Job Analysis

Mamun Muztaba
AMC, BIM

Job Analysis Defined

Job Analysis: The analysis of subdivided work in the
organization, both at the level of individual job and for the
entire flow of the production process.
"Job Analysis is a procedure, by which pertinent information
is obtained about a job, i.e., it is a detailed and systematic
study of information relating to the operations and
responsibilities of a specific job."
In other words, It is the determination of the tasks which
comprise the job and of the skills, knowledge, abilities,
and responsibilities required of the employee for a
successful performance and which differentiate one job
from another.

Terminology Regarding
Job Analysis
Job group of positions that have similar duties, tasks,
& responsibilities
Position set of duties & responsibilities performed by
one person
A job is a general term, a position is more specific.
Eg. as my job, I am a teacher. But to be specific, my
position is Physics teacher.
Eg. someone might work at the grocery store as
their job, but specifically, their position is produce
assistant.
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Terminology Regarding
Job Analysis (cont.)
Job Family group of 2 / more jobs that have similar
duties / characteristics
Task separate, distinct & identifiable work activity
Duty several tasks that are performed by an individual
Responsibilities obligations to perform certain tasks
& duties
Job Design process to ensure that individuals have
meaningful work & one that fits in effectively with other
jobs
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Relationship among
Different Job Components

Issues to consider prior to

conducting Job Analysis
Purpose of JA
Internal staff or external consultant (who)
Organization and coordination (type)
Communication flow (mediam)
Workflow and timeframe

Outcomes of Job
Analysis
Two written outcomes (documents) of job analysis are: Job Description
Job Specification
Job Description: Job description is a written record of the
duties, responsibilities and requirement of a particular job.
It is a statement describing the job in such terms as its title,
location, duties, working conditions and hazards. In other
words, it tells us what is to be done, how it is to be done and
why.
It is a standard of function, in that it defines the appropriate
and authorized contents of a job.
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Outcomes of Job
Analysis (cont.)
Job Specification:
Job specification is a written record of the requirements
sought in an individual worker for a given job.
It is a statement of minimum acceptable human qualities
necessary for the proper performance of a job. In other
words, it refers to a summary of the personal
characteristics required for a job
It is a standard of personnel and designates the qualities
required for an acceptable performance.
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Elements of JD & JS
Elements of JD:
Job title &identification
Job summary
Job duties
Responsibilities
Authority
Supervision given/taken
Working condition
Machines, tools, equipment
to be used in the job
Relation to other jobs

Elements of JS:

Physical make - up or
characteristics
Education & Training
Job Experience
Special Aptitudes
Disposition
Motivation (self-motivated
or not)
Circumstance(ability to
work under pressure)

Job Analysis Methods

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The Multifaceted Uses of

the Job Analysis
Labor Relations
Safety and
Health

Recruiting

Job Analysis

Selection
Strategic
HR
Planning

Job Description
Compensate
Performance
Appraisal

Job Specifications
Career
Development

Employee
Training
Employee
Development

Problems associated with

Job Analysis
Neither updated nor reviewed
Vague Job Description &
Specification
Contamination & Deficiency
Time & Cost
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Problems associated with

Job Analysis (Cont.)
1. Lack of top management support
Role of top management is to communicate to
incumbents that purpose of job analysis is to
enhance performance in organization.
2. Lack of training of the analyst and incumbent
Incumbent should be trained about job analysis as
purpose of job analysis, if not, incumbents distort
data of job analysis because employee think that
process seen as a threat to employee

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Problems associated with

Job Analysis (Cont.)
3. Use of only one method
Each method also has advantage and disadvantage so
you should use at least 2 methods for job analysis.
Note that job analysis includes both collecting of data and
review data so that you should not use only one method.
4. Use of single source of data only
Information source of job analysis include many one from
internal one to external one One can not reflect all data
about position so that you should use at least 2 ones of
job analysis information.
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R&S

Problems associated with

Job Analysis (Cont.)

5. Other problems are:

Intentional or unintentional distortion from
incumbent
Absence of a review
Lack of participation of all stakeholders
Job-based rather than person-based.
Lack of reward for providing quality information
Insufficient time allowed for the process
Time spent of job analysis too lengthy.

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End of Session

Thank You