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Chapter 2 Chapter 2 Job Analysis Job Analysis Dr Nazrul Islam Dr Nazrul Islam East West University East West University
Chapter 2 Chapter 2
Job AnalysisJob Analysis
Dr Nazrul IslamDr Nazrul Islam
East West UniversityEast West University
OverviewOverview
• What is job analysis?What is job analysis?• How can you use this tool in your How can you use this tool in your
organization?organization?• Methods of job analysisMethods of job analysis• How does it workHow does it work• Real world exampleReal world example• An exerciseAn exercise• SummarySummary
What is job analysis?What is job analysis?
Traditionally, a job has been defined using four Traditionally, a job has been defined using four concepts that have a hierarchical relationship concepts that have a hierarchical relationship to one another. to one another.
Thus, a job is comprised of several similar Thus, a job is comprised of several similar positions. Each position is made up of a set positions. Each position is made up of a set duties, which are comprised of several distinct duties, which are comprised of several distinct tasks.tasks.
These These four four concepts are:concepts are:TaskTaskDutyDutyPositionPositionJobJob
What is job analysis?What is job analysis?
A A Task Task is a meaningful is a meaningful unit of workunit of work activity activity generally performed on the job by one worker generally performed on the job by one worker within some limited time period.within some limited time period.
A A DutyDuty is is several distinct tasksseveral distinct tasks that are that are performed by one individual. performed by one individual.
A A PositionPosition is the is the set of tasks and dutiesset of tasks and duties performed by a single individual in an performed by a single individual in an organization. Each person in an organization has organization. Each person in an organization has a position. a position.
A A JobJob is a is a type of positiontype of position within the within the organization. Like, in an insurance company, organization. Like, in an insurance company, there may be ten insurance agents. In this case, there may be ten insurance agents. In this case, the job is one-Insurance Agent, but there are ten the job is one-Insurance Agent, but there are ten positions.positions.
What is job analysis?What is job analysis?
• A systematic approach to collect A systematic approach to collect information about a job such as tasks, information about a job such as tasks, responsibilities and the skills required to responsibilities and the skills required to perform those tasksperform those tasks
• An important part of Human Resources An important part of Human Resources (HR) planning(HR) planning
What is job analysis?What is job analysis?
A A Job AnalysisJob Analysis is a systematic is a systematic exploration of the activities within a job. exploration of the activities within a job. It is a basic technical procedure, that is It is a basic technical procedure, that is used to define the duties, responsibilities, used to define the duties, responsibilities, and accountabilities of a job. and accountabilities of a job.
Job Analysis Job Analysis is simply obtaining is simply obtaining information about jobs.information about jobs.
Job Analysis typically produces a Job Analysis typically produces a Job Job DescriptionDescription, a , a Job SpecificationJob Specification. .
How can it be used in your How can it be used in your organization?organization?
• Job analysis assists HR in Job analysis assists HR in determining:determining:– Necessity of the jobNecessity of the job– Equipment neededEquipment needed– Skills requiredSkills required– Supervision requiredSupervision required– Working conditionsWorking conditions– Management/employee interactionManagement/employee interaction
How can it be used in your How can it be used in your organization?organization?
• RecruitingRecruiting• SelectionSelection• AppraisalAppraisal• Salaries and IncentivesSalaries and Incentives• Training and DevelopmentTraining and Development
The Multifaceted Nature of the The Multifaceted Nature of the Job AnalysisJob Analysis
Job Analysis:
Job Description
Job Specifications
Recruiting Selection
Strategic HR
Planning
Employee Training
Employee Development
Career Development
Performance Appraisal
Compensate
Safety and Health
Labor Relations *DeCenzo and Robbins, p.
145
How can it be used in your How can it be used in your organization?organization?
