Personnel Planning(Job Analysis)

Chapter 3

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 What is job analysis?

It is the procedure usually done by a

supervisor or HR specialist that determines the
duties of specific jobs and the characteristics
of the people who should be hired to do them
Job descriptions
Job specifications
Plays central role in equal employment
compliance

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 It also helps to Identifies KSAs
Job tasks to perform
Skills required
Abilities needed

The job not the people is the focus of job

analysis( Analyze job requirements not the
people)

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 Job Analysis also helps the organisations
to establish and document the 'job
relatedness' of employment procedures
such as training, selection, compensation,
and performance appraisal

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Methods of Collecting Job Analysis
Information
Interviews
Questionnaires
Observation
Participant
Diary/Logs
Using the Internet

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What are the pros and cons of
each method?

Class activity

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 Writing Job Descriptions

A job description is a written statement of what

the jobholder does,
how he or she does it,
and under what
conditions the job is
performed

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 Parts of a Job Description

The Job Identification section is the job title

The Job Summary describes
the general nature (i.e. major
functions and activities) of
the job

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 Parts of a Job Description, cont.

Relationships statement may show the

jobholders relationships with others inside and
outside the organization and may include the
following sections:
Reports to
Supervises
Works with
Outside the company
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 Parts of a Job Description, cont.

Responsibilities and Duties is the heart of the

job description and presents a detailed list of the
jobs responsibilities and duties
Authority defines the limits of the jobholders
authority, i.e. may approve purchases up to
$5,000 or grant time off or leaves of absence

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 Parts of a Job Description, cont.

Standards of Performance lists the standards

the employee is to achieve in each of the job
descriptions main duties and responsibilities
Working Conditions and Physical
Environment lists the general working
conditions of the job and may include noise
level, any hazardous conditions, heat, cold, etc.

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 Writing Job Specifications

After careful analysis of the job description, the

Job Specifications answers the question what
human traits and experience are required to do
this job well?
Can be a section of the job description or a
completely separate document

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 Writing Job Specifications, cont.
Placing trained employees is usually not too
difficult as the past can usually predict the future
The difficulty arises when placing untrained
employees without job specifications that
identify those personal traits that predict which
candidate would do well in the job
O*NET job specifications can provide
information for both trained and untrained
personnel
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 Job Analysis in a Jobless World

A job is more than a set of closely related

activities carried out for pay
Globalization has helped to create broadly
defined job descriptions and flexible employees
have dramatically changed the process to
include multi-skilled job
assignments, participative
decision-making, or working
with a team

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Steps in Job Analysis:.

1.Step one:
The job analyst has to decide how he will
use the information. He has to determine
what are techniques available to collect
data like Interviews, Questionnaires,
Observations etc.
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Step 2:
Review Organizational chart. It shows how job in
questions relates to other jobs or where the job fits
in the overall organization. It is also recommended
to see the existing job descriptions if available
Process chart:
It provides a more detailed picture of workflow

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It shows inputs and outputs of job one is
analyzing. E.g. Inventory control clerk is
expected to receive inventory from
suppliers, take requests for inventory from
the two plant managers, provide
requested inventory to these managers.

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Step 3:
Select representative positions. It is
unnecessary to analyze the jobs of 200
assembly workers when a sample of 10 jobs
will do
Step 4:
Actually analyze the job by collecting data on
job activities, required employee behaviors,
work conditions and human traits
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Traits and abilities needed to perform the job.
Step 5:
Verify the job analysis information with
worker performing the job or with his or her
supervisor.
Step 6:
Develop a job description and job
specification. These are two products of
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Job analysis which are job descriptions and
job specifications

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Advantages and Disadvantages
of Methods of Job Analysis
Interview:
Interview can be of three types
1.Individual interview with each employee
2.Group interview with group of employees
3. Interview with one or more supervisor
who know the job.

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Advantages:
1.It is simple
2.It is quick
3.A skilled interviewer can unearthed
important activities that occur only
occasionally
4.It helps the interviewer to explain the need
for and functions of job analysis
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5.An employee can vent the frustration that
might otherwise go unnoticed by the
management.
Disadvantages:
1. Distortion of information is the main
problem whether due to outright
falsification or honest misunderstanding.
2. Exaggeration
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Questionnaire:
A list of questions are distributed among
employees to get job related information.
A questionnaire can be open ended or close
ended.
Advantages:
1. It is quick and efficient way to obtain
information from a large number of employees

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2.It is less costly than interviewing hundred
of workers
Disadvantages:

1. It is difficult and time consuming to make

sure that employees understand the
questions.
2. Exaggeration can be there
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Observation:
Advantages:.

1.This method is applicable when job

contains observable physical activities like
assembly line worker or accounting clerk.

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Disadvantage:

It is useful for those jobs involving lot of

mental activities

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Participants Diary/Logs:
It is asking employees to keep a diary/log of
their daily activities. They should record
each activity along with time.
Advantage
It can provide a complete picture of
activities of employee in a day.
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Disadvantage:
The employee might try to exaggerate some
activities and underplay others.

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 http://www.youtube.com/watch?v=bABdQ
t9cHmg

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