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JOB ANALYSIS

JOB ANALYSIS

Job Analysis is the process of collecting job related


information.
It is the process of collecting information on
knowledge, skills, abilities.
Knowledge- the extent to which job holder is familiar
with his job.
Skill- specific capability to operate a machine/system.
Abilities- physical/mental capacities needed to perform
task but not requiring the use of tools, equipment etc.

Such information is very vital in order to prepare Job


Description and Job Specification.

TYPES OF INFORMATION COLLECTED


Work
activities

Human
requirements

Job
context

Information
Collected
Via Job
Analysis

Performance
standards

Human
behaviors
Machines,
tools,
equipment,
and work aids

USE OF JOB ANALYSIS INFORMATION


Recruitment
and Selection

Developmental
Needs

Discovering
Unassigned
Duties

Information
Collected
Via Job
Analysis

Training

Compensation

Performance
Appraisal

USES OF JOB ANALYSIS INFORMATION

THE PROCESS OF JOB ANALYSIS

Process of Job Analysis

METHODS OF COLLECTING JOB DATA

METHODS OF COLLECTING JOB ANALYSIS


INFORMATION: THE INTERVIEW

Information Sources

Interview Formats

Individual employees

Structured (Checklist)

Groups of employees

Unstructured

Supervisors with
knowledge of the job

Advantages

Quick, direct way to find


overlooked information

Disadvantages

Distorted information

FIGURE 43
JOB ANALYSIS QUESTIONNAIRE
FOR DEVELOPING JOB
DESCRIPTIONS

Note: Use a
questionnaire like this to
interview job
incumbents, or have
them fill it out.

Source: www.hr.blr.com. Reprinted with


permission of the publisher, Business and
Legal Reports, Inc., Old Saybrook, CT

FIGURE 43
JOB ANALYSIS QUESTIONNAIRE
FOR DEVELOPING JOB
DESCRIPTIONS (CONTINUED)

Note: Use a
questionnaire like this to
interview job
incumbents, or have
them fill it out.

Source: www.hr.blr.com. Reprinted with


permission of the publisher, Business and
Legal Reports, Inc., Old Saybrook, CT

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

Expensive 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
412

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

FIGURE 44
EXAMPLE OF POSITION/JOB
DESCRIPTION INTENDED FOR
USE ONLINE

Source: www.ncf.edu/humanresources/documents/
A&P%20Final.doc. Accessed May 10, 2007.

414

FIGURE 44
EXAMPLE OF POSITION/JOB
DESCRIPTION INTENDED FOR
USE ONLINE (CONTINUED)

Source: www.ncf.edu/humanresources/documents/
A&P%20Final.doc. Accessed May 10, 2007.

415

IN THE NUTSHELL
Job Analysis

Job Description

Job Specification

WRITING JOB DESCRIPTIONS


Job
Identification

Job
Summary

Job
Specifications

Sections of a
Typical Job
Description

Working
Conditions

Standards of
Performance

Responsibilities
and Duties

Authority of the
Incumbent

THE JOB DESCRIPTION

Job Identification

Job title
Preparation date
Preparer

Major responsibilities
and duties (essential
functions)
Decision-making
authority
Direct supervision
Budgetary limitations

Job Summary
General nature of the job
Major
functions/activities

Relationships
Reports to:
Supervises:
Works with:
Outside the company:

Responsibilities and
Duties

Standards of
Performance and
Working Conditions

What it takes to do the


job successfully

JOB SPECIFICATION
Physical

Specifications: Height, Vision, health,


age, Capacity to operate machines

Mental

Specifications: Ability to perform


arithmetical, interpret data, informational blue
prints, ability to handle variable factors,
judgmental abilities, General intelligence, memory

JOB DESCRIPTION VS JOB SPECIFICATION


Job Description
Job Title
Location
Job Summary
Duties
Working Conditions
Materials used

Job Specification
Education
Experience
Training
Communication Skills
Physical Effort
Physical Skills

JOB DESIGN

The logical sequence to job analysis is job design


Job design involves conscious efforts to organise
tasks, duties, and responsibilities into a unit of
work to achieve certain objectives.
Thus, job design involves three steps:

The specification of individual tasks,

The specification of the method(s) of performing


each task

The combination of tasks into specific jobs to be


assigned to individuals

JOB DESIGN
Job Design

Job
Enlargement

Job
Rotation

Job
Enrichment

JOB DESIGN
Job

Design involves conscious efforts to


organize tasks, duties and responsibilities into
a unit of work to achieve organizational
objectives.
Job Design follows Job Analysis.

Job Design
Job Enlargement
Horizontal loading of job- expands the scope generally
by combining more than one job so more variety and
wholeness.
E.g. A driver is given additional tasks of computer
data entry at office between schedules (waiting)
E.g. An accounts clerk also helping in taxes, audits
& legal compliances.

E.g. A Sales person also involved in product /brand


media Planning /Pricing

JOB DESIGN

Job Rotation
Employee is rotated from one job to another job to
add variety.
Breaks monotony of performing highly specialized job
by placing persons on different skills & abilities.
It also helps them acquire new skills.

Job Design
Job Enrichment:
Vertical loading of job.
Responsible for the next step processes as well.
More responsibility within own function to set their own pace,
deciding their own methods, increasing their autonomy.

E.g. A stores person directly making his own dispatch plans.

Job Design / Redesign- Hackman & Oldham model


Job Dimension

Effect
(producing
critical
psychologic
al states)

Example

Skill variety-variety of different Gives


activities that challenge different meaning to
skills & talent of a person
work people
do

Loading, unloading, checking,


packing, counting no. of units
produced for a worker;
Inputter & Auditor at PONL

Task Identity-person
completes a coherent, whole
peace of work having a tangible
outcome

Gives
meaning to
work people
do

Let an engineer lead the entire


maintenance program of a
machine aiming to reduce
down time

Task significance-impact on
lives or work of other people

Gives
meaning to
work people
do

Defense officer, Safety


Manager, Quality Engineer,
NGO, Teacher, Recruiter,
Entrepreneur, HR/Trg Mgr

Job Design / Redesign- Hackman & Oldham model


Job Dimension

Effect
Example
(producing
critical
psychologic
al states)

Autonomy-freedom from
supervision,
independence in
deciding how job should
be done

Gives sense
of
responsibility
to job holder

Give complete charge of


supervising shifts, machine
running time, manpower
handling, routine maintenance
to production engineer; OBT at
PONL

Feedback-clear and
direct information about
their performance

Gives
knowledge
of results to
job holder

Daily reports and problem


solving meetings, Performance
& Development reviews

APPLICATION OF JOB ANALYSIS

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