JOB ANALYSIS

BY
AMBUJ KUMAR TIWARI
MBA(II)*
 TERMINOLOGY OF THE STUDY OF
WORK
• TASK: It is a distinct work activity carried out for a distinct
purpose.
• DUTY: It includes a large segment of the work comprising
any number of tasks performed by an individual.
• POSITION: It consists of one or more duties performed by
a given individual in a given firm at a given time.
• JOB: It is a group of positions that are similar in their
significant duties.
• OCCUPATION: It is a group of similar jobs found in
different organizations at different times.
 Job Analysis- What is it ?

The procedure for determining the duties and

skill requirements of a job and the kind of
person who should be hired for it.
 What Information Do I Collect?
• Work activities
• Human behaviors
• Machines, tools, equipment and work aids
• Performance standards
• Job context (Environment)
• Human requirements
 Work activities

• Cleaning
• Selling
• Teaching
• Painting
• How, why and when the
activities are performed
 Human behaviors

• Sensing
• Communicating
• Deciding
• Writing
 Machines, Tools, Equipment, Work
Aids

• Equipment used
• Materials processed
• Knowledge dealt
with or applied
• Services rendered
 Performance Standards

• Information about the job’s performance

standards in terms of quality or quantity.
• These standards will be used when
appraising employees.
 Job Context (Environment)

• Physical working
conditions
• Work schedule
• Organizational context
• Social context (the number
of people with whom the
employee would normally
interact)
 Human Requirements
• Job-related knowledge and
skills
– Education
– Training
– Work experience
• Personal attributes
– Aptitudes
– Physical characteristics
– Personality
– Interests
Steps in Job Analysis
 Methods of Collecting Job Analysis
Information

• The Interview
• Questionnaire
• Observation
• Participant diary
• Multiple sources of information
• Joint effort between HR, the worker and the
supervisor
 Widely Used: The Interview

• Individual Interviews with

each employee
• Group Interviews with
groups of employees who
have the same job
• Supervisor Interviews with
one or more supervisors who
know the job.
 Sample Interview Questions

 What is the job being performed?

 What are the major duties of your position? What
exactly do you do?
 What physical locations do you work in?
 What are the education, experience, skill, and [where
applicable] certification and licensing requirements?
 In what activities do you participate?
 What are the job’s responsibilities and duties?
 Sample Interview Questions
(continued)

 What are the basic accountabilities or performance

standards that typify your work?
 What are your responsibilities? What are the environmental
and working conditions involved?
 What are the job’s physical demands? The emotional and
mental demands?
 What are the health and safety conditions?
 Are you exposed to any hazards or unusual working
conditions?
 Interview Guidelines

• The job analyst and supervisor should

identify the workers who know the job
best and would be objective
•Establish a rapport with the interviewee
•Follow a structured guide or checklist
•Ask a worker to list duties in order of
importance and frequency of occurrence
•Review and verify data
 Interview Guidelines

Pro:
1. Simple, quick and easy
2. May generate information that never
appears on written documents
3. Provides an opportunity to explain the
need of the analysis
4. Employee may be able to vent
frustration
 Interview Guidelines

Con:
1. Expensive and time consuming
2. Distortion

Thus should be used with other methods

(multiple sources)
 How to Conduct a Questionnaire
Session

• Having employees fill out questionnaires to

describe their job-related duties & responsibilities
is a good way to obtain job analysis information.

• First, you have to decide on how structured or

open-ended the questionnaire will be.
 How to Conduct a Questionnaire
Session

• In structured questionnaires, employees are given

an inventory of specific duties to select from.
• Example of open ended questionnaires could be
“describe the major duties of your job”
• The ideal questionnaire would be a combination of
both structured questions and open-ended ones.
 PORTLAND STATE UNIVERSITY
POSITION DESCRIPTION

* * PLEASE READ INSTRUCTIONS BEFORE COMPLETING THIS FORM * * ( ) New ( ) Revised

SECTION 1. POSITION INFORMATION

a. Class Title:
b. Class No.:
c. Effective Date:
d. Position No.:
e. Working Title:
f. Work Unit:
g. Agency No.:
h. Employee Name:
i. Work Location (City-County):
_________________________________________________________________________________
j. Position: ( ) Permanent ( ) Seasonal ( ) Limited Duration ( ) Academic Year
( ) Full Time ( ) Part Time ( ) Intermittent ( ) Job Share
_________________________________________________________________________________
k. FLSA: ( ) Exempt ( ) Non-Exempt l. Eligible for Overtime: ( ) Yes ( ) No
_________________________________________________________________________________
SECTION 2. PROGRAM/POSITION INFORMATION

a. Describe the program in which this job exists. Include program purpose, who's affected, size, and scope.
Include relationship to agency mission.

