Job
Job Analysis
Analysis
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Job Analysis
Job Analysis is a systematic exploration of the
activities within a job.
It defines and documents the duties, responsibilities
and accountabilities of a job along with the conditions
under which a job is performed. It also includes the
kinds of knowledge, skills, and abilities needed to
perform the job.
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What is Job
Analysis?
Job Analysis is
the process of
getting detailed
information
about jobs
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Job Analysis
This analysis “involves the identification
and description of what is happening on the
job . . . accurately and precisely identifying
the required tasks, the knowledge, and the
skills necessary for performing them, and
the conditions under which they must be
performed”.
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Job Analysis Information Hierarchy
Job analysis is nothing but an
accurate recording of the activities Career
involved. For these recording we Occupation
are simply gathering information to
specific job attributes. The Job Family
hierarchy of JA Info are shown Job
beside: Position
Duty
Task
Element
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A Job Element is the
smallest unit into
which work can be
divided
Job Analysis begins at the level of the element and
attempts to build understanding of the combination of
components
4–6
A task is a distinct work
activities carried out for a
distinct purpose
Example would include typing a letter, preparing a lecture, or
unloading a truck
A Task comes from Developing a Work Unit
Activity Analysis
Human Resources: What
knowledge, skills, and
abilities are needed by
those performing the task?
Equipments: What special
equipment, facilities, and
systems are needed?
What tasks are required in What product,
Raw Inputs: What
the production of the information, or service is
materials, data, and
output? provided?
information are needed?
Activity Output
Element
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How about Duty?
A duty is a number of tasks.
Counseling students is a
duty of a college instructor.
or
Finding better ways to
communicate with
employees. 9
I have a Position!
A position refers to one or
more duties performed by
one person in an
organization
Example: Supervisor
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Then, what is A job is a type of
meant by
job?
position within the
organization
A Sales Job could
involve many sales
positions
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Let’s talk about
Occupation
An occupation is a group
of similar jobs found
across organizations
Electrician
Accountant
Maintenance
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Why is it important to
know the terms?
Because, job analysis begins
at the level of the element
and attempts to build
understanding of total
organizational functions
4–13
Career: Sequence of
positions, jobs, or
occupations that a person
has over his or her
working life.
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Purpose of Job Analysis
Job analysis process generates three outcomes:
Job descriptions
Job specifications
Job evaluation
The job analysis is the conceptual, analytical
process or action from which we develop these
outcomes. Let’s look at them more closely.
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Nature & Purpose of Job Analysis
Job Description
A job description is a written statement of what the
jobholder does, how it is done, under what conditions it is
done, and why it is done.
Job Description Contains the following:
Identification
Job title Essential
Reporting Functions and
relationships Duties
Department Lists major tasks,
Location duties and
General Summary responsibilities
Describes the job’s Others:
distinguishing Working Condition
responsibilities and
Hazards
components 16
Nature & Purpose of Job Analysis
Job specifications:
The job specification states the minimum
acceptable qualifications that the candidate
must possess to perform the job successfully.
A statement of human qualifications
necessary to do the job. Usually contains such
items as:
Education, Experience, Training, Judgment,
Initiative, Physical Skills, Responsibilities,
Communication Skills, Emotional characteristics,
Personality etc.
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Nature & Purpose of Job Analysis
Job Evaluations
Job analysis is also valuable in providing the
information that makes comparison of
jobs possible. If an organization is to have an
equitable compensation program, jobs that
have similar demands in terms of skills,
knowledge, and abilities should be placed in
common compensation groups. Job evaluation
contributes towards that end by specifying
the relative value of each job in the
organization. Job evaluation, therefore, is an
important part of compensation administration.
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Nature & Purpose of Job Analysis
Job Evaluations
Specify relative value of each job in the
organization.
Used to design equitable compensation
program.
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Purposes of Job Analysis
COMPENSATION
RECRUITING SELECTION
JOB
ANALYSIS
TRAINING CAREER
PLANNING
PERFORMANCE APPRAISAL
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Job
Job Analysis
Analysis
Methods
Methods
Observation
Observation Interview
Interview Technical
Technical
•Individual
•Individual Questionnaire
Questionnaire Diary
Diary
Conference
Conference
•Group
•Group
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Observation Method:
•Job analyst watches employees directly or
reviews films of workers on the job.
•Although it provides first hand information,
workers often do not function most efficiently
when they are being watched, and thus distortions
in the job analysis can occur.
