Human Resource Human Resource ManagementManagementJOB ANALYSISJOB ANALYSIS

PRESENTED BY:PRESENTED BY:

MAYAMAYA

What is a job?What is a job?

J0bJ0b– Group of related activities and Group of related activities and

dutiesduties– Made up of tasksMade up of tasks

TasksTasks– Basic elements of jobsBasic elements of jobs– ““what gets done”what gets done”

STAGES OF HRMSTAGES OF HRM

4

The The JOB ANALYSISJOB ANALYSIS

A job analysis is the process used to collect A job analysis is the process used to collect information about the duties, information about the duties, responsibilities, necessary skills, outcomes, responsibilities, necessary skills, outcomes, and work environment of a particular job.and work environment of a particular job.

Process of defining a job in terms of its Process of defining a job in terms of its component tasks or duties and the component tasks or duties and the knowledge or skills required to performknowledge or skills required to perform them them

DECISION IS MADE TO CHECK THAT:DECISION IS MADE TO CHECK THAT: Whether already existing post is Whether already existing post is

valuable or not.valuable or not.To create a Post.To create a Post.

What to do??What to do??

1.1. Discuss the nature of job analysis, Discuss the nature of job analysis, including what it is and how it’s used.including what it is and how it’s used.

2.2. Use at least three methods of collecting Use at least three methods of collecting job analysis information, including job analysis information, including interviews, questionnaires, and interviews, questionnaires, and observation.observation.

3.3. Explain job analysis in a “jobless” world, Explain job analysis in a “jobless” world, including what it means and how it’s including what it means and how it’s done in practice.done in practice.

JOB ANALYSIS PROCESSJOB ANALYSIS PROCESS

Steps in Job Analysis Steps in Job Analysis ProcessProcess

1.1. Job descriptions—Task Job descriptions—Task requirementsrequirements

– Statement that explains duties working Statement that explains duties working conditions, etc. of a jobconditions, etc. of a job

2.2. Job specifications—Person Job specifications—Person requirementsrequirements

– Statement of what a job demands of the Statement of what a job demands of the incumbentincumbent

– E.g., knowledge, skills, abilities (KSAs) and E.g., knowledge, skills, abilities (KSAs) and other characteristics required toother characteristics required to perform perform jobjob

3.3.Performance standardsPerformance standards– What is expected of workersWhat is expected of workers– JA may provide performance JA may provide performance

standards for job where standards for job where performance is readily quantified, performance is readily quantified, measurable, etc.measurable, etc.

– May need to be augmented – e.g., May need to be augmented – e.g., participative goal-settingparticipative goal-setting

All of these uses form foundation All of these uses form foundation for various HRM systemsfor various HRM systems

Important Applications of Important Applications of Job Analysis Job Analysis

The Job Analysis provides the The Job Analysis provides the foundation for almost everything HR foundation for almost everything HR is involved in.is involved in.– Job DescriptionsJob Descriptions– Employee SelectionEmployee Selection– TrainingTraining– Performance AppraisalsPerformance Appraisals– Job ClassificationJob Classification– Job EvaluationJob Evaluation– Job Design and RedesignJob Design and Redesign

Reasons For Reasons For Conducting Conducting Job Analysis Job Analysis

Training & Training & DevelopmentDevelopment

Staffing Staffing CompensationCompensation

& Benefits& Benefits Safety and HealthSafety and Health

Employee and Employee and

labor relation shiplabor relation ship

METHODSMETHODS

Direct observationDirect observation Interview of existing post Interview of existing post

holderholder Interview of immediate Interview of immediate

supervisorsupervisor QuestionnairesQuestionnaires Previous studiesPrevious studies Work dairiesWork dairies

Methods of Job Analysis: Methods of Job Analysis: ObservationObservation

Information SourceInformation Source– Observing and noting the physical Observing and noting the physical

activities of employees as they go about activities of employees as they go about their jobstheir jobs

AdvantagesAdvantages– Provides first-hand informationProvides first-hand information

– Reduces distortion ofReduces distortion of

informationinformation

Observation:Observation:

Disadvantages:Disadvantages:– Time consumingTime consuming

– Difficulty in capturing entire job cycleDifficulty in capturing entire job cycle

– Of little use if job involves a high level of Of little use if job involves a high level of mental activitymental activity

– Observer’s Difference of mental Observer’s Difference of mental disposition.disposition.

– Analyst’s caliber should match Analyst’s caliber should match employee’s caliberemployee’s caliber

Methods of Job Analysis: Methods of Job Analysis: The InterviewThe Interview

Information SourcesInformation Sources– Individual employees (existing job holder)Individual employees (existing job holder)

– Immediate boss (Supervisors )Immediate boss (Supervisors )

with knowledge of the job.with knowledge of the job.

