job anlaysis ppt

1. JOB ANALYSIS
BY: PRIYA RANA(Asst.
prof.)
SANATAN DHARMA COLLEGE
(LAHORE) AMBALA CANTT

2. Objectives
After studying this module, you shall be able to:
• Know the concept of Job analysis
• Understand the components of job analysis
• Comprehend the purposes of job analysis
• Understand sources information in job analysis
• Become aware of the techniques of Data collection in job analysis
• To understand the process of job analysis
• To Learn how the potential problems arise in job analysis
• To understand the difference between job specification and job description

3. What is job?
A job refers to as a sum total of tasks, duties
and responsibilities consigned to individual
employees.
It may be defined as the division of total
work into different positions.

4. MEANING OF JOB ANALYSIS
• Job analysis is the process of getting information about jobs
What the worker does How he get it done
Why he does it Skill, education and training required
Relationship to other jobs
Physical demands and environmental
conditions

5. Meaning of job analysis
• Job analysis is a systematic and detailed examination of jobs. It is a procedure for
determining the duties and skill requirements of a job and the kind of person who
should be hired for it.
• Job analysis is the procedure through which you determine the duties and nature of the
jobs and the kinds of people who should be hired for their goal. It provides to write job
descriptions and job specifications, which are utilized in recruitment and selection,
compensation, performance appraisal, and training.
• Job analysis is a formal and detailed examination of jobs. It is a systematic
investigation of the task, duties and responsibilities necessary to do a job.

6. Definitions of job analysis
 Job analysis is the process of getting information about jobs: specially, what the
worker does; how he gets it done; why he does it; skill, education and training
required; relationship to other jobs, physical demands; environmental
conditions”.-Jones and Decothis
 “Job Analysis as the process of studying and collecting information relating to
the operations and responsibilities of a specific job. The immediate products of
this analysis are job descriptions and job specifications”. - Edwin B. Flippo
 “A job is a collection or aggregation of tasks, duties and responsibilities which as
a whole, is regarded as a regular assignment to individual employees and which
is different from other assignments”. - Dale Yoder

7. Purpose of job analysis
Job designing
and redesigning
Recruitment and
selection
Performance
analysis
Compensation
management
Training and
development

8. • Recruitment and Selection: Job analysis helps an organization to determine the kind
of person required to perform a specific job. It enlists the educational qualifications,
level of experience and technical, physical, emotional and personal skills needed to
execute a job in required manner. The objective is to match a right person with a right
place.
• Performance Analysis: Job analysis is carried out to examine if goals and objectives
of a specific job are accomplished. It helps in determining the performance standards,
criteria of evaluation and individual’s amount of output. On this basis, the overall
performance of an employee is measured and the employee is appraised accordingly.
Purpose of job analysis

9. • Training and Development: Job Analysis is also utilized to identify the training and
development needs of employees. The difference between the expected and actual
results determines the level of training to be imparted to employees. It also helps in
deciding the training content, tools and technique to be used to conduct training
programs.
• Compensation Management: Job analysis also decides the pay and other benefits. The
pay package depends on the position, job title and duties and responsibilities involved
in a job. The process helps HR managers in deciding the worth of an employee for a
particular job.
• Job Designing and Redesigning: The chief objective job analysis is to channelize the
human efforts and get the optimum output. It helps in designing, redesigning, enriching,
evaluating and also reducing and adding the extra responsibilities in a particular job.
This is done in order to enhance the employee satisfaction at the same time increasing
the human output.
Continued…

10. Elements of job analysis
• Job analysis has two major components (a) Job Descriptions (b) Job Specifications

11. Job description
• Job Description is a written statement of the duties, responsibilities and organizational
relationships that are requisite for the employee in a particular job.
A Job Description contains following information:
1. Job Identification- Date, Job title, Department, Division, Code number, Job position etc.
2. Job Summary- Contents of the job like tasks and activities to be done.
3. Job Duties and Responsibilities- General duties, Major duties, Responsibilities etc.
4. Working Conditions- Physical environment like noise, fumes, dust etc.
5. Machines, Tools and Equipments- Material, Machines, Equipments required.
6. Supervision -Extent of supervision required, designations of Superiors and Subordinates.
7. Relation to other jobs- Jobs above and below the current job and its relation with them

12. Purpose of Job Description
To gather job-related data in order to advertise for a specific job.
It helps in attracting, pursuing, recruiting and selecting the right
candidate for the right job
It explains what employees are supposed to do if shortlisted for that
particular job.
It also spells out who will report to whom

13. Job specification
• A job specification is a written statement of educational qualifications, qualities, level of
experience, physical, emotional, technical and communication skills which are required to
do a particular job
1. PHYSICAL SPECIFICATIONS: It includes the physical qualifications or capacities that differ
from job to job. It includes physical features such as height, weight, vision, health, age,
capacity to operate machines, tools, equipment etc.
2. MENTAL SPECIFICATIONS: It includes ability to do arithmetical calculations, interpret data,
capability to plan, reading skills, scientific aptitudes, judgment, ability to think, general
intelligence and memory etc.

