Job Analysis

Module 2 - PPT5
 Meaning of Job Analysis
• Job analysis is one of the important terms in
human resource. It is a way to determine the
nature of the job and the duties employee has to
perform.
• It also provides information about what kind of
people should be hired for a particular job profile.
• It is a systematic way to collect information and
make judgment about all the things related to a
job.
• The process of job analysis is to prepare a
document which contains all the job specification
and descriptions related to the work performed.
• In other words, Job analysis is the process of
studying and collecting information relating to the
operations and responsibilities of a specific job.
• According to Gary Dessler, “Job analysis is the
procedure for determining the duties and skills
requirements of a job and the kind of person
who should be hired for it.”
• According to Edwin B. Flippo, “Job Analysis is the
process of studying and collecting information
relating to the operation and responsibilities of a
specific job.”
• Job analysis involves collecting data about the
performance of the job in an organization.
• However, this definition is probably too
simplistic when all different types of
information that must be collected are
considered.
• For example, the data collected should clearly
describe exactly what is required to perform a
specific job.
• This should include the:
• Knowledge: It is an understanding. It’s mental or
theoretical, rather than practical. Knowledge can
be had from a book, researching online, or visiting
local library. Having knowledge of how to do
something does not necessarily mean that it can
done, even if the steps were understood.
• Skill: Defined as adequate performance on tasks
requiring tools, equipment, and machinery. That
is, skills are learned behaviors.
• Abilities: Refers to the physical and material
capabilities needed to perform tasks not requiring
the use of tools, equipment, and machinery. That
is, abilities are natural or inbuilt.
• When a hair-stylist is cutting hair he might have an
ability to keep his hand steady or cut a straight line,
but the skill is what he learned on his hair-dressing
course.
• Abilities, likewise, can be improved and honed to
some extent – running fast is a skill, but the ability to
run fast comes in part from having strong leg muscles,
which can be developed through regular exercise.
• Ability and knowledge combine to create skills that can
be used.
• Why do employers need to know the difference?
• To support the development of their employees.
When an employee is looking to develop, it’s
important to work out which area is lacking.
• If knowledge is lacking, further training might
help an employee to learn a little more.
• Alternatively, books can be read and research can
be done.
• If skills are lacking, then more practical training
might be required, to provide the knowledge in a
practical context.
• If abilities are lacking, it’s harder to train
someone because these are typically natural or
much harder to alter.
• That said, a good employer should be able to
identify an employee’s abilities and should
provide opportunities for those abilities to be
used and refined.
• What are some examples of the differences
between knowledge, skills and abilities?
• Fred is a professional swimmer. He has a
knowledge of the various swimming strokes, how
best to train and what to eat. Fred’s ability to swim
might be attributed to his streamlined body shape,
his strong arm and leg muscles and his ability to
hold his breath longer time. Swimming itself is the
skill – a combination of his knowledge of how to
swim and his ability to swim.
• Laura is a professional baker. She has a knowledge
of ingredients and recipes, and her abilities include
the careful measuring of ingredients. Her skills are
baking and cake decorating – a combination, again,
of her knowledge of techniques and her abilities to
use those techniques.
 What should an employer be looking for when hiring
someone new?
• Employer needs someone with a theoretical understanding and the
skills (or qualifications) to show that they’ve put that knowledge to
practical use.
• Abilities are harder to quantify, so shouldn’t be as much of a concern
during the interview and hiring process.
• Qualifications are the proof of skill. And Interview questions can be
asked to determine the level of knowledge.
• An ability is more difficult to assess, but certain questions can help.
For example, an interviewer might ask:

• Can you tell me about a time when…?

You solved a problem by working in a team.
You turned a complaint into a positive experience.

• Such questions can give an interviewer a sense of someone’s ability to

work in a team, solve a problem or provide good customer service.
The only way to really see abilities in action, however, is to put
someone into an actual working environment.
So the types of information to be collected by a job analysis
are as below:

• Work activities.
• Machines, tools, equipment, and work aids are used.
• Job-related tangible and intangibles.
• Work performance.
• Job context.
• Personal requirement.

