Job Analysis

Job Analysis
Job analysis
◦The procedure for determining the duties
and skill responsibilities of a job and the kind
of person who should be hired for it.
Outcomes of Job Analysis
Job description
◦ A list of a job’s duties, responsibilities, reporting
relationships, working conditions, and supervisory
responsibilities—one product of a job analysis.

Job specifications
◦ A list of a job’s “human requirements,” that is, the
requisite education, skills, personality, and so on—
another product of a job analysis.
 Types of Information Collected
Work activities

Human behaviors and other requirements

Mach., tools, equip.,& work aids

Performance standards

Job context
Uses of Job Analysis Information
 Recruitment and Selection

 Human Resource Planning

 Compensation

 Performance Appraisal

 Career Planning

 Training

 Discovering Unassigned Duties

 EEO Compliance

 Work Redesign
 Steps in Job Analysis
 Step 1: Decide how the information will be used

 Step 2: Review relevant background information

 Step 3: Select representative positions

 Step 4: Actually analyze the job

 Step 5: Verify the job analysis information

 Step 6: Develop a job description and job

specification
Charting the Organization

Organization chart
◦ A chart that shows the organization wide
distribution of work, with titles of each position
and interconnecting lines that show who reports
to and communicates to whom.

Process chart
◦ A work flow chart that shows the flow of inputs
to and outputs from a particular job.
Collecting Job Analysis Information

Methods for Collecting Job Analysis Information

Interviews Questionnaires Observations Diaries/Logs

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
Methods of Collecting Job
Analysis Information:
Questionnaires
 Information source  Advantages
◦ Have employees fill out ◦ Quick and cost efficient way
questionnaires to to gather information from
describe their job-related large numbers of employees
duties and  Disadvantages
responsibilities.
◦ Time consumed in preparing
 Questionnaire formats and testing the questionnaire
◦ Structured checklists
◦ Opened-ended questions
Methods of Collecting Job
Analysis Information:
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
 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
◦ Workers keep a chronological
diary/ log of what they do and
the time spent in each activity.
 Advantages
◦ Produces a more complete
picture of the job
◦ Employee participation
 Disadvantages
◦ Distortion of information
◦ Depends upon employees to
accurately recall their activities
Internet-Based Job Analysis

• Advantages
• Collects information in a standardized format from geographically dispersed
employees
• Requires less time than face-to-face interviews
• Collects information with minimal intervention or guidance
Quantitative Job Analysis
Techniques
 Is used to assign quantitative values to each job to compare jobs
for pay purpose.

 Common techniques

◦Position Analysis Questionnaire

◦Department of Labor Procedure
Quantitative Job Analysis
Techniques
 The position analysis questionnaire (PAQ)
◦ A questionnaire used to collect quantifiable data
concerning the duties and responsibilities of various jobs.
◦ Provides a quantitative score of any job in terms of how
that job rates on five basic activities:
 Having decision making/ communication/social
responsibilities.
 Performing skilled activities
 Being physically active
 Operating vehicles/equipment
 Processing information.

.
Quantitative Job Analysis
Techniques
 The Department of Labor (DOL) procedure
◦ A standardized method by which different jobs
can be quantitatively rated, classified, and
compared.
◦ Worker functions describes what a worker can
do with respect to data, people and things.
The Job Description
• Responsibilities and Duties
• Job Identification • Major responsibilities and duties
(essential functions)
• Job title
• Decision-making authority
• Preparation date
• Direct supervision
• Preparer
• Budgetary limitations
• Job Summary
• Standards of Performance
• General nature of the job
and Working Conditions
• Major functions/activities
• What it takes to do the job
• Relationships successfully
• Reports to:
• Supervises:
• Works with:
• Outside the company: