JOB ANALYSIS

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Job Analysis – What is it and
how is it used?

The procedure for determining the duties

and skill requirements of a job and the
kind of person who should be hired for
it.

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Definition of Job Analysis

Job analysis is the process of gathering information about a job. It is, to be

more specific, a systematic investigation of the tasks, duties and responsibilities
necessary to do a job.

Job analysis is the process of systematically identifying the tasks, duties, and
responsibilities expected to be performed in a single job as well as the competencies-
the knowledge , skills , and abilities (KSAs) – employees must possess to be
successful in the job.

Two important outcomes of job analysis are the creation of job descriptions and the
Identification of job specifications.

Job descriptions are written summaries of the specific tasks, responsibilities, and
working conditions of a job and include a list of the job specification.

Job specifications are the specific competencies required by a jobholder to be

able to perform a job successfully.

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Nature of job analysis

Job Tasks

Job Analysis Job Duties

Job Responsibilities

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Job Analysis
According to the Boston Consulting Group, the supervisor or human resources
specialist normally collects one or more of the following types of information
via the job analysis.
•Work activities :- It includes information about the actual work activities
performed.
• Human Behaviors:- Information about human behavior such as sensing,
communicating, deciding, and writing.
•Machine , tools , equipments , and work aids :- This category includes
information regarding tools used, materials processed, knowledge dealt with
or applied and services rendered.
•Performance standards: info abut job’s performance std 2 be used
to appraise the employees
•Job context :- Information will be about physical working conditions
and the organizational and social context- for instance the number
of people with whom the employee would normally interact ,info regarding
incentives
•Human requirements: job related knowledge and skills & required personal
attributes (personality, interest)

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Partial job analysis questionnaire

The information about a job is usually collected through a structured
questionnaire:
JOB ANALYSIS INFORMATION FORMAT
Your Job Title_______________ Code__________Date_____________
Class Title_______________ Department_____________________
Your Name_________________ Facility___________________________
Superior’s Title______________ Prepared by_______________________
Superior’s Name____________ Hours Worked______AM______to AM____
PM PM
1. What is the general purpose of your job?
2. What was your last job? If it was in another organisation, please name it.
3. To what job would you normally expect to be promoted?

Cont…
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Job Analysis
4-5

Partial job analysis questionnaire

4. If you regularly supervise others, list them by name and job title.

5. If you supervise others, please check those activities that are part of your
supervisory duties:

 Hiring  Coaching  Promoting

 Orienting  Counseling  Compensating

 Training  Budgeting  Disciplining

 Directing  Terminating

 Developing  Measuring Performances  Other____________

• How would you describe the successful completion and results of your work?

• Job Duties – Please briefly describe WHAT you do and, if possible, How you do it.
Indicate those duties you consider to be most important and/or most difficult:

Cont…
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Job Analysis
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Partial job analysis questionnaire

(a) Daily Duties
(b) Periodic Duties (Please indicate whether weekly, monthly, quarterly, etc.)
(c) Duties Performed at Irregular Intervals

8. Education – Please check the blank that indicates the educational

requirements for the job, not your own educational background.
 No formal education required  College degree
 Less than high school diploma Education beyond graduate
 High school diploma or equivalent degree and/or professional license.
 College certificate or equivalent

List advanced degrees or specified professional license or certificate

required.
Please indicate the education you had when you were placed on this job.

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Job Analysis
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Benefits of Job analysis

Job analysis information is useful for a variety of organisation

purposes ranging from human resource planning to career
counselling .
Good HRM demands of both the employee and the employer is a
clear understanding of the duties and responsibilities to be
performed on the job.

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Job Analysis
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Important benefits of Job Analysis

M u l t i f a c e t e d N a t u r e o f J o b A n a l y s i s

R e c r u it m e n t
H u m a n R e s o u r c e
P la n n in g S e le c t i o n

J o b E v a lu a t i o n P la c e m e n t

J o b D e s ig n a n d
T r a in i n g
R e d e s i g n

P e r f o r m a n c e
C o u n s e llin g
A p p r a i s a l
E m p lo y e e S a f e t y

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Job Analysis
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Who should conduct job analysis?