So, job analysis is the process of determining and reporting

pertinent information relating to the nature of a specific
job. It is the determination of the tasks that comprise the
job and the skills, knowledge, abilities, and responsibilities
required of the holder for successful job performance.
 Features of Job Analysis
From the meaning and definitions we have seen, we can list out
the features of job analysis:

1. Job analysis is a process of gathering relevant information

about various aspects of a job and identifying tasks required
to be performed as part of it.
2. It approaches systematically defining the role, context,
conditions, human behavior, performance standards, and
responsibilities of a job.
3. It helps in establishing the job’s worth to an organization. In
other words, it measures the value and contribution of a job
to the growth of the organization.
4. It establishes job-relatedness, which is crucial for HR
decisions involving recruitment, selection, compensations,
training, health, and safety.
 What is Job Analysis in HRM?
• When any employee joins the organization it is
imperative on the part of the employee to have
information about the job assigned to him or her.
• Every job is different in terms of responsibility,
difficulties, skills and knowledge required to perform
the job.
• The job analysis in Human Resource Management
(HRM) provides clarity about different components of
the job and the circumstances in which the job should
be performed.
• It is a study and collection of information related to the
operation and responsibility associated with the job.
• There are three important components of job analysis,
job description and job specification followed by job
evaluation.
• Job Analysis process in HRM helps to identify the
requirement of job and describe the suitability of a
person who is supposed to perform the job.
• Information of job analysis is used in order to
prepare job description and specification.
• It is also utilized to design organization structure,
proper recruitment device and selection method
along with compensation offered for the job.
• Further the performance appraisal, training and
development facilities, career path counseling and
health related conditions are also determined
based on the job analysis.
 Job Analysis Process
• Job analysis is a very useful tool from the HR point
of view, but it is difficult to execute.
• It involves five steps which have to be followed
for favorable end result.
• The steps are represented in the figure given
below:
• Organizational Job Analysis: The pertinent
information regarding the job is obtained at
organizational level. It is critical to know what is
the performance level organization is looking
forward from the job holder and the contribution
of the job in the goal attainment of organization.
• Selecting Representative Jobs for Analysis: It is
important to understand that analysis of jobs of
organization is bit time consuming and costly
affair. Thus, only some sample jobs are selected in
order to carry out the detailed job analysis.
• Collection of Data for Job Analysis: The
information related to different features of job
and the abilities required to execute the job is
collected from the organization. The job analysis
tools such as observation, interviews, and
questionnaire are used for the collection of data.
• Preparing Job Description: Based on the
collected data the HR team prepares job
description by defining the tasks, duties and
responsibilities which are discharged for the
effective performance.

• Preparing Job Specification: The job

specification is prepared which consist of the
personal traits, skills, qualities and
qualification which are required to perform
the job properly.
 Job Analysis Methods & Techniques
• Organizations have several methods and
techniques to conduct the job analysis.
• Although the process of job analysis remains
same, the methods used to collect the data differ
from organization to organization.
Here are some authentic methods to collect the
data which is further used for job analysis:
• Personal observation
• Actual execution of the job
• Interview method
 Personal observation
• In this method an observer is appointed by the
organization to keep a watch on the individuals
which performing the job.
• The observer then creates extensive list of task
performed and the qualities of the individual
which are utilized which executing the task.
• This method is useful but it does not work under
certain condition.
• The task executed might be different every day
and thus it is difficult to draw a conclusion based
on few days of personal observation.
 Actual execution of the job
• The job analyzer can actually perform the job
to get information about the skill
requirement, difficulty while performing the
job and efforts required to finish the given
task.
 Interview method
• The information is collected about the job with the
help of interviews of employees and their supervisors.
• The questions related to the skill level required, the
task, the preparations needed to perform the job are
asked during the interview.
• Although it is a time consuming technique it works
well to gather information about the job.
• However, many time both employee and supervisor
forgets to mention certain aspects of the job.
• Many times the job responsibilities are exaggerated
and thus make it difficult to define the job description
and specification.
a) Questionnaire method
• This is one of the least costly methods which can be
used to collect data for job analysis.
• A well-designed and easy to understand
questionnaires can be very useful to collect
information regarding job in a short period of time.
• Multiple choice questions as well as open ended
questions can be designed to understand the views of
employees towards their job.
• The only drawback of this method is more number of
incomplete forms and inaccurate information given by
the employees about their job profile can lead into
failure of job analysis.
b) Log records and HR records
• The log record book created by the employee about their daily
activities in the office is very useful type of job data.
• The records are extensive in nature and thus provide fair idea
regarding the responsibilities and duties linked to the job.
• In a similar way the HR record can also be used as job data.
• It has information regarding the core competency of the
employees, their experience history and promotions received.
Besides, educational qualification, previous job profile and the
years of experience.
c) Computerized Job Analysis
• With the help of information communication technology,
computerized job analysis systems are developed by
researchers.
• Job analysis database is created by compiling all the specific
data together.
• The job descriptions created using this method are quite
accurate and linked with compensation system.