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JOB ANALYSIS
LEARNING OUTCOMES
Definition of Job Analysis
Information Needed to Analyze Jobs

Uses of Job Analysis

How to Conduct Job Analysis

Methods for Collecting Job Analysis

How to Write Job Description

How to Write Job Specification

Job Analysis in Workers-Empowered World

Case Analysis
JOB ANALYSIS
Determines the duties of different positions and
the characteristics of the people to hire for those
positions

Job analysis assists in producing-

1. Job Description (a list job responsibilities)
2. Job Specification (features of the people to
hire for the job)
INFORMATION NEEDED TO
ANALYZE THE JOBS
Work activities- Selling, cleaning, singing
Human behaviors- Deciding, sensing and
communicating
Machines, tools, and equipments- Tools used,
knowledge applied and materials processed
Performance standards- With regard to quality and
quantity levels
Job context- Work environment, work schedules, and
organizational or social context
Human requirements- Knowledge and skills, and
personal attributes
USES OF THE JOB ANALYSIS
INFORMATION
HOW TO CONDUCT THE JOB
ANALYSIS: STEPS IN JOB ANALYSIS
Step 1: Determine how you will collect the data
(e.g. interview, job analysis questionnaire)
Step 2: Review relevant background information
such as organization charts, process charts, and
job description
Step 3: Select the representative positions

Step 4: Actually analyze the job by collecting the

relevant information
Step 5: Verify the job analysis information with
the worker performing the job
Step 6: Develop the job description and job
specification
GROUP DISCUSSION
Talk to your next door neighbors and discuss the
problems that you might come across if you dont
have job description and job specification for
different positions.
You have five minutes to discuss and you need to
ascertain at least 4 reasons.
METHODS FOR COLLECTING JOB
ANALYSIS INFORMATION
Interview
Questionnaires

Observation

Work Diaries
JOB ANALYSIS METHODS: THE
INTERVIEW
Information Sources
Individual employee
Group of employees
Supervisors

Types of interviews
Structured interviews
Unstructured interviews
JOB ANALYSIS METHOD:
STRUCTURED INTERVIEW
What is the job being performed?
What are the major duties of your position?

What physical location do you work in?

What are the education, experience, skill,

certification and licensing requirements?
THE INTERVIEWS: PROS AND CONS
Advantages
Simplest method
Quick way to collect information
Gives the opportunity to explain the need for and
functions of job analysis

Disadvantages
Distortion of information
Viewing interview as a sort of efficiency evaluation
Employees might tend to exaggerate certain
responsibilities while minimizing others
JOB ANALYSIS METHODS:
QUESTIONNAIRE
Having employees fill out questionnaires to describe
their job-related duties

Questionnaire format:
Structured questionnaires with structured checklists
Open-ended questionnaires
Mixed method
MIXED METHOD
QUESTIONNAIRES: PROS AND CONS
Advantages
Quickest way to collect information from a large
number of employees
Cheaper compared to interviews

Disadvantages
Time consuming
Employees may distort answers
JOB ANALYSIS METHOD: OBSERVATION

Observing the physical activities of the employees

whilst at work
A good practice is to use direct observation and

interview together

Advantages
Supplies first-hand information

Reduces distortion of information

Disadvantages

Time consuming

Not appropriate when the job entails a lot of mental

activity
Not appropriate when employees occasionally engage

in important activities
JOB ANALYSIS METHOD:
PARTICIPANT DIARY
The diary contains the information about what the
employees do during a typical working day
Employees keep the the diary and records the

activities undertaken along with the dates

Advantages
Can produce a very complete picture of the job
Employee engagement/ participation
Maintain on a regular basis

Disadvantages
Information might be distorted
Depends upon employees to accurately recall their
activities
GROUP DISCUSSION/ HOMEWORK
Find out a position or job that you are familiar
with and identify the most suitable method for
collecting job analysis information with regard to
that position. Have 4 reasons to justify your
answer.
WRITING THE JOB DESCRIPTION
A job description is a written statement of what
the worker actually does

No standard format for writing a job description

Most of the job descriptions tend to have 8

sections
SECTIONS OF A JOB DESCRIPTION
Job Identification
Job Summary

Responsibilities or duties (core section)

Relationship

Authority of incumbent

Standards of performance

Working condition

Job specifications
SECTION 1: JOB IDENTIFICATION
Contains several types of information
Job Title: Human Resource Manager
Location: Dhaka
Job Family: Management
Job Department- HR
Recommended Salary Grade- .?
SECTION-2: SUMMARY
This section includes the brief summary of the
job
Summary has to be very precise

should identify the key information regarding the

duties
Example: Maintains and enhances the
organization's human resources by planning,
implementing, and evaluating employee relations
and human resources policies, programs, and
practices.
SECTION 3: RESPONSIBILITIES/
DUTIES
Human Resources Manager Job Duties:

1. Maintains organization staff by establishing a

recruiting, testing, and interviewing program
2. Counseling managers on candidate selection;
conducting and analyzing exit interviews;
recommending change
3. Prepares employees for assignments by establishing
and conducting orientation and training programs.
4. Maintains a pay plan by conducting periodic pay
surveys;
5. Scheduling and conducting job evaluations
6. Maintains employee benefits programs
7. Deals with employee grievance and disciplinary
issues
SECTION 4: RELATIONSHIP
Relationship statement demonstrate the relationship
between the job holder and others inside and outside the
organization
For the HR manager the relationship statement might look
like this:
Reports to: Vice president of employee relations
Supervises: HR clerks, test administrator, labor relations
director and one secretary
Work with- All department managers and executive
managers
Outside the firm- Employment agencies, executive
recruitment firms, labor unions, federal employment office
and so forth
SECTION OF A JOB DESCRIPTION (CONT.)

Section 4: Authority of incumbent

Direct Supervision, decision making

authority

Example : The HR manager has the authority

to delegate responsibilities to the
subordinates. He also has the authority to
reward a person as well as to fire him

Section 5: Performance Standards

Quality-expert service and fewer mistakes

Quantity- 40 hours per week
SECTION OF A JOB DESCRIPTION
(CONT.)
Section 6: Working condition: Work schedule,
work environment, social context

Job Specification:
Job specification of an HR manager:
MBA in HRM
7 years work experience in the relevant field
Communication skills, leadership skills
WRITING JOB SPECIFICATIONS
What human traits and experience are required to do the job
effectively?

Writing Job specification for trained employee is different

from those who do not have relevant training

For trained people- work experience, quality of relevant

training, previous job performance

For untrained person- physical traits, personality, interest,

skills, academic knowledge and sensory skill
JOB ANALYSIS IN WORKER-
EMPOWERED WORLD

What is a job?
-Typical answer: a set of roles that dont change over time

Adam Smith stressed job specialization

Some experts consider job specialization as dehumanization
Experts came up with solutions in the form of job enlargement, job

rotation and job enrichment

Job enlargement- assigning workers additional same-level activities

Job enrichment- redesigning the jobs to give the opportunities to

achieve growth and recognition

Job rotation- systemically moving the workers from one job to

another
 Video on job specialization