Job Analysis

Responsibilities are major areas of accountability

and are the primary functions of a job.

Duties
Duties are functions that the jobholder performs
to meet the job's responsibilities.
Example: A recruiter has the responsibility to recruit job
candidates; the recruiter performs the duty of interviewing
to find qualified job candidates.

The smallest identifiable and essential piece of a

job that serves as a unit of work.
Tasks are coordinated and aggregated series of
work elements used to produce an output.

Job
Job is a basic term that describes a set of duties
and responsibilities performed by one person or
multiple people.

A systematic approach to collect information about

a job such as tasks, responsibilities and the skills
required to perform those tasks

Who is involved in the Job Analysis?

Management
Supervisors
Job analysts
Job incumbent
Consultants

Job analysis assists HR in determining:

Necessity of the job

Equipment needed
Education required
Skills required
Working conditions

Importance of Job Analysis

Recruiting
Selection
Appraisal
Salaries and Incentives
Training and Development

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

 Work activities
Working conditions
Supervisors, Location, Schedule etc.

Machines and equipment

Job performance
Operations, Standards, Time etc.

Experience, training, and skills

Supervision and promotion patterns
Products/services completed

Observation

Interview
Individual
Group

Questionnaire

Diary

Technical Conference

Direct observation is used for jobs that require

manual, standardized and short-job-cycle activities
Direct observation is not usually appropriate when the
job involves significant mental activity

Job analysts must be trained to:

Observe relevant job behaviors
Be as unobtrusive as possible

Interviewing job incumbents is often done

in combination with observation

This is the most widely used technique

It allows the job analyst to talk with job incumbent

Interviews can be conducted with a:

Single incumbent
Group of incumbents
Supervisor who is familiar with the job

A structured set of questions is used so

answers can be compared

What is the job being performed?

What are the major duties of your position? What exactly do you do?
What physical location do you work in?
What are the education, experience, skill and (where applicable)
certification and licensing requirements?
In what activities do you participate?
What are the job responsibilities and duties?
What are the basic accountabilities or performance that typifies your work?
What are your responsibilities? What is the environmental and working
condition involved?
What are the jobs physical demands? The emotional and mental demands?
What are the health and safety condition?
Are you exposed to any hazards or any unusual working conditions?

Questionnaires are the least costly data

collection method

They can collect large amounts of data in a short time

A structured questionnaire includes specific questions

about the job, working conditions, and equipment

An open-ended format permits job incumbents to use

their own words and ideas to describe the job

The format and structure of a questionnaire are

debatable issues

To make a questionnaire easier to use:

Keep it as short as possible

Explain what the questionnaire is being used for

Keep it simple

Test the questionnaire before using it

The diary or log is a recording by incumbents of:

Job duties

Frequency of the duties

When the duties are accomplished

Most people are not disciplined enough to keep a

log

Kept properly, the log permits an examination of routine

duties and exceptions

The diary or log is useful when analyzing jobs that are

difficult to observe

Uses experts to gather information about job

characteristics

There is no agreement about which methods of

job analysis yield the best information

Interviews should not be the sole data collection method

Certain methods may be better for a given situation

Most organizations base their choice on:

The purpose of the analysis

Time and budget constraints