Job Analysis & Its
Components
• Job analysis: Job analysis: The process of
describing and recording many aspects or
elements of the job. The outcome of job analysis
has two components
• Job description: A written summary of task
requirements. This is the physical and
environmental characteristics of the work to be
done.
• Job specification: A written summary of work
requirements (knowledge, skills, aptitudes,
attitudes)
Job Analysis: Importance &
Purpose
• Legal validation of employment
decisions
• Defines duties & tasks
• Identifies reporting relationships
• Basis for determining relative worth
of jobs
• Identifies redundancy
When Job Analysis is Used
• 1. Most commonly for personnel selection
• 2. For recruitment in providing realistic job
data
• 3. For legal compliance
• 4. For performance appraisal
• 5. To identify job similarity for easy
transfer
• 6. Job evaluation
• 7. Job redesign and re-engineering
Types of Information
Collected
• Job activities and procedures
• Working conditions and physical
environment
• Social environment
• Conditions of employment
Job Analyses Methods
•
•
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•
•
•
•
Task inventory
Observation
Interviews
Diaries
Critical incidents
Technical conference
Participant observation
Conducting A Job Analysis
• Job description
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–
–
–
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Major duties performed
Percent of time devoted to tasks
Performance standards
Working conditions
Number of employees doing the job
Machines & equipment used
Job identification
• Dating the analysis & job summary
Job Analysis Schedule
• Job Analysis Schedule - It provides a
rating for each job on people, data
and things. It is rather global and
lacks detail as to the nature of what
the employee does with people, data
and things
Job Analysis Schedule
Dough Mixer: Operates dough mixing
machine ingredients for doughs
according to formulas. Directs other
workers in this process and cuts
dough into pieces with hand cutter
Worker Performed Ratings
Worker
Functions
Data
5
People
6
Things
2
Functional Job Analysis
• A comprehensive job analysis
approach that focuses on interaction
among work, the worker and the
organization. It builds on the Job
analysis schedule.
Functional Job Analysis
Data
People
Things
synthesizing
mentoring
setting up
analyzing
instructing
operating
compiling
supervising
driving
computing
persuading
manipulating
copying
serving
tending
comparing
taking
instructiions
handling
Position Analysis
Questionnaire
• PAQ relies on work oriented information or
how a job gets done. The items are
grouped into 6 dimensions
– Information input
– Mental processes
– Work output
– Relationships with other people
– Job context
– Other job characteristics
Sample PAQ Item Content
4.1 Communication (modified to fit slide format)
Rate the following in terms of how important the
activity is to completing the job. Some jobs may
involve several or all of the items in this section.
(DNA, 1=very minor, 2=low, 3=average, 4=high,
5=extreme)
4.1.1 Oral communication
Advising : Counseling, guiding
Negotiating: Bargaining, reaching agreements
Persuading: Influencing, selling, campaigning
Instructing: Teaching formally or informally
Interviewing: Conducting job or marketing interviews
Recent Issues
• Dynamic nature of jobs
• Task vs process based approaches
to job analysis
• Who should do job analyses
• Managerial job analysis
Backwards and Forwards.
• Summing up: We considered the
importance and purpose of job analysis,
looked at various methods of doing job
analysis, steps in conducting a job
analysis, three popular methods of job
analysis, and finally, some current issues
in doing job analysis.
• Looking ahead. Next time we explore the
topic of recruitment, getting people into
the organization.