Job Analysis

Objectives of this
Session

To know Job Analysis Defined

Terminology Regarding Job Analysis
Relationship among Different Job Components
Outcomes of Job Analysis
Elements of JD & JS
The Multifaceted Uses of the Job Analysis
Problems associated with Job Analysis
Issues to consider prior to conducting Job Analysis
Techniques Job Analysis

Job Analysis Defined

Job Analysis: The analysis of subdivided work in the
organization, both at the level of individual job and for the
entire flow of the production process.
"Job Analysis is a procedure, by which pertinent information
is obtained about a job, i.e., it is a detailed and systematic
study of information relating to the operations and
responsibilities of a specific job."
In other words, It is the determination of the tasks which
comprise the job and of the skills, knowledge, abilities,
and responsibilities required of the employee for a
successful performance and which differentiate one job
from another.

Terminology Regarding
Job Analysis
Job group of positions that have similar duties, tasks,
& responsibilities
Position set of duties & responsibilities performed by
one person
A job is a general term, a position is more specific.
Eg. as my job, I am a teacher. But to be specific, my
position is Elementary Gifted Specialist.
Eg. someone might work at the grocery store as
their job, but specifically, their position is produce
assistant.

Terminology Regarding
Job Analysis (cont.)
Job Family group of 2 / more jobs that have similar
duties / characteristics
Task separate, distinct & identifiable work activity
Duty several tasks that are performed by an individual
Responsibilities obligations to perform certain tasks
& duties
Job Design process to ensure that individuals have
meaningful work & one that fits in effectively with other
jobs

Relationship among
Different Job Components

Outcomes of Job
Analysis
Two written outcomes (documents) of job analysis are: Job Description
Job Specification
Job Description: Job description is a written record of the
duties, responsibilities and requirement of a particular job.
It is a statement describing the job in such terms as its title,
location, duties, working conditions and hazards. In other
words, it tells us what is to be done, how it is to be done and
why.
It is a standard of function, in that it defines the appropriate
and authorized contents of a job.

Outcomes of Job
Analysis (cont.)
Job Specification:
Job specification is a written record of the requirements
sought in an individual worker for a given job.
It is a statement of minimum acceptable human qualities
necessary for the proper performance of a job. In other
words, it refers to a summary of the personal
characteristics required for a job
It is a standard of personnel and designates the qualities
required for an acceptable performance.

Elements of JD & JS
Elements of JD:
Job title &identification
Job summary
Job duties
Responsibilities
Authority
Supervision given/taken
Working condition
Machines, tools, equipment
to be used in the job
Relation to other jobs

Elements of JS:

Physical make - up or
characteristics
Education & Training
Job Experience
Special Aptitudes
Disposition
Motivation (self-motivated
or not)
Circumstance(ability to
work under pressure)

Process of Job
Analysis
1. Determine the Job or Process
Concurrent (all jobs analyzed at approximately the same time)
Sequential (job analysis conducted in different stages over
time)
Depends of criticality of job and availability of job analysts

2. Determine the Method (traditional):

Depends on cost, time, flexibility, validity & reliability and
acceptance

Interviews - 360 Degree Evaluation

Observation - Direct or Indirect
Journals & Diaries
Output & Production Analysis

Process of Job
Analysis (contd.)
Determine the Method (contd.)
Questionnaire:
1.
2.
3.
4.
5.

The Position Description Questionnaire

The Functional Job Analysis (FJA)
The Job Diagnostic Survey
The Dimensions of Executive Positions
The Position Analysis Questionnaire (PAQ)
- Education, training and skill requirement
- Responsibility
- Effort
- Working conditions

Current Job Description & Specification

Process of Job
Analysis (contd.)
3. Examine the Recorded Data
4. Define & Formalize New Methods &
Performance Standards for the Job
5. Maintain New Methods & Performance
Standards for the Job

Communication & Training

Supervisory Reinforcement
Employee Feedback
Reward Systems

Methods of Collecting Job

Analysis Information
Job analysis is based on job data. Hence the question: how to
collect job related data? A variety of methods are available
for collecting job data.
In recent years, questionnaires, check lists, critical incidents,
diaries, personnel records and technical conference method
have also been experimented.
Observation:
Under this method, data is collected through observing an
employee while at work. The job analyst on the basis of
observation carefully records what the worker does, how
he/she does, and how much time is needed for completion of
a given task.