Interview formatInterview format

StructuredStructured

UnstructuredUnstructured

The Interviews:The Interviews: AdvantagesAdvantages

– Quick, direct way to find overlooked Quick, direct way to find overlooked

information required.information required.

DisadvantagesDisadvantages– Exaggeration or depreciation of importance of Exaggeration or depreciation of importance of

jobjob

– In case of supervisor, he may not be interesting In case of supervisor, he may not be interesting in the JD of the subordinates.in the JD of the subordinates.

– Attitude may not be supportive.Attitude may not be supportive.

– Difference in perception, attitude and aptitude Difference in perception, attitude and aptitude of the interviewee.of the interviewee.

– Lack of communication.Lack of communication.

– Analyst’s caliber should match employee’s Analyst’s caliber should match employee’s caliber.caliber.

Methods of Job Analysis: Methods of Job Analysis: QuestionnairesQuestionnaires

Information Source:Information Source:Have employees fill out questionnaires to Have employees fill out questionnaires to

describe their job-related duties and describe their job-related duties and responsibilities.responsibilities.

Questionnaires format:Questionnaires format:

1.1. Structured checklist.( to identify Structured checklist.( to identify the task performed)the task performed)

2.2. Open ended questionsOpen ended questions

QuestionnairesQuestionnaires

AdvantagesAdvantages– Quick and efficient way to gather Quick and efficient way to gather

information from large numbers of information from large numbers of employeesemployees

– Quick and economical to useQuick and economical to use DisadvantagesDisadvantages

– Expense and time consumed in Expense and time consumed in preparing and testing the questionnaire.preparing and testing the questionnaire.

– Becomes less useful where the Becomes less useful where the employees lack verbal skills.employees lack verbal skills.

Methods of Job Analysis:Methods of Job Analysis:Previous studiesPrevious studies

Information source:Information source:

Past record of any employee. Past record of any employee.

The analyst keeps the past record of the The analyst keeps the past record of the employees and keeps the previous employees and keeps the previous experiences and issues related to the job experiences and issues related to the job analysis process of the organization.analysis process of the organization.

Previous studiesPrevious studies

AdvantagesAdvantages

Easy to use this method.Easy to use this method.

Helps to find out that whether it is Helps to find out that whether it is beneficial or notbeneficial or not

DisadvantagesDisadvantages

Wrong assessment of previous postWrong assessment of previous post

Bad performance of previous Bad performance of previous employeeemployee

Methods of Job Analysis: Methods of Job Analysis: Work DiariesWork Diaries

Information SourceInformation Source– Workers keep a chronological diary/ log Workers keep a chronological diary/ log

of what they do and the time spent on of what they do and the time spent on each activity.each activity.

Work DiariesWork Diaries

AdvantagesAdvantages– Produces a more complete picture of the Produces a more complete picture of the

jobjob

– Employee participationEmployee participation

– Maintained on daily basis.Maintained on daily basis.

DisadvantagesDisadvantages– Distortion of informationDistortion of information

– Depends upon employees to accurately Depends upon employees to accurately recall their activitiesrecall their activities

Methods of Job Analysis:Methods of Job Analysis:Manager trying the jobManager trying the job

This method is used to check the This method is used to check the new post. new post.

In this method the manager start a In this method the manager start a new job to check that whether this new job to check that whether this job is beneficial or not.job is beneficial or not.

It’s a risky step to take because it It’s a risky step to take because it may cause many fundamental may cause many fundamental problems.problems.

Advantages and Advantages and disadvantagesdisadvantages

Advantages:Advantages:

1.1. Very fruitful if the manager is an Very fruitful if the manager is an experienced analyst and strategic experienced analyst and strategic risk taker.risk taker.

Disadvantages:Disadvantages:

1.1. Very expensiveVery expensive

2.2. RiskyRisky

3.3. Time consumingTime consuming

The person who conducts job The person who conducts job analysis is interested in gathering analysis is interested in gathering data on what is involved in data on what is involved in performing a particular job.performing a particular job.

Types of data collected, that may Types of data collected, that may help in analysis are, help in analysis are,

( WORK ACTIVITIES,WORK ( WORK ACTIVITIES,WORK PERFORMANCES,WORK PERFORMANCES,WORK SCHEDULES,PERSONAL REQUIRMENTS).SCHEDULES,PERSONAL REQUIRMENTS).

Human resource experts Human resource experts cannot rely on individual cannot rely on individual

job analysis techniques so job analysis techniques so normally all the methods normally all the methods

are used collectively. are used collectively.