 Job incumbents themselves

 Supervisors

 External analysts

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Job Analysis
The job incumbents offer a clear view of what work is actually done as against what
work is supposed to be done.

Involvement of a job incumbent in the job analysis process increases their

acceptance of any work changes stemming from the results of analysis.

The negative side is job incumbents exaggerate the responsibility and importance
of their work.

External analyst help avoid such biased opinions. They tend to base their write ups
on a realistic view of the people, jobs and the total organization system as a whole.

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The process of Job analysis

The major steps involved in job analysis are:
 Organisational analysis
 Selection of representative positions to be analysed
 Collection of job analysis data
 Preparation of job description
 Preparation of job specification

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Job Analysis
 The Output of Job Analysis
• Job description
– A list of a job’s duties, responsibilities,
reporting relationships, working conditions,
and supervisory responsibilities
• Job specifications
– A list of a job’s “human requirements,” that is,
the requisite education, skills, personality, and
so on.

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The Competency Approach to Job

Analysis

This approach encourages employees to develop role based

competencies (knowledge, skills and abilities needed to play diverse
roles ) that may be used in diverse work situations, instead of being
boxed into a job.

These competencies may be interpersonal communication skills,

decision making ability , conflict resolution skills , adaptability and self
motivation.

Example :- Infosys Technologies is a role based organization.

Every position in the organization is defined in terms of skills and

attitude based competencies.
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Job Analysis
 Methods of Collecting Job
Analysis Information
• Interview
• Questionnaire
• Observation
• Participant diary/logs
• Other sources of information

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 Methods of Collecting Job Analysis
Information: The Interview
• Information sources
• Interview formats
– Individual employees
– Groups of employees – Structured (Checklist)
– Supervisors with knowledge of – Unstructured
the job
• Advantages
– Quick, direct way to find
overlooked information.
– It can uncover or clarify work
tasks which cannot be observed.
• Disadvantages
– Distorted information
– Time consuming for the analyst
and the interviewees.

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 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
responsibilities.
employees.
• Questionnaire formats – It is less costly than
– Structured checklists interviewing hundreds of
– Opened-ended questions workers.
• Disadvantages
– Expense and time
consumed in preparing and
testing the questionnaire

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 Methods of Collecting Job Analysis Information:
Observation

• Information source • Advantages

– Observing and noting the – Provides first-hand information
physical activities of – Reduces distortion of
employees as they go information
about their jobs. • Disadvantages
– Example :- Assembly line – Time consuming
worker and Accounting – Difficulty in capturing entire
clerk work cycle
– Of little use if job involves a
high level of mental activity.

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 Methods of Collecting Job
Analysis Information: Participant
Diary/Logs
• Information source
• Advantages
– Workers keep a
– Produces a more complete
chronological diary/ log of
what they do and the time picture of the job
spent in each activity. – Employee participation
• Disadvantages
– Distortion of information
– Depends upon employees to
accurately recall their activities.
– Time consuming and frustrating

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 Job Analysis Techniques
Standardized approach:

• Use Functional Job Analysis (FJA) to

compare jobs by focusing on job
dimensions that apply to all jobs
• Use Position Analysis Questionnaire
(PAQ) :- The position analysis
questionnaire is a very structured job
analysis questionnaire.

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The PAQ contains 194 items , each of which represents a basic element that
may or may not play an important role in the job.

The job analyst decides if each item plays a role and that also to what extent.

The advantage of the PAQ is that it provides a quantitative score or profile of any
job in terms of how that job rates on five basic activities :-

1. Having decision making/ communication / social responsibilities

2. Performing skilled activities
3. Being physically active
4. Operating vehicles / equipment
5. Processing information.

The PAQ’s real strength is thus in classifying jobs.

The PAQ results can be used to quantitatively compare jobs to one another,
and then assign pay levels for each job.

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STANDARD APPROACH

Functional job analysis is an attempt to create a single job analysis instrument

that might be used to evaluate a wide array of dissimilar jobs.

FJA is based on the notion that it is possible to compare jobs that are dissimilar
in the tasks they perform by focusing on job dimensions they apply to all jobs.

The functional part of its name represents functional categories, which are broad
categories of work related activities that are applicable to all jobs and focus on three
distinct work domains related to data , people and thing

Example :- We can analyze the job of a receptionist / clerk for e.g you might label the
Job 5,6,7 which would represent copying data, speaking and handling.