14. Continued….
3.EMOTIONAL AND SOCIAL SPECIFICATIONS: These traits are more significant
to fill the positions of managers, supervisors and foremen. These comprise
emotional stability, flexibility, social adaptability, etc.
4.BEHAVIORAL SPECIFICATIONS: This specification describes the acts of the
managers rather than the traits. It includes judgments, research, imagination,
maturity trial of conciliation, self-reliance, governance etc.

15. Purpose of Job Specification
It helps the candidates in analysing whether are eligible to apply for a
particular vacant or not
It also helps recruiting team to understand what level of qualifications, qualities
and set of characteristics should be present in a candidate to make him eligible for
the vacant job
It gives a comprehensive information about any job containing job responsibilities,
preferred technical and physical skills, conversational ability etc
It helps in selecting the most suitable candidate for a specific job

17. The job analysis provides the following
information:
i. Job Identification – Job title, job code number
ii. Characteristics of the Job – Job location, Physical setting, supervision levels required, union
jurisdiction, and hazards associated etc.
iii. Job Duties (Principal activities) – A detailed list of the duties along with the probable frequency of
occurrence of each duty.
iv. Equipment and materials used
v. How a Job is done – Focus lies mainly on the nature of operations associated with the job.
vi. Required Personnel Attributes – Experience levels, trainings undertaken, apprenticeships, physical
strength, coordination levels, mental capabilities, social skills, communication skills etc.
vii. Job Relationships – Opportunities for advancement, working conditions, essential cooperation etc.

18. Example of job analysis
• For the job of a financial analyst in a firm
• Job analysis must include:
Job description
Job title: financier
Job duties: making financial
records
Machines: computer ,
information charts, internet
access
Supervisors and
subordinates:
C.A, and assistant clerks
Job specification
Physical spec. : fit to work for
hours, fit body to take stress
Mental spec. : knowledge,
intelligence, training,
qualification,
Emotional stability: good
emotional power to be a
manger
Check whether the person is

19. Uses of job analysis
(i) It is helpful in forecasting of human resources of the organization.
(ii) For recruiting purposes, job analysis must provide information on personal qualifications
necessary to perform job related behaviour.
(iii) It helps for placing right person on the right job at the right time.
(iv) It is used as a foundation for job evaluation.
(v) It provides necessary information to the management for training and development
programmes of employees.
(vi) It helps in establishing clear-cut standards for the development of performance appraisal
system of the organization.
(vii) It helps management to look objectively at the hazards associated with the machinery and
tools required to be handled as well as with the work environment.
(viii) It provides helps in redesigning jobs to match with mental make-up of the employees.

20. Advantages of Job Analysis
• Helps in Recruitment and Selection: Information relating to role, responsibilities, knowledge,
skills etc. helps in hiring right people on the right job. Job analysis helps the personnel
manager in recruiting and selecting right people on the right job.
• Helps in determining scope of Training: Job analysis provides information on inputs required
required for an employee to progress from one stage to another which can be utilised to
design training and development programs to prepare employee for promotion and higher
responsibilities.
• Helps in Job Evaluation: Job analysis can be utilised for job evaluation which in turn is used to
classify jobs. For compensation to be equitable, accurate assessment of the job requirements
has to be made

21. Continued…(advantages)
4. Eliminates the distortion of Chain of Command: Job analysis helps in avoiding the overlapping of
authority- responsibility relationship to eliminate the distortion of chain of command.
5. Helps in sketching Compensation Plans: Since compensation is commensurate with duties and
responsibilities of a job, job analysis can be utilised for to sketch out the compensation structure.
6. Helps in Performance Appraisal: Job analysis also helps to commence performance appraisal
effectually in the organization.it helps in comparing the employee’s performance with the
predetermined standards which further helps in taking relevant decisions.
7. Good industrial relations: Job analysis helps in developing healthy relations between management
and trade union.it also helps to resolve disputes and grievances.
8. Ensures safety: Job analysis highlights unhealthy and hazardous environment and conditions in
various jobs which helps management in developing measures to ensure health and safety of
employees.

