Meaning of Job Analysis:

Job analysis is pre-requisite to manpower planning. It helps to

understand the nature of jobs. Different jobs are performed in the
organisation and, therefore, different kinds of people are to be
selected, trained, compensated and placed at those jobs. Job
analysis means to analyse the requirement of the job and match it
with the requirement of the person who will work on that job. It,
thus, matches the jobs with the job holders.

"job analysis is a systematic process used to identify the

tasks, duties, responsibilities and working conditions
associated with a job and the knowledge, skills, abilities,
and other characteristics required to perform that job.
Need to know the nature and requirement of job,obtained through JA.

JOB IS AGREGATE OF TASK,DUTIES,RESPONSIBILITY

JA-Collecting information about job.EX DUTIES OF SUPERVISOR,,MINIMAL KNOWLEDGE,SKILL ABD

ABILITY

Definitions of Job Analysis

In the words of Edwin B. Flippo, "Job analysis is the process of studying and collecting
information relating to the operations and responsibilities of a specific job "

Herbert G. Hereman III has said “A job analysis is a collection of

tasks that can be performed by a single employee to contribute to
the production of some product or service provided by the
organisation. Each job has certain ability requirements (as well as
certain rewards) associated with it. It is the process used to identify
these requirements.”

Therefore, it can be said that “job analysis can be described as a

process of collecting information about a job.”

Elements of Job Analysis:

There are two elements of job analysis: Job description and job
specification. These are the important documents that managers
prepare before recruitment and selection.

1. Job Description:
It describes the duties, responsibilities and working conditions of a
specific job. It specifies requirements of the job so that standards of
performance can be developed and actual performance can be
measured against these standards. It also helps in job grading,
recruitment and selection parameters, training and development
needs, developing career paths and providing standards for
performance appraisal

Specimen of job description:

Job Title: Sales Girls.

Job Department: Marketing.

Job Summary: Promote sales in rural areas.

Job Duties:

1. Sell in rural areas.

2. Train people to sell goods in rural areas.

3. Impart knowledge to field workers to convince consumers.

4. Acquire knowledge of operating computers.

5. 10 days touring every month anywhere in India.

Working Hours: 8 hours every day.

2. Job Specification:

“Job specification states the minimum qualifications that a person

must possess to perform a given job successfully.” It identifies the
knowledge, skills and attitudes needed by job holders to perform
their jobs effectively.
Specimen of job specification:
Job Title: Sales Girls.

Job Department: Marketing.

Experience: Applicant must have 2 years’ experience in sales.

Qualification: Diploma in sales management and a graduate degree

in any course.

Personality: Pleasing personality with good communication skills.

Age: Between 18 to 25 years.

Contents of Job Description and Job Specification

Importance of Job Analysis:

Job analysis is important for the following reasons:

1. Human resource planning:

It helps in knowing the type of people to be appointed and placed

(manpower requirement) on respective jobs. By determining the
types of jobs to be performed in the organisation, it also helps in
determining the number and type of people (in terms of knowledge,
skills and experience) required to work on those jobs.

2. Recruitment and selection:

It helps in recruitment and selection by identifying the sources from
where people will be acquired and selecting those who meet the
criteria specified in job description. It aims at maintaining balance
between the jobs (tasks and responsibilities of the job) and the job
holders (skills, knowledge and experience of job holders). While
responsibilities of the jobs define job description, skills of job
holders define job specification.

3. Placement and orientation

It helps in placing the right person at the right job. When people are
appointed for a group of jobs (for example, trainees) rather than
specific jobs, job analysis helps in matching requirements of jobs
with people who can be placed at those jobs. It, thus, helps in
placement — right person at the right job.

4. Training and development:

It helps in training and developing the employees by making them
skilled and competent to perform the specific jobs. People work on
dynamic jobs with changing job requirements, both present and
potential. Job analysis helps in analysing the requirement of jobs up
the hierarchy and provides information about training and
development needs so that people can be prepared to assume jobs
of higher importance.

