Job Analysis, Definition of Job Analysis, Types of information for Job Analysis, Steps in Job Analysis, Guidelines for Job Analysis, Methods for collecting Information

1. Presented By: HR Guru Mantra
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2. Job Analysis is the process of determining the duties of position & the
characteristics of the people to hire for the organization. It produces
information to writing Job Specifications & Job Descriptions. Through
the Job Analysis process, we can provide the best employees to the
organization to fulfill its goal.
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3. Types of information for Job Analysis.
1. Work Activities: HR Specialties collect information related to actual work activities
such as Cleaning, Teaching, Painting, Writing, selling, producing, etc… from
Department Head.
2. Machine, Tools & Equipment: It includes information regarding tools used,
machine used, material process, servicing work and knowledge related to finance and
law.
3. Human Behavior: HR Specialties collect the information about human behavior as
per job requirements like skills of selling, communication, presentation, writing,
etc…
4. Job Context: It includes the information related to Physical working condition,
nature of work, working hours, reporting structure etc…
5. Human Requirements: HR specialties get information about the actual requirement
to fulfill the position. Job-related knowledge, skills, and personal attributes, physical
condition, etc…
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5. 1. Decide how we will use the information: It will determine the data which we
collect & how we collect. Sometimes we take multiple interviews and asked to
candidates about their job role; it is good for writing job description & selecting
employees for job. Other than that we can prepare position wise questionnaire to
collect the data for job analysis.
2. Review relevant background information: After collecting information through
personal interviews & questionnaires; we should review all data with
our Organization Chart & Process Chart so that we can understand actual
requirement for the position.
3. Select Representative Position: After understanding Organization Chart &
Process Chat, We should understand the actual job requirements and accordingly
we should select representative position.
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6. 4. Actually Analyze the job: Collecting all data through various sources and analyze
the actual job requirement, it could be include Job requirement, employee behavior,
working condition, ability to perform the job.
5. Verify the job analysis information: We should verify all data which we collected
from various sources with current employees & supervisor. It would be helpful to
get actual data for preparing Job Description & Job Specification.
6. Develop Job Description & Job Specification: After Collecting all data from Job
Analysis, we can prepare Job Description & Job Specification. The Job
Description describe about Job responsibility & activities. Job
Specification summarizes skills, education background, experience, or any other
special requirement.
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7. Guidelines for Analysis
Before analyzing the job, using one or more tools.
1. Joint effort by Human Resource Management, existing employee & Head of the
department: It would be really helpful if we analyze Job with joint efforts by HR,
existing employee & H.O.D (Head of Department), because existing employees can
describe his/her all current roles & responsibilities also H.O.D. (Head of
Department), can share his/her experience with Human Resource specialist so that
organization can meet to their actual requirement in new recruitment.
2. Collect information from different department: While collecting information for
Job Analysis we should always collect information from different department because
may be some employees also doing same work in different department so their
opinion also do matter.
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8. 3. The Questions are clear to employees: Make sure all question are clear while
interacting with employees and they can understand our question easily and give
proper answer. If question will not be clear, we will not get proper information as
per our requirement so for that we should take care all of that.
4. Use multiple tools for job analysis: We should use multiple tools while doing Job
Analysis. We should take group interviews, prepare questionnaires, internet based
analysis like many others way to do Job Analysis.
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9. Methods for Collecting Information
There are various ways to collect information for Job Analysis. We will discuss the
most important ones.
1. Interview: Through the Interview we can collect information for job analysis as we
required. We should conduct Interviews and group interviews to know about
candidate’s roles & responsibility, who are doing same job work. We can take group
interview when large number of employees are performing same job work. It is
inexpensive and easiest way to get information.
2. Questionnaires: It is easiest way to collect information for job analysis through
questionnaires. We should prepare questionnaire structure & list of questions so
employee’s can fill questionnaires and describe their duties and responsibilities. A
questionnaires is a quick & easiest way to collect information to obtain information
from large numbers of employees. It is less costly than interview process. It only
work effectively when all question are proper & related to work only otherwise it
would be meaningless.
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10. 3. Participant Diary/Logs: Another way is to ask workers to keep a Diary with
them and mentioned their daily task in diary so that we can get actual work
details what they are performing. Organization should give a pocket dairy to
each workers and ask him to prepare it with their daily routine task.
4. Internet Based Job Analysis: Some times Interview or questionnaire methods
are too much time consuming so at that time Internet based Job Analysis method
is helpful to us. At present many companies are using online survey through
internet for collecting data.
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