Compensation

Management
LECTURE 6: JOB ANALYSIS
Job analysis
► Job analysis refers to a systematic process of collecting information about a
specific job, including skill requirements, roles, responsibilities and processes in
order to create a valid job description. Job analysis also gives an overview of the
physical, emotional & related human qualities required to execute the job
successfully.

► It helps organizations understand the specific requirements of each role and how
it contributes to the overall business.

► Job analysis is one the core HR activity that is the starting point of many HR
processes.
Job analysis
► Systematic examination:

► Job analysis is a structured approach, not just a random observation of tasks.

► Focus on the job, not the person:

► While information may be collected from current employees, the analysis aims to define the
job itself, not the person performing it.

► Information gathering:

► This process involves collecting data on various aspects of the job, including tasks, duties,
responsibilities, required knowledge, skills, and abilities.

► Analysis and interpretation:

► The collected data is analyzed to determine the core competencies, job requirements, and
how the job contributes to the organization
Importance of Job analysis
► Job Descriptions:

► A thorough job analysis forms the foundation for creating accurate and effective job
descriptions, which are crucial for recruitment and hiring.

► Recruitment and Selection:

► It helps organizations identify the specific qualifications needed for a role, allowing for
more effective candidate screening and selection processes.

► Performance Management:

► Job analysis provides a framework for evaluating employee performance and

identifying areas for training and development.
Importance of Job analysis
► Compensation and Benefits:

► It helps determine the appropriate pay grade and benefits for a particular job.

► Training and Development:

► Understanding the skills required for a job allows organizations to develop targeted

training programs to improve employee performance.

► Organizational Structure:

► Job analysis can help in restructuring departments and roles to improve efficiency and

effectiveness.
Purpose of Job analysis
Job analysis is quintessential to most basic Human Resource functions. It provides inputs for the following:

► 1. Job Description

► A Job description is a document describing the criteria for a new post, such as essential skills, role in relation to
the team, and capabilities of a prospective candidate. Job analysis provides the necessary information when
creating this document.

► 2. Job Design

► Job design is the process of developing a job that allows the company to meet its objectives while fostering
employee engagement.

► 3. Job Evaluation.

► Although it is often confused with job analysis, job evaluation is a different process altogether. While job analysis
thoroughly examines every facet of a specific job, job evaluation involves determining a job's value or worth in
relation to others. The later is done to determine a fair wage for the job.
Purpose of Job analysis
4. Job Classification

► This is the process of placing jobs into a cluster of similar jobs to set pay grades.

5. Human resource Requirements/Planning

► By clearly defining the work that needs to be undertaken, job analysis informs

practitioners on the right person for the job.

6. Performance appraisal

► This is a systematic way of evaluating the performance of an employee after the

fact. Job analysis can be used to develop KPI against which an incumbent would

be measured.
Purpose of Job analysis
Types of Job analysis
► 1. Highly structured Questionnaires

► Only certain replies are allowed on these surveys, which are used to determine the frequency with
which various activities are completed, their relative significance, and the abilities necessary. The
structured questionnaire is useful for objectively defining a job and allowing computer models to be
used for analysis.

► 2. Open-Ended Questionnaire

► This method involves the incumbent (and at times the supervisor) filling out a questionnaire about the
knowledge, skills, and abilities necessary for the job. Because of its consultative nature, this strategy
generates reasonable job requirements and aids in the analysis of several tasks with limited resources.

► Questionnaires are practical, cost-effective, and time-efficient. However, they have drawbacks. For
example, answers given may not be accurate as an incumbent may want to make their job seem
more complex or important than it is.
Types of Job analysis
► 3. Interviews

► In this type of job analysis, the interviewer uses predetermined questions, an analyst
interviews an incumbent. The purpose is to ascertain the KSAs necessary for the position.
This method is best suited for professional jobs with skilled incumbents. However, it may
be time-consuming.

► As the name suggests, an incumbent is observed undertaking their daily tasks. The
activities are then noted. This information is then used to develop the KSAs. This provides
a realistic view of the tasks undertaken. It is most appropriate for short-cycle production
jobs. It is advisable to combine observation and interviews for a more holistic
interpretation.
Types of Job analysis
► 4. Functional Job Analysis

► 5. Job Psychographic Method

► 6. Work-log diary

► 7. Experts Conference
Key Elements of Job Analysis
► The goal of job analysis is to create detailed job descriptions and specifications that
support various HR functions like recruitment, selection, training, and performance
evaluation.

► Key elements:

► Tasks and Duties: The specific activities and responsibilities performed by the job holder.

► Knowledge, Skills, and Abilities (KSAs): The knowledge, skills, and abilities required to perform
the job effectively.

► Work Environment: The physical and social conditions under which the job is performed.

