Job Analysis: Lecturer: Sahar Khadim

Job Analysis
Lecturer: Sahar Khadim

Job analysis
• The procedure for determining the duties and skill requirements of a job and the kind of
person who should be hired for it.
• Job description: A list of a job’s duties, responsibilities, reporting relationships, working
conditions, and supervisory responsibilities—one product of a job analysis.
• Job specifications: A list of a job’s ―human requirements,‖ that is, the requisite education,
skills, personality, and so on— another product of a job analysis.
• Work activities
• Human behaviors
Types of • Machines, tools, equipment, and work
Information aids
• Performance standards
Collected • Job context
• Human requirements
Recruitment and Selection
Compensation
Uses of Job Performance Appraisal
Analysis
Information Training
Discovering Unassigned
Duties
EEO Compliance
Step 1 Decide how you’ll use the information.
Step 2 Review relevant background information.
Steps in Job Step 3 Select representative positions.
Analysis Step 4 Actually analyze the job.
Step 5 Verify the job analysis information.
Step 6 Develop a job description and job specification.

• Organization chart: A chart that shows
the organization wide distribution of
work, with titles of each position and
Charting the interconnecting lines that show who
reports to and communicates to
Organization whom.
• Process chart: A work flow chart that
shows the flow of inputs to and
outputs from a particular job.
Process Chart for Analyzing a Job’s Workflow
• Information sources: 1. Individual
Methods of employees 2. Groups of employees 3.
Supervisors with knowledge of the job
Collecting Job • Interview formats: 1.Structured
Analysis (Checklist), 2. Unstructured
• Advantages: 1. Quick, 2. direct way to
Information: 1. find overlooked information.
The Interview • Disadvantages: Distorted information

Interview Guidelines
• The job analyst and supervisor should work together to identify the workers who know the
job best.
• Quickly establish rapport with the interviewee.
• Follow a structured guide or checklist, one that lists open-ended questions and provides
space for answers.
• Ask the worker to list his or her duties in order of importance and frequency of occurrence.
• After completing the interview, review and verify the data.
Methods of
Collecting Job • Information source: Have employees fill out questionnaires
Analysis to describe their job-related duties and responsibilities.
• Questionnaire formats: 1. Structured checklists, 2.
Information: 2. Opened-ended questions
Questionnaires • Advantages: Quick and efficient way to gather information

from large numbers of employees
• Disadvantages: Expense and time consumed in preparing
and testing the questionnaire
Methods of
Collecting Job
Analysis • Information source: Observing and noting the physical
activities of employees as they go about their jobs.
Information: • Advantages: 1. Provides first-hand information, 2. Reduces
distortion of information
3. Observation • Disadvantages: 1. Time consuming, 2. Difficulty in
capturing entire job cycle, 3. if job involves a high level of
mental activity then observation is of little use.
Methods of
Collecting Job
Analysis
• Information source: Workers keep a chronological diary/
Information: log of what they do and the time spent in each activity.
4. Participant • Advantages: 1. Produces a more complete picture of the
job,
Diary/Logs 2. Employee participation
• Disadvantages: 1. Distortion of information, 2. Depends
upon employees to accurately recall their activities
Quantitative Job Analysis Techniques
• The position analysis questionnaire (PAQ): A questionnaire used to collect quantifiable

data concerning the duties and responsibilities of various jobs.
• The Department of Labor (DOL) procedure: A standardized method by which different
jobs can be quantitatively rated, classified, and compared.
• Functional job analysis: Takes into account the extent to which instructions, reasoning,
judgment, and mathematical and verbal ability are necessary for performing job tasks.
• A job description: A written statement of what the worker
actually does, how he or she does it, and what the job’s
working conditions are.
• Sections of a typical job description:
 Job identification
Writing Job  Job summary
Descriptions  Responsibilities and duties
 Authority of incumbent
 Standards of performance
 Working conditions
 Job specifications
Key concepts
• Job: Generally defined as a set of closely related activities carried out for pay.
• Job enlargement: Assigning workers additional same level activities, thus increasing the
number of activities they perform.
• Job enrichment: Redesigning jobs in a way that increases the opportunities for the worker
to experience feelings of responsibility, achievement, growth, and recognition.
• Job rotation: Moving a trainee from department to department to broaden his or her
experience and identify strong and weak points to prepare the person for an enhanced
role with the company – Systematically moving workers from one job to another to
enhance work team performance.
Why • Dejobbing: Broadening the
responsibilities of the company’s jobs and
Managers encouraging employee to take initiatives.

• Internal factors leading to dejobbing: 1.
Are
Flatter organizations, 2. Work teams
• External factors leading to dejobbing:
 Rapid product and technological change
Dejobbing  Global competition

 Deregulation
Their  Political instability

 Demographic changes
Companies  Rise of a service economy

• Competencies:
Demonstrable characteristics of a person
Competency-Based that enable performance of a job.

• Competency-based job analysis:
Job Analysis Describing a job in terms of the measurable,
observable, behavioural competencies
(knowledge, skills, and/or behaviors) an
employee must exhibit to do a job well.
Performanc
e
managemen Managing all elements of the
organizational process that
t
affect how well employees
perform.

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Job Analysis

Lecturer: Sahar Khadim

Step 2 Review relevant background information.

Steps in Job Step 3 Select representative positions.

Analysis Step 4 Actually analyze the job.

Step 5 Verify the job analysis information.

Step 6 Develop a job description and job specification.

The Interview • Disadvantages: Distorted information

Questionnaires • Advantages: Quick and efficient way to gather information

• The position analysis questionnaire (PAQ): A questionnaire used to collect quantifiable

Managers encouraging employee to take initiatives.

Dejobbing  Global competition

Their  Political instability

Companies  Rise of a service economy

Competency-Based that enable performance of a job.

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