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 TABLE 4–1 Basic Department of Labor Worker
Functions
Data People Things
0 Synthesizing 0 Mentoring 0 Setting up
1 Coordinating 1 Negotiating 1 Precision working
2 Analyzing 2 Instructing 2Operating/controlling
Basic Activities

3 Compiling 3 Supervising 3 Driving/operating

4 Computing 4 Diverting 4 Manipulating
5 Copying 5 Persuading 5 Tending
6 Comparing 6 Speaking/signaling 6 Feeding/offbearing
7 Serving 7 Handling
8 Taking instructions/helping

Note: Determine employee’s job “score” on data, people, and things by observing his
or her job and determining, for each of the three categories, which of the basic functions
illustrates the person’s job. “0” is high; “6,” “8,” and “7” are lows in each column.
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 Sample
Report
Based on
Department
of Labor
Job
Analysis
Technique

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 Job Analysis Techniques
Customized approach:
• Critical incidents approach focuses on specific descriptions of
work activities that distinguish good from poor performance
• Task inventory approach focuses on collecting information to
identify tasks needed to be performed on job
• Job element approach focuses on analyzing employee
competencies rather than on tasks to be performed

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Behavioural Factors Impacting

Job Analysis
The following behavioural factors must be taken care of while
carrying out a job analysis:
 Exaggerate the facts
 Employee anxieties
 Resistance to change

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Job Analysis
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Job Description And Job Specification

The end products of job analysis are:

Job description: this is a written statement of what the job holder
does, how it is done, under what conditions it is done and why it is
done.
The main purpose of writing a job description is to differentiate the
job from other jobs and state its outer limits.
Contents :- A JD usually covers the following information :
Job Title, Job Summary, Job activities, working conditions and
social environment.

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Job Analysis
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Specimen of Job Description

Title Compensation manager

Code HR/2310
Department Human Resource Department
Summary Responsible for the design and administration of employee
compensation programmes.
Duties  Conduct job analysis.
 Prepare job descriptions for current and projected
positions.
 Evaluate job descriptions and act as Chairman of Job
Evaluation Committee.
 Insure that company’s compensation ratesare in tune with the
company’s philosophy.

Cont…

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Job Analysis
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Specimen of Job Description

 Relate salary to the performance of each employee.
Conduct periodic salary surveys.
 Develop and administer performance appraisal
programme.
 Develop and oversee bonus and other employee
benefit plans.
 Develop an integrated HR information system.
Working conditions Normal. Eight hours per day. Five days a week.
Report to Director, Human Resource Department.

Job specification: it offers a profile of human characteristics

(knowledge, skills and abilities) needed by a person doing a job.

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Job Analysis
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Specimen of job specification

Education  MBA with specialisation in HRM/MA in social work/PG

Experience
Skill, Knowledge, Abilities
Work Orientation Factors
Age
Diploma in HRM/MA in industrial psychology.
 A degree or diploma in Labour Laws is desirable.
 At least 3 years’ experience in a similar position in a large
manufacturing company.
 Knowledge of compensation practices in competing
industries, of job analysis procedures, of compensation
survey techniques, of performance appraisal systems.
 Skill in writing job descriptions, in conducting job analysis
interviews, in making group presentations, in performing
statistical computations
 Ability to conduct meetings, to plan and prioritise work.
 The position may require upto 15 per cent travel.
 Preferably below 30 years.

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Job Analysis
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Job Analysis In A Jobless World

In recent times, the traditional way of jobs having a clearly-delineated
set of duties and responsibilities is being increasingly questioned. For
example, knowledge workers do not like standardized, routinised
operations to be carried out in a fixed, predetermined time schedule.
Talented ones, again, may require jobs with stretch pull and
challenge. They may want to carry out their duties in a flexible
manner.

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Job Analysis
 io n
f ini t De-Jobbing
De
De-jobbing is broadening the responsibilities
of the company’s jobs, and encouraging
employees not to limit themselves to what’s
on their job descriptions
- is a result of the changes taking place in
business today.
-Example :- Daimler – Chrysler moves from
traditional assembly line production to using
self managing teams , the employees jobs
move from narrowly defined to broad and
flexible. 33
When Daimler – Chrysler opened its new Mercedes Benz factory in Alabama, it gave
the company an opportunity to start with a clean sheet for designing a car building
system for the 21st century.

