HUMAN RESOURCE

MANAGEMENT
Job Analysis
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Chapter 3
Md. Zahid Hossain Bhuiyan
Lecturer in Management, IIUC-DC
Published by Lecturesheet.iiuc28a9.com
JOB ANALYSIS
Lecture Highlights:
What is Job Analysis?
Job Attributes/ Job analysis information
hierarchy
Nature /Purpose of JA
Methods of Job analysis
Steps of job analysis
Multifaceted nature of job analysis
Problems of job analysis
Model Questions
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JOB ANALYSIS
Job Analysis is a systematic exploration of the
activities within a job.
It defines and documents the duties,
responsibilities and accountabilities of a job and
the conditions under which a job is performed.

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The documentation
includes the major
responsibilities, duties, and
tasks of a job, as well as
the kinds of knowledge,
skills, and abilities needed
to perform the job.
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What is Job
Analysis?
Job Analysis is
the process of
getting detailed
information
about jobs
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It is a technical procedure used to
define the duties, responsibilities,
and accountabilities of a job.
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This analysis involves the identification
and description of what is happening on the
job . . . accurately and precisely identifying
the required tasks, the knowledge, and the
skills necessary for performing them, and
the conditions under which they must be
performed.
Job Analysis
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JOB ANALYSIS INFORMATION
HIERARCHY
Element
Task
Duty
Position
Job
Job Family
Occupation
Career
Job analysis is nothing but an
accurate recording of the
activities involved. For these
recording we are simply
gathering information to
specific job attributes. The
hierarchy of JA Info are shown
beside:
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Job Analysis begins at the level of the element and
attempts to build understanding of the combination of
components
A Job Element is the
smallest unit into
which work can be
divided
Putting tomato on a hamburger is an
example of an element in the job of a
cook at restaurant
Lets take a look at different elements in
a Job Analysis process
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Lets talk about Task
A task is a distinct work
activities carried out for a
distinct purpose
Example would include typing a letter, preparing a lecture, or
unloading a mail truck
A Task comes from Developing a Work Unit
Activity Analysis
Element Activity Output
Raw Inputs: What
materials, data, and
information are needed?
Equipments: What special
equipment, facilities, and
systems are needed?
Human Resources: What
knowledge, skills, and
abilities are needed by
those performing the task?
What tasks are required in
the production of the
output?
What product,
information, or service is
provided? How is the
output measured?
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How about Duty?
A duty is a number
of tasks. Counseling
students is a duty of
a college instructor
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Duties can be classified by four
different activities
Routine Duties
Regular Duties
Special Duties
Innovative Duties
Minor tasks that are done daily, but
Which make a limited contribution to
The objectives of the department
Work most directly related to
Accomplishing the objectives of
The department
Meetings, committee work, and
Special projects, which may or may not
Be directly related to the department
Are essentially creative-thinking and
Improvement oriented; such as finding
Better ways to communicate with emp.
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I have a Position!
A position refers to one or
more duties performed by
one person in an
organization
Example: Supervisor
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Then, what is
mean by job?
A job is a type of
position within the
organization
A Sales Job could
involve many sales
positions
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Im the Pilot
Im the Co-Pilot
We both
have a Job
to do
Lets talk about
Occupation
An occupation is a group
of similar jobs found
across organizations
Electrician
Accountant
Maintenance
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Why is it important to
know the terms?
Because, job analysis begins
at the level of the element
and attempts to build
understanding of total
organizational functions
JOB ANALYSIS INFORMATION
HIERARCHY
Career: Sequence of
positions, jobs, or occupations
that a person has over his or
her working life.

