Job analysis

1. JOB ANALYSIS
Prof. Preeti Bhaskar
Symbiosis Centre for Management Studies, Noida

2. CHAPTER OUTLINE
 JOB ANALYSIS AND DESIGN
 Meaning and definition
 Purpose
 Process of JOB ANALYSIS
 Job analysis methods
 Issues in job analysis
 Concept of Job Design

3. INTRODUCTION
Job analysis is the process of gathering
information about a job. It is, to be more
specific, a systematic investigation of the tasks,
duties and responsibilities necessary to do a job.
Job analysis is a recording of all activities
involved in the job and the skill and knowledge
requirement of the performer of the job
Job Analysis

4. Job Analysis
Job Tasks
Job Duties
Job
Responsibilities
NATURE OF JOB ANALYSIS
Job Analysis

5. Job analysis involves identification and
precisely identifying the required tasks,
the knowledge and the skills necessary
for performing them and the conditions
under which they must be performed.
Richard Henderson

6. 4-8
Job Analysis
IMPORTANT BENEFITS OF JOB
ANALYSIS
Multifaceted Nature of Job Analysis
Recruitment
Selection
Placement
Training
Counselling
Human Resource
Planning
Job Evaluation
Job Design and
Redesign
Performance
Appraisal
Employee Safety

7. BENEFITS OF JOB ANALYSIS
1. Organizational structure and design :-
Job analysis helps the organization to make suitable
changes in the organizational structure, so that it
matches the needs and requirements of the
organization.
2. Recruitment and selection :-
Job analysis helps to plan for the future human
resource. It helps to recruit and select the right kind
of people.
Job Analysis

8. 3. Performance appraisal and training/development
:-
Training is given in those areas which will help to improve
the performance on the job. Similarly when appraisal is
conducted we check whether the employee is able to work
in a manner in which we require him to do the job
4. Job evaluation :-
Job evaluation refers to studying in detail the job
performance by all individual. Information regarding
qualities required, skilled levels, difficulty levels are
obtained from job analysis
Job Analysis

9. 5. Promotions and transfer :-
When we give a promotion to an employee we need to promote him on
the basis of the skill and talent required for the future job. Similarly
when we transfer an employee to another branch the job must be very
similar to what he has done before. To take these decisions we collect
information from job analysis.
6. Career path planning :-
Many companies have not taken up career planning for their employees.
This is done to prevent the employee from leaving the company. When
we plan the future career of the employee, information will be collected
from job analysis. Hence job analysis becomes important or
advantageous.
Job Analysis

10. 7. Labour relations :-
When companies plan to add extra duties or delete certain
duties from a job, they require the help of job analysis,
when this activity is systematically done using job analysis
the number of problems with union members reduce and
labour relations improve.
8. Health and safety :-
Most companies prepare their own health and safety, plans
and programs based on job analysis. From the job analysis
company identifies the risk factor on the job and based on
the risk factor safety equipment's are provided.
Job Analysis

11. 9. Acceptance of job offer :-
When a person is given an offer/appointment letter the
duties to be performed by him are clearly mentioned in it,
this information is collected from job analysis, which is why
job analysis becomes important.
Job Analysis

12. USES JOB ANALYSIS
 Employment
 Organizational audit
 Training and development
 Performance appraisal
 Promotion and transfers
 Prevention dissatisfaction
 Compensation management
 Health and safety
 Induction
 Industrial relation
 Career planning
 Succession planning
Job Analysis

15. Process of Job Analysis

16. Organizational Analysis
Collection of job Content
Positions to be analyzed
Collection of job analysis data
Job Description
Job Specification
Job Analysis

17. Organizational Analysis
Organizational Analysis consists of :
1)The role of job in relation to other jobs
2) The class of jobs to which job belongs
3)detailed description of the activities and
responsibilities of job.
4)Past oriented and Future oriented
Job Analysis

18. Collection of job Content
1. What type of Data to Collected
(machine, tools & work activities)
2. Data collection methods
3. Who to collect Data (Trained analyst,
Supervisors, Job incumbents)
Job Analysis

19. METHODS OF
COLLECTING JOB
ANALYSIS DATA
Job Analysis

20. 4-12
METHODS OF COLLECTING JOB
ANALYSIS DATA
Job performance: the analyst actually performs the job in
question and collects the needed information
Personal observation: the analyst observes others doing the
job and writes a summary
Critical incidents: job incumbents describe several incidents
relating to work, based on past experience; the analyst
collects, analyses and classifies data.
Job Analysis

21. Interview: job incumbents and supervisors are interviewed to
get the most essential information about a job
Diary method: job incumbents asked to maintain diaries or logs
of their daily job activities and record the time spent and nature
of work carried out.
Panel of experts: experienced people such as job incumbents
and supervisors with good knowledge of the job asked to
provide the information.
Job Analysis