•This method also requires that the entire range of
activities be observable. This is possible with
some jobs, but impossible for many
for example, most managerial jobs.
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Individual Interview Method:
•Using the individual interview method, a team of
job incumbents is selected and extensively
interviewed.
•The result of these interviews is combined into a
single job analysis.
•This method is effective for assessing what a job
entail, and involving employees in the job analysis
is essential.
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Group Interview Method:
•The group interview method is similar to
the individual interview method except that
a number of job incumbents are interviewed
simultaneously.
• Accuracy is increased in assessing jobs,
but group dynamics may hinder its
effectiveness.
.
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Structured Questionnaire Method:
•Under this method, workers are sent a
specifically designed questionnaire on which
they check or rate items they perform on their
job from a long list of possible task items.
•This technique is excellent for gathering
information about jobs.
•However, exceptions to a job may be
overlooked
•There is often no opportunity to ask follow-
up questions or to clarify the information
received. 25
Technical Conference Method:
•The technical conference method uses
supervisors with extensive knowledge of
the job.
•Specific job characteristics are obtained
from the “experts.”
•Although a good data-gathering method, it
often overlooks the incumbent workers’
perceptions about what they do on their
job.
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Diary Method
•The diary method requires job
incumbents to record their daily
activities.
•The diary method is the most time
consuming of the job analysis methods
and may have to extend over long
periods of time-all adding to its cost.
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Stages in the Job Analysis Process
Understand the purpose
of the job analysis
Review draft with
supervisor
Understand the role of
jobs & values in the
Develop draft organization
Benchmark
Seek position
clarification
Determine how to collect
job analysis information
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Steps in Conducting Job Analysis
Understand the purpose of conducting the
job Analysis:
Understand the nature and purpose of
conducting the investigation.
Recognize that job analysis serve a vital
purpose in such HRM activities as recruiting,
training, setting performance standards,
evaluating performance, and compensation.
In fact, nearly every activity in HRM revolves
around the job analysis.
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Steps in Conducting Job Analysis
Understand the Role of Jobs and Values in
the Organization:
Every job in the organization should have a
purpose.
One must understand the linkage that the job
has to the strategic direction of the
organization.
In essence, one must answer why the job is
needed, If an answer cannot be determined,
then may be the job is not needed.
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Steps in Conducting Job Analysis
Benchmark Positions :
In a large organization, it would be
impossible to analyze every job at one time.
Accordingly, by involving employees and
seeking their input, selected jobs can be
chosen based on how well they represent
other, similar jobs in the organization.
This information, then, will be used as a
starting point in later analysis of the other
positions.
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Steps in Conducting Job Analysis
Determine How You Want to Collect the Job
Analysis Information:
Proper planning at this stage permits one to
collect the data desired in the most effective and
efficient manner.
This means developing a process for collecting
the data. Several combined methods – like
structured questionnaires, group interviews, and
technical conferences – should be used.
Select the ones, however, the best meet your job
analysis goals and timetables.
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Steps in Conducting Job Analysis
Seek Clarification, Wherever Necessary :
Some of the information collected may not be entirely
understood by the job analyst.
Accordingly, when this occurs, one must seek
clarification from those who possess the critical
information.
This may include the employee and the supervisor.
Failure to understand and comprehend the
information will make the next step in the job analysis
process – writing the job description – more difficult.
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Steps in Conducting Job Analysis
Develop the First Draft of the Job Description
Although there is no specific format that all job
descriptions follow, most include certain
elements.
Specifically, a job description contains the job
title, a summary sentence of the job’s main
activities, the level of authority and accountability
of the position, performance requirements, and
working conditions.
The last paragraph of the job description typically
includes the job specifications, or those personal
characteristics the job incumbent should possess
to be successful on the job.
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Steps in Conducting Job Analysis
Review Draft with the Job Supervisor :
Ultimately, the supervisor of the position
being analyzed should approve the job
description.
Review comments from the supervisor can
assist in determining a final job description
document.
When the description is an accurate
reflection, the supervisor should sign off, or
approve the document.
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Problems of Job Analysis:
•Support from Top Management: In most cases
top management support are missing.
•Single Means Source: There are many proven
methods for collecting data. Sometimes analysts rely
on only one method while a combination might
provide a better data for job analysis.
•No Training or Motivation: Job holders are great
source of information. But they are not trained or
motivated to provide quality data for job analysis.
•Activities may be distorted: Where training and
preparedness do not exist, job holders tend to
submit distorted data, either intentionally or
accidentally.
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