Topics to be covered

Job analysis : Process,

method and uses
Recruitment v/s
Selection

Done by :
TBS

 Meaning :
Job analysis is a persistent, methodical
process
of collecting information on the
important work
related aspects of a job.
Job analysis is the program conducted through HRM by
an expert in job analysis .
HRM uses different tools and Ideas to approach this
system.
such as interviews and Questionnaire system.

Examine the total

organization and
the fit to the job

Prepare job
specification

Determine how job

analysis information
will be used

Select jobs to be
analyzed

Prepare job
description

Collecting data by
using acceptable job
analysis techniques

Examining the total organization and the fit of each job is the first step
done in the whole process of job analysis.
IT provides a broad view of how each job fits into the total fabric of the
organization. These can be explained by organization chart and process
charts .
Organization chart is the relationships among the number departments
and units of the firm. These will be help full to job analysis for yielding
information and number of vertical levels from the organization in
different departmental functions .
Process charts also be known as job family because the specific set of jobs
that are related to each other with similar duties. Rather than simply
showing the structural relationships among job titles.

Determining how job analysis information will be used, is question of

utilizing it and the second step in the job analysis process. It encourages
those people who involved in job analysis and job design to use this
information. It determines what type of duty and work are done in
particular job such as operating jobs consists of machinists, lift
operators, technicians and mechanics
And the supervisor jobs of a company .
We can conclude that the second step of job analysis is to determine the
work done and the duty done in particular job and pulling out the
information.
This step is usually too costly and time consuming to analyze every job .
But this step is practiced to analyze every job which is selected.

After determining the jobs and their duties few jobs are selected for job
analysis process . And proceeds to next to the next step.

This is the step 4 involved in the job analysis process. It involves the use
of acceptable job analysis techniques. The techniques are used to collect
the data on the characteristics of the job, the required behaviors, and the
characteristics an employee need to perform the job. The
techniques/method used in this step are been explained in the further
slides of method of job analysis.
Examples of techniques used in the step 4 are
Interviews, observation and questionnaire etc.

Preparing job description is the fifth step done in the job analysis process.
These step wont be successful if the previous step is not conducted
properly. These step is totally relied on previous steps
Hence the methods of the job analysis should be utilize properly with out
any barriers while conducting these session.
Job description is the description of the work load and the duty of the job
after analyzing the fourth step.

Preparing job specification is the 6th step performed in the job analysis after
performing and giving the job description of analysis of the duty and the
work of the job. Specification of the job is the type final judgment of the job
work load and the duty of the job by mentioning their requirements,
conditions according to the job seeker in the work environment and
arranging the requirements and conditions with the plan and at the end of
the job analysis process, job is designed according to the job specification.

Job design
Planning
Recruitment
Selection and training
Performance evaluation
Compensation and benefits
EEO compliance
Follow up evaluation

Method of Job Analysis or Techniques of Job analysis. Method of job

analysis has four basic methods, which can be used separately or in
combination, of collecting job analysis data.
Observation
Interview
Questionnaires
Job incumbent diaries or logs
In each of these methods the information about the job is collected and
then the job is studied in terms of tasks completed by job
incumbent(Person presently working on the job) this is known as job
oriented analysis. Job can be analyzed in terms of behaviors or what the
job incumbent does to perform the job (such as computing, coordinating,
or negotiating). This is referred as work oriented analysis.

Observation is the technique and first method of the job analysis.

Job analyst must observe a representative sample of individuals
performing these jobs. Observations is usually not appropriate where the
job involves significant mental activity. The observation technique requires
that the job analyst be trained to observe relevant job behaviors. In
conducting an observations, the job analyst must remain as unobtrusive as
possible.

Interviewing job incumbents is often done in combination with

observation. Interviews are probably the technique used most widely in
collecting data for job analysis. They permit the job analyst to talk face to
face with job incumbents. The job incumbent can ask questions of the job
analyst, and this interview serves as an opportunity for the analyst to
explain how the knowledge and information gained from the job analysis
will be used.

The use of questionnaires is usually the least costly method for

collecting information. It is an effective way to collect a large
information in amount of information in a short period of time. The
JAIF (job analysis information format) is a structured questionnaire.
It Includes specific questions about the job, job requirements,
working conditions and equipment's .

The daily or log is a recording by job incumbents of job duties,

frequency of the duties, and when the duties are accomplished. This
technique requires the job incumbent to keep a diary or log,
Unfortunately, most individuals are not disciplined enough to keep such
a diary or log. If a diary or log is kept up to date, it can provide good
information about the job. Comparison on a daily, weekly, or monthly
basis can be done. The diary or log is useful when attempting to analyze
jobs that are difficult to observe, such as those performed by engineers,
scientists, and senior executives.

HR managers, specialists, and managers in general know that job analysis has
many uses. Some of these individuals now believe that there is no longer even
a choice about weather job analysis should be conducted. Administrative
guidelines accompanying various civil rights and EEO laws and judicial
recommendations are clear. The question has become how to control a legally
defensible job analysis rather than weather to conduct such as analysis at all.
In terms of staffing and selection activities , job analysis plays an important
role in the UNIFORM GUIDELINES ON EMPLOYEE SELECTION
PROCEDURS(1978), a set of policies designed to minimize or prevent work
place discrimination practices. The UGESP emphasizes that job analysis
should be used when validating or assessing the accuracy of organizational
selection procedures.

Recruitment refers to organizational activities that influence the number and

types of applicants who apply for a job and whether the applicants accept
jobs that are offered. Recruiting often represents the first contact between
organizations and prospective employees. As such, care should be taken to
create a positive first impression with these job applications. Although
recruitment is very expensive comparing to the other functions of HRM,
since HRM has not treated recruitment as important as other functions. The
rise of globalization has lead to increase the importance of recruitment. With
these many companies had kept a focus on recruitment, so that the
candidates could join in organizations.

Selection is the process by which an organization chooses from the list of

applicants the person or persons who best meet the selection criteria for the
position available, considering current environment conditions. At the basic
level, all selection programs attempt to identify the application who have the
highest chance of meeting or exceeding the organizations standards f
performance. In this case, however, performance does not refer simply to
quantity of output. It can also involve other objectives, such as quality of
output, absenteeism, theft, employees satisfaction, and career development.
Compounding the problem of developing an effective system is the fact that the
goal wont be achieved to find applicants who have the most of a given quality.
Selection is the search for an optimal match between the job and the amount of
any particular characteristic that applicant may possess.