JOB ANALYSIS

JOB ANALYSIS
Group MembersAnshu Singh Pawan Gupta Shilpa Minhas Smriti Saxena Tarun Swami Vikash Singh

What is a job?
J0b

Group of related activities and duties Made up of tasks

The JOB ANALYSIS

A job analysis is the process used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job. Process of defining a job in terms of its component tasks or duties and the knowledge or skills required to perform them
Job Duties

Job Tasks

Job responsibilities

Job Analysis

WHAT INFORMATION SHOULD WE COLLECT..??

Work Activities Human behaviors Machines,tools,equipments and work aids Performance standards Job context Human requirements

JOB ANALYSIS PROCESS

The Steps in Job Analysis:

Organizational Analysis Selection of jobs to be analyzed Data collection

Job specification

Job description

METHODS
Direct observation Interview Questionnaires Previous studies Work dairies

Methods of Job Analysis: 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

Observation:
Disadvantages:
Time consuming Difficulty in capturing entire job cycle

Methods of Job Analysis: The Interview

Information Sources
Individual employees (existing job holder) Immediate boss (Supervisors )

with knowledge of the job.

Interview format

Structured
Unstructured

The Interviews:

Advantages
Quick, direct way to find overlooked

information required.

Disadvantages
Exaggeration or depreciation of importance of job Attitude may not be supportive.

Methods of Job Analysis: Questionnaires

Information Source:
Have employees fill out questionnaires to describe their job-related duties and responsibilities.

1. 2.

Questionnaires format: Structured checklist.( to identify the task performed) Open ended questions

Questionnaires

Advantages
Quick and efficient way to gather information from large numbers of employees Quick and economical to use

Disadvantages
Expense and time consumed in preparing and testing the questionnaire. Becomes less useful where the employees lack verbal skills.

Methods of Job Analysis: Previous studies

Information source: Past record of any employee. The analyst keeps the past record of the employees and keeps the previous experiences and issues related to the job analysis process of the organization.

Previous studies
Advantages 1. Easy to use this method. 2. Helps to find out that whether it is beneficial or not Disadvantages 1. Wrong assessment of previous post 2. Bad performance of previous employee

Methods of Job Analysis: Work Diaries

Information Source
Workers keep a chronological diary/ log of what they do and the time spent on each activity.

Work Diaries

Advantages
Produces a more complete picture of the job
Employee participation Maintained on daily basis.

Disadvantages
Distortion of information

Depends upon employees to accurately recall their activities

Methods of Job Analysis: Manager trying the job

This method is used to check the new post. In this method the manager start a new job to check that whether this job is beneficial or not. Its a risky step to take because it may cause many fundamental problems.

Advantages and disadvantages

1.

1. 2.

Advantages: Very fruitful if the manager is an experienced analyst and strategic risk taker. Disadvantages: Very expensive and Risky Time consuming

JOB DESCRIPTION
A job description is a written statement of what the worker actually does,how he or she does it,and what the jobs working conditions are.

Most descriptions contain sections that cover: Job identification Job summary Responsibilities and duties Authority of incumbent Standards of performance Working conditions Job specifications

Example of Job Description

JOB TITLE:_____ REPORTS TO:___ SUPERVISES:___ AS ON DATE :_________ OCCUPATIONAL CODE: ________ JOB NO. : ___________________ GRADE LEVEL: _______________

FUNCTIONS: ___________________________________________________________ ___________________________________________ DUTIES AND RESPONSIBILITIES: ___________________________________________________________ ___________________________________________ JOB CHARACTERISTICS: ___________________________________________________________ ___________________________________________

JOB SPECIFICATION
Job specifications specify the minimum acceptable qualifications required by the individual to perform the task efficiently. Based on the information obtained from the job analysis procedures, job specification identifies the qualifications, appropriate skills, knowledge, and abilities and experienced required to perform the job. Job specification is an important tool in the selection process as it keeps the attention of the selector on the necessary qualifications required for that job.

Specifications for Trained versus Untrained Personnel Specifications based on Judgment Job Specifications based on Statistical Analysis

Example of Job specification

JOB TITLE: __________________________ EDUCATION:_________________________ PHYSICAL HEALTH: _____________________________________________________________________ ___________________________________________________ APPEARANCE: ____________________________________________________________ MENTAL ABILITIES: _______________________________________________ SPECIAL ABILITIES: _______________________________________________ PREVIOUS WORK EXPERIENCE: _____________________________________________________________________ ___________________________________________________ SPECIAL KNOWLEDGE & SKILLS:_____________________________________ OTHER : ________________________________________________________

USES OF JOB ANALYSIS INFORMATION

Recruitment and selection Compensation Training Performance Appraisal Discovering Unassigned Duties Legal Compliance

CASE STUDY
Application Case Tropical Storm CharleyIn August 2004, tropical storm Charley hit North Carolina and the Optima Air Filter Company.Many employees homes were devastated and the firm found that it had to hire almost 3 completely new crews, one for each of its shifts. The problem was that the Old-timers had known their jobs so well that no one had ever bothered to draw up job descriptions for them. When about 30 new employees began taking their places, there was general confusion aboutwhat they should do and how they should do it.

The storm quickly became old news to the firms out-of state customers- who wanted filters, notexcuses. Phil Mann, the firms President, was at his wits end. He had about 30 new employees, 10 old-timers, and his original factory supervisor, Maybelline. He decided to meet with Linda Lowe, a consultant from the local universities business school. She immediately had the old timers fill out a job questionnaire that listed all their tasks, duties & responsibilities. Arguments ensued almost at once- Both Phil & Maybelline thought the old-timers were exaggerating to make themselves look more important, and the old-timers instead that the list faithfully reflected their duties. Meanwhile, the customers clamoured for their filters.

QUESTIONS..

Should Phil & Linda ignore that old-timers protests and write up the job descriptions as they see fit? Why? Why not?
How would you go about resolving the differences? How would u have conducted the job analysis? What should fill do now?