Job Analysis

Dr. Rinku Sanjeev

Faculty-HR
Objective
To understand Job Analysis.
How can you use this tool in
your organization?
Methods of job analysis.
job analysis-An
introduction
A systematic approach to collect
information about a job such as
tasks, responsibilities and the skills
required to perform those tasks. Or it
is a formal and detailed examination
of jobs.

An important part of Human
Resources (HR) planning.
Defining Responsibilities,
Duties, and Tasks.
Responsibility
The major groupings of activities (i.e., duties)
performed in a job.
Duty
Clusters of specific actions (i.e., tasks) with a
common purpose used to carryout each major
responsibility.
Task
A specific action taken for a specific purpose.

EXAMPLE: Sales Manager
RESPONSIBILITIES

Planning sales campaigns.
Assisting in recruiting and hiring sales staff.
Training sales staff.
Supervising sales staff.
Directing and assisting in customer service.

Contd.
RESPONSIBIITIES - Training Sales Staff



II. DUTIES
Researching sales literature.
Developing training curriculum.
Selecting training methods (manuals, power points,
computer software, etc.)
Obtaining equipment, materials, facility, etc.
Scheduling training programs.
Assessing trainee learning.

Contd.
RESPONSIBIITIES - Training Sales Staff
II. DUTIES - Researching Sales Literature

III. TASKS
Searching on Internet for sales training.
Reviewing sales training magazines and books.
Reviewing product literature.
Contacting training consultants.
Contacting other companies for benchmarking.

How can it be used in
your organization?
Job analysis assists HR in
determining:
Necessity of the job
Equipment needed
Skills required
Supervision
Working conditions
Management/employee interaction
The Multifaceted Nature
of the Job Analysis
Job Analysis
Recruiting
Selection
Strategic
HR
Planning
Employee
Training
Employee
Development
Career
Development
Performance
Appraisal
Compensate
Safety and
Health
Labor Relations
Sub Systems of Job
Analysis
Job Description
Job Specification
Job Description
A job description is a statement
of what the job holder does, how
it is done, under what conditions
it is done and why it is done.
The job description indicate the
scope and nature of the work
including all important
relationship

Content of job description
Job title
Organisational location of the job
Supervision given and received
Materials, tools, machinery and equipment worked with
Designation of the immediate superiors and subordinates
Salary levels: pay, D.A., other allowances, bonus, incentive wage,
method of payment, hours of work, shift, break
Complete list of duties to be performed separated according to
daily, weekly, monthly and casual, estimates time to be spent on
each duty.
Definition of unusual terms.
Conditions of work: Location, time, speed of work, accuracy,
health hazards, accident hazards.
Training and Developmental facilities.
Promotional chances and channels.
Model of Job Description
1. Job Grade: Middle Management
2. Job Title: Credit Manager
3. Reporting to: Regional Manager
4. Definition of Job Purpose: To be a link between the branch managers
and regional manager in appraising credit proposals.
5. Definition of Job Duties:
i. Receiving credit proposals processed by field officers at the branch
level with specific remarks of the branch manager.
ii. Evaluating the proposals from the lines of technical feasibility,
commercial viability, financial soundness etc.
iii. Securing additional information required from the applicant.
iv. Visiting the industry/field before taking final decision.
v. Making final decision and informing the same to all parties.
6. Additional Responsibility Requirements:
i. Representing the bank in district development committees.
ii. Maintaining sound employee relations in his department.
7. Extent and Limits of Authority
i. Finalising the projects requiring the loan upto Rs. 30 lakhs.
ii. Finalising the projects owned purely by private limited companies.
8. Salary: Rs. 4,500 per month (Pay Rs. 3,500 + DA Rs. 300 + HRA Rs. 700)
9. Working Condition

Job Specification
It is a statement of
qualifications, traits, physical
and mental characteristics that
an individual must possess to
perform the job duties and
discharge responsibilities
effectively.
Content
Education
Experience
Training
Judgment
Initiative
Physical effort
Physical skills
Responsibilities
Communication Skills
Emotional Characteristics
Unusual sensory demands such as vision, small,
hearing etc.
Model of job specification
Job Grade: Middle Management
Job Title: Credit Manager
Physical And Health: Normal health, able to visit factories, fields-able
to walk extensively
Energy level and Temperature: high ability to adjust to increasing
temperature
Appearance, dress: neat- suitable to traveling
Mental abilities: Alertness, ability to read and perceive accurately
Special Abilities: Flexibilities, adaptability
Special knowledge or skills: must know local language skills of
conciliation, appreciation
Skill in operating special equipment: driving two wheelers and light
vechicles
Degree of personal traits
Maturity: must be capable of accepting responsibility to recover
Dominance : must dominate the field officers and branch managers
Creativeness: creative thinking in developing new schemes of
advances and recovery
Particular skills; calculating, analytical, interpretaton, appraising,
etc.
Who is involved in the job
analysis?

