HUMAN RESOURCE
MANAGEMENT
Lecture 3 (JOB ANALYSIS)
Course: MBA
DMS. JNVU
Delivered by:
Dr. Neelam Kalla
MBA, UGC-NET, Ph. D., FDP-IIM A
DEFINITION
Job refers to a group of activities performed by an
employees
Tasks is a larger work segment composed of several
tasks that are performed by an individual
Responsibilities is an obligations to perform certain
tasks and duties.
Job analysis
The procedure for determining the duties and skill
requirements of a job and the kind of person who
should be hired for it.
Job description
A list of a job’s duties, responsibilities, reporting
relationships, working conditions, and supervisory
responsibilities—one product of a job analysis.
Job specifications
A list of a job’s “human requirements,” that is, the
requisite education, skills, personality, and so on—
another product of a job analysis
Job Analysis: A Basic Human Resource Management Tool
Human Resource
Planning
Tasks Responsibilities Duties
Recruitment
Selection
Training and
Job Descriptions
Development
Job Performance Appraisal
Analysis Job Specifications Compensation and
Benefits
Safety and Health
Employee and Labor
Knowledge Skills Abilities Relations
Legal Considerations
Job Analysis for Teams
Job Descriptions
A job description
A written statement of what the worker actually
does, how he or she does it, and what the job’s
working conditions are.
Sections of a typical job description
Job identification
Job summary
Responsibilities and duties
Authority of incumbent
Standards of performance
Working conditions
Job specifications
The Job Description
Job identification
Job title: name of job
Preparation date: when the description was
written
Prepared by: who wrote the description
Job summary
Describes the general nature of the job
Lists the major functions or activities
The Job Description (cont’d)
Relationships (chain of command)
Reports to: employee’s immediate supervisor
Supervises:employees that the job
incumbent directly supervises
Works with: others with whom the job holder
will be expected to work and come into
contact with internally.
Outside the company: others with whom the
job holder is expected to work and come into
contact with externally.
The Job Description (cont’d)
Responsibilities and duties
A listing of the job’s major responsibilities and duties
(essential functions)
Defines limits of jobholder’s decision-making
authority, direct supervision, and budgetary
limitations.
Standard Occupational Classification
Classifiesall workers into one of 23 major groups of
jobs which are subdivided into 96 minor groups of
jobs and detailed occupations.
Standards of performance and working
conditions
Liststhe standards the employee is expected to
achieve under each of the job description’s main
duties and responsibilities.
Guidelines of job
description
Acc to Earnest Dale:
1. Should state nature &Scope with relationship
2. Should be brief,factual and precise .
3. Extent of supervision should be stated
4. Reporting to be clearly indicated
5. Use of specific words to be made
JOB SPECIFICATION
The knowledge, skills, and abilities (KSAs) an
individual needs to perform a job
satisfactorily.
JS will state the minimum qualifications job
applicants must possess to be considered.
It also known as a statement that describe
what the job demand of an employee who
does it and the humans skill that are
required.
Element of Job Specification:
Knowledge, Skills and Abilities (KSAs)
Education and experience
Physical demands and working conditions
Writing Job Specifications
Specifications for trained personnel
Describes traits like length of previous service, quality of relevant
training, and previous job performance.
Specifications for untrained personnel
Describes on physical traits, personality, interests, or sensory skills that
imply some potential for performing or for being trained to do the job.
Sample Job
Description
Pearson
Education
Sample Job
specificatio
, Pearson
Education
Sample
Job
Descripti
on
Cont…
JOB
SPECIFICATION
Job Analysis Information
Work activities
Human behaviors
Machines, tools, equipment, and
work aids
Performance standards
Job context
Human requirements
Uses of Job Analysis Information
Job Analysis Information
Collection Methods
Interview
Questionnaire
Observation
Participant Diary and Log
Methods of Collecting Job Analysis
Information: The Interview
Information sources
Individualemployees
Groups of employees
Supervisors with knowledge of the job
Advantages
Quick,direct way to find overlooked
information.
Disadvantages
Distorted information
Interview formats
Structured (Checklist)
Unstructured
Interview Guidelines
The job analyst and supervisor should work
together to identify the workers who know the job
best.
Quickly establish rapport with the interviewee.
Follow a structured guide or checklist, one that
lists open-ended questions and provides space for
answers.
Ask the worker to list his or her duties in order of
importance and frequency of occurrence.
After completing the interview, review and verify
the data.
Methods of Collecting Job
Analysis Information:
Questionnaires
Information source Advantages
Have employees fill out Quick and efficient way to
questionnaires to describe gather information from
their job-related duties and large numbers of employees
responsibilities.
Disadvantages
Questionnaire Expense and time consumed
formats in preparing and testing the
questionnaire
Structured checklists
Opened-ended questions
Methods of Collecting Job
Analysis Information:
Observation
Information Advantages
source – Provides first-hand
Observing
information
and
– Reduces distortion of
noting the
information
physical activities
of employees as
Disadvantages
they go about – Time consuming
their jobs. – Difficulty in capturing
entire job cycle
– Of little use if job
involves a high level
of mental activity.
Methods of Collecting Job Analysis
Information: Participant Diary/Logs
Information Advantages
source – Produces a more
complete picture of the
Workers keep a job
chronological – Employee participation
diary/ log of what Disadvantages
they do and the
– Distortion of
time spent in each
information
activity.
– Depends upon
employees to
accurately recall their
activities
JOB ANALYSIS
PROCESS
Job Analysis perspectives
JOB ENRICHMENT
Job enrichment is a strategy that improves jobs by
making them more interesting and rewarding. It's
based on the idea that people want to grow and
develop their skills.
How it works:
Add new tasks: Give employees more challenging
tasks to complete
Increase autonomy: Give employees more control
over how they do their work.
Provide feedback: Give employees regular,
constructive feedback
Offer training: Provide employees with
opportunities to build on their skills
Make jobs more meaningful: Make jobs more
stimulating and fulfilling
Benefits of job
enrichment
Employees feel more engaged and satisfied
Employees are more likely to stay at the company
Employees are more likely to use their skills well
Employees are less likely to be absent
Employees feel more valued and invested in their
work
JOB ENLARGEMENT
Job enlargement is a job redesign technique that
involves giving employees more tasks at the
same level of their current role. This can make
jobs more interesting and varied, which can help
motivate employees
Benefits of job enlargement:
Increased job satisfaction: Employees may feel
more engaged and have a greater sense of
purpose Reduced monotony: Employees may
find it easier to maintain concentration
Improved cross-training: Employees may gain
new skills and learn how to work with different
people
Increased productivity: Employees may be
more efficient and effective at their jobs
Potential drawbacks of job
enlargement
Increased workload
Employees may not have enough time or resources
to complete all of their tasks
Decreased job specialization
Employees may perform a broader range of tasks,
which can reduce their expertise in specific areas