what-is-job-analysis

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What is Job Analysis? What is Job Analysis?

Job Analysis is a process step to:

Understand the position for content &clarity

² Identify and clarify boundaries between jobs

² Define and cluster tasks required to performa job.

Identify activities, competencies andaccountabilities associated with the job.

Normal job to be analyzed, not the jobholder or the additional portfolio·s he couldbe handling and not the job as it should be.



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ORG ANISATI O N & J OB ORG ANISATI O N & J OB

Jobs are representations of the manner in which an

organisation is resourcing itself in order to achieveits strategy or mission.

Organization

Mission

Strategic Plan

Organization

Structure

Jobs



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C O N CEP T OF TH E J OB C O N CEP T OF TH E J OB

JOBS : Are basic units of an organisation structure Belong to the organisation Are results oriented Are dynamic



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L INKAG E B E TW EE N ORG ANISATI O N & J OB S L INKAG E B E TW EE N ORG ANISATI O N & J OB S

Jobs are therefore: the basic units of an organisational structure

(The Building Blocks)

the link between an individual and the organisation(Employee/Employer)

the bridge between people and what is expected ofthem(Their Work)

designed independent of the person doing the job atthat point in time



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WHY ANAL YS E J OB S? WHY ANAL YS E J OB S?

JOBS HAVE A RELATIVE VALUE

Every job has a relative value

In order to understand that relative value we needto understand that job.

Getting the internal relativity of jobs is an importantaspect of people management.



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WHAT IS J OB ANAL YSIS ? WHAT IS J OB ANAL YSIS ?

It is a process of:-

understanding the ´whatµ and ´whyµ of work beingdone

gathering facts that would enable others to makejudgements about the work being done



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C O N CEP T OF J OB ANAL YSIS C O N CEP T OF J OB ANAL YSIS

To consider a job·s contents so as to facilitate theunderstanding of its characteristics:

² Purpose & accountabilities in the organisation

-- are characteristics of jobs² Style, approach, performance

-- are characteristics of people

Jobs exists to be done independently of the person

undertaking it at any point of time.



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J OB ANAL YSIS J OB ANAL YSIS

When an individual moves on, he takes alongwith him, his:² managerial style² problem solving ability and

² performance. What he leaves behind is his:

² functions,² scope of work and

² accountabilities

In other words, HIS JOB REMAINS.



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J OB ANAL YSIS IS «.J OB ANAL YSIS IS «.

NOT

A personal analysis

A performance appraisal



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J OB ANAL YSIS J OB ANAL YSIS

TWO BASIC RULES:

² We will not analyse the strengths and weaknesses ofthe incumbent holding the job

² We will analyse the value contribution of the job tothe organisation, as if it is being performed at thenormal level



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RU L E OF TH UMB O N J OB ANAL YSIS RU L E OF TH UMB O N J OB ANAL YSIS

Job Analysis is therefore about

Jobs not people Facts not judgement

Analysis not lists Jobs as they are now



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WHY ANAL YS E J OB S? WHY ANAL YS E J OB S?

WHY IS IT IMPORTANT?

To the RECRUITER

To the TRAINER

To the ASSESSOR To the CAREER PLANNER

To the ORGANISATION PLANNER

To the JOB EVALUATOR

More so for The LINE MANAGER

The CHIEF EXECUTIVE

The JOBHOLDER



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E ND R E S U L T OF J OB ANAL YSIS P RO CE SS E ND R E S U L T OF J OB ANAL YSIS P RO CE SS

JOBDESCRIPTION



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WHAT MU ST A J OB D E S C R I P TI O N C OV E R ? WHAT MU ST A J OB D E S C R I P TI O N C OV E R ?

Why does this job exist? Where does it fit in the organisation and how does it relate to

other jobs?

What precisely is it expected to achieve?

On what area does it have an effect and what is the nature ofimpact?

What specialist skills (practices, techniques, disciplines) of allsorts are needed to do the job? How deep must they beand/or how broad?

What elements of planning, organising, evaluating, innovatingetc. are present, and what do they add up to?

What has to be managed and what managerial skills does thisimply?



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The E L E M E NTS OF J OB D E S C R I P TI O N The E L E M E NTS OF J OB D E S C R I P TI O N

Job Purpose

Job Context & Major Challenges

Principal Accountabilities

Organizational Relationships



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J OB P UR P O S E J OB P UR P O S E

A short and accurate statement describing the mainpurpose of the job.

It is generally in the form of a single sentence andanswers questions such as:

² What part of the organisation's total purpose isaccomplished by this job ?

² What is the unique contribution to the organisation ?

² What would not get done if this job does not exist andwhy do we need this job?



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EX AM P L E S OF J OB P UR P O S E EX AM P L E S OF J OB P UR P O S E

Production

Shift

Supervisor

Applications

Designer

What does he

do?

Coordinates. Designs

What does it

affect?

A Production team

in the plant.

Conceptual technical

design for projects

Why does he doit?

To achieve output

targets within set

safety and quality

standards.

To ensure designs

conform to agreed

company·s standards.



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Sales Manager:Plan, organise and control selling operations in order to achievetargeted sales turnover with reduced and controlled overheadcosts

Human Resource Manager:

Formulate and develop human resource policies and proceduresto ensure effective staff development, recruitment andselection, reward practice and benefits to support companygoals and strategies

Plant Manager:Plan and control overall plant operations so as to ensureoptimum production at desired quality level within thetargeted budgets



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Finance Controller:Support the Chief Financial Officer in the development andimplementation of both short and long-term business plans andensure appropriate financial controls are emplaced.

