JOB ANALYSIS

LECTURE 4
Lecturer: Amnah Imtiaz
Kinnaird College For Women

JOB ANALYSIS
A purposeful, Systematic process for collecting information on the important work-related aspect of a job Other definition: Job Analysis is a systematic exploration of the activities within a job. It is a process of collecting data about the jobs performed in an organisation. It defines and documents duties, responsibilities and accountabilities of a job and the conditions under which a job is performed.

Human Resource Management Instructor: Amnah Imtiaz

 Job

Analysis provides information about jobs currently being done and the knowledge , skills, abilities that the individual needs to perform the job adequately.

Instructor: Amnah Imtiaz

AREAS WHERE JOB ANALYST CAN COLLECT INFORMATION FROM:

Duties & Tasks information to be collected includes: frequency, duration, effort, skill, complexity, equipment, standards. Environment working conditions to be taken into account. Tools & Equipments protective measures need to be specified in job analysis Relationship reporting lines, reporting relationships.

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PROCESS OF JOB ANALYSIS

Step 1
Determining the purpose for conducting a job Analysis

Step 2

Identify the job to be analysed

Step 3

Explain the process to Employees and determine their level of involvement

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PROCESS OF JOB ANALYSIS (CONTD)

Determine the data collection method Step 4 and collect job analysis information Process the Job Analysis Information

Step 5

Step 6

Review and Update frequently

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STEP 1- DETERMINING THE PURPOSE FOR

CONDUCTING A JOB

ANALYSIS

The Purpose of conducting job analysis should be explicit and toed to overall strategy of the firm in order to increase the likelihood of a successful job analysis. Making the decision about the purpose of the job analysis will allow managers to also determine the type of information that should be collected i.e. Whether data should be collected on work contexts, work-inputs, work outputs, or on all of these components of the job.
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STEP 2- IDENTIFY THE JOBS TO BE ANALYSED

The second task managers usually undertake to decide which jobs need to be analysed. E.g. The existing jobs with high turn over rate may benefit from job analysis. This turnover rate may indicate that the job has grown too complex and may need to be modified.

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STEP 3- EXPLAIN THE PROCESS TO EMPLOYEES

AND DETERMINE THEIR LEVEL OF INVOLVEMENT

The purpose of conducting the job analysis should not be kept secret from the employees and managers. They should be informed that who will be conducting the analysis, why is job analysis needed, whom to contact if they have questions and concerns, the schedule or timetable of the events, and their role in the job analysis. Eradicate all the ambiguities in the minds of employees. If they exist, accurate job analysis information will be difficult to obtain.

Human Resource Management Instructor: Amnah Imtiaz

STEP 4- DETERMINE THE DATA COLLECTION METHOD

AND COLLECT JOB ANALYSIS INFORMATION

Managers must decide which data collection method or combination of methods will be used and how to collect the information. The most popular methods of data collection include:

1)

2) 3)

Observation of tasks and behaviours of job holders Interviews Questionnaires and Checklists
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Human Resource Management Instructor: Amnah Imtiaz

CONTD
Observation (job holders are observed performing their work

Data Collection Methods

Interviews (knowledgeable employees are interviewed as to specific work activities)

Questionnaires and Checklists (knowledgeable employees complete paper and pencil forms regarding work activities)
Human Resource Management Instructor: Amnah Imtiaz

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1- OBSERVATION

A trained observer observes a worker, recording what the worker does, how the work is done, and how long it takes.

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2- INTERVIEW

A trained job analyst interviews a job incumbent, usually utilizing a standardised format. Sometimes, more than one worker is interviewed, and the results are aggregated.

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3- QUESTIONNAIRE & CHECKLISTS

There are two types of questionnaires: Structured uses a standardised list of work activities, called a task inventory that job incumbents or supervisors may identify as related to the job.

The open ended asks the job incumbent to describe the work in his/her own words.

Checklists may be custom-made or purchased from an outside vendor.

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STEP 5- PROCESS THE JOB ANALYSIS INFORMATION

Once the job analysis information has been collected, it is important to place it into a form that will be useful to managers and human resource departments.

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STEP 6- REVIEW AND UPDATE FREQUENTLY

The final step is actually an ongoing phenomenon. Managers and HR specialists need to review the job descriptions and specifications frequently by having a close eye on the corporate strategy.

Note:
Job analysis is a time consuming and costly process, so if there is no major change occurrence or major shift , the organisations can benefit by updating information to all the jobs every year rather than repeating the process in a few years.
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JOB ANALYSIS DATA OUTPUT

The data collected from the job analysis can be used for a variety of purposed. The most important are: Job Descriptions Job specifications

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JOB DESCRIPTION
It is written statement of what job holder does, how it is done, under what conditions and why? The common format of job description covers: Title Duties Distinguishing characteristics Environmental conditions Authority and responsibilities
JD is used to describe the job to applicants, to guide new employees and to evaluate employees.
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JOB SPECIFICATION
Reflects the necessary skills, experience, personal qualities and competencies required of a successful jobholder. It typically includes: Knowledge required to perform the job Competencies required to perform the job Physical requirements, personal qualifications and competencies of the employees (personal specs)

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Thank You

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