Job analysis

Introduction, importance, methods etc.

 Job Analysis
• Job analysis is a systematic investigation of the tasks,
duties and responsibilities necessary to do a job.
• Job analysis is the process of collecting job related
information.

Job
Analysis

Job
responsibilities

Job
Job Tasks
Duties
Objectives/Purpose of Job Analysis
Job
Analysis
HRP
Recruit
T&D ment

Job Selectio
design n

Performanc
Job
e
evaluation
Placem appraisal

ent
 Process of Job analysis
Organizatio Selection of jobs
nal Analysis to be analyzed

Data
collection

Job Job
description specification
 Types of Job analysis Information
 Work Activities:

 Machines, Tools, Equipments and Work

Aids used

 Personal requirements

 Job context
 Outcomes of Job Analysis
• The information obtained from job analysis is classified
into three categories.

–Job description
–Job specification
 Job Description
• A job description is a written statement of the duties,
responsibilities, required qualifications and reporting
relationships of a particular job.

• The job description is based on objective information

obtained through job analysis.

• Job description acts as an important resource for

– Describing the job to potential candidates
– Guiding new hired employees in what they are specifically
expected to do
– Providing a point of comparison in appraising whether the
actual duties align with the stated duties.
 Example of Job Description
JOB TITLE:_____ OCCUPATIONAL CODE: ________
REPORTS TO:___ JOB NO. : ___________________
SUPERVISES:___ GRADE LEVEL: _______________
AS ON DATE :_________
FUNCTIONS:
____________________________________________________________
__________________________________________
DUTIES AND RESPONSIBILITIES:
____________________________________________________________
__________________________________________
JOB CHARACTERISTICS:
____________________________________________________________
__________________________________________
 Job specification

• Job specifications specify the minimum acceptable

qualifications required by the individual to perform the task
efficiently. Based on the information obtained from the job
analysis procedures, job specification identifies the
qualifications, appropriate skills, knowledge, and abilities and
experienced required to perform the job.

• Job specification is an important tool in the selection process

as it keeps the attention of the selector on the necessary
qualifications required for that job.
 Example of Job Specification
JOB TITLE: __________________________
EDUCATION:_________________________
PHYSICAL HEALTH:
____________________________________________________________
____________________________________________________________
APPEARANCE:
____________________________________________________________
MENTAL ABILITIES: _______________________________________________
SPECIAL ABILITIES: _______________________________________________
PREVIOUS WORK EXPERIENCE:
____________________________________________________________
____________________________________________________________
SPECIAL KNOWLEDGE & SKILLS:_____________________________________
OTHER : ________________________________________________________
Methods of Collecting Job Analysis Data
• Observation
• Performing the job.
• Critical incidents
• Interview- individual & group
• Panel of experts
• Diary method
• Questionnaire
– Structured
– Unstructured
 Job Description for sales manager

 Responsible for brand promotion

 Responsible for achievement of sales targets
 Formulation of Marketing and Sales strategies to achieve target sales
 Interacting with Doctors to identify and develop new products and organize
 seminars, health camps etc
 Supervision of medical reps to enhance sales and marketing of Products etc
  
• Responsible for Top - Line issues with respect to business planning, brand positioning,
spearheading the distributor relationship acquisition
• Analyzing training needs with respect to products, behavioral and managerial
Developing training modules
• Drawing the training calendar
• Imparting Class room Training on products or selling skills during Induction programs
or Cycle meets and field trainings
• Achieving sales target
 Main Accountabilities:

- To participate in the development and to implement the sales and marketing

strategies of the company
-To formulate the business plan for marketing and sales volumes, turnover, sales
and marketing budgets
-To build, develop and motivate the team, moreover to coordinate the activity of
the promotion lines
-To define the portfolio and to launch planning
-To elaborate the sales forecast for products and to establish the objectives for his
subordinated departments and managers
-To organizes activities, define priorities, control progress and quality of the
performance within assigned region
 JOB SPECIFICATION FOR A
SALES MANAGER

FORMAL EDUCATION
Earned degree in Marketing (BBA, min)

MANAGERIAL EXPERIENCE
Previous experience as Sales Manager (2 yrs, min)

TECHNICAL COMPUTER SKILLS

Knowledge of spreadsheets, web page design, and desk top publishing
(Excel, Dreamweaver, Pagemaker)

EVIDENCE OF SUCCESS AS A SALES SUPERVISOR

Evidence of ability to positively motivate sales representatives
(Customer satisfaction, territorial sales growth, low salesman
turnover, etc)
“ON-THE-ROAD” WORKING CONDITIONS
Lots of travel, tolerant of week-long trips, away from home ~200
days/yr)
 Typical work activities For sales Executive

• Typical work activities depend on the market and the setting. A basic distinction
can be made between two types of sales: Business to Business (B2B) and Business
to Customer or Consumer (B2C).

• B2B sales involve selling products or services from one business to another. This is
a typical avenue for graduates .
• listening to customer requirements and presenting appropriately to make a sale;
• maintaining and developing relationships with existing customers in person, and
via telephone calls and emails;
• arranging meetings with potential customers to prospect for new business;
• acting as a contact between a company and its existing and potential markets;
negotiating the terms of an agreement and closing sales;
 Cont….
• gathering market and customer information;
• representing the organisation at trade exhibitions, events and demonstrations;
negotiating on price and costs, delivery and specifications with buyers and
managers;
• challenging any objections with a view to getting the customer to buy;
• advising on forthcoming product developments and discussing special promotions;
liaising with suppliers to check the progress of existing orders; checking quantities
of goods on display and in stock;
• recording sales and order information and sending copies to the sales office;
reviewing your own sales performance, aiming to meet or exceed targets;
• gaining a clear understanding of customers' businesses and requirements;
• making accurate, rapid cost calculations, and providing customers with quotations;
feeding future buying trends back to employers;
• attending team meeting and sharing best practice with colleagues .
 Job description for sales person
• Must be well-connected and be able to provide the company
with a list of potential contacts.
• Other personal traits: reliable, tolerant, determined, well
presented, businesslike, polite, well-mannered, able
• to get on with others, a team-player, resourceful and creative.
• Able to develop and maintain a computerised customer and
prospect database.
• Able to prospect for new potential sales.
• Respond to and follow up sales enquiries.
•
• Maintain and develop existing and new customers
through planned individual account support, and
liaison
• with internal order-processing staff.
• Flexibility is required and ability to work extended
hours when required without it upsetting domestic
• situation.
• Experienced in international and multicultural
environments is essential.