• Job analysis can also:Job analysis can also:– Help the company remain profitable Help the company remain profitable
and competitiveand competitive– Help the company keep up with Help the company keep up with
technologytechnology– Prevent employees from being Prevent employees from being
overworkedoverworked– Help the company stay Help the company stay
in compliance with in compliance with government regulationsgovernment regulations
Nuts and boltsNuts and bolts
• What is analyzed?What is analyzed?– Work activitiesWork activities– Working conditionsWorking conditions
• Supervisors Supervisors • LocationLocation• Work scheduleWork schedule
– Machines and equipmentsMachines and equipments
Nuts and boltsNuts and bolts
• What is analyzed? (contd.)What is analyzed? (contd.)– Job performanceJob performance
• OperationsOperations• StandardsStandards• TimeTime
– Experience, training, and skillsExperience, training, and skills– Supervision and promotion patternsSupervision and promotion patterns– Products/services completedProducts/services completed
Nuts and BoltsNuts and Bolts
• Who is involved in the job analysis?Who is involved in the job analysis?– ManagementManagement– SupervisorsSupervisors– Job analystsJob analysts– Job incumbent Job incumbent
(person holding(person holding
the position)the position)– ConsultantsConsultants
Methods of Job AnalysisMethods of Job Analysis
1. Observation1. Observation
2. Interview2. Interview– IndividualIndividual– GroupGroup
3. Questionnaires3. Questionnaires
4. Diary or log book4. Diary or log book
5. Technical Conference5. Technical Conference
6. Critical Incident Technique6. Critical Incident Technique
Methods of Job AnalysisMethods of Job Analysis
1. Observation Method1. Observation Method– Analyst observes incumbent Analyst observes incumbent
• DirectlyDirectly• Indirectly, e.g., VideotapeIndirectly, e.g., Videotape
– Useful when job is fairly routineUseful when job is fairly routine– Workers may not perform to Workers may not perform to
expectations expectations
Methods of Job AnalysisMethods of Job Analysis
2. Interview Method2. Interview Method– IndividualIndividual
• Several workers are interviewed Several workers are interviewed individuallyindividually
• The answers are consolidated into a The answers are consolidated into a single job analysis.single job analysis.
– GroupGroup• Employees are interviewed Employees are interviewed
simultaneouslysimultaneously• Group conflict may cause this method Group conflict may cause this method
to be ineffective.to be ineffective.
Methods of Job AnalysisMethods of Job Analysis
3. Questionnaires3. Questionnaires– Employees answer questions Employees answer questions
about the job’s tasks and about the job’s tasks and responsibilities.responsibilities.
– Each question is answered using Each question is answered using a scale that rates the importance a scale that rates the importance of each task.of each task.
Methods of Job AnalysisMethods of Job Analysis
• Questionnaires (contd.)Questionnaires (contd.)– Position Analysis Questionnaire (PAQ)Position Analysis Questionnaire (PAQ)
• A structured, behavioral questionnaireA structured, behavioral questionnaire• 194 items in 6 categories194 items in 6 categories
– Information inputInformation input– Mental processesMental processes– Work outputWork output– RelationshipsRelationships– Job contextJob context– Other characteristicsOther characteristics
Methods of Job AnalysisMethods of Job Analysis
4. Diary Method4. Diary Method– Employees record information into Employees record information into
diaries of their daily tasksdiaries of their daily tasks• Record the time it takes to complete tasksRecord the time it takes to complete tasks
– Must be over a period of several Must be over a period of several weeks or monthsweeks or months
Methods of Job AnalysisMethods of Job Analysis
5. Technical Conference Method5. Technical Conference Method– Uses experts to gather information Uses experts to gather information
about job characteristics.about job characteristics.
Methods of Job AnalysisMethods of Job Analysis
6. 6. Critical Incident Technique (CIT):Critical Incident Technique (CIT):
End users are asked to identify specific End users are asked to identify specific incidents which they experienced incidents which they experienced personally and which had an important personally and which had an important effect on the final outcome. The effect on the final outcome. The emphasis is on incidents rather than emphasis is on incidents rather than vague opinions. The context of the vague opinions. The context of the incident may also be elicited or draw incident may also be elicited or draw out. Data from many users is collected out. Data from many users is collected and analyzed.and analyzed.
