CHAPTER 4

Job Analysis
Definition of 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. (Robbins)

• Job Analysis is the procedure for determining the duties and

skill requirements of a job (Job Description) and the kind of
person who should be hired for it (Job Specification).
(Dessler)

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Two Products of Job Analysis
• Job Description
– A list of a job’s duties, responsibilities, reporting relationships, working
conditions, and supervisory responsibilities.
– Common format: title; duties; distinguishing characteristics;
environmental conditions; authority and responsibilities.
– Used to describe the job to applicants, to guide new employees, and
to evaluate employees.
• Job Specification
– A list of a job’s human requirements, that is, the requisite education,
skills, & personality.
– States minimum acceptable qualifications.
– Used to select employees who have the essential qualifications.

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The Multi-faceted Nature of Job Analysis

• Almost all HRM activities are tied to job analysis.

• Job analysis is the starting point for sound HRM.

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Types of Information Collected

Work
activities

Human
requirements Human
Information behaviors
collected via Job
Analysis
Job Equipment &
context work aids

Performance
standards

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Uses of Job Analysis Information

Recruitment &
Selection

EEO
Compliance Compensation
Uses of Job
Analysis
Information
Discovering Performance
Unassigned Duties Appraisal

Training

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Steps in Job Analysis

Review relevant
Decide how you’ll use Select representative
background
the information positions
information

Develop a job
Actually analyze the Verify the job analysis
description & job
job information
specification

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Steps in Job Analysis

Step 1 : Decide how you’ll use the information

(data and the way to collect data).
Step 2 : Review relevant background information
(Organization chart, process chart).
Step 3 : Select representative positions
(Because there may be too many similar jobs to
analysis. It is unnecessary to analyze the jobs of 200 assembly
workers when a sample of 10 jobs will do).

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Steps in Job Analysis

Step 4 : Actually analyze the job

(By collecting data on job activities, required employee
behaviors, working conditions, and human traits and
abilities needed to perform the job).

Step 5 : Verify the job analysis information

(Verify the information with the worker performing the job and
with his or her immediate supervisor).

Step 6 : Develop a job description (statement that describe

the activities & responsibilities of a job) & job
specification (the personal qualities, ).

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Sections of a Typical Job Description
• Job Identification (Job Title, preparation date & preparer)
• Job Summary (General nature of the job, major functions)
• Relationships (Reports to, supervises, works with etc)
• Responsibilities & Duties (Major responsibilities & duties,
decision making authority, direct supervision, budgetary
limitations)
• Standards of Performance & Working Conditions (The
standards employees are expected to perform)

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Writing Job Specifications

• Specifications for Trained Personnel

– Focus on traits like length of previous service, quality of relevant
training, and previous job performance.

• Specifications for Untrained Personnel

– Focus on physical traits, personality, interests, or sensory skills that
imply some potential for performing or for being trained to do the job.

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Methods of Job Analysis
• Observation Method
– Job analyst watches employees directly or reviews film of workers on
the job.

• Individual Interview Method

– A team of job incumbents is selected and extensively interviewed.

• Group Interview Method

– A number of job incumbents are interviewed simultaneously.

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Methods of Job Analysis
• Structured Questionnaire Method
– Workers complete a specifically designed questionnaire.

• Technical Conference Method

– Uses supervisors with an extensive knowledge of the job.

• Dairy Method
– Job incumbents record their daily activities.

• The best results are usually achieved with some combination

of methods.

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Job Evaluations

• Specify relative value of each job in the organization.

• Used to design equitable compensation program

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Specialized to Enlarged Jobs

• Job Enlargement
– Assigning workers additional same level activities, thus increasing the
number of activities they perform.

• Job Enrichment
– Redesigning jobs in a way that increases the opportunities for the
worker to experience feelings of responsibility, achievement, growth,
and recognition.

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Specialized to Enlarged Jobs

• Job Rotation
– Moving a trainee from department to department to broaden his or
her experience and identify strong and weak points to prepare the
person for an enhanced role with the company
– Systematically moving workers from one job to another to enhance
work team performance.

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Job Analysis and the Changing World of Work

• Globalization, quality initiatives, telecommuting, and teams

require adjustments to the components of a job.

• Today’s jobs often require not only technical skills but

interpersonal skills and communication skills as well

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