JOB ANALYSIS

Definition
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.
The procedure for determining the duties and skill
requirements of a job and the kind of person who
should be hired for the job
Is a formal and detailed study of jobs. The process of
determining by observation and study the tasks, which
comprise the job ,the methods & equipments used,
and the skills &attitudes required for successful
performance of the job.

Outcome of a job analysis.
Job description A list of a jobs duties,
responsibilities, reporting relationships,
working conditions, and supervisory
responsibilities one product of a job
analysis.
Job specification A list of a jobs human
requirements: the requisite education, skills,
knowledge, and so on another product of a
job analysis.

Types of Information Collected
Work
activities
Human behaviors
Human
requirements
Job
context
Machines, tools,
equipment, and
work aids
Performance
standards
Information
Collected Via
Job Analysis
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___________________________
Superiors Title______________ Prepared by_______________________
Superiors 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?
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
Scheduling Directing Terminating
Developing Measuring Performances Other____________
6. How would you describe the successful completion and results of your work?
7. 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:
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.
Job analysis questionnaire
Important benefits of Job Analysis
Multifaceted Nature of Job Analysis
Recruitment
Selection
Placement
Training
Counselling
Human Resource
Planning
Job Evaluation
Job Design and
Redesign
Performance
Appraisal
Employee Safety
Steps in Job Analysis
1
2
3
4
5
Steps in doing a job analysis:
Review relevant background information. Like
the organisation Chart ( organisation wide work
distribution ) Process Chart
Decide how youll use the information.
Select representative positions.
Actually analyze the job. Human traits, employee behaviour,
working conditions etc.
Verify the job analysis information with the person performing
the job and his immediate supervisor .
6
Develop a job description and job specification.
Who should conduct job analysis?
Job incumbents themselves
Supervisors
External analysts
Methods of Collecting Job Analysis
Information: The Interview
Information Sources:
Interview can be done with
Individual employees
Groups of employees
Supervisors with knowledge
of the job
Interview Formats
Structured (Checklist)
Unstructured


Advantages
Quick, direct way to find
overlooked information
Disadvantages
Distorted information
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.
Methods of Collecting Job Analysis
Information: Questionnaires
Information Source
Have employees fill out
questionnaires to describe their
job-related duties and
responsibilities
Questionnaire Formats
Structured checklists
Open-ended questions
Advantages
Quick and efficient way to
gather information from
large numbers of employees
Disadvantages
Expense and time consumed
in preparing and testing the
questionnaire
Methods of Collecting Job Analysis
Information: Observation
Information Source
Observing and noting the
physical activities of
employees as they go about
their jobs
Advantages
Provides first-hand
information
Reduces distortion of
information
Disadvantages
Time consuming
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 Source
Workers keep a chronological
diary/ log of what they do
and the time spent on each
activity
Advantages
Produces a more complete
picture of the job
Employee participation
Disadvantages
Distortion of information
Depends upon employees to
accurately recall their
activities
Critical Incident Method
Panel of Expert
Position Analysis
Questionnaire
.
Employee activities in PAQ
1. Information Input: Where and how does the employee get the information he/she uses in
performing his/her job.
Examples:
Use of written materials.
Near-visual differentiation.
2. Mental Processes: What reasoning, decision making, planning and information-
processing activities are involved in performing the job?
Examples:
Levels of reasoning in problem solving.
Coding/decoding
3. Physical activities: What physical activities does the employee perform and what tools or
devices does he/she use?
Examples:
Use of Keyboard devices.
Assembling/disassembling.
4. Relationships with other people: What relationships with other people are required in
performing the job?
Examples:
Instructing.
Contacts with public, customers.
5. Job context: In what physical and social context is the work performed?
Examples:
High temperature.
Interpersonal conflict situations.
6. Other Job characteristics: What activities, conditions, or characteristics other than those
described above are relevant to the job?
Examples:
Specified work pace.
Amount of job structure.
Employee activities in PAQ
Internet-Based Job Analysis

Standardized questionnaires are frequently
distributed, with instructions, via the Internet
or Intranet. The danger is that important
points may be missed or misunderstood,
clouding results.
Job Description
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.

A) Job Identification contains the job title, date, and
possible space to indicate who approved the description, the
location of the job, the immediate supervisors title, salary
and/or pay scale.

B. Job Summary should describe the general nature of the
job, and includes only its major functions or activities.

C. Relationships occasionally a relationships statement is
included. It shows the jobholders relationships with others
inside and outside the organization.







D)Responsibilities and Duties The job analysis
itself will provide information about what
employees are doing on the job.
E) Standards of Performance and Working
Conditions states the standards the
employee is expected to achieve under each
of the job descriptions main duties and
responsibilities.

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 v Conduct job analysis.
v Prepare job descriptions for current and projected
positions.
v Evaluate job descriptions and act as Chairman of Job
Evaluation Committee.
v Insure that companys compensation rates are in tune with
the companys philosophy.
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.
Specimen of Job Description
Job specification
Job specification: it offers a profile of human
characteristics (knowledge, skills and abilities)
needed by a person doing a job.

Specimen of job specification
Education MBA with specialisation in HRM/MA in social work/PG
Diploma in HRM/MA in industrial psychology.
A degree or diploma in Labour Laws is desirable.
Experience At least 3 years experience in a similar position in a large
manufacturing company.
Skill, Knowledge, Abilities 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.
Work Orientation Factors The position may require upto 15 per cent travel.
Age Preferably below 30 years.
Job Rotation : Moving Employee from one job to
another to add variety and reduce boredom by
allowing them to perform on variety of task at the
same level.
Job Enlargement: refers to expansion of number of
different task performed by an employee in a single
job. Assigning additional same level activities . It can
motivate an employee as by task variety, ability
utilization etc.
Job Enrichment: It simply means adding a few more
motivators to a job to make it more rewarding. When
the nature of job is exciting, challenging and creative
or gives the job holder more decision making
powers, planning and controlling powers.
Dejobbing : Broadening the responsibility of the
companies job and encouraging employees not to
limit themselves to what's on their job description