JOB ANALYSIS

Dr. Geeta Lal

SHRM
• What is job ?
• Why people like jobs and hate work ?
• Work consist of two broad perspective ---
• One Psychological and second Sociological
 DEFINATION
• Job Analysis is a systemic process by which
management gathers and analyses
information related to the task, duties, and
responsibilities of the job in the organization
for the purpose of hiring the future
employees. If the job analysis is not done
properly at the time of Human Resource
Planning then organization faces problems like
turnover of employees and lead to poor
working condition.
 COMMON TERMINIOLOGY
• 1. JOB- Means a group of positions that have
similar duties, tasks, and responsibilities.
• 2. Position- It is a set of duties and
responsibilities performed by one person.
• 3.- Job Family- A group of two or more jobs
have similar duties or characters.
• 4. Task- A separate , distinct, and identifiable
work activity.
• 5.Responsibilities- Obligation to perform certain
task and duties.
• 6- Job Design- Process to insure that individuals
have meaningful work and one that fits in
effectively with other jobs.
• 7- Job Specification- A written statement of the
knowledge, skills, and abilities (KSA) other
characteristics ( human requirement) that are
necessary for performing the job effectively and
satisfactorily.
 JOB DESIGN AND JOB ANALYSIS
• The main objective of job design is to ensure
that individuals have meaningful work and
one fits in effectively with other jobs. Job
design is concerned with enlarging, enriching,
simplifying, or otherwise changing job in a
such way that each worker’s job fits in the
firm. It is about integrating the needs of the
individuals performing the job with the
productivity needs of the organization.
• Job Analysis, on the other hand, focuses on
gathering data about each job with respect to
what an individuals does on his job. The
information obtained is useful in the design or
redesign of jobs. However, the primary
purpose of job analysis is to determine what is
done on a job and what skills and other
human qualities are required to perform the
job as it has been designed. It has a narrow
focus on than job design.
 INFORMATION OBTAINED FROM
JOB ANALYSIS
• Following information can be obtained from
Job Analysis:-
• 1. What are to be done ? How is it to be done
• 2. Under what condition is the job to be done?
• 3. What skill, knowledge, competencies and
attitudes are required to perform the job ?
 TYPE OF INFORMATION REQUIRED
FOR JOB ANALYSIS
• 1. Job content- Job content includes-
• A. Detail list of duties and responsibilities
including actual activities, and how and why
and when each activity is performed.
• B. Job Demand- Human behaviors like sensing,
deciding leadership etc.
• C. Machines tools and technology
• D. Performance Standers
• 2. JOB CONTEXT- The physical, organizational,
and social context in which the job is performed,
the work conditions, and work schedule. For
example, a worker is an assembly line may be
working in a humid atmosphere and may not be
interacting with other workers
• HUMAN REQUIREMENT- It is job related
knowledge, skills, education, experience, and
personal attributes such as personality, intrest
etc.
 COMPONENT OF JOB ANALYSIS
• A job analysis provide information that results
in to job description,, job specification, and
job evolution.
• Job description provides a written summary of
content and context of the job. It out lines the
tasks, duties, and responsibilities of a job. It
also helps in defining performance standards
of each job.
• The information collected from job description
is used for writing a job specification. A job
specification is a written statement of the
knowledge, skill, and abilities and other
characteristics ( human requirement) that are
necessary for performing the job effectively
and satisfactorily. The KSA in a job
specification include education, experience.
• Apart from providing information for job
descriptions and job specifications, a job
analysis also provides data for job evaluation
and comparing the relative value of each job
in the organization. Job comparisons help in
compensation management.
 METHODS FOR COLLECTING
INFORMATION FOR JOB ANALYSIS
• 1-Interview- Gathering job related information
through interview. The HR Manager visits the site
and talk with employees performing the job. The
interview may be individuals or in a group.
• Advantage of interview- It is most widely used
method, simple and quick way to collect the
information. Interview can explain the need for
and purpose of conducting job analysis and job
holders know the job most.
• Disadvantages- Difficult to standardize the problems
when interviewers are more than one. Some time
interviewer may intentionally distort the information
gathered by exaggerating or minimizing certain job
responsibilities. It is also time consuming.
• 2- Observation- In observation method the manager,
supervisor or the job analyst directly observe the
individual performing a job and note the duties and
tasks being performed. This observation may be
continue for a short or limited period and it can be
collected in small sample or a cycle can be completed.
• Advantage- It is cheap method for collecting
data and help in collection of large date in
short period. It can be done at the
convenience of the job holder.
• Disadvantages- Employees may not always
accurately analyses and communicate
information about their job. Employees differ
in how they perceive the job.
 Participant Dairy / Log
• In this method participants are asked to
maintain a dairy and record their daily
activities along with the time taken for each
activities. When the employee logs details of
what activities are performed, how frequently
they are performed and the time required for
each activities, it provides a complete picture
of the job. The dairy method is supplemented
with the employees and supervisor interview.
• Any of the three methods can be used or a
combination . Employees ( job holders ),
supervisors, managers and job analyst are the
source of obtaining job related information
using above methods.
• In order to gather the range of job related
information, the following job analysis process
must be fallowed-
 JOB ANALYSIST PROCESS
• Step-1- Determination purpose of job analysis-
The purpose may be specify performance
standards or to compare job for compensation.
• Review Organization Chart- To overview the each
jobs how it fits in to the organization and
organization chart is reviewed. The organization
chart shows the division of work and how jobs
are related and fits in to organization. It also
shows hierarchy and also the how to review the
performance.
• Selection of Representative Job for Analysis- The
third step is to select some representative
position for the job analysis. When there are
several similar jobs to analyze, it may be
unnecessary to analyses all of them. Usually a
small number of jobs are selected for analysis.
• Next step is to analyses the jobs using one or
more of the data gathered.
• Next step is writing of Job description based on
the data collected and analyzed.
 WRITING OF JOB DESCRIPTION

• Job description is a written document or

statement of the nature of context of each
job. There is no standard format for writing
job description, but generally it include-
• Job Title and Identification
• Job Summary
• Relationship with other job inside and outside
the organization
• Responsibilities and Duties
• Stander of Performance and working
conditions
• Equipment and tools used
• IMPORTANT OF JOB ANALYSIS
• It helps in HR Planning, Recruitment and
selection, Compensation. Performance
Appraisal, Training and Development, Safety
and Health, and Industrial Relation.
• A poorly designed job analysis and job
description can result in to poor performance
of the organization. It will not support the
accomplishment of specific tasks and duties of
the job.
 USE OF JOB ANALYSIS
• 1- For recruitment and selection
• 2- Compensation
• 3- Performance Appraisal
• 4- Discovering unassigned duties.
 Writing Job Description
• A job description is a written document about what the
worker/ employee does, how he does and what the job’s
working conditions are. There are no stander format for
writing the job but it must contain certain information like-
• 1- Job identification
• 2- Job summery
• 3-Responsibilities and duties
• 4- Authority
• 5- Stander of performance
• 6- working condition
• Job Specification.