STAGE ONE

JOB ANALYSIS

What is Job Analysis?

Job Analysis is 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 ( cont d)

The Job; not the person An important concept of Job Analysis is that the analysis is conducted of the Job, not the person. While Job Analysis data may be collected from incumbents through interviews or questionnaires, the output of the analysis is a description or specifications of the job, not a description of the person.

Job Analysis Process

Copyright 2004 South-Western. All rights reserved.

Job Analysis Methods

Job Analysis Methods

Interviewing

Questionnaires

Observation

Dairy/Logs

Computerized Job Analysis (WPS )

Methods of Job Analysis: Observation

Information Source
Observing and noting the physical activities of employees as

they go about their jobs

Advantages
Provides first-hand information Reduces distortion of information

Methods of Job Analysis: Observation

(contd)
Disadvantages:
Time consuming Difficulty in capturing entire job cycle Of little use if job involves a high level of mental activity Observers Difference of mental disposition. Analysts caliber should match employees caliber

Methods of Job Analysis: The Interview

Information Sources
Individual employees (existing job holder) Immediate boss (Supervisors ) with knowledge of the job.

Interview format Structured Unstructured

Methods of Job Analysis: The Interviews

(contd)
Advantages
Quick, direct way to find overlooked

information required.

Disadvantages
Exaggeration of importance of job In case of supervisor, he may not be interesting in the JD of

the subordinates. Attitude may not be supportive. Difference in perception, attitude and aptitude of the interviewee. Lack of communication. Analysts caliber should match employees caliber.

Methods of Job Analysis: Questionnaires

Information Source:
Have employees fill out questionnaires to describe their job-related duties and responsibilities.

1. 2.

Questionnaires format: Structured checklist.( to identify the task performed) Open ended questions

Methods of Job Analysis: Questionnaires

(contd)
Advantages Quick and efficient way to gather information from large numbers of employees Quick and economical to use Disadvantages Expense and time consumed in preparing and testing the questionnaire. Becomes less useful where the employees lack verbal skills.

Methods of Job Analysis: Work Diaries

Information Source
Workers keep a chronological diary/ log of what they do and the time

spent on each activity.

Advantages
Produces a more complete picture of the job Employee participation Maintained on daily basis.

Disadvantages
Distortion /Falsification of information Depends upon employees to accurately recall their activities

Methods of Job Analysis:

Work Profiling System (WPS)
Saville & Holdsworth's ( SHL)

Is designed to help employers accomplish human

resource functions. There are three versions of the WPS tied to types of occupations: managerial, service, and technical occupations. The WPS is computer-administered on-site at a company. It contains a structured questionnaire which measures ability and personality attributes in areas such as

Methods of Job Analysis: Work Profiling System (WPS)

Saville & Holdsworth's ( SHL) Hearing Skills, Sight, Taste, Smell, Touch, Verbal Skills, Number Skills, Complex Management Skills, Personality, and Team Role.

Advantages
Structured, menu driven process Data is collected in a Consistent fashion throughout the organization, Allowing easy comparison of results for every job. User-friendly navigation and basic System requirement s. WPS Meets a Range of Organizational Needs.

Which Method /Technique Should Be Followed ?

Human resource experts cannot rely on individual job analysis techniques so normally all the methods are used collectively.

Job Analysis Process Output

Job Analysis Output Data Job Identification Job summary Job duties and responsibilities Working conditions Machines tools and equipment Social environment Supervision Relation other job Qualifications and experience Social characteristics Specific Skills required /Physical Skills Knowledge required Health Considerations

Component of job analysis

Job Description

Job Specification

JOB DESCRIPTION
Definition It is the statement that defines the duty, relationship, responsibilities and results expected of the person in the job. It is an overall view of what to be done in the job

JOB SPECIFICATION
Definition is the delineation of the knowledge, skills, and abilities along with the associated education, training, and experience required to successfully perform within a position

21

Job Description and Job Specification in Job Analysis

Job Analysis A process of obtaining all pertinent job facts

Job Description A statement containing items such as Job title Location Job summary Duties Machines, tools, and equipment Materials and forms used Supervision given or received Working conditions hazards

Job specification A statement of human qualifications necessary to do the job. Usually contains such items as Education Experience Training Judgement Initiative Physical efforts Physical skills Responsibilities Communication skills Emotional characteristics Unusual sensory demands such as sight, smell, hearing

HRM Functions
Recruitment

Relationship of Job Analysis to Other HRM Functions

Determine recruitment qualifications

Selection Performance Appraisal Training and Development Compensation Management

Provide job duties and job specifications for selection process Provide performance criteria for evaluating employees

Determine training needs and develop instructional programs Provide basis for determining employees rate of pay

Human Resource Management, 5E

23

Uses of Jobs Analysis

HR Planning Recruitment and Selection

Training and Development Job Description Job Evaluation Job Analysis Remuneration Job Specification Performance Appraisal Personnel Information Safety and Healthy

Job Analysis in Perspective

Problems with Job Descriptions

If poorly written, they provide little guidance to the

jobholder. They are not always updated as job duties or specifications change. They may violate the law by containing specifications not related to job success. They can limit the scope of activities of the jobholder, reducing organizational flexibility.

Copyright 2004 SouthWestern. All rights reserved.

325

February 8, 2012

Prepared and Delivered By

Tarek Hegazy

26

Thank You