Management
Supervisors
Job analysts
Job incumbent
Unions
Consultants
Methods of Job Analysis
Observation
Interview
Individual
Group
Questionnaires
PAQ
Diary
Technical Conference
Critical Incident Technique

Methods of Job Analysis
Observation Method
Analyst observes incumbent
Directly
Videotape
Useful when job is fairly routine
Workers may not perform to
expectations


Methods of Job Analysis
Interview Method
Individual
Several workers are interviewed
individually
The answers are consolidated into a
single job analysis
Group
Employees are interviewed
simultaneously
Group conflict may cause this method
to be ineffective
Methods of Job Analysis
Questionnaires
Employees answer questions about
the jobs tasks and responsibilities
Each question is answered using a
scale that rates the importance of
each task
Questionnaires (contd.)
Position Analysis Questionnaire (PAQ)

A structured, behavioral questionnaire
194 items in 6 categories
Information input ( where and how does the
employee get the information he/she uses in
performing his/her job. Ex.- use of written
materials. , near-visual differentiation.)-35
elements
Mental processes (what reasoning, decision
making, planning and information-processing
activities are involved in performing the job?
Ex. Levels of reasoning in problem solving.-14
Elements
Physical Activities (what physical activities
does the employee perform and what tools or
devices does he/she use? Ex. Use of key board
devices.-49 Elements
Contd.
Relationships with other people ( What
relationships with other people are
required in performing the job?. Ex.
Instructing, contacts with public,
customers.-36 elements
Job Context in what physical and social
context is the work performed? Ex. High
temperature, interpersonal conflict
situations.-19 elements
Other job characteristics ( what activities,
conditions or characteristics other than
those described above are relevant to the
job? Ex. Specified work place.-41 elements

Methods of Job Analysis
Diary Method
Employees record information into
diaries of their daily tasks
Record the time it takes to complete
tasks
Must be over a period of several
weeks or months
Methods of Job Analysis
Technical Conference Method
Uses experts to gather information
about job characteristics

Methods of Job Analysis
Critical Incident Technique (CIT)
Takes past incidents of good and
bad behavior
Organizes incidents into categories
that match the job they are related
to
Involves 4 steps
Methods of Job Analysis
CIT steps
Brainstorm and create lists of
dimensions of job behaviors
List examples of effective and
ineffective behavior for each
dimension
Form a group consensus on
whether each incident is
appropriately categorized
Rate each incident according to its
value to the company
Types of job analysis information
Work Activities
a. Description of work activities (tasks), how/why/when is a task performed
b. Interface with other jobs and equipment and work aids used
c. Procedure used
d. Behaviors required on the jobs
e. Physical movements and demands of the jobs
Machines, tools, equipment and work aids used
a. List of machines, tools etc. used
Job context
Physical working condition
Organisational context
Social context
Work schedule
Incentives (financial and non financial
Personal requirements
Specific skills
Specific education and training
Work experience
Physical charateristics
apitutude
Role Analysis
A Role is a set of expectations people
have about the behavior of person in a
position.
A position holder may perform three types
of roles in day to day life, namely the
expected role, the perceived role and the
actual role.
The expected role is what other people
expect from a person.
The perceived role is how the individual
thinks he should behave to fulfill the
expected role.
The enacted role or the actual role is the
way the person actually behaves in an
organization.
Steps of Role Analysis
First, the objectives of the department
and its functions must be identified.
Second, the role incumbent is asked to
state his key performance areas and his
understanding of the roles to be played by
him.
Third, other role partners (boss,
subordinates, peers, etc.) are asked to
state their expectations from the role
incumbent.
Finally, the incumbents role is clarified
and expressed in black and white (called
role description) after integrating the
diverse viewpoints expressed by various
role partners.