Job analysis

Introduction, importance, methods etc.

 Job Analysis
• Job analysis is a systematic investigation of the tasks,
duties and responsibilities necessary to do a job.
• Job analysis is the process of collecting job related
information.

Job Duties

Job
Job Tasks
responsibilities

Job
Analysis
Objectives/Purpose of Job Analysis

Recruitment

HRP Selection

T&D
Job Performance
Analysis appraisal

Job design Placement

Job
evaluation
 Process of Job analysis
H1

Selection of
Organizational
jobs to be Data collection
Analysis
analyzed

Job
Job description
specification
Slide 4

H1 The process of reviewing the development, work environment, personnel and operation of a business or another type of association. Performing
a periodic detailed organizational analysis of a company can be a useful way for management to identify problems or inefficiencies that have
arisen, but have not yet been addressed, and then develop strategies for dealing with them.
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 Types of Job analysis Information
 Work Activities:

 Machines, Tools, Equipments and Work Aids

used

 Personal requirements

 Job context
 Outcomes of Job Analysis

• The information obtained from job analysis is classified

into three categories.

–Job description

–Job specification

–Job evaluation
 Job Description
• A job description is a written statement of the duties,
responsibilities, required qualifications and reporting
relationships of a particular job.

• The job description is based on objective information

obtained through job analysis.

• Job description acts as an important resource for

– Describing the job to potential candidates
– Guiding new hired employees in what they are specifically
expected to do
– Providing a point of comparison in appraising whether the
actual duties align with the stated duties.
 Example of Job Description
JOB TITLE:_____ OCCUPATIONAL CODE: ________
REPORTS TO:___ JOB NO. : ___________________
SUPERVISES:___ GRADE LEVEL: _______________
AS ON DATE :_________

FUNCTIONS:
____________________________________________________________
__________________________________________

DUTIES AND RESPONSIBILITIES:

____________________________________________________________
__________________________________________

JOB CHARACTERISTICS:
____________________________________________________________
__________________________________________
 Job specification

• Job specifications specify the minimum acceptable

qualifications required by the individual to perform the task
efficiently. Based on the information obtained from the job
analysis procedures, job specification identifies the
qualifications, appropriate skills, knowledge, and abilities and
experienced required to perform the job.

• Job specification is an important tool in the selection process

as it keeps the attention of the selector on the necessary
qualifications required for that job.
 Example of Job Specification
JOB TITLE: __________________________
EDUCATION:_________________________
PHYSICAL HEALTH:
____________________________________________________________
____________________________________________________________
APPEARANCE:
____________________________________________________________
MENTAL ABILITIES: _______________________________________________
SPECIAL ABILITIES: _______________________________________________
PREVIOUS WORK EXPERIENCE:
____________________________________________________________
____________________________________________________________
SPECIAL KNOWLEDGE & SKILLS:_____________________________________
OTHER : ________________________________________________________
 Job Evaluation
• Job evaluation provides the relative value of each job
in the organization. It is an important tool to
determine compensation administration.

• If an organization is to have an equitable

compensation program, jobs that have similar
demands on terms of skills, education and other
characteristics should be placed in the common
compensation groups.
Methods of Collecting Job Analysis
Data
• Observation
• Performing the job.
• Critical incidents
• Interview- individual & group
• Panel of experts
• Diary method
• Questionnaire
– Structured
– Unstructured
 Methods of collection Job
description data
• Diary/log books
• Observation
• Interview
• Questionnaire:
– Structured
– Unstructured
 Which method to use ?
• Factors to be considered before choosing the
method of collecting data are:

– No. of job/employees to be considered.

– Time limit
– Cost factors
– Education levels of incumbents
– Type of data required.
 Questionnaires
• Unstructured format is more useful when:
– Questions are open ended.
– Questions that probing
– The number of incumbents is less
– Roles are unclear

• Structured more useful when:

– The jobs are fixed and duties extremely clear.
– Number of incumbents is large.
 Which questionnaire to use ?

An optimum combination of
structured as well as unstructured
questions can lead to the best
questionnaire. A questionnaire is the
best alternative to interviewing a
large number of employees. It is much
more cost effective.
Thank You.