Job Analysis

Job Job AnalysisAnalysis

Objectives of this Session

• To know Job Analysis Defined

• Terminology Regarding Job Analysis

• Relationship among Different Job Components

• Outcomes of Job Analysis

• Elements of JD & JS

• The Multifaceted Uses of the Job Analysis

• Problems associated with Job Analysis

• Issues to consider prior to conducting Job Analysis

• Techniques Job Analysis

Job Analysis Defined

Job Analysis: The analysis of subdivided work in the organization, both at the level of individual job and for the entire flow of the production process.

"Job Analysis is a procedure, by which pertinent information is obtained about a job, i.e., it is a detailed and systematic study of information relating to the operations and responsibilities of a specific job."

In other words, It is the determination of the tasks which comprise the job and of the skills, knowledge, abilities, and responsibilities required of the employee for a successful performance and which differentiate one job from another.

Terminology Regarding Job Analysis

• Job – group of positions that have similar duties, tasks, & responsibilities

• Position – set of duties & responsibilities performed by one person

– A job is a general term, a position is more specific.

– Eg. as my job, I am a teacher. But to be specific, my position is Elementary Gifted Specialist.Eg. someone might work at the grocery store as their job, but specifically, their position is produce assistant.

Terminology Regarding Job Analysis (cont.)

• Job Family– group of 2 / more jobs that have similar duties / characteristics

• Task – separate, distinct & identifiable work activity

• Duty – several tasks that are performed by an individual

• Responsibilities – obligations to perform certain tasks & duties

• Job Design– process to ensure that individuals have meaningful work & one that fits in effectively with other jobs

Relationship among Different Job Components

Outcomes of Job Analysis

Two written outcomes (documents) of job analysis are:- Job Description Job Specification

Job Description: Job description is a written record of the duties, responsibilities and requirement of a particular job.

• It is a statement describing the job in such terms as its title, location, duties, working conditions and hazards. In other words, it tells us what is to be done, how it is to be done and why.

• It is a standard of function, in that it defines the appropriate and authorized contents of a job.

Outcomes of Job Analysis (cont.)

Job Specification:

• Job specification is a written record of the requirements sought in an individual worker for a given job.

• It is a statement of minimum acceptable human qualities necessary for the proper performance of a job. In other words, it refers to a summary of the personal characteristics required for a job

• It is a standard of personnel and designates the qualities required for an acceptable performance.

Elements of JD & JS

Elements of JD:• Job title &identification• Job summary• Job duties• Responsibilities• Authority• Supervision given/taken• Working condition• Machines, tools, equipment

to be used in the job• Relation to other jobs

Elements of JS:

• Physical make - up or characteristics

• Education & Training

• Job Experience

• Special Aptitudes

• Disposition

• Motivation (self-motivated or not)

• Circumstance(ability to work under pressure)

1. Determine the Job or ProcessConcurrent (all jobs analyzed at approximately the same time)

Sequential (job analysis conducted in different stages over time)

Depends of criticality of job and availability of job analysts

2. Determine the Method (traditional): Depends on cost, time, flexibility, validity & reliability and acceptance

Interviews - 360 Degree Evaluation

Observation - Direct or Indirect

Journals & Diaries

Output & Production Analysis

Process of Job Analysis

Process of Job Analysis (contd.)

Determine the Method (contd.)

Questionnaire: 1. The Position Description Questionnaire

2. The Functional Job Analysis (FJA)

3. The Job Diagnostic Survey

4. The Dimensions of Executive Positions

5. The Position Analysis Questionnaire (PAQ)

- Education, training and skill requirement

- Responsibility

- Effort

- Working conditions

Current Job Description & Specification

3. Examine the Recorded Data

4. Define & Formalize New Methods & Performance Standards for the Job

5. Maintain New Methods & Performance Standards for the Job

Communication & Training Supervisory Reinforcement Employee Feedback Reward Systems

Process of Job Analysis (contd.)

