JOB ANALYSIS

Definition

• Job analysis is the process of gatheringinformation about a job. It is, to be more specific, asystematic investigation of the tasks, duties andresponsibilities necessary to do a job.

• The procedure for determining the duties and skillrequirements of a job and the kind of person whoshould be hired for the job

• Is a formal and detailed study of jobs. “The process of determining by observation and study the tasks, which comprise the job ,the methods & equipments used, and the skills &attitudes required for successful performance of the job.

Job Analysis Data / Types of Information Collected

Work activities

Human behaviors

Human requirements and

Personality attributes

Job context

Machines, tools, equipment, and

work aids

Performance standards

Information Collected Via Job Analysis

Outcome of a job analysis.

• Job description – A list of a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities – one product of a job analysis.

• Job specification – A list of a job’s “human requirements”: the requisite education, skills, knowledge, and so on – another product of a job analysis.

• Job Classification : jobs are arranged into classes or groups based on their characteristics.

• Job designing/ structuring

• Job evaluation

• Performance appraisal

• Training and Development

• Succession planning

• Improving efficiency

• Safety

Job analysis questionnaire another eg pg 202 Haldar

The information about a job is usually collected through a structuredquestionnaire:

JOB ANALYSIS INFORMATION FORMAT

Your Job Title_______________ Code__________Date_____________

Class Title_______________ Department_____________________

Your Name_________________ Facility___________________________

Superior’s Title______________ Prepared by_______________________

Superior’s Name____________ Hours Worked______AM______to AM____

PM PM

1. What is the general purpose of your job?

2. What was your last job? If it was in another organisation, please name it.

3. To what job would you normally expect to be promoted?

4. If you regularly supervise others, list them by name and job title.

5. If you supervise others, please check those activities that are part of your supervisory duties:

¨ Hiring ¨ Coaching ¨ Promoting

¨ Orienting ¨ Counseling ¨ Compensating

¨ Training ¨ Budgeting ¨ Disciplining

¨ Scheduling ¨ Directing ¨ Terminating

¨ Developing ¨ Measuring Performances ¨ Other____________

6. How would you describe the successful completion and results of your work?

7. Job Duties – Please briefly describe WHAT you do and, if possible, How you do it. Indicate those duties you consider to be most important and/or most difficult:

Job analysis questionnaire

(a) Daily Duties

(b) Periodic Duties (Please indicate whether weekly, monthly, quarterly, etc.)

(c) Duties Performed at Irregular Intervals

8. Education – Please check the blank that indicates the educational

requirements for the job, not your own educational background.

No formal education required College degree

Less than high school diploma Education beyond graduate

High school diploma or equivalent degree and/or professional license.

College certificate or equivalent

List advanced degrees or specified professional license or certificate

required.

Please indicate the education you had when you were placed on this job.

Job analysis questionnaire

Important / Significance of Job Analysis

Multifaceted Nature of Job Analysis

Recruitment

Selection

Placement

Training

Counselling

Human Resource

Planning

Job Evaluation

Job Design and

Redesign

Performance

Appraisal

Employee Safety

Steps in Job Analysis

1

2

3

4

5

Steps in doing a job analysis:

Review relevant background information. Like the organisation Chart ( organisation wide work distribution ) Process Chart

Decide how you’ll use the information.

Select representative positions.

Actually analyze the job. Human traits, employee behaviour, working conditions etc. Verify the job analysis information with the person performing the job and his immediate supervisor .

6 Develop a job description and job specification.

Who should conduct job analysis?

