WITH THE NAME OF ALLAH THE MOST MIGHTY AND MERCIFUL. 1Human Resource Managment.

WITH THE NAME OF ALLAH THE MOST MIGHTY AND MERCIFUL.

1Human Resource Managment

What is Job Analysis.

Job analysis is a formal and detail examination of job. It is a systematic investigation of the tasks, duties and responsibilities necessary to do a job. Job analysis is an important personnel activity because it identifies what people do in their jobs and what they require in order to do the job satisfactorily.


Nature of Job Analysis

Job Analysis

Job Tasks

Job Duties

Job Responsibilities


Nature of Job Analysis: Task: A task is an identifiable work activity carried out for a specific purpose, for example preparation of an assignment. Duty: A duty is a larger work segment consisting of several tasks that are performed by an individual, for example, the doctor duty to check their patient.


Conti • Job responsibilities: These are the obligation(requirements) to perform certain tasks and duties.


Uses of Job Analysis: 1) Human Resource Planning: Job analysis helps in formulating human resource requirements in term of knowledge and skills. It facilitates the formulation of a systematic promotion and transfer policy.

2) Recruitment: job analysis is used to find out how and when to hire people for future job opening. Like criteria for hiring the employees. Job analysis also shows when to hire employees after the analysis of employees jobs than we come to know that which person should be promoted, demote, terminate etc.


Uses of Job Analysis:

3) Selection: without proper understanding of what is to be done on a job. It is not possible to select a right person for a job. Because if we don’t know the nature of a job than it is difficult to hire a right person for the right job.



4) Training: If there is any confusion about what the job is and what is supposed to be done, proper training programs can not be arrange. After job analysis than it quite clear that in which area employees need training and development.



5) Performance Appraisal: we can use job analysis for performance appraisal. It helps in finding out the actual job of an employee and what he is performing.


The process of job analysis:

The major steps involved in job analysis process are as follow:

a) Organizational analysis: First of all, an overall picture of various jobs in the organization has to be obtained. This is required to find the linkage between jobs and organizational objectives, interrelationship between jobs and contribution of various jobs to the efficiency and effectiveness of the organization.


b) Collection of job analysis data:

This step involve the collection of data on the regarding the job. It means the required behavior and personal qualification needed to carry out the job effectively. Several techniques are available for collecting such data, e.g personal observation, interview etc.


c) Preparation of job description:

This step involve describing the contents of the job in term of functions, duties, responsibilities etc. The job holder is required to fulfill the duties and responsibilities and perform the operation listed in job description.


d) Preparation of job specification:

After preparation of job description than we prepare job specification on the basis of job description. Job description is a written statement that shows what exactly required for the job in term of skills, training, experience, qualification needed to carry out the job.


Collection of job analysis information:

There are three phases of job analysis information:

1) Identify the job to be analyzed:

2) Develop job analysis questioner:

3) Data Collection:


1) Identify the job to be analyzed:

First of all we need to identify the job that we are going to analyze. What is the nature of the job? Here we identify the duties and responsibilities that concern with the job. For example for marketing officer, what will be the duties and responsibilities of this employee?


2)Develop job analysis questioner:

After job identification than we develop job analysis questioner to collect information regarding the job that we are going to analyzed. Here the job holders are given a properly designed questioner aimed at eliciting relevant job related information.


3) Collect job Analysis information:

The job analyst can not collect all the data through job analysis questionnaire, for that purpose they collect information through other sources.


a) Interview:

The interview methods consists of asking question from job holders. The reason behind the use of this methods is that job holders are most familiar with the job so they can provide better information regarding the job. The supervisor also provide information to the interviewer about the job.


b) Panel of expert:

In this method the analyst conduct an interview with most senior employees and their supervisor to collect information regarding the job. This group discussion can provide better information as compare to individual interview.


c) Mail Questionnaire method

Mail questionnaire is a widely used method of analyzing jobs. Here the job holders are given a properly design questionnaire to provide relevant job related information. After completion, the questionnaire are handed over to supervisors. The supervisor can seek further classification on various matter by talking to the job holder directly.


d) Employee log or Dairy method:

The job holder are asked to keep dairies or log of their daily job activities and record the amount of time that they spent on each job activity. So through this the job analyst can collect a lot of information their dairies.


e) Observation Method In this method the analyst personally

observe the activities of job holders doing the job. The analyst observe the activities of job holder and collect information, that how he is performing his job.


f) Combinations:

When each methods has some fault, analyst often rely on combinations. In combination method the analyst use two or more than two methods at same time.


Application of job analysis information:

The job analysis information help us in three basic areas.

1) Job Descriptions:

2) Job Specification:

3) Job standards:


1) Job Description:

A job description is a written statement of what the job holder done, how it is done, under what conditions it is done and why it is done. It describe what the job is all about, throwing light on job content, environment and conditions of employment. It is descriptive in nature and define the purpose and scope of a job.


Contents of job description:

A job description usually cover the following information.

a) Job title: tells about the job title, code number and the department where it is done.

b) Job summary: summary about the job, what the job is all about.


Contents of job description:

Job activities: the duties and responsibilities that the job holder has to perform.

Working condition: the physical environment of job in terms of heat, light, noise and other hazard (risk, danger).


Specimen of job Description Title Compensation manager

Code HR/2310

Department Human Resource Department

Summary Responsible for the design and administration of employee compensation Programs.

Duties * Conduct job analysis.

* Prepare job description for current and projected positions.