► Job Requirements: The qualifications, education, and experience necessary for the job.
Key Elements of Job Analysis
► After completing a successful Job analysis, you will get:

► Job title

► Job levels (e.g. assistant, associate, specialist or senior associate)

► Position summary

► Specific job duties

► Work conditions

► Potential workplace hazards

► Necessary machinery, equipment and tools

► How the role fits in within the organization (brief organogram)

How to perform a job analysis
Follow these steps to perform an effective job analysis:

► 1. Determine the goal

► Start by establishing the goal of your job analysis. For example, your goal might
be to determine appropriate compensation, update a job description or recruit
potential employees for an open role.

► 2. Consider which jobs you want to analyze

► Do you want to analyze an entire department, just a few jobs or a single

position? Deciding what jobs you want to analyze can help you select the right
method for your analysis.
How to perform a job analysis
3. Select the right job analysis method

Determine which job analysis method will produce the most useful data for your goals. For
example, the interview method may not be the right choice if you’re hiring for a
completely new role at your company. In this case, external research might be a good
choice. If you want to revise a job description, direct observation could be a
cost-effective choice.

4. Create a timeline

Establish a timeline for notifying employees about the analysis, conducting the analysis,
reviewing the data and implementing any changes.

5. Prepare your materials

Prepare any necessary materials for the job analysis, like securing a meeting room,
purchasing a questionnaire or coming up with interview questions.
How to perform a job analysis
6. Complete the analysis

► Perform the job analysis using best practices for the method you selected. If possible,
get input from employees, supervisors and senior managers to get a more
well-rounded and in-depth look at the job you’re analyzing.

7. Review your job analysis results

► Assess the data to see what the job entails, what skills and qualifications are necessary
to perform it well and any other relevant information needed to meet your goals.

8. Use the data

► Finally, use the results of your job analysis to establish an updated job description,
appropriate compensation, employee development plan or other documents or
processes.
Job Description
► A job description or JD is a written narrative that describes the general tasks, or
other related duties, and responsibilities of a position. It may specify the
functionary to whom the position reports, specifications such as
the qualifications or skills needed by the person in the job, information about
the equipment, tools and work aids used, working conditions, physical
demands, and a salary range (for recruitment purpose). Job descriptions are
usually narrative, but some may comprise a simple list of competencies,

► A job description is usually developed by conducting a job analysis, which

includes examining the tasks and sequences of tasks necessary to perform the
job. The analysis considers the areas of knowledge, skills and abilities needed
to perform the job.
Purpose of a Job Description
► Creating Job Clarity

► Attracting Qualified Applicants

► Setting Expectations

► Assisting the Recruitment Process

► Assist in identifying the performance gap

► Give inputs to the learning and development process

► Key element of internal and external audit

► Statutory Requirement
Key Elements of a JD
► Job Title: Clearly states the name of the position.

► Job Purpose: Briefly describes the overall objective of the role.

► Duties and Responsibilities: Outlines the specific tasks and activities that the job entails.

► Required Qualifications: Specifies the necessary skills, experience, education, and certifications
for the role.

► Work Conditions: Describes the physical environment, working hours, and any other relevant
conditions.

► Reporting Structure: Indicates who the position reports to and the team it interacts with.

► Salary and Benefits: Provides information about the compensation and benefits package.
(uncommon)

► Company Culture: Briefly describes the company's values and work environment. (uncommon)
Sample JD
Job specification
► A job specification outlines the essential requirements, duties, responsibilities, skills, and competencies for a specific role,
focusing on the candidate's characteristics rather than the job's tasks. It's a written document that details the necessary
knowledge, skills, and abilities for a successful job performance.

► Purpose of a Job Specification:

► Guiding Recruitment:

► Provides a framework for recruiters to identify the best candidates.

► Facilitating Selection:

► Helps to ensure that the most qualified candidates are chosen for the role.

► Supporting Performance Evaluation:

► Provides a basis for evaluating employee performance and identifying training needs.

► Improving Career Development:

► Helps individuals align their skills and aspirations with the expectations of potential employers.

► Ensuring Fair and Objective Selection:

► Helps recruitment panels make decisions based on objective criteria, reducing the potential for unfair discrimination.
Key Components of a Job
Specification:
► Duties and Responsibilities: What the employee will be doing on a regular basis.

► Required Knowledge, Skills, and Abilities (KSAs): What the candidate needs to know, be able to do, and possess to
succeed in the role.

► Minimum Qualifications: The basic educational background and experience required for the job.

► Work Experience: Specific experience needed, like years of experience in a particular field.

► Educational Background: The required level of education, like a Bachelor's degree.

► Licences and Certifications: Any specific licenses or certifications needed to perform the job.

► Skills and Competencies: The specific skills and abilities the candidate should possess, like technical skills or soft skills.

► Personality Traits: Some job specifications may also highlight personality traits essential for success in the role, like
teamwork or adaptability.
 Difference between JD and JS

What needs to done Who will do it