22. Techniques of job analysis
Observation
method
Interview method
Questionnaire
method

23. Observation method
• Under this method, a job analyst notices an employee and records his performance, fulfilled and
un-fulfilled responsibilities and duties, skills and his mental emotional ability.
• Though, it appears one of the easiest method of analysing a specific job but it is one the most
difficult as different people think different and infer the findings in different manner.
• Therefore, the process may contain personal biasness and may not yield genuine results. This can
be escaped through proper training of job analysis.
• This method contains three techniques: Direct Observation, Work Methods Analysis and Critical
Incident Technique. The first method consist of direct observation and recording of behaviour of
an employee in different circumstances. Work methods analysis involves the study of time and
motion and is particularly used for factory workers. Critical Incident technique is about
recognizing the work behaviours that result in performance

24. Interview Method
• In this method, an employee is interviewed so that he comes up with his own
working styles, particular skills and techniques while performing his job and
anxieties and doubts about his careers.
• This method helps interviewer know what precisely an employee thinks about his
or her own job and responsibilities involved in it.
• It involves analysis of job by employee himself.
• In order to produce authentic and accurate feedback or gather genuine data,
interview questions should be cautiously decided.

25. Questionnaire Method
• Another commonly used method is getting the questionnaires filled from employees.
• Though, this method also suffers from personal biasness, a great care should be
taken while outlining questions.
• In order to collect true information, management should efficiently communicate to
the employees that data collected will be used for their own good.
• It is very vital to ensure them that the information collected won’t be used against
them in anyhow. If it is done improperly, it will be an absolute wastage of time and
money.

26. 1. Information collection: information relating to various aspects of jobs is gathered through
different methods like Interview, Observation, Questionnaire, Critical Incidents etc.
2. Review of Information After collecting the necessary information it is reviewed to design
Organizational Charts, Job Descriptions and Specifications, processes and guidebooks. These
help in a comprehensive assessment of the job.
3. Selection of the job Position to Be Analysed: It is complex and a costly affair to analyse all
jobs. Therefore, only a sample of jobs is selected for detailed analysis. The job analyst examines
which organization managers or employees need job analysis.
4. Analysis of Job After selecting a job to be analysed, the job analyst collects the necessary
information related to the selected jobs. The information like requisite employee behaviour,
Working Conditions, Traits and Qualities and various other dimensions of the job is collected.

27. (continued….)
5. Develop Job Description After collecting the relevant information, a job description
schedule is developed which is the written statement which defines the noticeable
characteristics of job along with duties and degree of risk involved.
6. Develop Job Specification After developing a Job Description, a Job Specification is
prepared which is the detailed specification statement showing minimum acceptable
requirements for doing each job. It précises the personal qualities, traits, skills and
knowledge required to perform a particular task. It also mentions the physical and
psychological attributes required to do a particular job.

28. Potential problems of job analysis

29. § Lack of Management Support: The biggest problem arises when a job analyst does not
get proper support from the management. The top management needs to communicate it to
the middle level managers and employees to enhance the output or productivity of the
process. In case of improper communication, employees may take it in a wrong sense and
start looking out for other available options. They may have a notion that this is being
carried out to fire them or take any action against them. In order to avoid such
circumstances, top management must effectively communicate the right message to their
incumbents.
§ Lack of Co-operation from Employees: If we talk about collecting authentic and accurate
job-data, it is almost impossible to get real and genuine data without the support of
employees. If they are not ready to co-operate, it is a sheer wastage of time, money and
human effort to conduct job analysis process. The need is to take the workers in confidence
and communicating that it is being done to solve their problems only.

30. § Inability to Identify the Need of Job Analysis: If the objectives and needs of job analysis
process are not properly identified, the whole exercise of investigation and carrying out
research is futile. Managers must decide in advance why this process is being carried out,
what its objectives are and what is to be done with the collected and recorded data.
§ Biasness of Job Analyst: A balanced and unbiased approach is a necessity while
carrying out the process of job analysis. To get real and genuine data, a job analyst must
be impartial in his or her approach. If it can’t be avoided, it is better to outsource the
process or hire a professional job analyst.
§ Using Single Data Source: A job analyst needs to consider more than one sources of
data in order to collect true information. Collecting data from a single source may result in
inaccuracy and it therefore, defeats the whole purpose of conducting the job analysis
process.

31. Conclusion
• Job Analysis as the process of studying and collecting information relating to the operations
and responsibilities of a specific job. The immediate products of this analysis are job
descriptions and job specifications.
• Job Analysis helps in preparing Job Description and Job Specification statements.
• The various techniques of Job Analysis are: Interview, Observation, Questionnaire, Diaries etc.
• Job description is a broad, general, and written statement of a particular job based on the
information obtained through job analysis. It generally includes duties, responsibilities, scope,
and working conditions of a job along with the job's title, and the designation of the person.
• Job Specification is a statement which states the minimum acceptable human qualities which
are required to perform a job.
• Job description and job specification are the two fundamental parts of Job Analysis.
• Many people use the terms Job Description and Job Specification interchangeably but there is
a difference between the two terms