Job analysis
- 2. Terminology Used in Job Analysis JOB – group of positions that have similar duties, tasks, & responsibilities POSITION – set of duties & responsibilities performed by one person A job is a general term, a position is more specific. Eg. as my job, I am a teacher. But to be specific, my position is Visiting Faculty, HRM, FMS Udaipur Eg. someone might work at the grocery store as their job, but specifically, their position is produce assistant.
- 3. JOB FAMILY – group of 2 / more jobs that have similar duties / characteristics TASK – separate, distinct & identifiable work activity DUTY – several tasks that are performed by an individual RESPONSIBILITIES – obligations to perform certain tasks & duties DUTY**BEHAVIOR SHOWING A PROPER REGARD / SENSE OF OBLIGATION, JUSTICE MORALITY, OCCUPATION OR POSITION. RESPONSIBILITY**OBLIGATION,TO DO WHAT IS ASK,IF YOU SAY YOUR GOING TO DO SOMEHTHING DO IT,TRUST,HONEST, TO CARE FOR ANOTHER WHEN ONE JOB DESIGN – process to ensure that individuals have meaningful work & one that fits in effectively with other jobs
- 4. Job Analysis Job Description Job title Location Job Summary Duties Reporting Authority Machines and tools Materials used Supervision/Subordinate Working conditions Hazards Job Specification Statement of individual Qualification necessary to do job Education Experience Training Initiative Physical abilities Psychological abilities Communication skills Responsibilities Sensory demands
- 5. “Job Analysis is the process of collecting data and information about a job and result of job analysis is job description and job specification”
- 6. Process of Job Analysis Strategic choices Gather Information Process Information Job Description Job Specification Benefits/Uses of Job Description And Job Specification Personnel planning Performance appraisal Hiring Training and development Job evaluation Compensation Health and safety Employee discipline Work scheduling Career planning
- 7. Strategic Choices Strategic Choices: The decision organization is required to make in job analysis i) The level of employee involvement – Too much involvement result into bias information – Too little affect quality of information ii) The level of detail of job analysis – If job analysis is base for all HR decisions then detailed – If objective is to identify general duties and clarify rules and responsibilities of job holder then less detailed iii) Past, present or future oriented job analysis – Traditional job analysis tend to focus on how job was carried out in past and being done at present – If technological changes or sudden shifts in environment expect to change the job then future oriented approach is best
- 8. Outcome of Job Analysis What is to be done? How it is to be done? (CONTENT) Under what conditions is the job to be done (CONTEXT) What KSA & other characteristics are required to perform the job (HUMAN REQUIREMENTS)
- 9. JOB CONTENT Duties & responsibilities Job demands Machines, tools, & equipment Performance standards JOB CONTEXT Physical, organizational & social context Work conditions, & work schedule HUMAN REQUIREMENTS KSA, Education, Experience & personal attributes (personality, interests, etc.)
- 10. METHODS Direct observation Interview of existing post holder Interview of immediate supervisor Questionnaires Previous studies Work diaries
- 11. Methods of Job Analysis: Observation Information Source Observing and noting the physical activities of employees as they go about their jobs Advantages Provides first-hand information Reduces distortion of information
- 12. Observation: Disadvantages: Time consuming Difficulty in capturing entire job cycle Of little use if job involves a high level of mental activity Observer’s Difference of mental disposition. Analyst’s caliber should match employee’s caliber
- 13. Methods of Job Analysis: The Interview Information Sources Individual employees (existing job holder) Immediate boss (Supervisors ) with knowledge of the job.
- 14. The Interviews: Advantages Quick, direct way to find overlooked information required. Disadvantages Exaggeration or depreciation of importance of job In case of supervisor, he may not be interested in the JD of the subordinates. Attitude may not be supportive. Difference in perception, attitude and aptitude of the interviewee. Lack of communication. Analyst’s caliber should match employee’s caliber.
- 15. Methods of Job Analysis: Questionnaires Information Source: Have employees fill out questionnaires to describe their job-related duties and responsibilities.
- 16. Questionnaires Advantages Quick and efficient way to gather information from large numbers of employees Quick and economical to use Disadvantages Becomes less useful where the employees lack verbal skills.
- 17. Methods of Job Analysis: Previous studies Information source: Past record of any employee. The analyst keeps the past record of the employees and keeps the previous experiences and issues related to the job analysis process of the organization.
- 18. Previous studies Advantages Easy to use this method. Helps to find out that whether it is beneficial or not Disadvantages Wrong assessment of previous post
- 19. Methods of Job Analysis: Work Diaries Information Source Workers keep a chronological diary/ log of what they do and the time spent on each activity.
- 20. Work Diaries Advantages Produces a more complete picture of the job Employee participation Maintained on daily basis. Disadvantages Distortion of information Depends upon employees to accurately recall their activities
- 21. Methods of Job Analysis: Manager trying the job This method is used to check the new post. In this method the manager start a new job to check that whether this job is beneficial or not. It’s a risky step to take because it may cause many fundamental problems.
- 22. Advantages and disadvantages Advantages: Very fruitful if the manager is an experienced analyst and strategic risk taker. Disadvantages: Very expensive Risky Time consuming