Job Analysis

The Basics of Job Analysis:

Terms
• Job
– A task or piece of work, especially one that is paid.
• 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.
• Job Description
– A list of a job’s duties, responsibilities, reporting relationships, working
conditions, and supervisory responsibilities—one product of a job
analysis.
• Job Specifications
– A list of a job’s “human requirements,” that is, the requisite education,
skills, personality, and so on—another product of a job analysis.
 Types of Information Collected
Teaching, painting, selling etc.

Knowledge, skills, Work

personal attributes activities
(attitude, personality) Communicating, Sensing etc.

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

Physical working conditions, Computers, safety equipment,

Performance office tools, serving tray etc.
work schedule, incentives etc. standards

Quality/ quantity standards

 Types of Information Collected
• Information about the job is collected and not about the
incumbent.

• Information required:
– Work activities – description of work activities e.g. weaving, cleaning etc.
– Human behaviours – decision making, communicating, deciding, writing etc.
– Machines, Tools, Equipment, Work aids used – computers, safety equipment,
office tools, serving tray etc.
– Performance standards– quantity and\or quality output levels that can be
used to appraise employees.
– Job context – physical working conditions, work schedule, social context,
incentives etc.
– Human requirements – job-related knowledge or skills (education, training,
work experience) and required personal attributes (aptitudes, physical
characteristics, personality, interests).
 Class activity
• Conduct a Job analysis for the role of an Air
hostess.
 Job Analysis of Flight Attendant
• Work activities
• Human behaviours
• Machines, Tools, Equipment, Work
aids used
• Performance standards
• Job context
• Human requirements
 Profession/ Job
• Marketing
• HR
• Finance
• Decision science
• International Business
 Steps in Job Analysis
Steps in doing a job analysis:

1 Decide how you’ll use the information.

Review relevant background information (org
2
charts / process charts..
3 Select representative positions.

4 Actually analyze the job.

5 Verify the job analysis information.

6 Develop a job description and job specification.

 Uses of Job Analysis Information

Job analysis

Job description
and specification

Recruiting Performance Job evaluation—wage Training

and selection appraisal and salary decisions requirements
decisions (compensation)

Compliance &
Employment
Relations
 Activity
• Create a Work flow for ‘making a Bread & Jam
sandwich’
• Guess how many steps would be there?
• Video
 Step 2: Review relevant background
information
• Workflow Analysis
• Business Process Reengineering
– Business process reengineering (BPR) is the practice of rethinking and
redesigning the way work is done to better support an
organization's mission and reduce costs.
• Job Redesign
– Job enlargement – assigning workers additional same level activities
– Job rotation – systematically moving workers from one job to another
– Job enrichment – increasing opportunities for worker to experience
feelings of responsibility, achievement, growth and recognition
(Empower the worker)
Step 4 : Select representative positions
 Step 5: Actually analyze the Job
Collecting Job Analysis Information

Methods for Collecting Job Analysis Information

Interviews Questionnaires Observations Diaries/Logs

 ‘Store manager’
• https://career.hm.com/content/hmcareer/en_
om/what-can-you-do-here/sales/store-
manager.html
 Methods for Collecting Job Analysis
Information: Interview
• Information Sources • Interview Formats
– Individual employees – Structured (Checklist)
– Groups of employees – Unstructured
– Supervisors with
knowledge of the job
• Advantages
– Quick, direct way to find
overlooked information
• Disadvantage
– Distorted information
 Methods for 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
 Job Analysis Questionnaire for Developing Job Descriptions

Note: Use a
questionnaire like this
to interview job
incumbents, or have
them fill it out.

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Education
 Job Analysis Questionnaire for Developing Job Descriptions (cont’d)

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FIGURE 4–4 Example of Position/Job Description Intended for Use Online

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Education
FIGURE 4–4 Example of Position/Job Description Intended for Use Online (cont’d)

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Education
 Methods for 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
their jobs by managers. of information
• Disadvantages
– Time consuming
– Reactivity response distorts
employee behavior
– Difficulty in capturing
entire job cycle
– Of little use if job involves a
high level of mental activity
 Methods for Collecting Job Analysis
Information: Participant Diaries/Logs
• Information Source • Advantages
– Workers keep a – Produces a more complete
chronological diary or log of picture of the job
what they do and the time – Employee participation
spent on each activity
• Disadvantages
– Distortion of information
– Depends upon employees to
accurately recall their
activities

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Education
 Quantitative Job Analysis Techniques

Quantitative Job
Analysis

Department of
Position Analysis Functional Job
Labor (DOL)
Questionnaire Analysis
Procedure

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Education
 FIGURE 4–5 Portion of a Completed Page from the Position Analysis Questionnaire

The 194 PAQ elements are

grouped into six dimensions.
This exhibit lists 11 of the
“information input” questions
or elements. Other PAQ pages
contain questions regarding
mental processes, work output,
relationships with others, job
context, and other job
characteristics.

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Education
TABLE 4–1 Basic Department of Labor Worker Functions

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FIGURE 4–6 Sample Report Based on Department of Labor Job Analysis Technique

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Education
 Writing Job Descriptions
Job
identification

Job Job
specifications summary

Sections of a
Typical Job
Working Description Responsibilities and
conditions duties

Standards of Authority of
performance the incumbent

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Education
FIGURE 4–8 Sample Job Description, Pearson Education

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Education
FIGURE 4–8 Sample Job Description, Pearson Education (cont’d)

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Education
 Writing Job Specifications
“What human traits and
experience are required to
do this job well?”

Job specifications
Job specifications based on statistical
Job specifications
for trained versus analysis (Relation
based on judgment
untrained personnel between Predictor –
Human trait viz.
Intelligence and
Criterion of job
effectiveness)

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Education
 Changing concept of ‘Job’
• Competency based Job analysis
• Skill matrix
FIGURE 4–10 The Skills Matrix for One Job at BP

Note: The lighter color boxes within the individual columns indicate the
minimum level of skill required for the job.

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Education
 Project
• Decide a prospective ‘Job’ that you see yourself doing.
E.g.
– ‘Recruitment specialist’, ‘Employee relations manager’, ‘Finance
Analyst’, ‘Content management’, ‘Store manager’, ‘Market
researcher’, ‘Executive Marcom’, ‘Content writer’, ‘Import export
agent’, ‘Foreign currency investment advisor’ etc.
• Meet the job incumbents themselves.
• Create a workflow analysis surrounding the ‘job’.
• Create the Job description & Job specification for the
same.
• Submission date – On or before 30/12/2018
 Terms most used..
• Job Analysis – Procedure through which you determine the
duties of the department’s positions and the characteristics of
the people to hire for them.

• Job descriptions – are a list of what the job entails.

• Job specifications – identify what kind of people to hire for the

job.

• Competency – Observable and measurable human

characteristics that make performance possible.
Extra slides