Job Analysis and
Competency Modelling
nd
2 Chapter
Job Analysis
• Job analysis refers to a systematic process of collecting all
information about a specific job, including skill requirements,
roles, responsibilities and processes in order to create a valid
job description.
• Job analysis also gives an overview of the physical, emotional &
related human qualities required to execute the job successfully.
• Edwin B. Flippo, “Job analysis is the process of studying and
collecting information relating to the operations and
responsibilities of a specific job.”
• Blum, “A job analysis is an accurate study of the various
components of a job. It is concerned not only with an analysis of
the duties and conditions of work, but also with the individual
qualifications of the worker.”
Purpose of job analysis
• The purpose of a job analysis is to systematically gather
information about a job's duties, responsibilities, and
requirements to inform various human resources functions like
recruitment, compensation, performance appraisal, and training.
• Job Analysis plays an important role in recruitment and
selection, job evaluation, job designing, deciding compensation
and benefits packages, performance appraisal, analyzing
training and development needs, assessing the worth of a job
and increasing personnel as well as organizational productivity.
Purpose of job analysis
Purpose of job analysis
• Recruitment and Selection: Job Analysis helps in determining
what kind of person is required to perform a particular job. It
points out the educational qualifications, level of experience
and technical, physical, emotional and personal skills required
to carry out a job in desired fashion. The objective is to fit a
right person at a right place.
• Performance Analysis: Job analysis is done to check if goals
and objectives of a particular job are met or not. It helps in
deciding the performance standards, evaluation criteria and
individual’s output. On this basis, the overall performance of an
employee is measured and he or she is appraised accordingly.
Purpose of job analysis
• Training and Development: Job Analysis can be used to
assess the training and development needs of employees. The
difference between the expected and actual output determines
the level of training that need to be imparted to employees. It
also helps in deciding the training content, tools and
equipment's to be used to conduct training and methods of
training.
• Compensation Management: Of course, job analysis plays a
vital role in deciding the pay packages and extra perks and
benefits and fixed and variable incentives of employees. After
all, the pay package depends on the position, job title and
duties and responsibilities involved in a job. The process
guides HR managers in deciding the worth of an employee for
a particular job opening.
Purpose of job analysis
• Job Designing and Redesigning: The main purpose of job
analysis is to streamline the human efforts and get the best
possible output. It helps in designing, redesigning, enriching,
evaluating and also cutting back and adding the extra
responsibilities in a particular job. This is done to enhance the
employee satisfaction while increasing the human output.
Therefore, job analysis is one of the most important functions of
an HR manager or department. This helps in fitting the right kind
of talent at the right place and at the right time.
Methods of job analysis
1. Observation Method
• An analyst watches an employee while they perform their job.
• They may shadow the employee for several days, attending
meetings and seeing their daily tasks.
• The analyst takes detailed notes on:
• Tools and equipment used
• Time spent on tasks
• Interaction with coworkers
• Purpose: Understand the essential functions of the role from
real behavior.
Methods of job analysis
2. Interview Method
• An analyst asks employees questions about their job.
• The goal is to learn about:
• Systems and processes used
• Skills applied to complete tasks
• Methods employees use to perform their work
• Multiple employees in the same role may be interviewed for a
broader perspective.
• Purpose: Understand the role from the employee’s point of
view.
Methods of job analysis
3. Questionnaire Method
• Analysts prepare a list of questions for employees about their
jobs.
• They may also ask managers or team members for their
perspective.
• Questions usually cover:
• Daily tasks and time spent
• Job priorities
• How tasks are effectively performed
• Purpose: Gather structured information and identify gaps
between expectations and reality.
Methods of job analysis
4. Diary Method
• Employees record their daily activities over a period (like a week).
• They note what they did and how much time was spent on each
task.
• Purpose: Provides an objective record of work patterns and can
highlight areas to improve time or focus.
5. Functional Job Analysis Method
• A formal, structured approach to analyze a job.
• Combines multiple methods (observation, interviews,
questionnaires, etc.) to get a complete picture of the role.
• Focuses on quantitative evaluation, measuring tasks and
responsibilities in a systematic way.
Methods of job analysis
• Helps identify:
• Individual limitations (skills, abilities of the person)
• Technical limitations (tools, systems, processes needed)
• Purpose:
• Develop accurate job descriptions
• Design job postings that reflect actual role requirements
• Suggest changes or improvements to the role
Competency model
• A competency model is a set of guidelines that define the skills,
knowledge, and abilities (KSAs) required for an employee to
perform their job successfully.