* Evaluate job descriptions and act as chairman of job Evaluation Committee.

* Insure that company’s compensation rates are in tune with the company’s philosophy.

* Relate salary to the performance of each employee. Conduct periodic salary surveys.

* Develop and administer performance appraisal program.

* Develop and oversee bonus and other employee benefit plans.

* Develop an integrated HR information system.

Working Conditions Normal. Eight hours per day. Five days a week.

Report to Director , Human Resource Department.


2)Job Specification

Job specification summaries the human characteristics needed for satisfactory job

completion. It tries to describe the key qualifications someone needs to perform

the job successfully. It spell out the important attribute of a person in term of education, experience, skills, knowledge

and abilities to perform a particular job. For each job description, it is desirable to have

a job specification.29Human Resource Managment

Job Specification of Compensation Manager

Education * MBA with specialization in HRM/MA in social work.

* A degree or diploma in Labor laws is desirable.

Experience * At least 3 year’s experience in a similar position in a

large manufacturing company.

Skill, Knowledge, Abilities * knowledge of compensation practices in competing

industries of job analysis procedures of Compensation

survey techniques of performance appraisal systems.

* Skill in writing job descriptions, in conducting job analysis

interviews, in making group Presentations.

* Ability to conduct meetings, to plan and priorities work.

Work Orientation Factors * The position may require up to 15 per cent travel.

Age * preferably below 30 years.


3) Job performance standard Job performance standard are developed

from job analysis information and than actual employee performance is measured with job performance standard. Here they set a standard for the job like excellent, good, faire. When an employee perform the job, they measured the job with job performance standard, if it come excellent it means employee perform the job very well.


Job Design

Job design, is a way of organizing tasks, duties and responsibilities into a productive unit of the work. While designing work, HR managers should take care of organizational requirements in term of timely completion, high quality, better use of resources etc.


Element of job design

Organizational Element: Organizational element include the following:

a) Mechanistic approach:

b) Work flow:

c) Work practices:

d) Ergonomics:


a)Mechanistic approach:

The mechanist approach involves identifying every task in a job so that tasks can be arranged to minimize the time and effort expended by workers.

Once task identification is complete, a limited number of tasks are grouped into a job.


b)Work flow:

Here they arrange the task in a proper sequence for simplicity. Once the sequence of jobs is determine, the balance between jobs is established.

When they collect all these task it form a proper job. For example a plant manager will perform all the task in proper sequence, the flow of work should be in proper way.


c) Work practices:

Work practices are set ways of performing work. Means how the employees will perform their duties. These methods may arise from tradition or the collective wishes of employees. For example here office timing start 8 o'clock. So traditionally all organization follow it.


d) Ergonomics

Optimal productivity requires that the physical relationship between the worker and the work be considered in designing the job. Ergonomics is the study of how human beings physically interface with their equipment.


2)Environmental Element

a) Employee ability and availability. b) Social and cultural expectation.


a) Employee ability and availability:

When we are going to design the job for the employee, we should be careful about the ability and availability of that employees to whom we are going to design the job. Means the job that we want to design, the employees have the ability to perform and these employees are available in the market are not.


b)Social and culture expectation

When we are going to design the job social and culture expectation should be follow. Means what basically our society and culture want from us. For example for sale person we cannot design such a job for a female. Because in our society and culture female can not perform such activities.


3)Behavioral Element:

When we are going to design the job we will look to behavioral element of the employees. Which include the flowing:

a) Autonomy. b) Variety. c) task identity. d) Feedback.


a) Autonomy:

Autonomy is the responsibility for work that employee has to perform. The responsibility that we are going to hand over to an employee so does that employee has authority also to perform the job. So when we are designing the job we will provide autonomy for better efficiency.


b) Variety:

When we are going to design a job we will look different Varity of skills and abilities that are required for the job. Means which type of skills and ability are required to perform well that job.


c)Task identity:

When we are going to design the job, we have to identify the task that are related to that job. Here we will divide the job in small task to make it clear for the employees, to achieve the job efficiently and effectively.


d) Feedback

When we are designing the job, it should be clear enough that the job holder receiving information from the job. Mean he know what he is doing for what purpose he is doing. If the job holder didn’t understand about their duties and responsibilities than he can not perform well their job.


Techniques of job Redesigning

The manager and job designer use two techniques for redesigning the job.

a) Under specialization: b) Overspecialization:


a) Under specialization:

When jobs are not specialized enough, job designers engaged in work simplification. To make the job more simple and easy for the job holder. For example an office assistant perform different activities so the job designer identify only important task and eliminate unnecessary task to make more simple his job for better performance.


b) Over specialization

The jobs that are very specialized, than the manager and job designer use variety of methods to improve these jobs.

a) job rotation:

b) job enlargement:

c) job enrichment:


a) Job rotation:

In job rotation the employees are moved from one job to another job. Here the workers are rotated to enhance their skills and abilities to perform well their duties and responsibilities. Through this workers become more competent and learn more techniques to perform well the assign task.


b) Job enlargement:

Job enlargement means expanding the number of related task in a job. Assigning more duties and responsibilities in a given job. So through this way the job designer redesign the job for an employee to add more similar task into a given job.


c) Job enrichment:

Providing more authority and responsibility in to a given job is called job enrichment. Some time manager decide to give more authority and responsibility to employees for better performance. Through this way they redesign the job.


Allah Hafiz

Thanks for Attention


WITH THE NAME OF ALLAH THE MOST MIGHTY AND MERCIFUL. 1Human Resource Managment.

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