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
requirements Human behaviors
Information
Collected Via
Job Analysis Machines, tools,
Job
equipment, and
context
work aids

Performance
standards
 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?
 Job analysis questionnaire
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.
 Important benefits of Job Analysis
Multifaceted Nature of Job Analysis

Recruitment
Human Resource
Planning Selection

Job Evaluation Placement

Job Design and

Training
Redesign

Performance
Counselling
Appraisal
Employee Safety
 Steps in Job Analysis
Steps in doing a job analysis:

1 Decide how you’ll use the information.

Review relevant background information. Like
2 the organisation Chart ( organisation wide work
distribution ) Process Chart
3 Select representative positions.
Actually analyze the job. Human traits, employee behaviour,
4
working conditions etc.
Verify the job analysis information with the person performing
5
the job and his immediate supervisor .
6 Develop a job description and job specification.
 Methods of Collecting Job Analysis
Information: The Interview
• Information Sources: • Advantages
Interview can be done with – Quick, direct way to find
– Individual employees overlooked information
– Groups of employees • Disadvantages
– Supervisors with knowledge – Distorted information
of the job
Interview Formats
– Structured (Checklist)
– Unstructured
 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 • Advantages
– Observing and noting the – Provides first-hand
physical activities of information
employees as they go about – Reduces distortion of
their jobs 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 • Advantages
– Workers keep a chronological – Produces a more complete
diary/ log of what they do picture of the job
and the time spent on each – Employee participation
activity
• 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.
Employee activities in PAQ

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.
 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.
 Specimen of Job Description
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.
 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 competing
industries, 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