22. Questionnaire method: job incumbents approached through
a properly designed questionnaire and asked to provide
details.
The Position Analysis Questionnaire: it is a standardized
form used to collect specific information about job tasks
and worker traits.
Technical Conference Method
Job Analysis

23. Process (contd.)
 Job description –:
 Job Specification -:
Job Analysis

24. Job Analysis
JOB ANALYSIS
(A Process of obtaining all
pertinent Job facts )
Job Description
(Job- Oriented)
A statement containing items such
as :
Job title
Location
Job duties
Job summary
Job duties
Machines, tools, and equipment
Conditions of work, location of
work,
Hazards(Accident Hazards)
Job Specification
(Employee- Oriented)
A statement of human qualification
necessary to do the job:
Education
Experience
Training
Physical efforts
Communication Skills
Emotional characteristics
Unusual sensory demands such as
vision, smell, hearing etc.

25. Job Description
 Job description describes in detail the
various aspects of a job like the tasks
involved, the responsibilities of the job
and the deliverables.

26. 4-21
Title Compensation manager
Code HR/2310
Department Human Resource Department
Summary Responsible for the design and administration of employee
compensation programs.
Duties v Relate salary to the performance of each employee.
Conduct periodic salary surveys.
v Develop and administer performance appraisal
programme.
v Develop and oversee bonus and other employee
benefit plans.
v Develop an integrated HR information system.
Working conditions Normal. Eight hours per day. Five days a week.
v Report to Director, Human Resource Department.

27. Job specification
 A Statement of human qualifications
necessary to do the job. Usually contains
items such as Education, Experience,
Training, Communication skills etc.
 It offers a profile of human
characteristics (knowledge, skills and
abilities) needed by a person doing a job.
Job Analysis

28. 4-23
Education v MBA with specialisation in HRM/MA in social work/PG
Diploma in HRM/MA in industrial psychology.
v A degree or diploma in Labour Laws is desirable.
Experience v At least 3 years’ experience in a similar position in a
large manufacturing company.
Skill, Knowledge, Abilities v Knowledge of compensation practices in
competing industries, of job analysis procedures, of
compensation survey techniques, of performance appraisal systems.
v Skill in writing job descriptions, in conducting job
analysis interviews, in making group presentations, in
performing statistical computations
v Ability to conduct meetings, to plan and prioritise
work.
Work Orientation Factors v The position may require upto 15 per cent travel.
Age v Preferably below 30 years.23

29. Problem associated with job
analysis:
 Job analysis is neither updated nor reviewed
 Job description or specification that is too
vague
 Contamination (error of included irrelevant
job description and specification)
 Deficiency (error of omission of relevant
information)
 Job analysis tend to become subjective and
biased
 Time and cost of Job Analysis

30. Job design
Job design is the process of
a) Deciding the contents of the job.
b) Deciding methods to carry out the job.
c) Deciding the relationship which exists
in the organization.
Job Analysis

31. Job design
Job design means to decide the contents
of a job.
It fixes the duties and responsibilities of
the job, the methods of doing the job and
the relationships between the job holder
(manager) and his superiors, subordinates
and colleagues.
Job Analysis

32. Job design process
 What tasks are required to be done or
what tasks is part of the job?
 How are the tasks performed?
 What amount are tasks are required to
be done?
 What is the sequence of performing
these tasks?

33. Benefits of job design
 Checking the work overload.
 Checking upon the work under load.
 Ensuring tasks are not repetitive in
nature.
 Ensuring that employees don not remain
isolated.
 Defining working hours clearly.
 Defining the work processes clearly.
 The above mentioned are factors that if
not take

34. Methods of job design
 JOB ROTATION
 JOB ENLARGEMENT
 JOB ENRICHMENT
 JOB SHARING
 FLEXI TIME
 TELE COMMUNICATING
 WORKING FROM HOME
Job Analysis

35.  JOB ROTATION
 Job rotation involves shifting a person from one
job to another, so that he is able to understand
and learn what each job involves
 Avoids monopoly
 Provides an opportunity to broaden one’s
knowledge
 Avoiding fraudulent practice
Job Analysis

36. JOB ENLARGEMENT
 Job enlargement involves combining various
activities at the same level in the
organization and adding them to the
existing job.
 Variety of skills
 Improves earning capacity
 Wide range of activities
Job Analysis

37. JOB ENRICHMENT
 Job enrichment is the type of expansion of a job
that gives employee more challenging more
reliability more opportunity to grow and
contribute his/her idea to the organization
success
Job Analysis

38. ISSUES IN JOB ANALYSIS
 Update the database regularly (job description +
job specification )
 Tends to be subjective and biased
 Considered at the time of downsizing
Job Analysis