• Competency modeling is typically used by the human resources
department of an organization to screen and evaluate candidates
during recruitment, in an effort to meet the company's objectives.
• It outlines both the technical and behavioral competencies
necessary to perform a job effectively, guiding areas such as
recruitment, performance evaluations, training, and employee
development.
Types of Competency Models
• Competency models are created by analyzing the job roles within an
organization and determining the key competencies needed for each.
These competencies are then used to guide hiring decisions,
employee training, and career development.
1. Job competency model
• A job competency model defines the specific skills, knowledge, and
behaviors required for success in a particular role within an
organization. This model is tailored to the responsibilities and tasks of
an individual job position and ensures that employees have the
necessary competencies to perform their duties effectively.
• Example: The job competency model for a sales representative might
include competencies such as sales skills, customer relationship
management, negotiation, and product knowledge.
• Purpose: This model helps organizations hire the right candidates,
develop targeted training programs, and conduct performance
evaluations for specific roles.
Types of Competency Models
2. Organizational competency model
• An organizational competency model outlines the core
competencies that are important for all employees, regardless of
their specific role or department. These competencies align with
the organization’s overall culture, mission, and strategic
objectives.
• Example: Competencies such as teamwork, communication,
and alignment with company values are included in an
organizational competency model.
• Purpose: It fosters a unified organizational culture and ensures
that all employees, no matter their role, contribute to the
company’s broader goals.
Types of Competency Models
3. Functional competency model
• A functional competency model focuses on the competencies
required within a specific function or department. It emphasizes
the technical knowledge and specialized skills needed to perform
effectively in a particular area of the business.
• Example: In an IT department, functional competencies might
include software development, cybersecurity, or network
management.
• Purpose: This model ensures that employees within a particular
department have the functional and technical skills necessary for
their roles and contributes to the overall effectiveness of that
department
Types of Competency Models
4. Leadership competency model
• A leadership competency model focuses on the competencies
required for employees in managerial or leadership roles. It
emphasizes the abilities needed to lead teams, make strategic
decisions, and drive organizational success.
• Example: Leadership competencies may include strategic thinking,
decision-making, emotional intelligence, and team management.
• Purpose: This model is crucial for developing current and future
leaders within the organization, ensuring they possess the necessary
skills to guide their teams and make impactful decisions.
• Related Resources
Key Elements of a Competency Model
Key Elements of a Competency Model
1. Core competencies:
Core competencies are the foundational skills and behaviors that are
essential for all employees within an organization, regardless of their
specific role or department. These competencies reflect the company’s
values, culture, and overall business strategy, and are crucial for ensuring
that all employees align with the organization’s goals.
Examples of core competencies include:
• Communication: The ability to convey information clearly and effectively
to different audiences.
• Adaptability: The capacity to adapt to change and challenges in the
workplace with a positive attitude.
• Customer Focus: A commitment to understanding and meeting the needs
of both internal and external customers.
Key Elements of a Competency Model
2. Functional and technical competencies:
Functional skills and technical competencies are specific to particular
organizational roles, departments, or functions. These competencies reflect
the technical knowledge, skills, and abilities required to perform specific
tasks effectively.
Examples of functional and technical competencies include:
• Project Management: Skills in planning, executing, and overseeing
projects to meet specific objectives for a project manager or team leader.
• Data Analysis: The ability to gather, interpret, and utilize data to inform
decisions and solve problems for data-driven companies.
• Software Proficiency: Knowledge and skills in using specific software
applications relevant to the role (e.g., CRM tools, programming
languages).
Key Elements of a Competency Model
3. Behavioral competencies:
Behavioral competencies refer to interpersonal skills and personal
attributes that influence how employees interact with others and
manage their own work behavior. These competencies are crucial for
fostering effective communication, collaboration, and leadership in the
workplace.
Examples of behavioral competencies include:
• Emotional Intelligence: The ability to recognize, understand, and
manage one’s emotions and the emotions of others.
• Teamwork: Effectively working and collaborating with others to
achieve common goals.
• Accountability: Taking responsibility for one’s actions and delivering
on commitments.
Key Elements of a Competency Model
4. Leadership competencies:
Leadership competencies focus on the skills and behaviors necessary
for employees in management or leadership roles. These
competencies include strategic thinking, decision-making, and the
ability to inspire and guide teams toward achieving organizational
objectives.
Examples of leadership competencies include:
• Strategic Thinking: The ability to envision the big picture and create
long-term plans to meet organizational goals.
• Decision-Making: Making informed and effective choices, even in
complex or uncertain situations.
• Coaching and Mentoring: Guiding and developing team members
to help them grow and reach their full potential.
Thank You