COMPONENTS OF JOB ANALYSIS

By:Saniya Chawla,Faculty Associate,LBSIM

1/16/2012

Types of Information Collected

Work activities

Human requirements

Job context

Information Collected Via Job Analysis

Human behaviors

Machines, tools, equipment, and work aids

Performance standards

Use of Job Analysis Information

Recruitment and Selection

Legal Compliance

Compensation

Discovering Unassigned Duties

Information Collected Via Job Analysis

Performance Appraisal

Training

Uses of Job Analysis Information

JOB ANALYSIS MATRIX

By:Saniya Chawla,Faculty Associate,LBSIM

1/16/2012

Steps in Job Analysis

Steps in doing a job analysis:
1 2 3 4 5 6

Decide how youll use the information. Review relevant background information. Select representative positions. Actually analyze the job. Verify the job analysis information. Develop a job description and job specification.

Methods of Collecting Job Analysis Information: The Interview

Information Sources
 Individual employees  Groups of employees  Supervisors with

Interview Formats
 Structured (Checklist)  Unstructured

knowledge of the job

Advantages
 Quick, direct way to find

overlooked information

Disadvantages
 Distorted information

Job Analysis Questionnaire for Developing Job Descriptions

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

Job Analysis Questionnaire for Developing Job Descriptions (contd)

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

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 openopen-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

Advantages
 Quick and efficient way to

questionnaires to describe their job-related duties and jobresponsibilities

gather information from large numbers of employees

Questionnaire Formats
 Structured checklists  Open-ended questions Open-

Disadvantages
 Expense and time

consumed in preparing and testing the questionnaire

Methods of Collecting Job Analysis Information: Observation

Information Source
 Observing and noting the

Advantages
 Provides first-hand first-

physical activities of employees as they go about their jobs

information
 Reduces distortion of

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
 Workers keep a

Advantages
 Produces a more complete

chronological diary/ log of what they do and the time spent on each activity

picture of the job

 Employee participation

Disadvantages
 Distortion of information  Depends upon employees

to accurately recall their activities

Basic Department of Labor Worker Functions

Data 0 Synthesizing 1 Coordinating Basic Activities 2 Analyzing 3 Compiling 4 Computing 5 Copying 6 Comparing People 0 Mentoring 1 Negotiating 2 Instructing 3 Supervising 4 Diverting 5 Persuading 6 Speaking/signaling 7 Serving 8 Taking instructions/helping Things 0 Setting up 1 Precision working 2 Operating/controlling 3 Driving/operating 4 Manipulating 5 Tending 6 Feeding/offbearing 7 Handling

Note: Determine employees job score on data, people, and things by observing his or her job and determining, for each of the three categories, which of the basic functions illustrates the persons job. 0 is high; 6, 8, and 7 are lows in each column.

Writing Job Descriptions

Job Identification

Job Specifications

Job Summary

Working Conditions

Sections of a Typical Job Description

Responsibilities and Duties

Standards of Performance

Authority of the Incumbent

The Job Description

Job Identification
 Job title  Preparation date  Preparer

Responsibilities and Duties

 Major responsibilities and

Job Summary
 General nature of the job  Major functions/activities

duties (essential functions)  Decision-making authority Decision Direct supervision  Budgetary limitations

Relationships
 Reports to:  Supervises:  Works with:  Outside the company:

Standards of Performance and Working Conditions

 What it takes to do the job

successfully

Writing Job Specifications

What traits and experience are required to do this job well?

Specifications for Trained Versus Untrained Personnel

Specifications Based on Judgment

Specifications Based on Statistical Analysis

Writing Job Descriptions (contd)

Step 1. Decide on a Plan Step 2. Develop an Organization Chart Step 3. Use a Job Analysis/Description Questionnaire Step 4. Obtain Lists of Job Duties Step 5. Compile the Jobs Human Requirements Step 6. Complete Your Job Description

Writing Job Specifications (contd)

Steps in the Statistical Approach
 Analyze the job and decide how to measure job

performance.
 Select personal traits that you believe should

predict successful performance.

 Test candidates for these traits.  Measure the candidates subsequent job

performance.
 Statistically analyze the relationship between the

human traits and job performance.

Job Analysis in a Jobless World

Job Design: Specialization and Efficiency?

Job Enlargement

Job Rotation

Job Enrichment

Job Analysis in a Jobless World (contd)

Dejobbing the Organization

Flattening the Organization

Using SelfManaged Work Teams

Reengineering Business Processes

CompetencyCompetency-Based Job Analysis

Competencies
 Demonstrable characteristics of a person that enable

performance of a job.

Reasons for Competency-Based Job Analysis Competency To support a high-performance work system. high To create strategically-focused job descriptions. strategically To support the performance management process in

fostering, measuring, and rewarding:

  

General competencies Leadership competencies Technical competencies

CompetencyCompetency-Based Job Analysis (contd)

How to Write Job Competencies-Based Job CompetenciesDescriptions
 Interview job incumbents and their supervisors
 Ask

openopen-ended questions about job responsibilities and activities. critical incidents that pinpoint success on the job.

 Identify

 Use off-the-shelf competencies databanks off-the-

The Skills Matrix for One Job at BP