Chief Internal Auditor:

Establish and administer financial operational auditingpolicies, procedures and programmes to ensure compliance,controls to safeguard assets, promotes integrity andoperational effectiveness

Head, Retail Banking:Plan, organise and manage all activities of Retail Banking tomaximise growth, quality and profit potential of asset, liabilitythrough pricing, servicing and promotions.



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S OM E MOR E E G S. J OB P UR P O S E S OM E MOR E E G S. J OB P UR P O S E

Production Manager:Plan and control all production management activities toensure that output, quality and customer service targets andstandards are achieved

Project Engineer:

Perform engineering works and project management tasksinvolving investigations and surveys, to ensure timeliness andquality of project completion

Regional Sales Manager:Plan and control regional sales effort to achieve sales volumeand contribution targets

Retail Marketing Analyst:Provide annual and monthly forecasts of retail sales on thebasis of given assumptions to assist in generating short andlong-term plans.



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J OB C O NT EX T & M AJ OR C HALL E N G E S J OB C O NT EX T & M AJ OR C HALL E N G E S

Provide examples of the major challenges or mostdifficult types of problems faced in performing thejob. Look at this in the functional context, businessor external context of the job. Examples:

Maintaining market share in a difficult and highlycompetitive environment where the advantages ofproducts are long term and the immediate capitalcosts are higher than competitors² Motivating and coaching workforce in an environment

of deteriorating industrial relation.² Maintaining cost competitiveness of a plant which has

outdated equipment



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J OB C O NT EX T & M AJ OR C HALL E N G E S J OB C O NT EX T & M AJ OR C HALL E N G E S

Do not give annoyances or irritants!

BAD EXAMPLES² Have to walk to the store to buy my own

pencils because purchasing departmentnever buys the right kind² Cannot meet the deadline because not

enough staff² The budgets cannot be met because of

low morale and low pay



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Statements of end results or outputsStatements of end results or outputsrequired of the jobrequired of the job

T hey must answer questionsT hey must answer questions

´What are the main areas in which´What are the main areas in whichthis job must get results in order tothis job must get results in order to

achieve its purpose?µachieve its purpose?µ

[VERB]+[OBJECTIVE]+[IMPACT ][VERB]+[OBJECTIVE]+[IMPACT ]

P R IN C I P AL ACC OU NTAB I L ITI E S P R IN C I P AL ACC OU NTAB I L ITI E S



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The main characteristics are

Represent output Focus on results Focus on what is required Specify results Timeless



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��Describe ¶HowµDescribe ¶Howµ��ListList

��May ChangeMay Change��InputsInputs

Distinctions between a task and accountabilityDistinctions between a task and accountability

T AST ASKK

ACCOUNT ABILITYACCOUNT ABILITY

��Describe ¶What·Describe ¶What·��ConciseConcise

��FocusFocus��Control results/outputControl results/output




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Example:Principal Accountability of

Sales Manager

Ensure agreed sales targets are achieved throughconsolidating present clients and identifying new customersin order to meet the business objectives of theorganisation.

Example: Principal Accountability of Production Manager Ensure achievement of planned production targets to meet

customers· expectations through identifying, evaluating andinitiating new production processes so as to ensure theoptimum use of resources.



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ACCOUNT ABILITIES

Achieve agreed sales target

Ensure successful launching

of XYZ new products

SUPPORTING ACTIONSIt is achieved by

Maintaining present market Identification of new clients

Marketing efforts throughcold calls, response toenquiries cross selling

Regular meeting with product

development Solicit feedback from clients Track competitors



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Typical Example for a Marketing Manager:

Develop and recommend pricing policies and discountstructures which enable the achievement of company

profit targets

Ensure that marketing plans and objectives are metwithin agreed levels of expenditure and takecorrective action as necessary



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ObjectivesObjectives Action PlansAction Plans Result/OutcomeResult/Outcome

1. T o increase market share of1. T o increase market share ofXYZ productXYZ product

2. T o improve skills of marketing2. T o improve skills of marketingexecutiveexecutive

3. T o monitor market trends,3. T o monitor market trends,competitors etc..competitors etc..

�� Increase promotions/Increase promotions/advertisingadvertising

��Aggressive sales policyAggressive sales policy�� PricingPricing

�� Incentives to distributorsIncentives to distributors

�� T rainingT raining�� CoachingCoaching�� MentoringMentoring

�� NetworkingNetworking�� Study market reportsStudy market reports

Higher SalesHigher Sales

Better trainedBetter trainedstaffstaff

Reports onReports onmarket trendmarket trend




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Position: Internal Audit Manager² Objectives:

» Ensure smooth and efficient flow of work processes» Ensure branches follow guidelines, policies and procedures;» Examine efficiency of workflow;

» Ensure integrity by investigating fraud cases ;

² Supporting Actions :» Conduct audits, surveys, investigations, observations, physical

verifications, etc..

² Results/Outcomes:» Reports, improvements, trained staff etc...




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Where does the job stand within the organisation ?Where does the job stand within the organisation ?

Who are the peersWho are the peersWhom does this jobWhom does this jobreport to?report to?

Who are theWho are thesubordinatessubordinatesand what areand what are

theirtheirresponsibilities?responsibilities?

ORG ANISATI O NAL R E L ATI O NSHI P S ORG ANISATI O NAL R E L ATI O NSHI P S



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Action Verb

�� DirectDirect

�� Recruit, HireRecruit, Hire

�� EnsureEnsure

Results

�� So that productSo that product

procedures are enforcedprocedures are enforced

�� T o provide a continuingT o provide a continuingsales teamsales team

�� In order that customersIn order that customersmay be supplied on timemay be supplied on time

Object

�� Work of staff Work of staff

�� Sales staff Sales staff

�� ProductionProductionqualities arequalities are

producedproduced


A typical structure

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