Chapter 4

Job Analysis

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4.1 Job Analysis:
Job Analysis is a process to identify and determine in detail the particular job duties
and requirements and the relative importance of these duties for a given job. Job
Analysis is a process where judgments are made about data collected on a job.

4.1.1 Methods of Job Analysis

Several methods exist that may be used individually or in combination. These include:
 Review of job classification systems
 Incumbent interviews
 Supervisor interviews
 Expert panels
 Structured questionnaires
 Task inventories
 Check lists
 Open-ended questionnaires
 Observation
 Incumbent work logs

A typical method of Job Analysis would be to give the incumbent a simple

questionnaire to identify job duties, responsibilities, equipment used, work
relationships, and work environment. The completed questionnaire would then be
used to assist the Job Analyst who would then conduct an interview of the
incumbent(s). A draft of the identified job duties, responsibilities, equipment,
relationships, and work environment would be reviewed with the supervisor for
accuracy. The Job Analyst would then prepare a job description and/or job
specifications.

The method that you may use in Job Analysis will depend on practical concerns such
as type of job, number of jobs, number of incumbents, and location of jobs.

4.1.2 Job Analysis Techniques

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 1. Position Analysis Questionnaire (PAQ) is a questionnaire used to collect
quantifiable data concerning the duties and responsibilities of various jobs, see
Figure 3-5, on five basic activities: a) having decision-
making/communication/social responsibilities, b) performing skilled activities,
c) being physically active, d) operating vehicles/equipment, and e) processing
information.
2. Department of Labor Procedure (DOL) is a standardized method for rating,
classifying, and comparing virtually every kind of job based on data, people,
and things. Table 3-1 shows a set of basic activities, and Figure 3-6 gives a
sample summary.
3. Functional job analysis: 1) rates a job on data; people; things; the extent to
which specific instructions are necessary to perform the task; the extent to
which reasoning and judgment are required to perform the task; and
mathematical ability required to perform the task; and 2) identifies
performance standards and training requirements.
f. Using Multiple Sources of Information Likely, no one job analysis method will be
used exclusively. A combination is often more appropriate.
1. Where possible, collect job analysis data using several types of collection
techniques and respondents.
2. Potential inaccuracies in peoples’ judgments could lead to inaccurate
conclusions

4.1.3 Problems with Job Analysis

Too lengthy
 Time consuming and requires much patience
 Might be a reflection of stereotypes

4.2 Why MLB use job analysis

The job description is a document that provides information regarding the tasks,
duties, and responsibilities of the job. Job description takes on an even greater

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4.3 Steps of MLB job analysis
The job description is a document that provides information regarding the tasks,
duties, and responsibilities of the job. Job description takes on an even greater

4.4 Data Collection methods

Main sources of collection of data for job analysis are as following:
 Employees
 Supervisor
 Manager
 Job Analyst
 Job Analyst (HR)
 Outside consultant
 Supervisor/Manager

Job description
The job description is a document that provides information regarding the tasks,
duties, and responsibilities of the job. Job description takes on an even greater
importance under the Americans with Disabilities Act because the description of
essential job functions may be critical to a defense regarding reasonable
accommodation.
1. Job Identification – contains the job title, the FLSA status, date, and possible space
to indicate who approved the description, the location of the job, the immediate
supervisor’s title, salary and/or pay scale.
2. Job Summary – should describe the general nature of the job, and includes only its
major functions or activities.

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3. Relationships – occasionally a relationships statement is included. It shows the
jobholders’ relationships with others inside and outside the organization.
4. Responsibilities and Duties – The Department of Labor’s Dictionary of Occupational
Titles can be used for itemizing the job’s duties and responsibilities.

b. Job specification
Minimum acceptable qualifications that a person should possess to perform the job
are included in the job specification. Some of the items often included are
requirements for education, experience, personality, and physical abilities.

c. Job evaluation
In Job Evaluation process the worth of job is identified based upon job comparability
and according to worth, importance of job and relative value Compensation is
designed and selected

3.3 Selection Process

Employee Selection is the process of putting right men on right job. It is a procedure
of matching organizational requirements with the skills and qualifications of people.
Effective selection can be done only when there is effective matching. By selecting
best candidate for the required job, the organization will get quality performance of
employees. Moreover, organization will face less of absenteeism and employee
turnover problems. By selecting right candidate for the required job, organization will
also save time and money. Proper screening of candidates takes place during selection
procedure. All the potential candidates who apply for the given job are tested.
But selection must be differentiated from recruitment, though these are two phases of
employment process. Recruitment is considered to be a positive process as it
motivates more of candidates to apply for the job. It creates a pool of applicants. It is
just sourcing of data. While selection is a negative process as the inappropriate
candidates are rejected here. Recruitment precedes selection in staffing process.

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Selection involves choosing the best candidate with best abilities, skills and
knowledge for the required job.
The Employee selection Process takes place in following order-
1. Preliminary Interviews- It is used to eliminate those candidates who do not
meet the minimum eligibility criteria laid down by the organization. The skills,
academic and family background, competencies and interests of the candidate
are examined during preliminary interview. Preliminary interviews are less
formalized and planned than the final interviews. The candidates are given a
brief up about the company and the job profile; and it is also examined how
much the candidate knows about the company. Preliminary interviews are also
called screening interviews.
2. Application blanks- The candidates who clear the preliminary interview are
required to fill application blank. It contains data record of the candidates such
as details about age, qualifications, reason for leaving previous job,
experience, etc.
3. Written Tests- Various written tests conducted during selection procedure are
aptitude test, intelligence test, reasoning test, personality test, etc. These tests
are used to objectively assess the potential candidate. They should not be
biased.
4. Employment Interviews- It is a one to one interaction between the
interviewer and the potential candidate. It is used to find whether the candidate
is best suited for the required job or not. But such interviews consume time
and money both. Moreover the competencies of the candidate cannot be
judged. Such interviews may be biased at times. Such interviews should be
conducted properly. No distractions should be there in room. There should be
an honest communication between candidate and interviewer.
5. Medical examination- Medical tests are conducted to ensure physical fitness
of the potential employee. It will decrease chances of employee absenteeism.
6. Appointment Letter- A reference check is made about the candidate selected
and then finally he is appointed.

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Job Specifications:
The next portion of the job description gives the qualifications needed to perform the
job satisfactorily. The job specifications typically are stated as: (1) knowledge, skills,
and abilities; (2) education and experience; and (3) physical requirements and/or
working conditions. The components of the job specifications provide information
necessary to determine what accommodations might and might not be possible under
the Bangladeshis with Disabilities Act.