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Job analysis process generates three outcomes:
Job descriptions
Job specifications
Job evaluation
It is important to note that these are the
tangible products of the work not the job
analysis, which is the conceptual, analytical
process or action from which we develop these
outcomes. Lets look at them more closely.
Purpose of Job Analysis

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NATURE & PURPOSE OF JOB ANALYSIS
Identification
Job title
Reporting relationships
Department
Location
Date of analysis
General Summary
Describes the jobs
distinguishing
responsibilities and
components
Essential Functions and
Duties
Lists major tasks,
duties and
responsibilities
Others:
Signature of
approvals
Working Condition
Hazards

Job Description
A job description is a written statement of what the
jobholder does, how it is done, under what conditions it is
done, and why it is done.
Job Description Contains the following:
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NATURE & PURPOSE OF JOB ANALYSIS
Job specifications:
The job specification states the minimum
acceptable qualifications that the incumbent
must possess to perform the job
successfully.
A statement of human qualifications
necessary to do the job. Usually contains
such items as:
Education, Experience, Training, Judgment,
Initiative, Physical Skills, Responsibilities,
Communication Skills, Emotional characteristics,
personality



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NATURE & PURPOSE OF JOB ANALYSIS
Job specifications:
Based on the information acquired through job analysis,
the job specification identifies the knowledge, skills,
education, experience, certification, and abilities needed to
do the job effectively. Individuals possessing the personal
characteristics identified in the job specification should
perform the job more effectively than those lacking these
personal characteristics. The job specification, therefore, is
a important tool in the selection process, for it keeps the
selectors attention on the list of qualifications necessary
for an incumbent to perform the job and assists in
determining whether candidates are essentially qualified.
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NATURE & PURPOSE OF JOB ANALYSIS
Job Evaluations
In addition to providing data for job descriptions and
specifications, job analysis is also valuable in
providing the information that makes comparison of
jobs possible. If an organization is to have an
equitable compensation program, jobs that have
similar demands in terms of skills, knowledge, and
abilities should be placed in common compensation
groups. Job evaluation contributes towards that end
by specifying the relative value of each job in the
organization. Job evaluation, therefore, is an
important part of compensation administration.

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NATURE & PURPOSE OF JOB ANALYSIS
Job Evaluations
Specify relative value of each job in the
organization.
Used to design equitable compensation
program.

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J
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D
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Faculty Member, College of Business
Job Title: Faculty Member Occupational Code No.4554
Reports to: Department Chairperson Job No. 078
Supervises: None Date: 4/14/98
Environmental Conditions: None
Functions: Teach one or more subjects within a prescribed
business and economics curriculum

Duties and Responsibilities:
Prepare and deliver outside reading assignments.
Stimulate class discussion.
Compile, administer, and grade examinations or assign this work
to others.
Direct research for others working for advanced degree.
Conduct research in particular field of knowledge and publish
findings in professional journals.
Perform related duties, such as advising students on academic and
vocational curricula.
Serve on faculty committees.
Provide professional consulting to government and industry.
Other duties as assigned by department head.

J
o
b

S
p
e
c
i
f
i
c
a
t
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Job Characteristics: Understanding of instructional methods for
traditional and nontraditional students; excellent communication skills; and
skilled operation of a personal computer, using word processing,
spreadsheet, database management, and statistical packages.

Fig: Exhibit 1.2 Example of Job Description & Job Specification

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PURPOSES OF JOB ANALYSIS
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JOB
ANALYSIS
RECRUITING SELECTION
TRAINING CAREER
PLANNING
COMPENSATION
PERFORMANCE APPRAISAL
JOB ANALYSIS METHODS
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Observation


Diary
Job Analysis
Methods
Interview
Individual
Group
Questionnaire
Technical
Conference
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Observation Method: Using the observation
method, a job analyst watches employees directly
or reviews films of workers on the job. Although
the observation method provides firsthand
information, workers often do not function most
efficiently when they are being watched, and thus
distortions in the job analysis can occur. This
method also requires that the entire range of
activities be observable. This is possible with
some jobs, but impossible for many-for example,
most managerial jobs.

METHODS OF JOB ANALYSIS
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Individual Interview Method: Using the
individual interview method, a team of job
incumbents is selected and extensively
interviewed. The result of these interviews is
combined into a single job analysis. This
method is effective for assessing what a job
entails, and involving employees in the job
analysis in essential.
METHODS OF JOB ANALYSIS
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Group Interview Method: The group
interview method is similar to the
individual interview method except that a
number of job incumbents are interviewed
simultaneously. Accuracy is increased in
assessing jobs, but group dynamics may
hinder its effectiveness.

