Job Analysis

Job Analysis is conducted to determine the

responsibilities inherent in the position as well
as the qualifications needed to fulfill its
responsibilities.It is essential when recruiting
to locate an individual having the requisite
capabilities and education.
Job analysis provides information in several
cases including the following:
1. How much time is taken to complete basic tasks?
2. How are tasks grouped together in a job?
3. How can a job be designed so that employee
performance can be improved?
4. What kind of job is needed to perform a given job?
5. What kind of person is best suited to perform a certain
type of job?
All these information provides a foundation for other HR
activities
Importance of Job Analysis

Successful HRM practices can lead to outcomes that create

competitive advantage. When properly performed, job
analysis can ehnace the success of HRM practices by
laying the required foundation.
Specific Information Provided by Job Analysis
1. Job title and location
2. Organizational relationship-brief explanation of the number of
persons supervised(if applicable) and job title of the position
supervised. It also reflects supervision received.
3. Relation to other jobs-describes and outlines the coordination
required by the job.
4. Job summary- condensed explanation of the content of the job.
5. Iformation concerning job requirements-usually provides
information about machines, tools, materials, mental complexity
and attention required, physical demands, and working conditions. It
varies from job to job.
Uses of Job Analysis Information

1. Preparing the job description and writing job

specifications
2. Recruitment and selection
3. Determining the rate of compensation
4. Performance appraisal
5. Training
6. Career planing and development
7. Safety
8. Labor relations
Methods Used in Job Analysis

1. Interview
Job analysis information can be obtained by
interviewing the job incumbent or by group interview with
group of employees doing the same job or byinterviewing
the supervisor who is knowledgeable about the
job.Interview information is particularly valuabe for
professioal and technical jobs that mainly involve thinking
and problem solving.
2. Observation
Direct observation is especially useful when jobs
consist mainly of observable physical activity. Jobs like
those of a janitor, production workers, and drivers are
exmaples of these.On the other hand, observatin is usually
not appropriate when the job entails significant amount of
mental activity, such as the work of the lawyer, financial
analyst, and the like.
3. Questionnaires
The use of questionnaires is usually the least
costly method for collecting large amount of information in a
short period of time. Advantages of using the questionnaire
method include the information gathered is quantitative in
nature and can be easily updated as the job changes.It
usually includes questions asking the worker to decribe the
kinds of experiences, qualifications, and attitudes needed to
perform the job. It also includes a detailed list of activities
performed and the importance of each activity or the
percentage of time spent in performing it.
4. Employee recording/use of log book
This is a recording by job incumbents of job duties,
frequency of the duties, and when the duties are
accomplished. This can produce a complete picture of the
job, especially when supplemented with subsequent
interviews with the worker and the supervisor.
Writing the Job Description
Job description-organized, factual statements of the duties
and responsibilities of a specific job.
The first and immediate product of job analysis is the job
description. As indicated,this is basically descriptive and
constitutes a record of existing and pertinent job facts.
These facts must be organized is some fahion in order to be
usable. Suggested contents are gievn as follows:
1. Date written
2. Job status-full-time/part-time including salary
3. Job Identification-includes such information as job title,
department, division, plant and code number of the job.
4. Job summary-A brief one or two-sentence statement
describing the purpose of the job and what outputs are
expected from job incumbents.
5. Working relationship, responsibilities, and duties
performed-Relationshp statements shows the jobholder's
relationship with others inside and outside the organization.
6. Authority of incumbent-defines the limit of the
jobholder's authority, including his/her decision-making
authority, direct supervision of other personnel, and
budgetay limitation.
7.Competency requirements-education and experience including
special skills required to perform a given job.
8.Working conditions-a list of general working conditions involved
with the job, location of the job, and other relevant characteristics of
the immediate work environment such as hazards and noise levels.
Example:
Job Title: Chief Accountant
Division/Department: Accounting Department
Reports to: General Manager
Coordinates with: All Department Heads
Supervises: All Accounting Personnel
Writing the Job Specifications

The job specification uses the job description to define the

kind of human traits nd experience required to do a specific
job well. It shows what kind of person to recruit and for what
qualities that person should be tested.Job specifications
identify the minimum acceptable qualifications required for
an employee to perform the job adequately.The job
specification may be a separate section on the job
description, a separate document entirely, or at the
concluding part of the job description.
 The information contained in a job specification
usually includes the following basic criteria:
1. knowledge-body of information one needs to perform the job.
2. skills-the capability to perform a learned motor task such as
word processing skills
3. ability- the capability needed to perform non-motor tasks
such as communication abilities;
4. personal characteristics-an individual's traits such as tact,
assertiveness, concern for others, etc.
5. technical requirements-include criteria such as educational
background, related work experience, and training.