JOB ANALYSIS

What is job analysis

1. Definition of Job Analysis

Job analysis is the systematic method of jobs to identify work activities, tasks, and
responsibilities, KSAs, working conditions to perform the job.

2. Purpose of job analysis

Purposes of job analysis are to identify:

• Job description & specification

• Recruitment and Selection:
• Job evaluation
• Job design
• Compensation:
• Performance Appraisal:
• Training:
• Compliance with labour law

3. Job analysis process

Process of job analysis includes 8 steps as follows:

• Step 1: identify purpose of job analysis

• Step 2: selecting the analysts
• Step 3: selecting the appropriate method
• Step 4: train the analysts
• Step 5: preparation of job analysis
• Step 6: collecting data
• Step 7: review and verify data
• Step 8: develop a job description and job specification

4. Job analysis methods

• Methods of observation includes direct observation; work methods analysis, including

time and motion study and micro-motion analysis; and the critical incident technique.
• Interviews methods includes structured interviews; unstructured interviews; open-ended
questionnaires
• Methods of questionnaire include Position Analysis Questionnaire (PAQ); Functional
job analysis; Work Profiling System (WPS); MOSAIC; Common Metric Questionnaire
(CMQ); Fleishman Job Analysis System (FJAS).
• Task Analysis Inventory
• Job element method
• Diary method
• Checklists and rating scales
• Competency profiling
• Examining Manuals/reference materials
• Technical conference
• Combination of methods etc

Purpose of job analysis

why is job analysis important ?

Directly outcomes / results of job analysis are job description and job specification.
Apart from job description and job specification, Functions / benefits of job analysis
include elements as below.

1. Purpose of job analysis in Recruitment and Selection:

Job analysis is very important for contents as:

• Job duties that should be included in advertisements of vacant positions;

• Appropriate salary level for the position to help determine what salary should be offered
to a candidate;
• Minimum requirements (education and/or experience) for screening applicants;
• Interview questions;
• Selection tests/instruments (e.g., written tests; oral tests; job simulations);
• Applicant appraisal/evaluation forms;
• Orientation materials for applicants/new hires

2. Purpose of job analysis in Job evaluation

• Judges relative worth of jobs in an organization

• Sets fair compensation rates
3. Purpose of job analysis in Job design

• Reduce personnel costs, streamline work processes,

• Increase productivity and employee empowerment,
• Enhance job satisfaction and provide greater scheduling flexibility for the employee.
• Simplify job with too many disparate activities
• Identifies what must be performed, how it will be performed, where it is to be
performed and who will perform it.

4. Purpose of job analysis in Compensation and Benefits:

Job Analysis can be used in compensation to identify or determine:

• Skill levels
• Compensation job factors
• Work environment (e.g., hazards; attention; physical effort)
• Responsibilities (e.g., fiscal; supervisory)
• Required level of education (indirectly related to salary level

5. Importance of job analysis in Performance Appraisal:

Job Analysis can be used in performance review to identify or develop:

• Goals and objectives
• Performance standards
• Evaluation criteria
• Length of probationary periods
• Duties to be evaluated

6. Importance of job analysis in Training and development:

Job Analysis can be used in training needs assessment to identify or develop:

• Training content
• Assessment tests to measure effectiveness of training
• Equipment to be used in delivering the training
• Methods of training (i.e., small group, computer-based, video, classroom…)

7. Job analysis increases productivity

How a job analysis increases productivity?

• Job analysis can use methods of time and motion study or micro-motion analysis in
order to time and motion for job.
• Job analysis also identify performance criteria so that it promote worker for best
performance.

8. Importance of job analysis in Compliance with labor law:

• Identify requirements in compliance with labor law.

• Compliance with Civil Rights Legislation in US.
• EEO (Equal Employment Opportunity) compliance in US

Process of job analysis

How to perform / conduct a job analysis ? You should do 8 steps as follows for
conducting / writing a job analysis.

Step 1: Identify purpose of job analysis

You should identify purpose of job analysis because that will determine what job analysis
method, what data will be collected….

Step 2: Selecting the analysts

You can choose analyst from professional human resource, line mangers, incumbents or
consultants.

Step 3: Selecting the appropriate method

• Select representative positions to analyze because there may be too many similar jobs to
analyze, and it may not be necessary to analyze them all.
• Review background information such as organization charts, process charts, and job
descriptions … of positions selected .
• Then identify methods of job analysis. There are many methods in job analysis, you
should pay attention to advantages and disadvantages of each method in order to choose
suitable one.
• Identify sample size of position.

Step 4: Train the analysts

If you intend to use internal analysts you have to teach them how to use the selected
methods.

Step 5: Preparation of job analysis

• Communicate the project in the organization.
• Preparing the documentation, for example: interview questions, questionnaires.

Step 6: Collecting data

• Collecting data on job activities, employee behaviors, working conditions, and human
traits and abilities needed to perform the job…
• Using one or more of the job analysis methods to collect data.

Step 7: Review and verify

Consolidate the results.

You must review all data collected. This will help you to confirm that the information is
factually correct and complete.

How can review information?

• Review data with incumbents by interview.

• Review data with his or her immediate supervisor.
• Review data by technical conference (is a job analysis method).

Step 8: Develop a job description and job specification

Implement the results into the company procedures according to the goal-setting.

Develop a job description and job specification from the job analysis information. A job
description is a written statement that describes the activities and responsibilities of the
job, working conditions and safety and hazards…A job specification summarizes the
personal qualities, traits, skills, and background required for getting the job done.

Information sources of job analysis

Sources of job information to conduct a job analysis are:

1. External sources of job analysis

• Job analysis information from competitor such as job description and specification…
• Dictionary of Occupational Titles
• U.S. Standard Occupational Classification System
• Other on-line job descriptions

2. External sources of job analysis

• Job incumbents: observation, interview, questionnaire

• Supervisor of job: interview, questionnaire
• Job analyst
• Experts
• SMEs (Subject Matter Experts): people who have in-depth knowledge of specific job
under analysis, job skills, and abilities
• Outside consultant
• Records/file/manuals
• Plans and blueprints
• HR information management system
• Existing job descriptions
• Manuals, publications

SOURCES OF JOB ANALYSIS

You also find out samples of job analysis and details of 18 job analysis methods at:

http://jobanalysis.wordpress.com/