Job Analysis & Its Components

1. 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)

2. Job Analysis: Importance & Purpose • Legal validation of employment decisions • Defines duties & tasks • Identifies reporting relationships • Basis for determining relative worth of jobs • Identifies redundancy

3. 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

4. Types of Information Collected • Job activities and procedures • Working conditions and physical environment • Social environment • Conditions of employment

5. Job Analyses Methods • Task inventory • Observation • Interviews • Diaries • Critical incidents • Technical conference • Participant observation

6. Conducting A Job Analysis • Job description • 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

7. 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

8. 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 Data People Things Worker Functions 5 6 2

9. 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.

10. Functional Job Analysis

11. 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

12. 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

13. Recent Issues • Dynamic nature of jobs • Task vs process based approaches to job analysis • Who should do job analyses • Managerial job analysis

14. 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.