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.

Objectives/Purpose of Job Analysis

Process of Job analysis

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 evaluation

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 DescriptionJOB 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 : ________________________________________________________

Job Evaluation

• Job evaluation provides the relative value of each job in the organization. It is an important tool to determine compensation administration.

• If an organization is to have an equitable compensation program, jobs that have similar demands on terms of skills, education and other characteristics should be placed in the common compensation groups.

Methods of Collecting Job Analysis Data

• Observation• Performing the job.• Critical incidents• Interview- individual & group• Panel of experts• Diary method• Questionnaire – Structured– Unstructured

Methods of collection Job description data

• Diary/log books• Observation• Interview• Questionnaire:– Structured – Unstructured

Which method to use ?

• Factors to be considered before choosing the method of collecting data are:

– No. of job/employees to be considered. – Time limit– Cost factors– Education levels of incumbents– Type of data required.

Questionnaires

• Unstructured format is more useful when:

– Questions are open ended.– Questions that probing– The number of incumbents is less– Roles are unclear

• Structured more useful when:

– The jobs are fixed and duties extremely clear.

– Number of incumbents is large.

Which questionnaire to use ?

An optimum combination of structured as well as

unstructured questions can lead to the best questionnaire.

A questionnaire is the best alternative to interviewing a

large number of employees. It is much more cost effective.

Thank You.

Have a nice day!