Job Analysis Prof Srividya Iyengar

Coverage Definition Nature of Job Analysis Benefits of Job Analysis Who should conduct Job Analysis Process of Job Analysis Cycle and Competency Bases approach Methods of Job Analysis Behavioral factors impacting JA Role Analysis Writing Job Description Job Analysis in ‘Jobless’ world

Definition Job Analysis is a systematic exploration of the activities within a job. It defines and documents the duties, responsibilities and accountabilities of a job and the conditions under which a job is performed

Nature and Important Terms Job Analysis Procedure for determining the duties and skill requirement of job and kind of person to be hired for it Job Description List of Job’s duties, responsibilities, working conditions and supervisory responsibilities 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. Job Specification List of job’s “human requirements” – education, skill, personality It offers a profile of human characteristics (knowledge, skills and abilities) needed by a person doing a job. Job Analysis Job Tasks Job Duties Job Responsibilities Tasks Identifiable work activity carried out for a specific purpose Duties Larger work segment consisting of several tasks (related in some sequence of events) that are performed by an individual

Benefits

Who should do Job Analysis Job incumbents themselves Supervisors External analysts

Process The major steps involved in job analysis are: Organizational analysis Selection of representative positions to be analyzed Collection of job analysis data Preparation of job description Preparation of job specification

Cycle

Competency Based Approach to Job Analysis 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 Methods 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 and collects the needed information

Panel of experts: experienced people such as job incumbents and 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 and nature 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 standardized form used to collect specific information about job tasks an worker traits. Management Position Description Questionnaire: it is a standardized Functional job analysis: it is a systematic process of finding what is done on a job by examining and analysing the fundamental components of data, people and things. form designed to analyze managerial jobs

Behavioral Factors Impacting JA The following behavioral factors must be taken care of while carrying out a job analysis Exaggerate the facts Employee anxieties Resistance to change Overemphasis on current efforts Management straight jacket

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.

Writing Job Description Job Identification Job Summary Responsibilities and Duties Authority of the Incumbent Standards of Performance Working Conditions Job Specifications Sections of a Typical Job Description

Job Analysis in ‘Jobless’ world Assigning additional activities (same level) - Increase in no of activities performed Redesigning jobs in a way that it increases opportunities to the worker Job Enlargement Job Enrichment Job Design: Specialization and Efficiency? Job Rotation Systematically moving worker from one job to another

Contd… Dejobbing the Organization Flattening the Organization Reengineering Business Processes Dejobbing the Organization Using Self-Managed Work Teams Dejobbing - Broadening responsibilities of the company’s jobs and encouraging employees not to limit themselves on what is there in their JD