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Agenda

• Job Analysis
– Introduction
• Some Basic Definitions
• Meaning/Definition and Purpose of Job
Analysis
• What Aspects of a Job Are Analyzed?
• Steps in Job Analysis
• Outcomes of Job Analysis
– Methods of Job Analysis

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Job Analysis - Introduction

Some Basic Definitions:


• Job:
– Consists of a group of tasks that must be performed for
an organization to achieve its goals
• Position:
– Collection of tasks and responsibilities performed by one
person; there is a position for every individual in an
organization
• Job Family
– A group of individual jobs with similar characteristics
• Job Description:
– Document providing information regarding tasks, duties,
and responsibilities of job
• Job Specification:
– Minimum qualifications to perform a particular job
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Job Analysis - Introduction

Job Analysis Meaning:


• The process used to collect information about the
duties, responsibilities, necessary skills,
outcomes, and work environment of a particular
job

• A process to identify and determine in detail the


particular job duties and requirements and the
relative importance of these duties for a given
job.
– Job Analysis is a process where judgements are made
about data collected on a job.

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Job Analysis - Introduction

Meaning: (contd.)
• The systematic study of a job to provide
information, which will enable those planning
examinations or other selection devices to
determine the knowledge, skills and abilities
required for successful performance on the job

• A systematic procedure for gathering information


about the current or proposed duties and
requirements of a position in order to determine
the most appropriate classification (job title)

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Job Analysis - Introduction

Meaning: (contd.)
• The process of analyzing a job in terms of
essential elements, skills needed, and
characteristics to aid in job matching and training

• The systematic process of collecting information


related to the specific nature of a job that
provides the knowledge needed to define jobs,
write job descriptions, and conduct job evaluation

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Job Analysis - Introduction

• The Job; not the person


– The analysis is conducted of the Job, not the
person
– While Job Analysis data may be collected from
incumbents through interviews or
questionnaires, the product of the analysis is a
description or specifications of the job, not a
description of the person.

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Job Analysis - Introduction

• Activities may include:


– reviewing the job responsibilities of current
employees,
– doing Internet research and viewing sample job
descriptions online or offline highlighting
similar jobs,
– analyzing the work duties, tasks, and
responsibilities that need to be accomplished
by the employee filling the position,
– researching and sharing with other companies
that have similar jobs, and
– articulation of the most important outcomes or
contributions needed from the position.
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Job Analysis - Introduction

Purpose/Use: Human Resource


Tasks Responsibilities Duties Planning
Recruitment
Selection
Training and
Job Development
Descriptions
Performance Appraisal
Job
Analysis Job
Compensation and
Benefits
Specifications
Safety and Health
Employee and Labor
Relations
Knowledge Skills Abilities Legal Considerations
Job8 Analysis for Teams
Job Analysis - Introduction

Purpose/Use: (contd.)
• The purpose/use of Job Analysis is to establish
and document the 'job relatedness' of
employment procedures such as:
– Recruitment and selection
– Compensation
– Performance Appraisal
– Training
– Discovering unassigned duties

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Job Analysis - Introduction

Purpose/Use: (contd.)
• Recruitment and selection
– Job analysis provides information about what the job
entails and the human characteristics required to
perform these activities
• This information aids management to decide and select the
most suitable person to hire
• Job Analysis can be used in selection procedures to identify
or develop:
– job duties that should be included in advertisements of vacant
positions;
– appropriate salary level for the position to help determine what
salary should be offered to a candidate;
– minimum requirements (education and/or experience) for
screening applicants;
– interview questions;
– selection tests/instruments (e.g., written tests; oral tests; job
simulations);
– applicant appraisal/evaluation forms;
– orientation materials for applicants/new hires10
Job Analysis - Introduction

Purpose/Use : (contd.)
• Determining Training Needs
– The job description should show the activities and skills
—and therefore the training—that the job requires
– Job Analysis can be used in training/"needs assessment"
to identify or develop:
• training content
• assessment tests to measure effectiveness of training
• equipment to be used in delivering the training
• methods of training (i.e., small group, computer-based,
video, classroom...)

