Job Analysis – What is it and how is it used?

The procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for

it.

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Definition of 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.

Job analysis is the process of systematically identifying the tasks, duties, and responsibilities expected to be performed in a single job as well as the competencies-the knowledge , skills , and abilities (KSAs) – employees must possess to be successful in the job.

Two important outcomes of job analysis are the creation of job descriptions and the Identification of job specifications.

Job descriptions are written summaries of the specific tasks, responsibilities, and working conditions of a job and include a list of the job specification.

Job specifications are the specific competencies required by a jobholder to be able to perform a job successfully.

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Nature of job analysis

Job Analysis

Job Analysis

Job Tasks

Job Duties

Job Responsibilities

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According to the Boston Consulting Group, the supervisor or human resourcesspecialist normally collects one or more of the following types of information via the job analysis.•Work activities :- It includes information about the actual work activities performed.• Human Behaviors:- Information about human behavior such as sensing,communicating, deciding, and writing.•Machine , tools , equipments , and work aids :- This category includes information regarding tools used, materials processed, knowledge dealt with or applied and services rendered.•Performance standards: info abut job’s performance std 2 be used to appraise the employees•Job context :- Information will be about physical working conditionsand the organizational and social context- for instance the number of people with whom the employee would normally interact ,info regarding incentives•Human requirements: job related knowledge and skills & required personal attributes (personality, interest)

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Partial job analysis questionnaire 4-4

The information about a job is usually collected through a structured questionnaire:

Job Analysis

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?Cont…

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Job Analysis

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

 Directing  Terminating

 Developing  Measuring Performances  Other____________

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

• 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:

Cont…

Partial job analysis questionnaire

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Job Analysis

(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.

Partial job analysis questionnaire

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Job Analysis

Benefits of Job analysis

Job analysis information is useful for a variety of organisation purposes ranging from human resource planning to career counselling .

Good HRM demands of both the employee and the employer is a clear understanding of the duties and responsibilities to be performed on the job.

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Job Analysis

Important benefits of Job Analysis

Multifaceted Nature of Job Analysis

Recruitment

Selection

Placement

Training

Counselling

Human ResourcePlanning

Job Evaluation

Job Design andRedesign

PerformanceAppraisal

Employee Safety

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Who should conduct job analysis?4-9

Job Analysis

Job incumbents themselves

Supervisors

External analysts

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The job incumbents offer a clear view of what work is actually done as against what work is supposed to be done.

Involvement of a job incumbent in the job analysis process increases their acceptance of any work changes stemming from the results of analysis.

The negative side is job incumbents exaggerate the responsibility and importance of their work.

External analyst help avoid such biased opinions. They tend to base their write ups on a realistic view of the people, jobs and the total organization system as a whole.

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The process of Job analysis

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The major steps involved in job analysis are:

Organisational analysis

Selection of representative positions to be analysed

Collection of job analysis data

Preparation of job description

Preparation of job specification

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The Output of Job Analysis• Job description

– A list of a job’s duties, responsibilities, reporting relationships, working conditions, and supervisory responsibilities

• Job specifications– A list of a job’s “human requirements,” that is,

the requisite education, skills, personality, and so on.

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The Competency Approach to Job Analysis

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This approach encourages employees to develop role based

competencies (knowledge, skills and abilities needed to play diverse

roles ) that may be used in diverse work situations, instead of being

boxed into a job.

These competencies may be interpersonal communication skills,

decision making ability , conflict resolution skills , adaptability and self

motivation.

Example :- Infosys Technologies is a role based organization.

Every position in the organization is defined in terms of skills and

attitude based competencies.

Job Analysis15

Methods of Collecting Job Analysis Information

• Interview

• Questionnaire

• Observation

• Participant diary/logs

• Other sources of information

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Methods of Collecting Job Analysis Information: The Interview

• Information sources– Individual employees– Groups of employees– Supervisors with knowledge of

the job• Advantages

– Quick, direct way to find overlooked information.

– It can uncover or clarify work tasks which cannot be observed.

• Disadvantages– Distorted information– Time consuming for the analyst

and the interviewees.

• Interview formats– Structured (Checklist)– Unstructured

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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– Opened-ended questions

• Advantages– Quick and efficient way to

gather information from large numbers of employees.