Methods of Collecting Job Analysis Information

Job analysis is based on job data. Hence the question: how to collect job related data? A variety of methods are available for collecting job data.

In recent years, questionnaires, check lists, critical incidents, diaries, personnel records and technical conference method have also been experimented.

Observation:

Under this method, data is collected through observing an employee while at work. The job analyst on the basis of observation carefully records what the worker does, how he/she does, and how much time is needed for completion of a given task.

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Interview: In this method, the job analyst directly interviews the job holder through a structured interview form to elicit information about the job. This method is found suitable particularly for jobs wherein direct observation is not feasible. By way of directly talking to the job holder, the interviewer job analyst may extract meaningful information from the job holder about his/her job.Questionnaire:In this method, the employee is given structured questionnaire to fill in, which are then returned to the supervisors. The supervisor, after making the required and necessary corrections in the infor mation contained in the questionnaire, submits the corrected information to the job analyst. Question naire provides comprehensive information about the job.


Checklists: The checklist method of job data collection differs from the questionnaire method in the sense that it contains a few subjective questions in the form of yes or no. The job holder is asked to tick the questions that are related to his/her job. Checklist can be prepared on the basis of job informa tion obtained from various sources such as supervisors, industrial engineers, and other people who are familiar with the particular job.

Critical Incidents:This method is based on the job holder’s past experiences on the job. They are asked to recapitu late and describe the past incidents related to their jobs. The incidents so reported by the job holders are, then, classified into various categories and analysed in detail. Yes, the job analyst requires a high degree of skill to analyse the incidents appropriately described by the job holders. However, this method is also time-consuming one.


Diaries or Log Records: In this method, the job holder is asked to maintain a diary recording in detail the job-related activities each day. If done judiciously, this method provides accurate and comprehensive information about the job. This overcomes memory lapses on the part of the job holder. As recording of activities may spread over several days, the method, thus, becomes time-consuming one.

Technical Conference Method:In this method, a conference is organised for the supervisors who possess extensive knowledge about job. They deliberate on various aspects of the job. The job analyst obtains job information from the discussion held among these experts/supervisors. The method consumes less amount of time. However, the main drawback of this method is that it lacks accuracy and authenticity as the actual job holders are not involved in collecting job information.


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The Multifaceted Uses of the Job Analysis

Job Analysis

Job Description

Job Specifications

Recruiting Selection

Strategic HR

Planning

Employee Training

Employee Development

Career Development

Performance Appraisal

Compensate

Safety and Health

Labor Relations

Problems associated with Job Analysis

Neither updated nor reviewed

Vague Job Description & Specification

Contamination & Deficiency

Time & Cost

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Problems associated with Job Analysis (Cont.)

1. Lack of top management support• Role of top management is to communicate to

incumbents that purpose of job analysis is to enhance performance in organization.

2. Lack of training of the analyst and incumbent• Incumbent should be trained about job analysis as

purpose of job analysis, if not, incumbents distort data of job analysis because employee think that process seen as a threat to employee

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3. Use of only one method

• Each method also has advantage and disadvantage so you should use at least 2 methods for job analysis.

• Note that job analysis includes both collecting of data and review data so that you should not use only one method.

4. Use of single source of data only

• Information source of job analysis include many one from internal one to external one… One can not reflect all data about position so that you should use at least 2 ones of job analysis information.

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5. Other problems are:

• Intentional or unintentional distortion from incumbent

• Absence of a review

• Lack of participation of all stakeholders

• Job-based rather than person-based.

• Lack of reward for providing quality information

• Insufficient time allowed for the process

• Time spent of job analysis too lengthy.21

Issues to consider prior to conducting Job Analysis

1. Purpose

2. Internal staff or external consultant

3. Organization and coordination

4. Communication

5. Workflow and timeframe …….. 22

Job Analysis Methods

End of Session

THANK YOUTHANK YOU

Job Analysis

Documents

Transcript of Job Analysis