATION:_________________________
PHYSICAL HEALTH:
____________________________________________________________
____________________________________________________________
APPEARANCE:
____________________________________________________________
MENTAL ABILITIES:
_______________________________________________
SPECIAL ABILITIES:
_______________________________________________
PREVIOUS WORK EXPERIENCE:
____________________________________________________________
____________________________________________________________
SPECIAL KNOWLEDGE &
Job Evaluation
• Job evaluation provides the relative value
of each job in the organization. It is an
important tool to determine compensation
administration.

• If an organization is to have an equitable
compensation program, jobs that have
similar demands on terms of skills,
education and other characteristics should
be placed in the common compensation
groups.
Methods of Collecting Job
Analysis Data
• Observation
• Performing the job.
• Critical incidents
• Interview- individual & group
• Panel of experts
• Diary method
• Questionnaire
– Structured
– Unstructured
Methods of collection Job
description data
• Diary/log books
• Observation
• Interview
• Questionnaire:
– Structured
– Unstructured
Which method to use ?
• Factors to be considered before
choosing the method of collecting
data are:

– No. of job/employees to be considered.
– Time limit
– Cost factors
– Education levels of incumbents
– Type of data required.
Questionnaires
• Unstructured format is more useful
when:
– Questions are open ended.
– Questions that probing
– The number of incumbents is less
– Roles are unclear

• Structured more useful when:
– The jobs are fixed and duties extremely
Which questionnaire to
use ?
An optimum combination of
structured as well as
unstructured questions can
lead to the best questionnaire.
A questionnaire is the best
alternative to interviewing a
large number of employees. It
is much more cost effective.
Thank You.

Have a nice day!