Chapter Two
Job Analysis
Dr. Shah Ridwan Chowdhury
The Basics of Job Analysis: Terms
• 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.
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The Basics of Job Analysis: Terms
• Job Design
• Process of structuring work and designating the specific work
activities of an individual or group of individuals to achieve
certain organizational objectives.
• Job Scope
• Number and variety of tasks performed by the jobholder.
• Job Depth
• Freedom of jobholders to plan and organize their own work,
work at their own pace, and move around and communicate.
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The Basics of Job Analysis: Terms
Designing a job involves making decisions as to who, what,
where, when, why, and how the job will be performed.
The job design process can generally be divided into three phases:
1. The specification of individual tasks: What different tasks must be
performed?
2. The specification of the method of performing each task:
Specifically, how will each task be performed?
3. The combination of individual tasks into specific jobs to be
assigned to individuals: How will the different tasks be grouped to
form jobs?
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Types of Information Collected
Work
activities
Human requirements Human
behaviors
Information Collected
Via Job Analysis
Machines, tools,
Job
equipment, and work
context
aids
Performance standards
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Uses of Job Analysis Information
Recruitment
and selection
EEO
compliance Compensation
Information Collected
via Job Analysis
Discovering
Performance appraisal
unassigned duties
Training
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Uses of Job Analysis Information
Job analysis
Job description
and specification
Recruiting Performance Job evaluation— Training
and selection appraisal wage and salary requirements
decisions decisions
(compensation)
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Steps in Job Analysis
Steps in doing a job analysis:
1 Decide how you’ll use the information.
2 Review relevant background information.
3 Select representative positions.
4 Actually analyze the job.
5 Verify the job analysis information.
6 Develop a job description and job specification.
Collecting Job Analysis Information
Methods for Collecting Job Analysis
Information
Questionnaire
Interviews Observations Diaries/Logs
s
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Job Analysis: Interviewing 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. 10
Methods for Collecting Job Analysis Information: The Interview
• Interview Formats
• Information Sources • Structured (Checklist)
• Individual employees • Unstructured
• Groups of employees
• Supervisors with knowledge of the
job
• Advantages
• Quick, direct way to find
overlooked information
• Disadvantage
• Distorted information
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Methods for Collecting Job Analysis Information: Questionnaires
• Information Source • Advantages
• Have employees fill out • Quick and efficient way
questionnaires to describe to gather information
their job-related duties and from large numbers of
responsibilities employees
• Questionnaire Formats • Disadvantages
• Structured checklists • Expense and time consumed
• Open-ended questions in preparing and testing the
questionnaire
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Job Analysis Questionnaire for Developing Job Descriptions
Note: Use a
questionnaire like
this to interview job
incumbents, or
have them fill it
out.
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Job Analysis Questionnaire for Developing Job Descriptions (cont’d)
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Example of Position/Job Description Intended for Use Online
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Example of Position/Job Description Intended for Use Online (cont’d)
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Methods for Collecting Job Analysis Information: Observation
• Observing and noting the • Advantages
physical activities of employees • Provides first-hand information
as they go about their jobs by • Reduces distortion
managers. of information
Two Methods:
• Motion Study: Job analysis method
that involves determining the • Disadvantages
motions and movements necessary • Time consuming
for performing a task or job and then
designing the most efficient methods
• Reactivity response distorts
for putting those motions and employee behavior
movements together. • Difficulty in capturing
• Time Study: Job analysis method that entire job cycle
determines the elements of work • Of little use if job involves a
required to perform the job, the
high level of mental activity
order in which those elements occur,
and the times required to perform
them effectively.
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Methods for Collecting Job Analysis Information:
Participant Diaries/Logs
• Information Source
• Advantages
• Produces a more complete
• Workers keep a
picture of the job
chronological diary or log of
what they do and the time • Employee participation
spent on each activity
• Disadvantages
• Distortion of information
• Depends upon employees to
accurately recall their
activities
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Writing Job Descriptions
Job
identification
Job Job
specifications summary
Sections of a Typical Job
Description
Working Responsibilities and
conditions duties
Standards of Authority of
performance the incumbent
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The Job Description
• Responsibilities and Duties
• Major responsibilities and duties
• Job Identification (essential functions)
• Job title • Decision-making authority
• FLSA status section • Direct supervision
• Preparation date • Budgetary limitations
• Preparer
• Job Summary
• General nature of the job • Standards of Performance and
• Major functions/activities Working Conditions
• What it takes to do the job successfully
• Relationships
• Reports to:
• Supervises:
• Works with:
• Outside the company:
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Sample Job Description, Pearson Education
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Sample Job Description, Pearson Education (cont’d)
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Preliminary Job Description Questionnaire
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Job Analysis in a Worker-Empowered World
Job Design:
From Specialized
to Enriched Jobs
Job Job Job
Enlargement Rotation Enrichment
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Thank You!
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