5. Job evaluation:
It helps in modifying the nature of jobs. Job analysis evaluates jobs
in terms of their worth and helps in fixing compensation for the
respective jobs. If compensation is not worth the qualification and
skills of job holders, it helps in revising either the job contents or
the compensation policies.

6. Performance appraisal:
Employees’ performance is appraised against job standards to make
it conform to desired performance and identify training needs and
people worthy of promotions and transfers. Promotions involve
assuming jobs of higher status and also have advanced
compensation attached to them.

Job analysis helps in effectively identifying the characteristics of

jobs at different levels so that promotions and transfers are worth
the effort and benefits arising out of them are more than the costs .

1.Organization analysis : the first step is to get an overall view of

various jobs in the organization with a view to examine the linkages
between jobs and organization objective , interrelationships among
the jobs, and the contribution of various jobs towards achieving
organisational efficiency and effectiveness .the organizational chart
and the work flow or process charts constitute an important source
of information for the purpose

2.carrying out job analysis is a time consuming and costly process.

It is therefore, desirable to select a representative sample of job for
purpose of analysis
3 data will have to be collected on the characteristics of job,the
required behaviour and personal attributes needed to do the job
effectively .

4 use information for preparing JD for job highlighting major task ,

duties and responsibilities for effective job performance

5 information gathered will be used for highlighting the personal

attribute required in terms of education, training, aptitude,
experience to fulfil the JD

METHODS

Observation

Interviews

Questionnaires

Checklists

Critical incidents

Dairies or log records

Technical conference method

Job design
Job analysis is the process that identifies tasks, duties, responsibilities, required
qualifications, skill and knowledge etc. for an individual for a job. Job analysis is done for
recruitment, to evaluation the employee's need of training and evaluation. On the other hand
Job design is allocation of tasks to an employee or group of employees in an organization.
Job design determines those job, tasks and responsibilities and employee (group) have to
perform

Criteria Job Analysis Job Design

Aim Job analysis investigates and identifies
the duties, tasks, responsibilities, skills
and knowledge, essential qualification
for a certain job profile.
Core Focus To gather all the information to organise
job description and job specification for
Job Design focuses on integrating the
requirements and needs of an employee with
the objectives of the organization.
To decide the content of a job and aligning it
with the organisational goals and ensuring
 the recruitment process.
Factors It covers comprehensive information
pertaining to the job description,
recruitment and selection process,
compensation and remunerating
employees etc.
Occurrence in Takes place before the recruitment
terms of the process starts to ensure that the job
Recruitment description and job specification are
Process well-structure to get the best possible
candidates.
job satisfaction and better working
environment for the employees.
It covers comprehensive business objectives
as well as how to boost the morale of
employees, provide them with a better
quality of life and working environment.
Takes place after the recruitment process as
the core focus is on the existing employees
and how their performance can be improved
and a better job satisfaction can be
facilitated.

Approaches to Job Design

Job Rotation
Job rotation refers to moving employees from job to job to add
variety and reduce boredom by allowing them to perform a variety
of tasks. When an activity is no longer challenging, the employee
would be to another job at the same level that has similar skill
requirements. It reduces boredom and disinterest through
diversifying the employee’s activities. Employees with a wider range
of skills give the management more flexibility in scheduling work,
adapting to changes and filling vacancies.temporary
basis,employee replacement,familiar with wit organisation

Job Engineering
Job engineering focuses on the tasks to be performed, methods to
be used, workflows among employees, layout of the workers,
performance standards, and interdependence among people and
machines

Job Enlargement [horizontal expansion]

Job enlargement refers to the expansion of the number of different
tasks performed by an employee in a single job. For example, and
auto mechanic undergoes job enlargement when he switches from
only changing oil to changing oil, greasing and changing
transmission fluid. Job enlargement attempts to add somewhat
similar tasks to the existing job so that it has more variety and be
more interesting.Not require special skill.customer feedback now
collect data

Job Enrichment[vertical expansion]

It simply means adding a few more motivators to a job to make it
more rewarding. To be specific, a job is enriched when the nature of
the job is exciting, challenging and creative, or gives the job holder
more decision-making, planning and controlling power.