JOB ANALYSIS :JOB ANALYSIS


JOB ANALYSIS TERMINOLOGY :JOB ANALYSIS TERMINOLOGY Task: A distinct work activity which has an identifiable beginning and an end. Ex: hand sorting a bag of mail into appropriate boxes Duty: Several tasks which are related by some sequence of events. Ex: sort and deliver incoming mails. Position: A collection of tasks and duties which are performed by one person. Ex: mail room clerk prepares outgoing mail, sorts incoming mail, operates addressing machine, postage machine and related equipment. Job: One or more positions within an organization. Ex:Three mail clerks have the same job but different payroll position. Job family: Several jobs of a similar nature which may come into direct contact with each other or may be spread out throughout the organization performing similar function.


Slide 3:Job analysis: A systematic investigation into the tasks, duties and responsibilities of a job. Job description: A written summary of tasks, duties and responsibilities of a job. Job specification: The minimum skills, education, and experience necessary for an individual to perform a job.


Slide 4:Job analysis is basically the process of identifying the nature of jobs (job description) and the qualities of the likely job holder (job specification). The three outcomes of job analysis are: Job description (a description of what the job holder does) Job specification (those personal characteristics a job holder must possess) Job evaluation( determining the relative worth of each job) What is Job analysis?


Slide 5:Nature of job analysis Job Analysis Job Tasks Job Duties Job Responsibilities


Slide 6:A complete job analysis contains information relating to following 5 factors: Work products – what the job seeks to accomplish; Necessary worker activities or behavior required by the job; Equipment used; Factors in the work environment; Personal attributes


Slide 7:Partial job analysis questionnaire The information about a job is usually collected through a structured questionnaire: JOB ANALYSIS INFORMATION FORMAT Your Job Title_______________ Code__________Date_____________ Class Title_______________ Department_____________________ Your Name_________________ Facility___________________________ Superior’s Title______________ Prepared by_______________________ Superior’s Name____________ Hours Worked___AM______to AM____ PM PM 1.What is the general purpose of your job? 2.What was your last job? If it was in another organization, please name it. 3.To what job would you normally expect to be promoted? 4.If you regularly supervise others, list them by name and job title. 5.If you supervise others, please check those activities that are part of your supervisory duties: ¨ Hiring ¨ Coaching ¨ Promoting ¨ Orienting ¨ Counseling ¨ Compensating ¨ Training ¨  Budgeting ¨ Disciplining ¨ Scheduling ¨ Directing ¨ Terminating ¨ Developing Measuring Performances Other____________ 6.How would you describe the successful completion and results of your work? 7.Job Duties – Please briefly describe WHAT you do and, if possible, How you do it. Indicate those duties you consider to be most important and/or most difficult:


Slide 8:(a) Daily Duties (b) Periodic Duties (Please indicate whether weekly, monthly, quarterly, etc.) (c) Duties Performed at Irregular Intervals 8.Education – Please check the blank that indicates the educational requirements for the job, not your own educational background. ¨ No formal education required ¨ College degree ¨  Less than high school diploma ¨ Education beyond graduate ¨  High school diploma or equivalent degree and/or professional license. ¨  College certificate or equivalent List advanced degrees or specified professional license or certificate required. Please indicate the education you had when you were placed on this job.


Slide 9:Uses of Job Analysis Job analysis Job Description Job Specification Job evaluation HR Planning Recruitment Selection Orientation and Placement Training Counseling Employee Safety Performance Appraisal Job design and redesign Job evaluation


Slide 10:Job Analysis Process Collection of background information Collection of background information Selection of representative jobs Collection of job analysis data Methods of Collecting Data *Observation *Interview *Questionnaire *Diaries and logs *Critical incidence Developing job description Developing job specification


Job Analysis Methods :Job Analysis Methods Observation Method Interview Method – Individual and Group Questionnaire Method – PAQ & FJA Technical Conference method Diary Method Critical Incidents


Slide 12:OBSERVATION METHOD: Studying job holders at work and reading what they do, how they perform and how much time they take; This method is appropriate for jobs which involve, manual, standardized and short cycle activities such as mechanic, weaver etc. This method does not disclose the information relating to mental processes involved in performing the jobs. Hence this method is used in conjunction with other methods. INTERVIEW METHOD Job incumbents and supervisors are interviewed either individually or in group to get the most essential information about a job This method provides an opportunity to record both mental and physical activities about the job Time consuming and costly in nature.


Slide 13:Guidelines for conducting job analysis interviews Put the worker at ease; establish rapport. Make the purpose of the interview clear. Encourage the worker to talk by using empathy creativity. Help the worker to think and talk according to the logical sequence of the duties performed. Ask the worker only one question at a time. Phrase questions carefully so that the answers will be more than just “yes” or “no”. Avoid asking leading questions. Secure specified and complete information pertaining to the work performed and the worker’s traits. Conduct the interview in plain, easy language. Consider the relationship of the present job to other jobs in the department. Control the time and subject matter of the interview. Be patient and considerate to the worker. Summarise the information obtained before closing the interview. Close the interview promptly.


Slide 14:QUESTIONNAIRE METHOD Job incumbents approached through a properly designed questionnaire consisting of both objective and open-ended questions and asked to provide details Produce information quickly and chiefly for a large number of jobs May not be interpreted properly by the respondents Accuracy of results depends on the willingness and ability of job holders to complete the questionnaire.


Slide 15:Technical Conference Method Information gathered from ‘experts’( supervisors) – not from job incumbents Experts at times may not have intensive knowledge about the jobs as they do not usually perform the 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 Critical Incidents First critical incidents of a job are identified Supervisors are asked to provide instances of on-the-job behavior of the people which he considers to be important for the successful performance of the job; Instances provide an integrated picture of the whole task.


Slide 16:Functional Job Analysis (FJA) Developed by U.S. Department of labor Job analyst conducts background research, interviews of job incumbents and supervisors, makes site observation and then prepares a detailed report Work function of any job can be divided into three heads: data, people and things; Employees’ handling of data, his relationship with collegues and the kind of work that he does


Slide 17:Work Functions and Their Levels of Difficulty