– It is less costly than interviewing hundreds of workers.

• Disadvantages– Expense and time

consumed in preparing and testing the questionnaire

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Methods of Collecting Job Analysis Information: Observation

• Information source– Observing and noting the

physical activities of employees as they go about their jobs.

– Example :- Assembly line worker and Accounting clerk

• Advantages– Provides first-hand

information– Reduces distortion of

information

• Disadvantages– Time consuming– Difficulty in capturing entire

work cycle– Of little use if job involves a

high level of mental activity.

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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 in 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.– Time consuming and frustrating

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Job Analysis Techniques

Standardized approach:

• Use Functional Job Analysis (FJA) to compare jobs by focusing on job dimensions that apply to all jobs

• Use Position Analysis Questionnaire (PAQ) :- The position analysis questionnaire is a very structured job analysis questionnaire.

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The PAQ contains 194 items , each of which represents a basic element that may or may not play an important role in the job.

The job analyst decides if each item plays a role and that also to what extent.

The advantage of the PAQ is that it provides a quantitative score or profile of any job in terms of how that job rates on five basic activities :-

1. Having decision making/ communication / social responsibilities2. Performing skilled activities3. Being physically active4. Operating vehicles / equipment5. Processing information.

The PAQ’s real strength is thus in classifying jobs.

The PAQ results can be used to quantitatively compare jobs to one another, and then assign pay levels for each job.

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STANDARD APPROACH

Functional job analysis is an attempt to create a single job analysis instrument that might be used to evaluate a wide array of dissimilar jobs.

FJA is based on the notion that it is possible to compare jobs that are dissimilar in the tasks they perform by focusing on job dimensions they apply to all jobs.

The functional part of its name represents functional categories, which are broad categories of work related activities that are applicable to all jobs and focus on three distinct work domains related to data , people and thing

Example :- We can analyze the job of a receptionist / clerk for e.g you might label the Job 5,6,7 which would represent copying data, speaking and handling.

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TABLE 4–1 Basic Department of Labor Worker Functions

Data People Things

0 Synthesizing 0 Mentoring 0 Setting up

1 Coordinating 1 Negotiating 1 Precision working

2 Analyzing 2 Instructing 2Operating/controlling

3 Compiling 3 Supervising 3 Driving/operating

4 Computing 4 Diverting 4 Manipulating

5 Copying 5 Persuading 5 Tending

6 Comparing 6 Speaking/signaling 6 Feeding/offbearing

7 Serving 7 Handling

8 Taking instructions/helping

Bas

ic A

ctiv

ities

Note: Determine employee’s 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 person’s job. “0” is high; “6,” “8,” and “7” are lows in each column.

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Sample Report

Based on Department

of Labor Job

Analysis Technique

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Job Analysis Techniques

Customized approach:• Critical incidents approach focuses on

specific descriptions of work activities that distinguish good from poor performance

• Task inventory approach focuses on collecting information to identify tasks needed to be performed on job

• Job element approach focuses on analyzing employee competencies rather than on tasks to be performed

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Job Analysis

Behavioural Factors Impacting Job Analysis

The following behavioural factors must be taken care of while carrying out a job analysis:

Exaggerate the facts

Employee anxieties

Resistance to change

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Job Analysis

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.

The main purpose of writing a job description is to differentiate the job from other jobs and state its outer limits.

Contents :- A JD usually covers the following information :

Job Title, Job Summary, Job activities, working conditions and social environment.

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Specimen of Job Description4-21

Job Analysis

Title Compensation manager

Code HR/2310

Department Human Resource Department

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

Duties Conduct job analysis.

Prepare job descriptions for current and projected positions.

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

Insure that company’s compensation ratesare in tune with the company’s philosophy.

Cont…

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Job Analysis

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.

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

Specimen of Job Description

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Job Analysis

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.

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Job Analysis

Job Analysis In A Jobless World

In recent times, the traditional way of jobs having a clearly-delineated set of duties and responsibilities is being increasingly questioned. For example, knowledge workers do not like standardized, routinised operations to be carried out in a fixed, predetermined time schedule. Talented ones, again, may require jobs with stretch pull and challenge. They may want to carry out their duties in a flexible manner.

