Job Analysis

Dr. Meenakshi Khemka

 Definition

Job analysis is the process of studying

and collecting information relating to the
operations and responsibilities of a
specific job. The immediate products of
this analysis are job description and job
specification.
Job Analysis
Types of Information Collected

Work
activities

Human Human
requirements behaviors
Information
Collected Via
Job Analysis Machines, tools,
Job
equipment, and
context
work aids

Performance
standards

Job Analysis
Use of Job Analysis Information

Recruitment and
Selection

Compensation
Discovering Information
Unassigned Collected Via
Duties Job Analysis
Performance
Appraisal

Training

Job Analysis
 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

Job Analysis
Methods of Job Analysis

Job Performance

Observation

Interview

Critical incidents

Diary

Structured questionnaires

Job Analysis
 Methods of Collecting Job Analysis
Information: The Interview

Information Sources

Individual employees

Advantages

Groups of employees

Quick, direct way to

Supervisors with find overlooked
knowledge of the job information

Interview Formats
Disadvantages

Distorted information

Structured (Checklist)

Unstructured

Job Analysis
 Methods of Collecting Job Analysis
Information: Questionnaires

Information Source

Advantages

Have employees fill out

Quick and efficient way
questionnaires to to gather information
describe their job- from large numbers of
related duties and employees
responsibilities
Disadvantages

Questionnaire Formats
Expense and time
consumed in preparing

Structured checklists
and testing the

Open-ended questions questionnaire

Job Analysis
 Methods of Collecting Job Analysis
Information: Observation

Information Source
Advantages

Provides first-hand

Observing and
information
noting the physical

Reduces distortion of
activities of
information
employees as they
go about their jobs
Disadvantages

Time consuming

Difficulty in capturing entire
job cycle

Of little use if job involves a
high level of mental activity
Job Analysis
 Methods of Collecting Job Analysis
Information: Participant Diary/Logs

Information Source
Advantages

Workers keep a
Produces a more

complete picture of the
chronological job
diary/ log of what

Employee participation
they do and the
time spent on each
Disadvantages
activity
Distortion of information

Depends upon
employees to
accurately recall their
activities
Job Analysis
Quantitative Job Analysis Techniques

Quantitative Job
Analysis

Management
Position Analysis Position Functional Job
Questionnaire Description Analysis
Questionnaire

Job Analysis
Job Description vs. Job Specification

Job description is an overall written

summary of task requirements

Job specification is an overall written

summary of worker requirements

Job Analysis
 Writing Job Descriptions

Job
Identification

Job Job
Specifications Summary

Sections of a
Typical Job
Working Description Responsibilities
Conditions and Duties

Standards of Authority of the

Performance Incumbent

Job Analysis
 The Job Description

Job Identification
Responsibilities and

Job title Duties

Preparation date
Major responsibilities and

Preparer duties (essential
functions)

Job Summary
Decision-making authority

General nature of the job

Direct supervision

Major functions/activities

Budgetary limitations

Relationships
Standards of

Reports to: Performance and

Supervises: Working Conditions

Works with:
What it takes to do the job

Outside the company: successfully

Job Analysis
 Job Specification

A statement containing
 Education Physical effort and skills
 Experience  Responsibilities
 Training  Communication skills
 Judgment  Emotional
 Initiative characteristics

Job Analysis
 Writing Job Specifications

“What traits and

experience are required
to do this job well?”

Specifications for Specifications

Specifications
Trained Versus Based on
Based on
Untrained Statistical
Judgment
Personnel Analysis

Job Analysis
Job Analysis in a “Jobless” World

Job Design:
Specialization and
Efficiency?

Job Job Job

Enlargement Rotation Enrichment

Job Analysis
Job Analysis in a “Jobless” World
(cont’d)

Dejobbing the
Organization

Using Self- Reengineering

Flattening the
Managed Work Business
Organization
Teams Processes

Job Analysis
 Competency-Based Job Analysis

Competencies

Demonstrable characteristics of a person that enable
performance of a job

Reasons for Competency-Based Job Analysis

To support a high-performance work system

To create strategically-focused job descriptions

To support the performance management process in
fostering, measuring, and rewarding:
 General competencies
 Leadership competencies
 Technical competencies
Job Analysis
Potential Problems With Job Analysis

Support from top management

Single means and source

No training and motivation

Activities may be distorted

Job Analysis
THANK

YOU