Methods of Job AnalysisMethods of Job Analysis
• Critical Incident Technique (CIT)Critical Incident Technique (CIT)– Takes past incidents of good and bad Takes past incidents of good and bad
behaviorbehavior– Organizes incidents into categories Organizes incidents into categories
that match the job they are related to that match the job they are related to
• Involves 4 stepsInvolves 4 steps
Methods of Job AnalysisMethods of Job Analysis
CIT stepsCIT steps1.1. Brainstorm and create lists of Brainstorm and create lists of
dimensions of job behaviorsdimensions of job behaviors2.2. List examples of effective and List examples of effective and
ineffective behavior for each ineffective behavior for each dimensiondimension
3.3. Form a group consensus on Form a group consensus on whether each incident is whether each incident is appropriately categorizedappropriately categorized
4.4. Rate each incident according to its Rate each incident according to its value to the companyvalue to the company
How It WorksHow It Works
• Conducting the job analysisConducting the job analysis– Know the purposeKnow the purpose– Gather Information about jobs to be Gather Information about jobs to be
analyzedanalyzed• BooksBooks• ChartsCharts• Trade union literatureTrade union literature• Government agency literatureGovernment agency literature
– Use employee inputUse employee input
How It WorksHow It Works
• Conducting the job analysis (ctnd.)Conducting the job analysis (ctnd.)– Choose an efficient method of Choose an efficient method of
collecting information collecting information – Gather information from Gather information from
employee/supervisor about the jobemployee/supervisor about the job– Draft a job descriptionDraft a job description– Obtain supervisor approvalObtain supervisor approval
A Real World ExampleA Real World Example
• The Department of LaborThe Department of Labor– Job analyst uses observation and Job analyst uses observation and
interview methods to gather interview methods to gather information about an employeeinformation about an employee
– Information organized into 3 Information organized into 3 categoriescategories• DataData• PeoplePeople• ThingsThings
A Real World ExampleA Real World ExampleWork Functions
Data People Things
0. Synthesizing 0. Mentoring 0. Setting up
• Coordinating 1. Negotiating 1. Precision work
• Analyzing 2. Instructing 2. Operating
• Compiling 3. Supervision 3. Driving
• Computing 4. Diverting 4. Manipulating
• Copying 5. Persuading 5. Tending
• Comparing 6. Speaking 6. Feeding
7. Serving 7. Handling
8. Helping
*U.S. Department of Labor, Dictionary of Occupational Titles, 4th ed. Revised (Washington, D.C.: Government Printing Office, 1991), p.xix.
SummarySummary
• Job analysis is an effective Job analysis is an effective approach to gathering information approach to gathering information about jobsabout jobs
• There are 6 popular techniques to There are 6 popular techniques to conducting job analysesconducting job analyses
• Job analysis is directly related to Job analysis is directly related to nearly every function of Human nearly every function of Human Resource departments in Resource departments in organizationsorganizations
Specialized to Enlarged JobsSpecialized to Enlarged Jobs
• Job enlargementJob enlargement– Assigning workers additional same level Assigning workers additional same level
activities, thus increasing the number of activities, thus increasing the number of activities they perform.activities they perform.
• Job enrichmentJob enrichment– Redesigning jobs in a way that increases the Redesigning jobs in a way that increases the
opportunities for the worker to experience opportunities for the worker to experience feelings of responsibility, achievement, feelings of responsibility, achievement, growth, and recognition.growth, and recognition.
ReferencesReferences
Cascio, Wayne F. Cascio, Wayne F. Managing Human Resources.Managing Human Resources. New York: New York: McGraw-Hill, Inc., 1992.McGraw-Hill, Inc., 1992.
DeCenzo, David A. and Stephen P. Robbins. DeCenzo, David A. and Stephen P. Robbins. Human Human Resource Management. Resource Management. New York: John Wiley & Sons, New York: John Wiley & Sons, 1999.1999.
Gomez-Mejia, Luis R. and David B. Balkin. Gomez-Mejia, Luis R. and David B. Balkin. Managing Managing Human Resources.Human Resources. Upper Saddle River: Prentice- Hall, Upper Saddle River: Prentice- Hall, Inc., 2001.Inc., 2001.
U.S. Department of Labor. U.S. Department of Labor. Dictionary of Occupational Dictionary of Occupational Titles, 4Titles, 4thth ed. Revised ed. Revised (Washington, D.C.: Government (Washington, D.C.: Government Printing Office, 1991), p. xix.Printing Office, 1991), p. xix.
