CHAP# 2 JOB ANALYSIS AND

DOCUMENTATION

Presented by Rajesh Kumar

 JOB ANALYSIS AND JOB DESCRIPTION
METHODS

The success of any organization depends on the

performance of its employees. All the jobs in an
organization must interrelate to accomplish the
organization’s mission, goals and objectives.

Presented by Rajesh Kumar

 JOB ANALYSIS
Job analysis is a systematic study of jobs to determine the activities and
responsibilities they include, their relative importance and relationship with
other jobs, the personal qualifications necessary for performance of the jobs
and the conditions under which the work is performed.
Three key elements are included in a job analysis which are commonly
abbreviated as KSAs:
Knowledge – body of information necessary for task performance.
Skills- level of proficiency needed for task performance.
Abilities- capabilities necessary to perform the job.
Presented by Rajesh Kumar
Job analysis information is typically collected by the HR
department, supervisors and job incumbents. Some organizations
may hire an external consultant to conduct a job analysis.
The term job analysis comprises of the following elements:
Job description
Job specifications
Job competencies

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 FACTORS TO CONSIDER DURING JOB
ANALYSIS
A job analysis generally gathers information about the following:
Job Context: the purpose of the job, its work environment, its place in the
organizational structure.
Job Content: the duties and responsibilities of people who hold the job.
Job Specifications: knowledge, skills and abilities required for a person to
successfully perform the job.
Performance Criteria: desired behaviors/results that will constitute
performance in the job.
Presented by Rajesh Kumar
 JOB ANALYSIS METHODS

Job analysis is a time-consuming, demanding task. However, taking the

following actions can help to obtain the best results:
- Obtain information directly from the job incumbent when feasible.
- Collect data from multiple job holders and supervisors.
- Select a technique that allows information to be obtained, summarized and
processed with minimal effort.
- Select a technique that is easy to update without having to repeat the entire
process from the beginning.

Presented by Rajesh Kumar

 COMMON JOB ANALYSIS METHODS
Common job analysis methods include the following:
-Observation: It involves the direct observing of the tasks performed on the
job, then recording them and translating them into necessary knowledge, skills
and abilities.
-Interview: It requires the interviewer to obtain the necessary information
from the employee about knowledge, skills and abilities to perform the job.
Open-ended Questionnaire: Questionnaires to job incumbents and
sometimes to their managers asking about KSAs to perform the job. The
answers are then combined and a composite statement of job requirements is
published. Presented by Rajesh Kumar
Highly Structured Questionnaire: Questionnaires structured in a manner
that allows only specific responses to determine the frequency of specific tasks
performed, their relative importance and the skills required.

Work Diary or Log: Job information, including frequency and timings of

tasks, is recorded in the diary. Logs are usually kept over an extended period of
time. They are then analyzed and translated into duties and responsibilities.

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 JOB ANALYSIS OUTCOMES
Job analysis results in two of the primary outcomes:
JOB DESCRIPTION:
Written description of a job and its requirements:
-Job title and location.
-Organizational relationships.
-Primary duties and responsibilities.
-Working conditions.
-Level of financial accountability.

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• JOB SPECIFICATIONS:
Written statements of the necessary qualifications for the job incumbent which include:
-Education
-Experience
-Training
-Physical efforts and skills
-Decision Making

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Presented by Rajesh Kumar
 ESSENTIAL JOB FUNCTION
Essential job functions are those fundamental job-related duties that are
necessary to the position.
Essential functions are distinguished from other nonessential or marginal
functions that are part of the job but are incidental or ancillary to the purpose
and nature of the job.
Any statements regarding the essential functions of a job are necessary to
defend employment decisions.

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 RECOMMENDATIONS FOR DETERMINING
ESSENTIAL FUNCTIONS
-The employer’s judgment as to which functions are essential (including supervisor and other s
who are likely to have knowledge of the job).
-A written job analysis prepared for recruitment advertising and/or interviewing job applicants.
-The amount of time spent on the job performing the function.
-The consequences of not requiring the incumbent to perform the function.
-The terms of a collective bargaining agreement.
-The work experience of past incumbents in the job.
-The current work experience of incumbents in similar jobs.

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 GUIDELINES FOR WRITING JOB DESCRIPTIONS
AND SPECIFICATIONS
Job descriptions and specifications must be based on the specific duties and responsibilities actually performed within an
organization.
Tips for writing job descriptions and specifications:
DOS:
-Do give jobs realistic, descriptive titles.
-Do identify the FLSA exempt or nonexempt status.
-Do keep the summary brief(not more than four or five sentences).
-Do list only principal duties tasks or responsibilities.
-Do identify the essential job functions.
-Do review the knowledge, skills and abilities to be sure they are job-related.
-Do secure approvals and dates.
-Do include appropriate disclaimers such as ‘’other duties as assigned’’ or the ‘’job description may be changed at any time.’’.

Presented by Rajesh Kumar

-Do secure approvals and dates.
-Do include appropriate disclaimers such as ‘’other duties as assigned’’ or the
‘’job description may be changed at any time.’’.
DON’T’S:
-Don’t include any demeaning titles (e.g., ‘’junior.’’ ‘’clerk’’).
-Don’t include gender-specific titles (e.g., use ‘’sales’’ or salesperson,’’ not
‘’salesman’’.)
-Don’t include percentages.

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JOB DESCRIPTION FORMAT

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 BENEFITS OF JOB DESCRIPTION
Job description serves the following benefits:
-It serves a variety of functions including job evaluation, selection,
recruitment, HR Planning, training, safety, compensation and performance
appraisal.
-They define the jobs for transfer, promotion, staff planning, career and
disability accommodation purposes.
-They give employees written definitions of their jobs.
-They help organizations move swiftly to increase or replace staff due to
increased business or turnover. Presented by Rajesh Kumar
 BENEFITS OF JOB SPECIFICATION

Job title and designation

Educational qualifications for that title
Physical and other related attributes
Physique and mental health
Special attributes and abilities
Maturity and dependability
Relationship of that job with other jobs in a concern
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 JOB COMPETENCIES
Job competencies are the knowledge, skills, abilities and personal attributes that
can link individuals or teams to enhance performance.
In turn, a competency model is a set of competencies that together make up a
profile for success for a particular job.
Competencies are more than basic job knowledge, skills and abilities. Specific
competencies vary from organization to organization. Many organizations are
interested in focusing on the competencies that individuals or teams need to
perform jobs rather than on specific tasks, duties, knowledge, skills and
responsibilities.

Presented by Rajesh Kumar

Examples of managerial competencies for a restaurant chain might be:
-Managing staff.
-Providing customer care.
-Promoting open and honest communication , mutual respect and strong
teamwork.
-Maintaining quality and standards to deliver 100% guest delight.
-Achieving and sustaining profitability.

Presented by Rajesh Kumar