Job Analysis

Job Analysis
Shikha V Deshpande
Overview
• What is job analysis?
• How can you use this tool in your
organization?
• Methods of job analysis
• How it works
• Real world example
• An exercise
• Summary
What is job analysis?
• A systematic approach to
collect information about a job
such as tasks, responsibilities
and the skills required to
perform those tasks
• An important part of Human
Resources (HR) planning
Types of jobs for JA
– Newly formed jobs

– Old preexisting jobs
– Union jobs
– Jobs that have come under
discriminatory recognition.
– Basically all types of jobs can and
should be analyzed.
Reasons for job
analysis:
– New position needs to be created.
– Old job has become unproductive.
– Better define the role of the employee.
– Union demand for a revision.
– To develop nondiscriminatory
standards (primarily women and
minorities).
How can it be used in
your organization?
• Job analysis assists HR in
determining:
– Necessity of the job
– Equipment needed
– Skills required
– Supervision
– Working conditions
– Management/employee interaction
your organization?
• Recruiting
– Keyword searches on resumes that
match job requirements
• Selection
• Appraisal
• Salaries and Incentives
• Training and Development
The Multifaceted Nature
of the Job Analysis
*DeCenzo and
Labor Relations Recruiting Selection Robbins, p.
145
Safety and Strategic

Health Job Analysis HR
Planning
Job Description
Employee
Compensate Job Specifications Training
Performance Career Employee

Appraisal Development Development
your organization?
• Job analysis can also:
– Help the company remain profitable
and competitive
– Help the company keep up with
technology
– Prevent employees from being
overworked
– Help the company stay
in compliance with
government regulations
What is analyzed?
– Work activities
– Working conditions
• Supervisors
• Location
• Schedule
– Machines and equipment
What is analyzed?
– Job performance
• Operations
• Standards
• Time
– Experience, training, and skills
– Supervision and promotion
patterns
– Products/services completed
Who is involved in the
Job Analysis ?
• Job analysis is a complex
process and will require the
participation from several
individuals within your
organization.
• Using the skills and expertise of
other personnel will bring more
clarification upon your analysis.
Who is involved in the
job analysis?
• The individuals
playing a role in job
analysis can be:
– Top Management
– Supervisory
Management
– A Consultant (Not
always necessary)
– Employees
– Union
Individual roles
• General Management
– Establish a need for the program
– Resolve conflict
• Supervisory Management
– Review and approve the results
– Implement the program
Individual roles cont…
• Employees
– Add their on hand experience
– Bring up any facts unknown by
management
• Union
– Negotiate with management
– Appoint representatives
Methods of Job Analysis
• Observation
• Interview
– Individual
– Group
• Questionnaires
– PAQ
• Diary
• Technical Conference
• Critical Incident Technique
• Observation Method
– Analyst observes incumbent
• Directly
• Videotape
– Useful when job is fairly routine
– Workers may not perform to
expectations
• Interview Method
– Individual
• Several workers are interviewed
individually
• The answers are consolidated into a
single job analysis
– Group
• Employees are interviewed
simultaneously
• Group conflict may cause this method
to be ineffective
• Questionnaires
– Employees answer questions about
the job’s tasks and responsibilities
– Each question is answered using a
scale that rates the importance of
each task
• Diary Method
– Employees record information into
diaries of their daily tasks
• Record the time it takes to complete
tasks
– Must be over a period of several
weeks or months
• Technical Conference Method
– Uses experts to gather information
about job characteristics
• Critical Incident Technique (CIT)
– Takes past incidents of good and
bad behavior
– Organizes incidents into categories
that match the job they are related
to
• Involves 4 steps
• CIT steps
– Brainstorm and create lists of
dimensions of job behaviors
– List examples of effective and
ineffective behavior for each
dimension
– Form a group consensus on
whether each incident is
appropriately categorized
– Rate each incident according to its
value to the company
Use of job analysis
– In utilization of workers:
• Organizing and planning
• Controlling costs
– In training:
• Developing training courses
• Orienting new employees
Use of Job Analysis
– In job evaluation:
• Appraising performance
• Determining profit-sharing
– In recruiting:
• Creating job specifications
• Matching the right people with jobs
– In labor and personnel relations:
• Establishing authority
• Establishing communication
channels
Advantages of Job
Analysis
• Using job analysis you can define

what makes each job what it is in the
organization.
• This leads to better performance and
more efficiency from the work force.
• And with better performance and
efficiency comes a smoother running
more profitable company.
How It Works
• Conducting the job analysis
– Know the purpose
– Gather Information about jobs to
be analyzed
• Books
• Charts
• Trade union literature
• Government agency literature
– Use employee input
How It Works
• Conducting the job analysis
(ctnd.)
– Choose an efficient method of
collecting information
– Gather information from
employee/supervisor about the job
– Draft a job description
– Obtain supervisor approval
An Exercise
• Bruce Spuhler, customer service
manager at BGS Sports, wants
to conduct a job analysis on
how his employees interact with
customers and other employees.
• What steps should Bruce take to
implement a successful job
analysis, and what method
should he use to analyze his
employees?
An Exercise
• Possible Answer:
1. Determine the Purpose- to
reinforce good behavior among
employees and provide better
customer service
2. Gather as much information as
possible about retail and
customer service, including past
experiences with customers
An Exercise
3. Choose best method of job
analysis
-Critical Incident Technique
-This would allow Bruce to
discuss with his employees past
incidents and whether they were
effective or not
-Assign values of effectiveness
4. Gather information from workers
and other managers about the job
An Exercise
5. Draft a behavioral job
description
6. Identify areas that need
improvement, and implement
training programs to improve
those areas
Job Design
• The logical sequence to Job
Analysis is Job Design.
• Job design involves an effort to
organise the tasks, duties &
responsibilities into a unit of
work to achieve certain
objectives.
Job Design
• It integrates
• Work contents ( tasks, functions
& responsibilities)
• The rewards( intrinsic &
extrinsic)
• Qualifications required (skills,
knowledge & abilities)
• For that job which will fulfill the
needs of employees &
organisation.
Steps of Job Design
• 1) The specification of individual
tasks
• 2) The specificaton of the
methods of performing each
task
• 3) The combination of tasks into
a specific job which is assigned
to the individual employee.
Factors affecting job
design
Organisational Factors
- Work Flow
- Ergonomics
- work practices
Environmental Factors
- Employees abilities
- Social & cultural Expectations
Factors affecting job
design
Behavioural Elements
- Feedback
- Autonomy
- Use of ability
- Variety
Approaches of job
design
• Job Rotation
• Job Engineering
• Job Enlargement
• Job Enrichment
Summary
• Job analysis is an effective
approach to gathering
information about jobs
• This information is useful in
preparing job description & job
specification
• Job description lists job title,
duties, machines, equipment &
working conditions surrounding
jobs.
Summary
• Job specification lists human
qualities & qualifications
necessary to do the job.
• There are 6 popular techniques
to conducting job analyses
Summary
• A logical sequence to job
analysis is job design. It
involves organisation of tasks,
duties & responsibilities within
a unit of work.
• Job design affects employee
productivity, motivation &
satisfaction. Hence sufficient
care should be taken to design
the job.
Summary
• Work simplification, job rotation,
job enlargement, job enrichment
autonomous working are
popular job design techniques.
• Job analysis is directly related
to nearly every function of
Human Resource departments in
organizations

Job Analysis

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Job Analysis

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Job Analysis

– Newly formed jobs

Safety and Strategic

Performance Career Employee

• Using job analysis you can define

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