METHODS OF JOB ANALYSIS
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Structured Questionnaire Method: Under the
structured questionnaire method, workers are
sent a specifically designed questionnaire on
which they check or rate items they perform on
their job form a long list of possible task items.
This technique is excellent for gathering
information about jobs. However, exceptions to
a job may be overlooked, and there is often no
opportunity to ask follow-up questions or to
clarify the information received.
METHODS OF JOB ANALYSIS
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Technical Conference Method: The technical
conference method uses supervisors with
extensive knowledge of the job. Here, specific job
characteristics are obtained from the experts.
Although a good data-gathering method, it often
overlooks the incumbent workers perceptions
about what they do on their job.
METHODS OF JOB ANALYSIS
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Diary Method:
The diary method requires job
incumbents to record their daily
activities. The diary method is the most
time consuming of the job analysis
methods and may have to extend over
long periods of time-all adding to its
cost.
STAGES IN THE JOB ANALYSIS PROCESS
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Understand the purpose
of the job analysis
Determine how to collect
job analysis information
Review draft
with supervisor
Develop draft
Seek
clarification
Understand the role of
job in the organization
Benchmark
position
STEPS IN CONDUCTING JOB ANALYSIS
Understand the purpose of conducting the job
Analysis:
Before embarking on a job analysis. One must
understand the nature and purpose of conducting
the investigation. Recognize that job analysis serve
a vital purpose in such HRM activities as recruiting,
training, setting performance standards, evaluating
performance, and compensation. In fact, nearly
every activity in HRM revolves around the job
analysis.
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STEPS IN CONDUCTING JOB ANALYSIS
Understand the Role of Jobs and Values in the
Organization: Every job in the organization should
have a purpose. Before conducting the job analysis,
one must understand the linkage that the job has to
the strategic direction of the organization. In
essence, one must answer why the job is needed, If
an answer cannot be determined, then may be the
job is not needed.

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STEPS IN CONDUCTING JOB ANALYSIS
Benchmark Positions : In a large organization, it
would be impossible to evaluate every job at one
time. Accordingly, by involving employees and
seeking their input, selected jobs can be chosen
based on how well they represent other, similar jobs
in the organization. This information, then, will be
used as a starting point in later analysis of the other
positions.
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STEPS IN CONDUCTING JOB ANALYSIS
Determine How You Want to Collect he Job
Analysis Information: Proper planning at this
stage permits one to collect the data desired in the
most effective and efficient manner. This means
developing a process for collecting the data.
Several combined methods like structured
questionnaires, group interviews, and technical
conferences should be used. Select the ones,
however, the best meet your job analysis goals and
timetables.
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STEPS IN CONDUCTING JOB ANALYSIS
Seek Clarification, Wherever Necessary : Some
of the information collected may be entirely
understood by the job analyst. Accordingly, when
this occurs, one must seek clarification from those
who possess the critical information. This may
include the employee and the supervisor. Failure to
understand ad comprehend the information will
make the next step in the job analysis process
writing the job description more difficult.


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STEPS IN CONDUCTING JOB ANALYSIS
Develop the First Draft of the Job Description :
Although there is no specific format that all job
descriptions follow, most include certain elements.
Specifically, a job description contains the job title,
a summary sentence of the jobs main activities, the
level of authority and accountability of the position,
performance requirements, and working conditions.
The last paragraph of the job description typically
includes the job specifications, or those personal
characteristics the job incumbent should possess to
be successful on the job.
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STEPS IN CONDUCTING JOB ANALYSIS
Review Draft with the Job Supervisor :
Ultimately, the supervisor of the position being
analyzed should approve the job description.
Review comments from the supervisor can assist in
determining a final job description document. When
the description is an accurate reflection, the
supervisor should sign off, or approve the
document.
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Multifaceted Nature of the Job Analysis

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PROBLEMS OF JOB ANALYSIS:

Support from Top Management: In most cases top
management support are missing.
Single Means Source: There are many proven methods for
collecting data. Sometimes analysts rely on only one method
while a combination might provide a better data for job
analysis.
No Training or Motivation: Job holders are great source of
motivation. But they are not trained or motivated to provide
quality data for job analysis.
Activities may be distorted: Where training and preparedness
do not exist, job holders tend to submit distorted data, either
intentionally or inadvertently
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