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Job Analysis - Introduction

Purpose/Use : (contd.)
• Compensation
– Job analysis includes details about the jobs required
skills & educational level, work environment, degree of
responsibility ..etc.
• These are the basis upon which the job value & its
appropriate compensation are set
• Relative job worth can be determined with this information

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Job Analysis - Introduction

Purpose/Use : (contd.)
• Performance Appraisal
– Job analysis includes information about the jobs
performance standards
– Performance appraisal compared employees actual
performance against these standards
– Job Analysis can be used in performance review to
identify or develop:
• goals and objectives
• performance standards
• evaluation criteria
• length of probationary periods
• duties to be evaluated

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Job Analysis - Introduction

Purpose/Use : (contd.)
– Discovering unassigned duties
• Job analysis can also help reveal unassigned duties

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Job Analysis - Introduction

• What Aspects of a Job Are Analyzed?


– Job Analysis should collect information on the
following areas:
• Duties and Tasks (Work Activities)
• Human behaviors
• Work Environment
• Tools and Equipment (Machines, tools, equipment
and work aids)
• Human Requirements
• Performance Standards

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Job Analysis - Introduction

• What Aspects of a Job Are Analyzed?


(contd.)
• Duties and Tasks (Work Activities)
– The basic unit of a job is the performance of specific
tasks and duties. Example: Teaching, Selling, Painting,
etc.
– Information to be collected about these items may
include:
» frequency,
» duration,
» effort,
» skill,
» complexity,
» equipment,
» standards, etc.

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Job Analysis - Introduction

• What Aspects of a Job Are Analyzed?


(contd.)
• Human behaviors
– Sensing
– Communicating
– Deciding
– Writing

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Job Analysis - Introduction

• What Aspects of a Job Are Analyzed?


(contd.)
• Work Environment
– Physical working conditions
» This may have a significant impact on the physical
requirements to be able to perform a job.
» The work environment may include unpleasant
conditions such as offensive odors and temperature
extremes.
» There may also be definite risks to the incumbent
such as, noxious fumes, radioactive substances,
hostile and aggressive people, and dangerous
explosives.
– Work schedule
– Organizational context
– Social context (the number of people with whom the
employee would normally interact) 18
Job Analysis - Introduction

• What Aspects of a Job Are Analyzed?


(contd.)
• Tools and Equipment (Machines, tools, equipment
and work aids)
– Equipment used
» Some duties and tasks are performed using specific
equipment and tools.
» Equipment may include protective clothing. These
items need to be specified in a Job Analysis.
– Materials processed
– Knowledge dealt with or applied
– Services rendered

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Job Analysis - Introduction

• What Aspects of a Job Are Analyzed?


(contd.)
• Human Requirements
– The knowledge, skills, and abilities (KSA's) required to
perform the job.
» Education
» Training
» Work experience
– Personal attributes
» Aptitudes
» Physical characteristics
» Personality
» Interests
– While an incumbent may have higher KSA's than those
required for the job, a Job Analysis typically only states
the minimum requirements to perform the job.
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Job Analysis - Introduction

• What Aspects of a Job Are Analyzed?


(contd.)
• Performance Standards
– Information about the job’s performance standards in
terms of quality or quantity)
– These standards will be used when appraising
employees

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Job Analysis - Introduction

• Steps in Job Analysis


– Decide how to use the information
– Review relevant background information
– Select representative positions
– Conduct the analysis
– Verify with the worker and supervisor
– Develop a job description and job
specification (two tangible outputs of job
analysis)

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Job Analysis - Introduction

• Outcomes of Job Analysis


– The information obtained from job analysis is
classified into three categories:
• Job Description
• Job Specification
• Job Evaluation

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