The system Daimler chose is similar to the lean production systems that Japanese
manufacturers like Toyota have long used . It emphasizes just – in – time
Inventory method.

The new system organizes employees into work teams , and emphasizes the fact that
all employees must dedicate themselves to continous improvement.

Unconstrained by detailed descriptions listing dozens of specific duties showing what

“ my job “ should be, it’s easier for employees to move from job to job as they
work on teams.

It also encourages employees to look beyond their own jobs to find ways to improve
the plant’s operations. In just a few month’s time , for instance, one team found a $.23
Plastic prong that worked better than the previous $ 2.50 prong the plant was
Using to keep car doors open during painting.

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Trends leading to De-Jobbing
Rapid product and
technological
changes
Competition

Global
Changes

Demographics

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 Need for De-Jobbing

This has increased the need for firms to be

responsive, flexible, and generally more
competitive.

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Job Analysis In A Jobless World

 Flatter organisations
 Work teams
 Boundary less organisations
 Reengineering exercises

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Job Analysis
 Flat and Boundaryless
Organizations

General
WAL
Electric
MART
Procter & Gamble I K E A

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 Competency-Based Job Analysis
Competency based job analysis basically means
writing job descriptions based on competencies
rather than job duties.

It emphasizes what the employee must be capable

of doing, rather than on list of the duties he or
she must perform.

Job competencies are always observable and

measurable behaviors comprising part of a job.
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Traditional job analysis focuses on “ what “ is accomplished –
on duties and responsibilities .
Competency analysis focuses more on “ how “ the worker
meets the job objectives or actually accomplishes the work.

Traditional job analysis is thus job focused .

Competency based analysis is worker focused – specifically ,
what must he or she be competent to do.

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 Competency-Based Job
Analysis (cont’d)
• How to Write Job Competencies-Based Job
Descriptions
– Interview job incumbents and their supervisors
• Ask open-ended questions about job
responsibilities and activities.
• Identify critical incidents that pinpoint success
on the job.
– Use off-the-shelf competencies databanks

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 FIGURE 4–12 The Skills Matrix for One Job at BP

Note: The light blue boxes indicate the minimum level of skill required for the job. 42
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A close look at the jobs inside

India’s best work places
 Sasken Communication Technologies: Employees enjoy considerable freedom
to think and innovate and work in their own style. There is absolutely no monitoring of
anybody. There are no attendance registers and there is no limit on sick leaves. Every
employee is trusted and management is transparent. There is no perk that CEO Rajiv
Mody enjoys that a junior employee does not.

Hughes Software Systems:HSS makes sure that all its employees get interesting
breaks - these may take the shape of personality development programmes, cricket
matches, literature clubs, or adventure activities. One of the employees even
commented "If I don't like my boss, I can change my section.”
Monsanto India: Monsanto India is a flat organisation (three to four levels). Even
these levels are often cut short through an open culture. Everyone sits in an open
office. The workstations are the some size. The travel allowances are the same so are
the refreshments of course it sets stiff targets for employees, but trains them with a
rare rigour so that they get a fair shot at those. People identified as future leaders are
rolled over challenging positions.

Cont…
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Job Analysis
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A close look at the jobs inside

India’s best work places
Cadbury India: Fun is serious business at Cadbury India. The HR manager's
statement sums up the company's philosophy: “We believe that the day you stop
enjoying work is the day you stop contributing. We make people stretch: but we make
them stretch with a smile." The company firmly believes that a smile a day keeps the
market blues away.

Philips Software Centre: The company's office in Bangalore, employees could have
all the comforts in the world: a variety of cuisines, a creche, a gymnasium, bunker
beds for naps, gym instructor, doctor, psychological counsellor, a dietician. It is a whole
new world of work, play, study and rest. Not surprisingly, senior executives remain glued
to their seats even after office hours. The company had to come out with an order
recently stating that nobody should stay in the office after 9 p.m. without sufficient
reason!

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Job Analysis