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Methods of Collecting Job

Analysis Information
Interview:
In this method, the job analyst directly interviews the job holder
through a structured interview form to elicit information about the job.
This method is found suitable particularly for jobs wherein direct
observation is not feasible. By way of directly talking to the job holder,
the interviewer job analyst may extract meaningful information from
the job holder about his/her job.

Questionnaire:
In this method, the employee is given structured questionnaire to fill in,
which are then returned to the supervisors. The supervisor, after
making the required and necessary corrections in the information
contained in the questionnaire, submits the corrected information to
the job analyst. Questionnaire provides comprehensive information
about the job.

Methods of Collecting Job

Analysis Information
Checklists:
The checklist method of job data collection differs from the questionnaire
method in the sense that it contains a few subjective questions in the form of
yes or no. The job holder is asked to tick the questions that are related to
his/her job. Checklist can be prepared on the basis of job information obtained
from various sources such as supervisors, industrial engineers, and other
people who are familiar with the particular job.

Critical Incidents:
This method is based on the job holders past experiences on the job. They
are asked to recapitulate and describe the past incidents related to their jobs.
The incidents so reported by the job holders are, then, classified into various
categories and analysed in detail. Yes, the job analyst requires a high degree
of skill to analyse the incidents appropriately described by the job holders.
However, this method is also time-consuming one.

Methods of Collecting Job

Analysis Information
Diaries or Log Records:
In this method, the job holder is asked to maintain a diary recording in detail
the job-related activities each day. If done judiciously, this method provides
accurate and comprehensive information about the job. This overcomes
memory lapses on the part of the job holder. As recording of activities may
spread over several days, the method, thus, becomes time-consuming one.

Technical Conference Method:

In this method, a conference is organised for the supervisors who possess
extensive knowledge about job. They deliberate on various aspects of the
job. The job analyst obtains job information from the discussion held among
these experts/supervisors. The method consumes less amount of time.
However, the main drawback of this method is that it lacks accuracy and
authenticity as the actual job holders are not involved in collecting job
information.

The Multifaceted Uses of

the Job Analysis
Labor Relations
Safety and
Health

Recruiting

Job Analysis

Selection
Strategic
HR
Planning

Job Description
Compensate
Performance
Appraisal

Job Specifications
Career
Development

Employee
Training
Employee
Development

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Problems associated with

Job Analysis
Neither updated nor reviewed
Vague Job Description &
Specification
Contamination & Deficiency
Time & Cost
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Problems associated with

Job Analysis (Cont.)
1. Lack of top management support
Role of top management is to communicate to
incumbents that purpose of job analysis is to
enhance performance in organization.
2. Lack of training of the analyst and incumbent
Incumbent should be trained about job analysis as
purpose of job analysis, if not, incumbents distort
data of job analysis because employee think that
process seen as a threat to employee

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Problems associated with

Job Analysis (Cont.)
3. Use of only one method
Each method also has advantage and disadvantage so
you should use at least 2 methods for job analysis.
Note that job analysis includes both collecting of data and
review data so that you should not use only one method.
4. Use of single source of data only
Information source of job analysis include many one from
internal one to external one One can not reflect all data
about position so that you should use at least 2 ones of
job analysis information.
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Problems associated with

Job Analysis (Cont.)
5. Other problems are:
Intentional or unintentional distortion from
incumbent
Absence of a review
Lack of participation of all stakeholders
Job-based rather than person-based.
Lack of reward for providing quality information
Insufficient time allowed for the process
Time spent of job analysis too lengthy.

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Issues to consider prior to

conducting Job Analysis
1. Purpose
2. Internal staff or external consultant
3. Organization and coordination
4. Communication
5. Workflow and timeframe ..

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Job Analysis Methods

End of Session

THANK YOU