Becamex Business School

JOB ANALYSIS

HRM351
Strategic HRM

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Figure 1.1
Human Resource Management Practices
Job analysis
 Learning Objectives
• Understand job analysis as an important function
of HRM – job analysis
• Understand various job analysis methods
• Write job description and job specification
• Understand the dos and don’ts in writing job
description and job advertisements

Job analysis
 Importance of Job Analysis
• Work redesign
• HR planning
• Selection
• Training
• Performance appraisal
• Career planning
• Job evaluation

Job analysis
 Who is involved in the job analysis?
• Management
• Supervisors
• Job analysts
• Job incumbent
• Unions
• Consultants

Job analysis
 Definition
◆Job analysis: the process of getting detailed
information about jobs.
➢ Job description
➢ Job specification
 Job description
◆ Job description: a list of the tasks, duties, and
responsibilities (TDRs) that a particular job entails.
◆ Key components:
➢ Job Title
➢ Brief description of the TDRs
➢ List of the essential duties with detailed specifications
of the tasks involved in carrying out each duty

Job analysis
 Job specification
◆ Job specification: a list of knowledge, skills, abilities, and other
characteristics (KSAOs) that an individual must have to perform a
particular job.
➢ Knowledge: factual or procedural information necessary for
successfully performing a task.
➢ Skill: an individual’s level of proficiency at performing a
particular task.
➢ Ability: a general enduring capability that an individual
possesses.
➢ Other Characteristics: job-related licensing, certifications, or
personality traits.
Job analysis
 Job analysis methods
1. Observation
2. Interview (individual + group)
3. Structured questionnaire
4. Technical conference
5. Diary
Job analysis
 Observation
◆ Observation method: A job analysis technique in which data
are gathered by watching employees work.
◆ Advantages
➢ Provides first-hand information
➢ Reduces distortion of information
◆ Disadvantages
➢ Difficulty in capturing entire job cycle
➢ Of little use if job involves a high level of mental activity
➢ Observer’s Difference of mental disposition.
➢ Analyst’s caliber should match employee’s caliber
Job analysis
 Interview
● Individual interview method: Meeting with an employee to
determine what his or her job entails.
● Group interview method: Meeting with a number of
employees to collectively determine what their jobs entail.
● Information Sources
○ Individual employees (existing job holder)
○ Immediate boss (Supervisors )
○ with knowledge of the job.
● Interview format: Structured, Unstructured
Job analysis
 Interview
● Advantages
➢ Quick, direct way to find overlooked
➢ information required.
● Disadvantages
➢ Exaggeration or depreciation 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.
➢ Analyst’s caliber should match employee’s caliber.

Job analysis
 Structured questionnaire
● Structured questionnaire method: A specifically designed
questionnaire on which employees rate tasks they perform in their jobs.
● 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.

Job analysis
 Technical conference
● Technical conference method: A job analysis technique
that involves extensive input from the employee’s
supervisor.
● Gathering information from the EXPERTS, usually
supervisors & NOT the job incumbents

Job analysis
 Diary
● Diary method: A job analysis method requiring job incumbents
to record their daily activities.
● Advantages
➢ Produces a more complete picture of the job
➢ Employee participation
➢ Maintained on daily basis.
● Disadvantages
➢ Distortion of information
➢ Depends upon employees to accurately recall their activities

Job analysis
 Group in-class assignment
Write job description and job specification
1. Flight attendance, Vietnam Airlines, HCM
2. Sale manager, Vinamilk, Hanoi
3. Financial consultant, Shinhan, Binh Duong
4. Doctor, Becamex International Hospital, Binh Duong
5. English Teacher, ILA, HCM

Job analysis
 Points to cover in job post/ads
Organization (Name of Employer): …………..
Job Title:…………..
Department: …………..
Position Type: Full-time/ part-time/ Internship
Job Location:………………...
Number of vacancies:…………..
Salary Range:…………..
Job description: …………..
Job requirements: …………..
Job analysis
 Points to cover in job post/ads
Application deadline: …………..
Application Instructions (how to apply): …………..
Contact information…………..
Additional Information: Provide any additional contact information for
applicants
"Address your application to Human Resources Department“
"Applicants will receive a postcard/ email acknowledging their
application.“
“Only applicants who will be interviewed will be contacted."

Job analysis
Becamex Business School