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De-JobbingDe-jobbing is broadening the responsibilities of the company’s jobs, and encouraging employees not to limit themselves to what’s on their job descriptions

- is a result of the changes taking place in business today.

-Example :- Daimler – Chrysler moves from traditional assembly line production to using self managing teams , the employees jobs move from narrowly defined to broad and flexible.

Definition

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When Daimler – Chrysler opened its new Mercedes Benz factory in Alabama, it gavethe company an opportunity to start with a clean sheet for designing a car building system for the 21st century.

The system Daimler chose is similar to the lean production systems that Japanese manufacturers like Toyota have long used . It emphasizes just – in – timeInventory method.

The new system organizes employees into work teams , and emphasizes the fact that all employees must dedicate themselves to continous improvement.

Unconstrained by detailed descriptions listing dozens of specific duties showing what “ my job “ should be, it’s easier for employees to move from job to job as they work on teams.

It also encourages employees to look beyond their own jobs to find ways to improve the plant’s operations. In just a few month’s time , for instance, one team found a $.23Plastic prong that worked better than the previous $ 2.50 prong the plant was Using to keep car doors open during painting.

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Trends leading to De-Jobbing

Rapid product and technological

changes

Global Changes

Demographics

Competition

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Job Analysis

Flatter organisations

Work teams

Boundary less organisations

Reengineering exercises

Job Analysis In A Jobless World

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Flat and Boundaryless Organizations

I K E A

WAL MARTWAL MARTGeneral Electric

Procter & Gamble

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Competency-Based Job Analysis

Competency based job analysis basically means writing job descriptions based on competencies rather than job duties.

It emphasizes what the employee must be capable of doing, rather than on list of the duties he or she must perform.

Job competencies are always observable and measurable behaviors comprising part of a job.

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Traditional job analysis focuses on “ what “ is accomplished – on duties and responsibilities . Competency analysis focuses more on “ how “ the workermeets the job objectives or actually accomplishes the work.

Traditional job analysis is thus job focused . Competency based analysis is worker focused – specifically , what must he or she be competent to do.

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Competency-Based Job Analysis (cont’d)

• How to Write Job Competencies-Based Job Descriptions

– Interview job incumbents and their supervisors

• Ask open-ended questions about job responsibilities and activities.

• Identify critical incidents that pinpoint success on the job.

– Use off-the-shelf competencies databanks41

FIGURE 4–12 The Skills Matrix for One Job at BP

Note: The light blue boxes indicate the minimum level of skill required for the job. 42

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Job Analysis

A close look at the jobs inside India’s best work places

Sasken Communication Technologies: Employees enjoy considerable freedom to think and innovate and work in their own style. There is absolutely no monitoring of anybody. There are no attendance registers and there is no limit on sick leaves. Every employee is trusted and management is transparent. There is no perk that CEO Rajiv Mody enjoys that a junior employee does not.

Hughes Software Systems:HSS makes sure that all its employees get interesting breaks - these may take the shape of personality development programmes, cricket matches, literature clubs, or adventure activities. One of the employees even commented "If I don't like my boss, I can change my section.”

Monsanto India: Monsanto India is a flat organisation (three to four levels). Even these levels are often cut short through an open culture. Everyone sits in an open office. The workstations are the some size. The travel allowances are the same so are the refreshments of course it sets stiff targets for employees, but trains them with a rare rigour so that they get a fair shot at those. People identified as future leaders are rolled over challenging positions.

Cont…

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Cadbury India: Fun is serious business at Cadbury India. The HR manager's statement sums up the company's philosophy: “We believe that the day you stop enjoying work is the day you stop contributing. We make people stretch: but we make them stretch with a smile." The company firmly believes that a smile a day keeps the market blues away.

Philips Software Centre: The company's office in Bangalore, employees could have all the comforts in the world: a variety of cuisines, a creche, a gymnasium, bunker beds for naps, gym instructor, doctor, psychological counsellor, a dietician. It is a whole new world of work, play, study and rest. Not surprisingly, senior executives remain glued to their seats even after office hours. The company had to come out with an order recently stating that nobody should stay in the office after 9 p.m. without sufficient reason!

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Job Analysis

A close look at the jobs inside India’s best work places

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