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JOB ANALYSIS

EXCEL

BOOKS

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4

Chapter

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ANNOTATED OUTLINE

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INTRODUCTION

Job analysis is the process of gathering information about a job.

It is, to be more specific,

a systematic investigation of the tasks, duties and responsibilities

necessary to do a job.

Job Analysis

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Nature of job analysis

Job Analysis

Job Analysis

Job Tasks

Job Duties

Job Responsibilities

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Partial job analysis questionnaire

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The information about a job is usually collected through a structuredquestionnaire:

Job Analysis

JOB ANALYSIS INFORMATION FORMAT

Your Job Title_______________ Code__________Date_____________

Class Title_______________ Department_____________________Your Name_________________ Facility___________________________

Superiors Title______________ Prepared by_______________________

Superiors 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?

Cont

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Job Analysis

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 Counselling 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:

Cont

Partial job analysis questionnaire

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Job Analysis

(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.

Partial job analysis questionnaire

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Job Analysis

Benefits of Job analysis

Job analysis information is useful for a

variety of organization purposes ranging

from human resource planning to

careercounselling

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Job Analysis

Important benefits of Job Analysis

Multifaceted Nature of Job Analysis

Recruitment

Selection

Placement

Training

Counselling

Human Resource

Planning

Job Evaluation

Job Design and

Redesign

Performance

Appraisal

Employee Safety

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Who should conduct job analysis?

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Job Analysis

Job incumbents themselves

Supervisors

External analysts

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The process of Job analysis

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The major steps involved in job analysis are:

Organisational analysis

Selection of representative positions to be analysed

Collection of job analysis data

Preparation of job description

Preparation of job specification

Job Analysis

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The Competency Approach to JobAnalysis

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This approach encourages employees to develop role

based competencies (knowledge, skills and abilities

needed to play diverse roles ) that may be used in

diverse work situations, instead of being boxed into a

job.

Job Analysis

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Methods Of Collecting Job AnalysisData

Job Analysis

Seven general techniques are generally used to collect job analysis data;

Job performance: the analyst actually performs the job in question

and collects the needed information

Personal observation: the analyst observes others doing the job

and writes a summary

Critical incidents: job incumbents describe several incidents

relating to work, based on past experience; the analyst collects,

analyses and classifies data.

Interview: job incumbents and supervisors are interviewed to get the

most essential information about a job

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Guidelines for conducting jobanalysis interviews

Job Analysis

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 orno.

Avoid asking leading questions.

Secure specified and complete information pertaining to the work performed and

the workers 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.

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Job Analysis

Panel of experts: experienced people such as job incumbentsand supervisors with good knowledge of the job asked to provide

the information.

Diary method: job incumbents asked to maintain diaries or logs

of their daily job activities and record the time spent andnature of work carried out.

Questionnaire method: job incumbents approached through

a properly designed questionnaire and asked to provide

details.

The Position Analysis Questionnaire: it is a standardised form

used to collect specific information about job tasks and

worker traits.

Methods Of Collecting Job AnalysisData

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Employee activities in PAQ

1. Information Input: Where and how does the employee get the information he/sheuses in performing his/her job.

Examples:

Use of written materials.

Near-visual differentiation.

2. Mental Processes: What reasoning, decision making, planning and information-processing activities are involved in performing the job?

Examples:

Levels of reasoning in problem solving.

Coding/decoding

3. Physical activities: What physical activities does the employee perform and what

tools or devices does he/she use?

Examples:

Use of Keyboard devices.

Assembling/disassembling.

Job Analysis

Cont

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Job Analysis

4. Relationships with other people: What relationships with other people arerequired in performing the job?

Examples:

Instructing.

Contacts with public, customers.

5. Job context: In what physical and social context is the work performed?Examples:

High temperature.

Interpersonal conflict situations.

6. Other Job characteristics: What activities, conditions, or characteristics other than

those described above are relevant to the job?Examples:

Specified work pace.

Amount of job structure.

Employee activities in PAQ

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Management Position DescriptionFactors

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1. Product, marketing and financial strategy planning.2. Coordination of other organisational units and personnel.

3. Internal business control.

4. Products and services responsibility.

5. Public and customer relations.

6. Advanced consulting.

7. Autonomy of actions.

8. Approval of financial commitments.

9. Staff service.

10. Supervision.

11. Complexity and stress.

12. Advanced financial responsibility.

13. Broad personnel responsibility.

Job Analysis

Management Position Description Questionnaire: it is a

standardised form designed to analyse managerial jobs

Methods Of Collecting Job AnalysisData

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Job Analysis

Functional job analysis: it is a systematic process of findingwhat is done on a job by examining and analysing the

fundamental components of data, people and things.