b. Describe the purpose of this position, and how it functions within this program, by completing this statement:
The purpose of this job/position is to . . .
SECTION 3. DESCRIPTION OF DUTIES

List major duties. Note percentage of time duties are performed. If this is an existing position, mark "N" for new duties or
"R" for revised duties.
% of
Time N/R DUTIES
_________________________________________________________________________________

SECTION 4. WORKING CONDITIONS

Describe special working conditions, if any, that are a regular part of this job. Include frequency of exposure to these
conditions.
________________________________________________________________________________

SECTION 5. GUIDELINES

a. List any established guidelines used to do this job, such as state or federal laws or regulations, policies, manuals or
desk procedures.

b. How are these guidelines used to perform the job?

SECTION 6. WORK CONTACTS

With whom outside of co-workers in this work unit must this position regularly come in contact?

Who Contacted How Purpose How Often?

SECTION 7. JOB-RELATED DECISION MAKING

Describe the kinds of decisions likely to be made by this position. Indicate affect of these decisions where possible.
SECTION 8. REVIEW OF WORK

Who reviews the work of this position? (List classification title and position number.) How? How often? Purpose of the
review?
SECTION 9. SUPERVISORY DUTIES TO BE COMPLETED ONLY FOR POSITIONS IN MANAGEMENT SERVICE

a. How many employees are directly supervised by this position? _______ Through Subordinate Supervisors?
_______

b. Which of the following supervisory/management activities does this job perform?

( ) Plans Work ( ) Responds to Grievances ( ) Hires/Fires (or Effectively Recommends)

( ) Assigns Work ( ) Disciplines/Rewards ( ) Prepares and Signs Performance Appraisals
( ) Approves Work

SECTION 10. ADDITIONAL JOB-RELATED INFORMATION

Any other comments that would add to an understanding of this position:

SPECIAL REQUIREMENTS: List any special mandatory recruiting requirements for this position:

BUDGET AUTHORITY: If this position has authority to commit agency operating money, indicate in what area, how much
(biennially) and type of funds:
_________________________________________________________________________________
SECTION 11. ORGANIZATIONAL CHART

Attach a current organizational chart. See instructions for detail to be included on the chart.

_________________________________________________________________________________________________
Employee Signature Date Supervisor Signature Date

_________________________________________________
Appointing Authority Signature Date
 Questionnaire

• Pro: Is a quick, cheap & efficient way to

obtain information from a large number of
employees
• Con: developing the questionnaire can be
expensive, time consuming and requires
professionals.
• May miss out on interpretations
Observation

• Observation may be
combined with interviewing
• Take complete notes

Talk with the person being

observed – explain what is
happening and why
Ask questions
Main problem is Reactivity
Diaries

• Time-consuming
• Remembering what was
done earlier
• Can use dictating
machines and pagers
• Includes critical &
infrequent tasks
(complete picture)
Using Multiple Sources

• To avoid in accuracies, some

organizations use several data
collection methods to perform
job analysis.
• For example, collect data from
different types of respondents:
employee, supervisor..etc.
• For example use questionnaires
or observation first followed by
interviews
Why are managers Dejobbing their
companies

• Dejobbing is broadening the

responsibilities of the company’s jobs and
encouraging employees not to limit
themselves to what’s on their job
description.
 Trends and De-Jobbing

Rapid product and

technological changes

Competition

Global
Changes

Demographics
Why are managers Dejobbing their
companies

• Flatter Organizations
• Work Teams
• Boundaryless Organizations (virtual,
network, modular)
• Reengineering
WHEW!
 REFERENCES
• “Sample Job Analysis Questionnaires to Define the
Duties of a New Job.” Internet.
http://www.lycos.com/business/cch/tools.html. 14
February 2001.
• MANAGING HUMAN RESOURCES
Wayne F. Cascio
• HUMAN RESOURCE MANAGEMENT
K Aswathappa
THANK YOU!