Module3:
Job Analysis: Concept, Uses
Concept of Job Analysis
Job Analysis is a systematic process of collecting, studying, and organizing information
about a job. It focuses on what the job involves, how it is performed, why it is done,
and what qualifications are required to perform it successfully.
It provides detailed information about:
• Job duties and responsibilities
• Tools, machines, and materials used
• Skills, knowledge, and abilities required
• Working conditions and job hazards
Uses of Job Analysis:
Job analysis is useful in many areas of Human Resource Management:
1. Recruitment and Selection
Helps in identifying the right type of candidates by specifying required
qualifications and skills.
2. Training and Development
Identifies training needs by comparing job requirements with employee
capabilities.
3. Job Evaluation and Wage Fixation
Helps in determining the relative worth of a job and fixing fair wages.
4. Performance Appraisal
Provides standards against which employee performance can be measured.
5. Placement and Promotion
Assists in proper placement of employees and planning promotions.
6. Health and Safety
Identifies job hazards and working conditions to ensure employee safety.
7. Human Resource Planning
Helps in forecasting future manpower requirements.
Job Description, Job Specification:
Job Description
Job Description is a written statement that explains what a job is, what work is done,
and how it is done.
Contents of Job Description
• Job title
• Department / location
• Duties and responsibilities
• Nature of the job
• Working conditions
• Reporting authority
• Tools, machines, or equipment used
Importance of Job Description
• Helps in recruitment and selection
• Clarifies duties and responsibilities
• Useful for training and performance appraisal
• Avoids role confusion
Example
A clerk is responsible for maintaining records, handling files, and assisting office work
under the supervision of the office manager.
Job Specification
Job Specification is a statement that describes the qualifications and qualities required
to perform a job efficiently.
Contents of Job Specification
• Educational qualifications
• Experience
• Skills and abilities
• Physical and mental requirements
• Age and health requirements
• Personal traits (honesty, leadership, communication skills)
Importance of Job Specification
• Helps in selecting the right candidate
• Acts as a standard for recruitment
• Assists in training and development
• Improves job performance
Example
The clerk should be a graduate, have basic computer knowledge, good communication
skills, and at least one year of experience.
Difference Between Job Description and Job Specification
Basis Job Description Job Specification
Focus Job Person
Answers What the job is Who should do the job
Includes Duties, responsibilities Qualification, skills
Nature Job-oriented Person-oriented
Methods of collecting Job Analysis Data, Job Evaluation:
1. Methods of Collecting Job Analysis Data
Job analysis is the process of collecting information about a job’s duties, responsibilities,
skills, and working conditions. The main methods are:
1. Observation Method
• The analyst directly observes employees while they perform their jobs.
• Best suited for manual and routine jobs (e.g., factory workers).
• Limitation: Not suitable for managerial or mental jobs.
2. Interview Method
• Information is collected by interviewing job holders or supervisors.
• Can be structured or unstructured.
• Advantage: Provides detailed and accurate information.
• Limitation: Time-consuming and may be biased.
3. Questionnaire Method
• Job-related questions are given to employees in written form.
• Employees fill and return them.
• Advantage: Economical for large organizations.
• Limitation: Responses may be incomplete or unclear.
4. Diary or Log Method
• Employees maintain a daily record of activities performed on the job.
• Useful for understanding regular and irregular tasks.
• Limitation: Depends heavily on the employee’s honesty and accuracy.
5. Critical Incident Method
• Focuses on recording important job behaviors that lead to success or failure.
• Helps in identifying key job requirements.
• Limitation: Does not give a complete job picture.
6. Technical Conference Method
• Information is collected from supervisors and technical experts.
• Job holders are not directly involved.
• Limitation: May ignore the actual experience of workers.
2. Job Evaluation
Meaning of Job Evaluation
Job evaluation is a systematic process of determining the relative worth of jobs within
an organization. It helps in establishing a fair and equitable wage structure.
Objectives of Job Evaluation
• To ensure equal pay for equal work
• To remove wage inequalities
• To provide a basis for salary fixation and revision
• To improve employee morale and satisfaction
Methods of Job Evaluation
A. Non-Analytical Methods
1. Ranking Method
• Jobs are ranked from highest to lowest based on importance.
• Simple and easy to use.
• Suitable for small organizations.
2. Job Classification (Grading) Method
• Jobs are grouped into predetermined grades or classes.
• Each grade has a salary range.
• Widely used in government organizations.
B. Analytical Methods
1. Point Rating Method
• Jobs are evaluated based on factors like skill, effort, responsibility, and working
conditions.
• Each factor is assigned points.
• More scientific and accurate.
2. Factor Comparison Method
• Jobs are compared factor by factor with key jobs.
• Combines ranking and point methods.
• Complex but reliable.