Job Analysis

Definition
Job analysis is the procedure for determining the duties and skill requirements of a job and the kind of person who should be hired for it. Job analysis is the process of gathering the information related to job, which helps in the preparation of job description and job specification. It is determining by observation and study the nature of a specific job. It determines the tasks which comprises the job and particular skills, abilities and responsibilities required for its successful performance.

THREE PARTS ESSENTIAL TO JOB ANALYSIS

The tasks, duties and responsibilities and work performance standards of the job must be completely and accurately described

The job must be completely and accurately identified

The requirement The job makes upon the worker for successful performance must be indicated

Why is Job Analysis required

Without sufficient knowledge of what employees do, organizations cannot develop other human resource practices and procedures.

The job analysis for a particular position typically consists of two parts.
Job Description Job Specification -

Job Description Vs. Job Specification

Job Description

list of the elements that make up a particular job (TDR) .

written narration, describing activities performed on a job; including information about equipment used and working conditions under which job is performed. Job Specification

list of the qualifications required to perform particular job(KSAOs).

outlines specific skills, knowledge, abilities, physical and personal characteristics necessary to perform a job - What about physical and personal characteristics? Strength, patience, intestinal fortitude, risk-taker.

Job Analysis helps to find following information

Work activities Human behaviors Machines, tools, equipment, and work aids used Performance standards Job context Human requirements.

Importance of Job Analysis

To HR Managers:
Job analysis helps HR managers to carry out
Work Design Human Resource Planning Selection Training Performance Appraisal Career Planning Job evaluation

 To Line Managers:
To collect the information of all the jobs in work group to understand the work flow process. To understand job requirements to make intelligent hiring decisions. To evaluate how well each individual is performing and to provide feedback. To ensure that the work is done safely.

Methods of collecting Job Analysis Data

Job Performance Job analyst actually performs the job in question. Job analyst receives first-hand experience of contextual factors. Useful for jobs that can be easily learned

Personal observation The analyst observes the worker (s) doing the job. Records the things done by the job holder. this method has both positive, as well as, negative aspect.

 Interview Analyst interviews both the incumbents and supervisors in either an individual or a group setting. Usually a structured form in used to record the information.

Critical Incidents It is a qualitative approach to job analysis used to obtain specific behaviourally focused descriptions of work or other activities. Job holders are asked to describe several incidents based on their past experience.

 Questionnaire Is widely used method of analysing jobs and work. Job holders are asked to fill in the structured questionnaire aimed at eliciting relevant jobrelated information. The structured questionnaire must cover all job related tasks and behaviours.

Types of Information Gathered

Work Activities Work activities performed How, why, when activity is performed

Human Behaviors
Communicating, decision making, and Other physical job demands, e.g., lifting

Tools, equipment, etc used Products made Knowledge dealt with / applied Services rendered

Types of Information Gathered Conti.

Performance standards Quantity, quality, speed Used to evaluate employee performance

Job Context
Physical work conditions Work group Incentives for doing job

Human Requirements Job-related knowledge, skills Personal attributes, e.g. personality, aptitudes

Areas in which Job Analysis Information is used

Recruitment and Selection Job analysis provides information about what the job entails and what human characteristics are required to carry out these activities. Such job description and job specification information is used to decide what sort of people to recruit and hire. Compensation Job analysis information is also essential for estimating the value of and appropriate compensation for each job. This is so because compensation. (such as salary and bonus) usually depends on the job's required skill and education level, safety hazards, degree of responsibility and so on-all factors that are assessed through job analysis. Job analysis provides the information determining the relative worth of each job so that each job can be classified.

Ensure Complete Assignment of Duties

The job analysis is also useful for ensuring that all the duties that have to be done are in fact assigned to particular positions. For example, in analyzing the current job of your company's production manager, you may find she reports herself as being responsible for two dozen or so specific duties including planning weekly production schedules, purchasing raw materials, and supervising the daily activities of each of her first-line supervisors.

Areas in which Job Analysis Information is used Conti.

Training Job analysis information is also used for designing training and development programs because the analysis and resulting job description show the skills-and therefore training-that are required. Performance Appraisal A performance appraisal compares each employee's actual performance with his or her performance standards. It is often through job analysis that experts determine the standards to be achieved and the specific activities to be performed.