JOB ANALYSIS
INTRODUCTION
One of the main problem in Manpower Planning is
determining manpower requirements.
Detailed knowledge of nature & requirements of
jobs to be filled is needed to determine the kind of
people needed . This knowledge we can get
through job analysis.
Job analysis:
Job- collection of tasks, duties & responsibilities
which are regarded as regular assignments to
individual employees.
Job Analysis :
‘ It is a procedure by which pertinent information is
obtained about a specific job i.e. it’s a detailed study of
information relating to operations & responsibilities of
a specific job.”………………………………….Flippo
Job analysis
“It is a process of getting information about jobs:
specially what the worker does; how he gets it done
; why he does it; skill, education & training
required ;relationship to other jobs; physical
demands.”
Job analysis also gives importance to the relation of
one job to others in the organization.
OBJECTIVES OF JOB ANALYSIS:
The initial objective of job analysis is to decide
whether the job under study is really needed by the
organization
Its aim is to determine information about the job
under two categories-
a) Primary Job Requirements- Job Analysis aims to
gather information relating to duties &
responsibilities of the job.
b) Secondly, it aims to gather information for
determining the knowledge, skills & abilities
required for a person to meet the job requirements
OBJECTIVES OF JOB ANALYSIS:
Job analysis aims to simplify the procedures of
doing a job.
Job analysis helps in setting goals for different jobs
in the organization
Job analysis provides support to other personnel
activities like recruitment, selection, training, etc
USES OF JOB ANALYSIS
Manpower Planning
Recruitment & Selection
Placement & Orientation
Training and Development
USES OF JOB ANALYSIS
Job Evaluation
Performance Appraisal
Safety & health
Employee Counseling
PROCESS OF JOB ANALYSIS
1. Organizing & Planning for the programme
2. Obtaining current job design information
3. Identify jobs to be analyzed
4. Collecting job data(how currently the jobs are
being performed)
5. Redesign the job if needed
6. Preparing job descriptions
7. Developing job specifications
Job Analysis: Contents
[Link] Identification: Title, code no.
[Link] Job Characteristics :location, supervision,
hazards etc
[Link] the typical worker does: specific operations
[Link] materials & equipment a worker uses
[Link] a job is performed: cleaning, drilling, driving etc
[Link] personnel attributes: experience, physical
strength, mental capabilities etc
[Link] Relationship: opportunities for advancement,
leadership for a job etc
Importance of job analysis:
Helps in Human Resource planning
Provides realistic basis for recruitment, selection,
training, transfer , promotion
Helps in deciding wage & salary structure for a particular
job
Helps in determining content of training courses
Helps in establishing clear-cut standards for performance
appraisal
Helps in identifying hazardous conditions in a job to
minimize possibility of accidents
Methods/Techniques of Job Analysis
Observation Method
Sending out questionnaires
Records maintained by HR department
Interview method
Critical Incidents (job holders are asked to describe
incidents concerning the job on the basis of their past
experience)
Job Performance(Job Analysts actually performs the job
under study to obtain real experience of the job,
physical demands etc)
Quantitative Job Analysis Techniques:
Position Analysis Questionnaire
- contains 194 job elements grouped into 6 sections
i) Information Input- Where & how do workers get information to do
their jobs? (35)
ii) Mental Processes- What reasoning, planning, organizing &
decision making is done?(15)
iii) Work Output – What physical activities, tools & machines are used?
(49)
iv) Relationships-What contact with other people, both within &
outside company is maintained & developed? (36)
Position Analysis Questionnaire
v)Job Context: What is the physical & social
environment or context in which the job is
performed? (19)
vi)Other job characteristics: Any other activities
or conditions not covered by other categories?
(40)
Management Position Description Questionnaire
- contains 274 items in 15 sections- takes 2 hours
to complete
- specifically used to analyze managerial jobs
- contains factors which describe management
positions like
Autonomy of actions
Product, marketing & financial strategy planning
Supervision
Complexity & stress ,etc
Problems in Job Analysis
Lack of support from top management
Some organizations use only a Single Method
Lack of training or motivation
Distortion of activities by employees ( fear of losing
job etc)
Job description
It’s a written record of duties, responsibilities &
requirements of a particular job.
It describes what, how & why the job is to be done
Job description
It’s a written record of duties, responsibilities &
requirements of a particular job.
Uses of Job Description:
- helps in developing job specifications
- basic document used in developing performance
standards
- can be used while fixing wage & salary
Components/contents of job description:
Proper Job Title
Job Summary – a quick explanation of job
content in 1-2 sentences
Job Location (department)
Job Duties & responsibilities
Machines, tools & materials
Relation to other jobs
Nature of Supervision
Working Conditions
Job specification:
It’s a written record of the requirements sought in
an individual worker for a given job.
It tells the kind of person to recruit & for what
qualities that person should be tested
Summary of personal characteristics required for a
job.
Job specification includes:
Physical Characteristics:
- strength, age-range, height, weight, hand & foot co-
ordination, vision etc
Psychological Characteristics:
- analytical ability, alertness, mental concentration etc
Personal Characteristics:
- personal appearance, pleasing manners, emotional
stability, extrovert or introvert etc
Responsibilities:
- supervision of others, responsible for others safety,
responsibility for preventing loss etc
Demographic features:
age ,gender, education,experience,language ability etc