JOB ANALYSIS

Job Analysis

                                                                                                                                       

Job Analysis

• Job analysis is the process of gathering information about a job. It is, to be more specific, a systematic investigation of the tasks, duties and responsibilities necessary to do a job.

• According to Edwin Flippo, "Job Analysis is the process of studying and collecting information relating to the operations and responsibility of a specific job."

• According to David A. DeCenzo and Stephen P. Robbins,“ Job Analysis is a systematic exploration of the activities within a job. It is a basic technical procedure, one that is used to define the duties, responsibilities and accountability of a job."

Information Collected Via Job

Analysis

Human Behaviours

Job Context

Human Requirements

Work Activities

Performance Standards

Machines,tools,equipment,and work aids

Types of Information Collected

Nature of job analysis

Job Analysis

Job Tasks

Job Duties

Job Responsibilities

Use of Job Analysis Information

Information Collected Via Job

Analysis

Recruitment and Selection

Discovering Unassigned Duties

Legal Compliance

Compensation

Performance Appraisal

Training

Uses of Job Analysis Information

Uses of Job Analysis Information

                                                                                                                                       

M u l t i f a c e t e d N a t u re of Jo b A n a l y s i s

Nature of job analysis

Recruitment

Selection

Placement

Counselling

Human Resource PlanningJob Evaluation

Job Design and Re design

Performance Appraisal

Employee Safety

Components of Job Analysis• Job Description:

According to Edwin Flippo, Job Description is,“ an organised factual statement of the duties and responsibilities of a specific job. It should tell what is to be done, how it is done and why."Job description means describing the details of the job to be performed.

• Job Specification:According to Edwin Flippo Job Specification is, "a statement of minimum acceptable human qualities necessary to perform a job properly. It refers to a summary of the personal characteristics required for performing a certain job.

Who should conduct job analysis?

• Job incumbents themselves

• Supervisors

• External analysts

Steps in Job Analysis• Steps in doing a job analysis• Decide how you’ll use the information. • Review relevant background information.

(Organizational Analysis)• Select representative positions• Actually analyze the job. (Data Collection and

Analysis)• Verify the job analysis information.• Develop a job description and job specification

Methods Of Collecting Job Analysis Data

• Seven general techniques are generally used to collect job analysis data;

• Job performance: the analyst actually performs the job in question and collects the needed information

• Personal observation: the analyst observes others doing the job and writes a summary

• Critical incidents: job incumbents describe several incidents relating to work, based on past experience; the analyst collects, analyses and classifies data.

• Interview: job incumbents and supervisors are interviewed to get the most essential information about a job

Methods Of Collecting Job Analysis Data

• Panel of experts: experienced people such as job incumbents and supervisors with good knowledge of the job asked to provide the information.

• Diary method: job incumbents asked to maintain diaries or logs of their daily job activities and record the time spent and nature of work carried out.

• Questionnaire method: job incumbents approached through a properly designed questionnaire and asked to provide details.

• The Position Analysis Questionnaire: it is a standardised form used to collect specific information about job tasks and worker traits.

• Functional job analysis: it is a systematic process of finding what is done on a job by examining and analysing the fundamental components of data, people and things

Guidelines for conducting job analysis interviews

• Put the worker at ease; establish rapport.

• Make the purpose of the interview clear.

• Encourage the worker to talk by using empathy creativity.

• Help the worker to think and talk according to the logical sequence of the duties performed.

• Ask the worker only one question at a time.

• Phrase questions carefully so that the answers will be more than just“yes” or “no”.

• Avoid asking leading questions.

• Secure specified and complete information pertaining to the workperformed and the worker’s traits.

• Conduct the interview in plain, easy language.

• Consider the relationship of the present job to other jobs in thedepartment.

• Control the time and subject matter of the interview.

• Be patient and considerate to the worker.

• Summarise the information obtained before closing the interview.

• Close the interview promptly.

Quantitative Job Analysis Techniques

Quantitative Job Analysis

Position Analysis Questionnaire

Functional Job Analysis

The U.S.Department

of Labor (DOL)Procedures

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.

Employee activities in PAQ

• 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.

Job Description And Job Specification

• The end products of job analysis are:

• Job description: this is a written statement of what the job holder does, how it is done, under what conditions it is done and why it is done.

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

Writing Job Descriptions

Sections of a Typical Job Description

Job Identification

Job Summary

Responsibilities and Duties

Authority of the Incumbent

Standards of Performance

Working Conditions

Job Specifications

The 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 and Working Conditions

• What it takes to do the job successfully

Writing Job Specifications

Specifications Based on Judgment

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

Specification for Trained Versus

Untrained Personnel

Specifications Based on Statistical

Analysis

Writing Job Specifications

• 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

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 competing industries, 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 prioritisework.

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

• Age : Preferably below 30 years.