HUMAN

RESOURCE
MANAGEMENT
Job Analysis
• The procedure for determining the duties and
skill requirement of a job and the kind of person
who should be hired for it.
• Job analysis produce information for writing job
description and job specification.
Job Description:
A list of a job’s duties, responsibilities, reporting relationships, working
conditions and supervisory responsibilities.
Job Specification:
A list of a job’s “human requirements”, that is the requisite education, skills,
personality and so on– another product of a job analysis.

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Uses of Job Analysis Information
Steps in Job Analysis

Steps in doing a job analysis:

1 Decide how you’ll use the information.

Review relevant background information

2
about the job.
3 Select representative positions.

4 Actually analyze the job.

5 Verify the job analysis information.

6 Develop a job description and job specification.

Job analysis guidelines
• Make the job analysis a joint effort by a
human resource manager, the worker, the
worker’s supervisor.
• Make sure the questions and the process
are both clear.
• Use several tools

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Supervisor or HR specialist normally collects
• Following types of information via job analysis

1. Work activities
2. Human behaviors
3. Machines, (tools or equipments) and work aids.
4. Performance standards
5. Job context
6. Human requirements

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Methods of Collecting Job Analysis
Information: The Interview
• Information Sources • Interview Formats
 Individual employees  Structured (Checklist)
 Groups of employees  Unstructured
 Supervisors with
knowledge of the job
• Advantages
 Quick, direct way to find
overlooked information
• Disadvantages
 Distorted information
Job Analysis: Interviewing Guidelines
• The job analyst and supervisor should work
together to identify the workers who know the
job best.
• Quickly establish rapport with the interviewee.
• Follow a structured guide or checklist, one that
lists open-ended questions and provides space
for answers.
• After completing the interview, review and verify
the data.
Typical questions
• What is job being performed?
• What are the job’s responsibilities and
duties?
• What are the basic accountabilities of this
job? etc

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Methods of Collecting Job Analysis
Information: Questionnaires
• Information Source • Advantages
 Have employees fill out  Quick and efficient way to
questionnaires to describe gather information from
their job-related duties and large numbers of
responsibilities employees
• Questionnaire Formats • Disadvantages
 Structured checklists  Expense and time
 Open-ended questions consumed in preparing
and testing the
questionnaire
Methods of Collecting Job Analysis
Information: Observation
• Information Source • Advantages
 Observing and noting the  Provides first-hand
physical activities of information
employees as they go  Reduces distortion of
about their jobs information
• Disadvantages
 Time consuming
 Difficulty in capturing entire
job cycle
 Of little use if job involves
a high level of mental
activity
Methods of Collecting Job Analysis
Information: Participant Diary/Logs
• Information Source • Advantages
 Workers keep a  Produces a more complete
chronological diary/ log of picture of the job
what they do and the time  Employee participation
spent on each activity
• Disadvantages
 Distortion of information
 Depends upon employees
to accurately recall their
activities
 Writing Job Descriptions

Job
Identification

Job Job
Specifications Summary

Sections of a
Typical Job
Working Description Responsibilities
Conditions and Duties

Standards of Authority of the

Performance Incumbent

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Some related concepts of Job Analysis
• Process chart: A workflow chart that shows the flow of
input to and outputs from a particular job.
• Workflow analysis: A detailed study of the flow of work
from to job in a work process.
• Job enlargement: Assigning workers additional same
level activities.
• Job rotation: systematically moving workers from job to
another.
• Job enrichment: redesigning jobs in a way that
increases the opportunities for the worker to experience
feelings of responsibilities, achievement, growth and
recognition

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Case study context
• Article for discussion….

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Task??
• Prepare Job Descriptions

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