Job incumbents themselves

Supervisors

External analysts

Methods of Collecting Job Analysis Information

• Interview

• Questionnaires

• Participation Dairy / Logs

• Position Analysis Questionnaire Techniques

• Internet Based Job Analysis

• Panel of Expert

Methods of Collecting Job Analysis Information: The Interview

• Information Sources: Interview can be done with

– Individual employees

– Groups of employees

– Supervisors with knowledge of the job

Interview Formats

– Structured (Checklist)

– Unstructured

• Advantages

– Quick, direct way to find overlooked information

• Disadvantages

– Distorted information

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 open-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

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

Methods of Collecting Job Analysis Information: Observation

• Information Source

– Observing and noting the physical activities of employees as they go about their jobs

• Advantages

– Provides first-hand 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 chronological diary/ log of what they do and the time spent on each activity

• Advantages

– Produces a more complete picture of the job

– Employee participation

• Disadvantages

– Distortion of information

– Depends upon employees to accurately recall their activities

Position Analysis Questionnaire

.

Employee activities in PAQ

1. Information Input: Where and how does the employee get the information he/she uses in

performing his/her job.

Examples:

Use of written materials.

Near-visual differentiation.

2. Mental Processes: What reasoning, decision making, planning and information-

processing activities are involved in performing the job?

Examples:

Levels of reasoning in problem solving.

Coding/decoding

3. Physical activities: What physical activities does the employee perform and what tools or

devices does he/she use?

Examples:

Use of Keyboard devices.

Assembling/disassembling.

4. Relationships with other people: What relationships with other people are required in

performing the job?

Examples:

Instructing.

Contacts with public, customers.

5. Job context: In what physical and social context is the work performed?

Examples:

High temperature.

Interpersonal conflict situations.

6. Other Job characteristics: What activities, conditions, or characteristics other than those

described above are relevant to the job?

Examples:

Specified work pace.

Amount of job structure.

Employee activities in PAQ

Internet-Based Job Analysis

Standardized questionnaires are frequently distributed, with instructions, via the Internet or Intranet. The danger is that important points may be missed or misunderstood, clouding results.

Job Description

Job description: this is a written statement of what the jobholder does, how it is done, under what conditions it is doneand why it is done.

Writing of Job Description

• Job Identification– Job title

– Preparation date

– Preparer

• Job Summary– General nature of the job

– Major functions/activities

• Relationships – Reports to:

– Supervises:

– Works with:

– Outside the company:

• Responsibilities and Duties

– Major responsibilities and duties (essential functions)

– Decision-making authority

– Direct supervision

– Budgetary limitations

• Standards of Performance

– What it takes to do the job successfully

• Working Conditions

Specimen of Job Description

Title Compensation manager

Code HR/2310

Department Human Resource Department

Summary Responsible for the design and administration of employee compensation programmes.

Duties v Conduct job analysis.

v Prepare job descriptions for current and projected positions.

v Evaluate job descriptions and act as Chairman of Job Evaluation Committee.

v Insure that company’s compensation rates are in tune with the company’s philosophy.

Relate salary to the performance of each employee.

Conduct periodic salary surveys.

Develop and administer performance appraisal programme.

Develop and oversee bonus and other employee benefit plans.

Develop an integrated HR information system.

Working conditions Normal. Eight hours per day. Five days a week.

Report to Director, Human Resource Department.

Specimen of Job Description

Job specification

• Job specification: it offers a profile of human characteristics (knowledge, skills and abilities) needed by a person doing a job.

• It underlines the mental and physical attributes required of the jobholder to carry out the job effectively. It also constitute the minimum recruiting criteria or minimum qualification for job

Components of Job Specification

• Physical Specification

• Mental Specification

• Emotional and social Specification

• Behavioural Specification

• Personal Specification

Specimen of job specification

Education MBA with specialisation in HRM/MA in social work/PG Diploma in HRM/MA in industrial psychology.

A degree or diploma in Labour Laws is desirable.

Experience At least 3 years’ experience in a similar position in a large manufacturing company.

Skill, Knowledge, Abilities Knowledge of compensation practices in competingindustries, of job analysis procedures, of compensation survey techniques, of performance appraisal systems.

Skill in writing job descriptions, in conducting job analysis interviews, in making group presentations, in performing statistical computations

Ability to conduct meetings, to plan and prioritise work.

Work Orientation Factors The position may require upto 15 per cent travel.

Age Preferably below 30 years.