Methods Of Collecting Job AnalysisData

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Job Analysis

Behavioural Factors ImpactingJob Analysis

The following behavioural factors must be taken care of whilecarrying out a job analysis:

Exaggerate the facts

Employee anxieties

Resistance to change

Overemphasis on current efforts

Management straight jacket

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Job Analysis

Job Description And Job SpecificationThe end products of job analysis are:

Job description: this is a written statement of what the job holder

does, how it is done, under what conditions it is done and why it is

done.

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Specimen of Job Description4-21

Job Analysis

Title Compensation manager

Code HR/2310

Department Human Resource Department

Summary Responsible for the design and administration of employee

compensation programmes.Duties Conduct job analysis.

Prepare job descriptions for current and projected

positions.

Evaluate job descriptions and act as Chairman of Job

Evaluation Committee. Insure that companys compensation rates are in tune with

the companys philosophy.

Cont

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Job Analysis

Relate salary to the performance of each employee.Conduct periodic salary surveys.

Develop and administer performance appraisal

programme.

Develop and oversee bonus and other employee

benefit plans.

Develop an integrated HR information system.

Working conditions Normal. Eight hours per day. Five days a week.

Report to Director, Human Resource Department.

Job specification: it offers a profile of human characteristics

(knowledge, skills and abilities) needed by a person doing a job.

Specimen of Job Description

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Job Analysis

Specimen of job specification

Education MBA with specialisation in HRM/MA in social work/PGDiploma in HRM/MA in industrial psychology.

A degree or diploma in Labour Laws is desirable.

Experience At least 3 years experience in a similar position in a large

manufacturing company.

Skill, Knowledge, Abilities Knowledge of compensation practices in competingindustries, of job analysis procedures, of compensation

survey techniques, of performance appraisal systems.

Skill in writing job descriptions, in conducting job analysis

interviews, in making group presentations, in performing

statistical computations

Ability to conduct meetings, to plan and prioritise work.

Work Orientation Factors The position may require upto 15 per cent travel.

Age Preferably below 30 years.

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Job Analysis

Role Analysis

To have a clear picture about what a person actually does on a job,the job analysis information must be supplemented with role

analysis. Role analysis involves the following steps:

Identifying the objectives of the department and the functions to be

carried out therein Role incumbent asked to state his key performance areas and his

understanding of the roles to be played by him

Other role partners of the job such as boss, subordinate, peers are asked

to state their expectations from the role incumbent

The incumbent's role is clarified and expressed in writing after

integrating the diverse viewpoints expressed by various role partners.

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Job Analysis

Job Analysis In A Jobless World

In recent times, the traditional way of jobs having a clearly-delineatedset of duties and responsibilities is being increasingly questioned. For

example, knowledge workers do not like standardised, routinised

operations to be carried out in a fixed, predetermined time schedule.

Talented ones, again, may require jobs with stretch pull and

challenge. They may want to carry out their duties in a flexiblemanner.

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Job Analysis

A close look at the jobs insideIndias best work places

Sasken Communication Technologies: Employees enjoy considerable freedomto think and innovate and work in their own style. There is absolutely no

monitoring of anybody. There are no attendance registers and there is no limit on

sick leaves. Every employee is trusted and management is transparent. There is

no perk that CEO Rajiv Mody enjoys that a junior employee does not.

Hughes Software Systems: HSS makes sure that all its employees get

interesting breaks - these may take the shape of personality development

programmes, cricket matches, literature clubs, or adventure activities. One of the

employees even commented "If I don't like my boss, I can change my section."

Monsanto India: Monsanto India is a flat organisation (three to four levels). Even

these levels are often cut short through an open culture. Everyone sits in an open

office. The workstations are the some size. The travel allowances are the same soare the refreshments of course it sets stiff targets for employees, but trains them

with a rare rigour so that they get a fair shot at those. People identified as future

leaders are rolled over challenging positions.

Cont

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Cadbury India: Fun is serious business at Cadbury India. The HR manager'sstatement sums up the company's philosophy: We believe that the day you stop

enjoying work is the day you stop contributing. We make people stretch: but we

make them stretch with a smile." The company firmly believes that a smile a day

keeps the market blues away.

Philips Software Centre: The company's office in Bangalore, employees couldhave all the comforts in the world: a variety of cuisines, a creche, a gymnasium,

bunker beds for naps, gym instructor, doctor, psychological counsellor, a dietician.

It is a whole new world of work, play, study and rest. Not surprisingly, senior

executives remain glued to their seats even after office hours. The company had

to come out with an order recently stating that nobody should stay in the office

after 9 p.m. without sufficient reason!

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Job Analysis

A close look at the jobs insideIndias best work places

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Job Analysis

Flatter organisations

Work teams

Boundary less organisations

Reengineering exercises

Job Analysis In A Jobless World