CHAPTER 2

JOB ANALYSIS
Nguyen Tran Duyen Phu, MBA
Learning outcomes
■ Discuss the nature of job analysis (what it is and how it is used)

■ Know how to collect job analysis information, including interview,

questionnaire, observation and participant’s diary

■ Write job descriptions ,job summaries and job specifications

■ Explain what job analysis is, what it means and how it is done in
practice

■ Explain what competence-based job analysis

The nature of Job Analysis
Ø Job Analysis

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

Ø Job description

– A list of job’s duties, responsibilities, reporting relationships, working conditions, and

supervisory responsibilities – one product of a job analysis.

Ø Job specifications

– A list of job’s “human requirements”, that is, the requisite education, skills, personality, and
so on – another product of a job analysis.
The nature of job analysis
■ Work activities

■ Human Behaviors

■ Machines, tools, equipment, and work aids

■ Performance standards

■ Job context

■ Human requirements
The nature of job analysis
Uses of Job analysis Information
Uses of Job analysis Information

Ø Recruitment and selection

Ø Selection of people to recruit based on job requirements and human

characteristics needed to perform these jobs

Ø Performance appraisal

Ø Compares employees’ performance with standards which are derived from

job analysis.
Uses of Job analysis Information

Ø Job evaluation/compensation

Ø Estimate value of each job and its appropriate compensation based on job’s
required skill, education level, safety hazard, level of responsibility, etc.

Ø Relative worth of job determined to group jobs into different classes.

Ø Training requirements

Ø Training requirements based on job and required skills which are listed in the
job description.
Steps in Job analysis
Step 1
• Decide how you'll use the information

Step 2
• Review relevant background information - organization chart/job description

Step 3
• Select representative positions

Step 4
• Actually analyze the job

Step 5
• Verify the job analysis information

Step 6
• Develop a job description and job specification
Steps in Job analysis
Ø Organization chart

Ø A chart that shows the organization – wide distribution of work, with titles of
each position and interconnecting lines that show who reports to and
communicates to whom.

Ø Job specification

Ø A list of job’s “human requirements” i.e. the requisite education, skills,

personality etc.
Methods of Collecting Job Analysis
Information
The interview
Ø Information sources

Ø Individual employees

Ø Groups of employees with same job

Ø Supervisors with knowledge of the job

Ø Interview formats

Ø Structured (checklist)

Ø Unstructured
The interview

Quick, direct way to find

overlooked information

Distorted information
The interview
Ø Interview guidelines

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

Ø Quickly establish rapport with the interviewee

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

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

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

Questionnaires
Ø Information Source
Ø Have employees fill out questionnaires to describe their job- related duties
and responsibilities.
Ø Questionnaire formats
Ø Structured checklists
Ø Opened – ended questions.
Questionnaires

Quick and efficient way to

gather information from
large numbers of employees

Expense and time

consumed in preparing and
testing the questionnaire
Observation
Ø Information source

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

Provides first – Time consuming

hand information Difficulty in
Reduces distortion capturing entire job
of information cycle
Of little use if job
involves a high level
of mental activity.
Participant Diary
Ø Information source
Ø Workers keep a chronological diary/log of what they do and the time spent in
each activity

- Produces a - Distortion of
more complete information
picture of the - Depends upon
job employees to
- Employee accurately recall
participation their activities.
Writing Job Descriptions

Ø A Job Description

Ø A written statement of what the worker actually does, how he or she

does it and what the job’s working conditions are.
Writing Job Description

Ø Selections of a typical job Ø Authority of incumbent

description Ø Standards of performance

Ø Job identification Ø Working conditions

Ø Job Summary Ø Job Specifications

Ø Responsibilities and duties

The Job Description
Ø Job Identification

Ø Job title : name of job

Ø Date : when the description was written

Ø Prepared by: who wrote the description

Ø Job Summary

Ø Describes the general nature of the job

Ø Lists the major functions or activities

The Job Description
Ø Relationships (chain of command)

Ø Reports to : employee’s immediate supervisor

Ø Supervises: employees that the job incumbent directly supervises

Ø Works with: others with whom the job holder will be expected to work and
come into contract with internally.

Ø Outside the company: others with whom the job holder is expected to work
and come into contract with externally
The Job Description

Ø Responsibilities and duties

Ø A listing of the job’s major responsibilities and duties (essential

functions)

Ø Defines limits of jobholder’s decision – making authority, direct

supervision, and budgetary limitations.
 The Job Description
■ List standards the employee is expected to achieve under each of the job
description’s main duties.

■ Standards must be specific

■ Examples:
Writing Job Specifications

■ To show what kind of person to recruit and for what qualities that
person should be tested on

■ Either listed in a section of job description or in a separate document

Writing Job Specifications
Ø Specifications Based on Judgment

Ø Self – created judgments (common sense)

Ø Basic question : What does it take in terms of education, intelligence

and training to do this job well?

Ø Specifications Based on Statistical analysis

Ø Attempts to determine statistically the relationship between a predictor

or human trait and an indicator or criterion of job effectiveness.

Ø Five – step procedure.

Writing Job Specifications

Analyze the job and decide how to measure job performance

Select personal traits (like finger dexterity) that you believe should predict
successful performance

Test candidates for these traits

Measure these candidates' subsequent job performance

Statistically analyze relationship between the human trait (finger dexterity) and job
performance