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Job Analysis
A Prerequisite to Recruitment and Placement

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Job Analysis
Scope:
Definition of Job analysis Analysis of Information Uses of job analysis information Steps in job analysis

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Job Analysis What is it and how is it used?

The procedure of collecting job related information for determining the duties and skill requirements of a job and the kind of person who should be hired for it.

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Why Job Analysis

Determining duties and skills Break down of tasks, listing job duties & responsibilities, reporting, conditions, supervision Human requirements Person specification

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What Information required?

Work activities Human behaviors Machines, tools, equipment and work aids Performance standards Job context Human requirements

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Work activities
Some examples; Cleaning Selling Teaching Painting How, why and when the activities are performed

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Human behaviors
Sensing Communicating Deciding Writing Job demands

Lifting Walking Jumping jacks?

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Machines, Tools, Equipment, Work Aids

Products made Materials processed Knowledge Services

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Performance Standards
Minimum required/expected level of work performance as a prerequisite of a job and the job holder which works as yardstick in evaluation of the actual performance of the job holder.

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Job Context

Working conditions Schedule Organizational context Social context

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Human Requirements
Job-related knowledge and skills

Education Training Work experience

Personal attributes

Aptitudes Physical characteristics Personality Interests

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Uses of Job Analysis Information

Job Analysis

Job Description and Job Specification

Recruiting and Selection Decisions

Figure 3-1

Performance Appraisal

Job Evaluation Wage and Salary Decisions (Compensation)

Training Requirements

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Uses of Job Analysis Information

Recruitment and selection Job evaluation & Compensation and Benefits Performance Appraisal Training & Development Discovering unassigned duties

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Steps in Job Analysis

1. 2. 3. 4. 5. 6. Decide how to use the information Review relevant background information Select representative positions Conduct the analysis Verify with the worker and supervisor Develop a job description and job specification

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Methods of Collecting Job Analysis Information

The interview Questionnaire Observation Participant diary/logs Quantitative techniques Multiple sources of information

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Collecting Job Analysis Information

Joint effort between HR, the worker and the supervisor

SMEs (Subject Matter Experts)

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Employees may be Concerned Because of

Resistance to change Possible changes to job duties Changes to pay Lack of trust on consequences The same job title may have different responsibilities and pay rates in different departments

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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.

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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 jobs responsibilities and duties?

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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 jobs physical demands? The emotional and mental demands? What are the health and safety conditions? Are you exposed to any hazards or unusual working conditions?

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Observation
Observation may be combined with interviewing Take complete notes Talk with the person being observed explain what is happening and why Ask questions

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Diaries and Logs

Time-consuming Self-reporting Remembering what was done earlier

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Writing Job Descriptions

1. 2. 3. 4. Job Identification Job Summary Relationships Responsibilities and Duties

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Job Identification
Title Date Approvals Supervisors title Grade level

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Job Summary
General nature Major functions or activities Includes general statements

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Responsibilities and Duties

Examples

Establishes marketing goals to ensure share of market Maintaining balanced and controlled inventories Purchasing authority Discipline Interviewing and hiring

Defines the limits of job holders authority

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Writing Job Specifications

What human traits and experience are required to do the job well?

Specifications for trained versus untrained personnel Specifications based on judgment Specifications based on statistics

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Job Related Behaviors

Industriousness Thoroughness Flexible Attendance Punctuality Hardworking Efficient Abusive

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Specialized to Enlarged Jobs

Job Enlargement = same-level activities Job Rotation = moving from one job to another Job Enrichment = redesigning to experience more responsibility, achievement, growth and recognition