Human Resource
Management
JOB ANALYSIS
JOB ANALYSIS
Job analysis is the process of collecting and
understanding information about a job, including its
tasks, responsibilities, required skills, and work
environment. It helps HR in hiring, training, and
evaluating employees.
OBJECTIVES OF JOB ANALYSIS
1. To define job roles and responsibilities
clearly.
2. To assist in recruitment and selection by
identifying job requirements.
3. To determine training and development
needs.
4. To support performance appraisal systems.
5. To e n s u re fa i r co m p e n s at i o n a n d j o b
evaluation.
COMPONENTS OF
JOB ANALYSIS
a. JOB DESCRIPTION
JOB DESCRIPTION: (What the job involves?)
A written statement that describes the duties,
responsibilities, working conditions, and other job-
related aspects.
Key elements:
Job Title
Job Summary
Duties & Responsibilities
Reporting Relationships
Working Conditions
b. JOB SPECIFICATION
JOB SPECIFICATION : (Who is fit for the job?)
A detailed statement of the required qualifications,
skills, experience, and personal characteristics needed
to perform the job.
Key elements:
Educational Qualifications
Experience Requirements
Skills & Abilities
Physical & Mental Requirements
Personality Traits
PROCESS OF JOB ANALYSIS
PROCESS OF JOB ANALYSIS
1. Determine Purpose (Why do we need job analysis?)
Example: A school wants to hire a Math Teacher but is
unsure what qualifications and experience are needed.
The principal asks HR to conduct job analysis.
2. Collect Data (Gather job-related information)
Example: HR talks to existing teachers, observes how they
conduct classes, and asks them to fill out a questionnaire
about their daily tasks.
PROCESS OF JOB ANALYSIS
3. Analyze Information (Organize and understand the data)
Example: HR finds that a Math Teacher must plan lessons, teach
students, give homework, and assess performance. They create a
list of responsibilities and required qualifications.
4. Verify & Review (Check for accuracy)
Example: HR discusses the job details with the Head of the Math
Department, who suggests adding "experience with online
teaching tools" as an important skill.
PROCESS OF JOB ANALYSIS
5. Document & Implement (Finalize and use the information)
Example: The job description for Math Teacher is finalized and
posted on the school's website for hiring.
IMPORTANCE OF JOB
ANALYSIS IN HRM
Importance of Job Analysis in HRM
1. Helps in workforce planning and recruitment.
2. Assists in performance management and
evaluation.
3. Supports compensation and benefits decisions.
4. Identifies training and development needs.
5. Enhances employee career planning and
succession planning.
6. Improves organizational efficiency and job
satisfaction.
METHODS OF JOB ANALYSIS
METHODS OF JOB ANALYSIS
1. Observation Method
2. Interview Method
3. Questionnaire Method
4. Work Log Method
5. Critical Incident Technique
6. Functional Job Analysis (FJA)
METHODS OF JOB ANALYSIS
1 . O B S E RVAT I O N M E T H O D – H R o b s e r v e s
employees performing tasks.
Example 1: HR watches a cashier at a supermarket
to see how they scan products, handle payments,
and interact with customers.
Example 2: HR observes a security guard at the
office to note how they check visitor IDs and
monitor CCTV cameras.
METHODS OF JOB ANALYSIS
2. INTERVIEW METHOD – Employees are asked
about their job responsibilities.
Example 1: HR interviews a hospital nurse to
understand their daily duties, such as checking
patients, giving medicine, and updating medical
records.
Example 2: HR asks a school teacher about their
lesson planning, student assessments, and
classroom management.
METHODS OF JOB ANALYSIS
3. QUESTIONNAIRE METHOD – A structured
questionnaire is used to gather job-related
details.
Example 1: A software engineer fills out a form
detailing their programming tasks, project
deadlines, and teamwork responsibilities.
Example 2: A restaurant waiter answers questions
about their duties, including taking orders, serving
food, and handling customer complaints.
METHODS OF JOB ANALYSIS
4. WORK LOG METHOD – Employees maintain a
daily work record.
Example 1: A sales executive keeps a log of client
meetings, sales calls, and follow-ups to track their
daily activities.
Example 2: A delivery driver records the number
of deliveries completed, distance traveled, and
time taken for each delivery.
METHODS OF JOB ANALYSIS
5. CRITICAL INCIDENT TECHNIQUE – Focuses on
identifying key job-related incidents.
Example 1: A customer service manager records
specific incidents where employees successfully
handled difficult customers or resolved major
complaints.
Example 2: A firefighter reports cases where quick
decision-making saved lives or prevented major
damage.
METHODS OF JOB ANALYSIS
6. FUNCTIONAL JOB ANALYSIS (FJA) – Breaks down
jobs based on worker functions.
Example 1: HR analyzes a factory worker’s job by
separating tasks into physical work (operating
machines), mental work (reading instructions), and
i nte r p e rs o n a l s k i l l s ( c o o rd i n at i n g w i t h te a m
members).
Example 2: HR evaluates a librarian’s job by dividing
tasks into organizing books (physical), categorizing
books in the system (mental), and assisting students
with research (interpersonal).
Advantages and Disadvantages
of Job Analysis
Advantages of Job Analysis
1. Helps in Hiring the Right Person – Ensures better
job fit.
2. Improves Employee Training – Provides a clear
guide for training programs.
3. Fair Compensation and Benefits – Helps set
salaries based on job responsibilities.
4. Enhances Performance Evaluation – Creates clear
evaluation criteria.
5. Helps in Job Redesign – Allows modification of job
roles for efficiency.
Disadvantages of Job Analysis
1. Time-Consuming Process – Requires extensive
research and analysis.
2. Expensive – Costs increase if external consultants
are hired.
3. Resistance from Employees – Some employees
may not cooperate.
4. Frequent Job Changes – Technology and market
trends make job descriptions outdated quickly.
5. Potential Bias in Data Collection – Employees may
exaggerate or hide details.