This document outlines the agenda and activities for a one-day training program on job analysis. The training will: 1) Define fundamental concepts of job analysis and build a business case for its utility. 2) Diagnose current job analysis practices and methods to identify gaps and recommend improvements. 3) Cover a 5-step job analysis process including planning, preparation, data collection, developing job descriptions and specifications, and maintenance. 7 learning activities are designed for participants to apply the job analysis process to their own organizations, with summaries provided after group discussions. The goal is for participants to learn job analysis concepts and tools to effectively analyze and document jobs.

1. JOB ANALYSIS – PROCESS AND
TOOLS
CHARLES COTTER
FOCUS ROOMS, SUNNINGHILL
9 SEPTEMBER 2015

2. TRAINING PROGRAMME OVERVIEW –
DAY 1
• Defining the fundamental concepts
• Building a business case for Job Analysis – the utility and functional value
thereof
• Diagnosis of current Job Analysis practices:
 Efficiency
 Methods/techniques
• Applying the 5-step, Job Analysis process:
 Developing a Job Description
 Developing a Job Specification

4. INTRODUCTORY ACTIVITY
• Complete the following statement by inserting one
word only. In order to be an effective Job Analyst, I
need to/to be………………………………………………………
• Jot this word down and find other learners who have
written down the same word.
• Write this word down on the flip-chart.
• You’ll be given the opportunity to substantiate your
choice of word.

5. UTILITY AND FUNCTIONAL VALUE OF JOB
ANALYSIS – APPLIED TO HR VALUE CHAIN

8. LEARNING ACTIVITY 1
• Group discussion
• Build a business case for Job Analysis.
Describe the utility and functional value, applied to
the HR Value Chain.
Do the benefits of Job Analysis outweigh the costs?
Is Job Analysis viable, feasible and sustainable.
• Provide feedback in the form of summary

10. LEARNING ACTIVITY 2
• Group discussion
• Diagnosis of current Job Analysis
practices/processes.
Review your current organizational Job Analysis
practices and processes and indicate the efficiency
and effectiveness.
Identify gaps and recommend improvement
strategies.
• Provide feedback in the form of summary

12. LEARNING ACTIVITY 3
• Group discussion
• Diagnosis of current Job Analysis data collection
methods/techniques.
Review your current organizational Job Analysis
quantitative and qualitative methods and techniques and
indicate their effectiveness, reliability and validity.
Identify gaps and recommend improvement strategies.
• Provide feedback in the form of summary

13. JOB DATA
• The job’s context/environment
• The job’s tasks and duties
• Performance standards
• Tools and Equipment
• Relationships
• Job Requirements (KSAE)

14. JOB ANALYSIS PROCESS

15. STEP 1: PLANNING THE JOB ANALYSIS
• Identify the purpose of a Job Analysis
• Identify the objectives of a Job Analysis
• Obtain top management support

16. STEP 2: PREPARING FOR AND
INTRODUCING JOB ANALYSIS
• Identify jobs
• Identify methods and techniques
• Review existing job documentation
• Developing Implementation (Action) Plan
• Communicate process to management and
employees

17. JOB ANALYSIS IMPLEMENTATION
(ACTION) PLAN

18. LEARNING ACTIVITY 4
• Group discussion
• Apply steps 1 and 2 (foundational) of the Job
Analysis process to a defined organizational
context:
Step 1: Planning the Job Analysis
Step 2: Preparing for and Introducing Job Analysis
• Provide feedback in the form of summary

19. STEP 3: CONDUCTING JOB ANALYSIS
• Gather job analysis data
• Analyze and interpret data
• Review, verify & compile data

20. STEP 3: CONDUCTING JOB ANALYSIS -
FOCAL POINTS

21. STEP 3: CONDUCTING JOB ANALYSIS -
PROCESS

22. LEARNING ACTIVITY 5
• Group discussion
Identify a critical job in your organization. Apply
step 3 of the Job Analysis process to a defined
organizational context.
• Provide feedback in the form of summary

24. STEP 4: DEVELOPING JOB DESCRIPTIONS
AND JOB SPECIFICATIONS
• Draft Job Descriptions and Job Specifications
• Review drafts with managers and employees
• Finalize job descriptions and
recommendations

28. LEARNING ACTIVITY 6
• Group discussion
• Identify a critical job in your organization.
Apply step 4 of the Job Analysis process.
Job Description
Job Specification
• Provide feedback in the form of summary

29. STEP 5: MAINTAINING AND UPDATING JOB
DESCRIPTIONS AND JOB SPECIFICATIONS
• Update job descriptions and job
specifications as the organization changes
• Periodically review all jobs

30. LEARNING ACTIVITY 7
• Group discussion
• Identify a critical job in your organization.
Apply step 5 of the Job Analysis process.
• Provide feedback in the form of summary

31. CONCLUSION – DAY 1
• Key points
• Summary
• Questions

32. CONTACT DETAILS
• Charles Cotter
• (+27) 84 562 9446
• charlescot@polka.co.za
• LinkedIn
• Twitter: Charles_Cotter
• http://www.slideshare.net/CharlesCotter