JOB ANALYSIS AND

JOB DESIGN
 WHAT IS JOB?

A job may be defined as a collection or aggregation of tasks, duties and

responsibilities which as a whole, are regarded as a regular assignment to
individual employees.
In other words, when the total work to be
done is divided and grouped into packages
we call it a “job”
 Job…

Each job has a definite title based upon standardized trade specifications
within a job; two or more grades may be identified, where the work
assignment may be graded according to skill, the difficulty in doing them, or
the quality of workmanship. further, a job may include many positions, for a
position is a job performed by, related to, a particular employee.
 What is Job Analysis?

It is a systematic analysis of each

job for the purpose of collecting
information as a what the job
holder does under what
circumstances it is performed and
what qualifications are required for
doing the job
 Definition of job analysis:

Edwin flippo: job analysis is the

process of studying and collecting
information relating to the
operations and responsibility of a
specific job
 Definition of Job Analysis

Harry Wylie: Job analysis deals with the anatomy of the job.. This is the
complete study of the job embodying every known and determinable
factors, including the duties and responsibilities involved in its performance.
The conditions under which performance carried on, the nature of the task,
the qualifications required in the worker and the conditions of employment
such as pay hours, opportunities and privileges
 What is Job Design?

By using a variety of tools and techniques we try to find the best way to
keep employees satisfied while maintaining as high as possible productivity,
monetary or otherwise
Job design integrates work content, rewards and the qualifications required
for each job in a way that meets the needs of employees and organizations
 The Job Analysis may include these
activities:
(a) Reviewing the job responsibilities of current employees,
(b) Doing Internet research and viewing sample job descriptions online or offline
highlighting similar jobs,
(c) Analyzing the work duties, tasks, and responsibilities that need to be
accomplished by filling the position,
(d) Researching and sharing with companies that have similar jobs, and
(e) Articulation of the most important outcomes or contributions needed from the
position.
 Importance & uses of Job Analysis

job analysis provides a deeper understanding of the behavioral requirements

of the job, it plays a vital role in the defense of employment practices.
Following are the main importance and uses of job analysis:
 HR Planning

Job analysis provides useful information for human resource planning.

It is the job analysis which helps in kind of job, qualification required and what an
average person can do a job in a day. It is the foundation for forecasting demand
for and supply of human resources in an organization.
It is also necessary for preparing HR inventory and HR information system in the
organization.
Thus it helps in the division of work which is an essential element of the human
resource planning.
 Recruitment and Selection

Job analysis provides necessary information for conducting recruitment and

selection of employees in the organization.
To make an employment programme successful it is necessary to have a
complete knowledge of job description (requirement of job) and job
specification (requirement of job holder).
Both of them help in the effective execution of the employment programme.
 Training and Development

The purpose of training and development is to help the employees in gaining the
skill required for doing the job.
Up-to-date description and specification statements help to ensure the requirement
of training and development needs in the organization.
By comparing knowledge and skill of current employees with the expected level of
performance, the need for training and development requirement can be assessed.
This helps in making the content of training and development effective.
 Compensation Management

Job analysis provides necessary information for managing compensation of

employees.
By indicating the qualifications required for doing a specified job and the
risks and hazards involved in its performance, it helps in salary and wage
administration.
It helps to rank the job in order to determine pay surveys. Hence, it helps in
compensation decisions.
 Performance Appraisal

To check the performance of the employees the actual work done by the
employees is compared with the set standards.
Job analysis helps to appraise the performance of employees by providing
clear-cut standards of performance for each job.
It compares each employee’s actual performance with the predetermined
standards.
 Information of Duties

Job analysis provides valuable information regarding the duties and

responsibilities of an incumbent through job description statement.
It also provides the content and skill requirement of each job.
 Health and Safety

In course of job analysis, certain unsafe environmental and operational

conditions or personal habits are discovered and thus, that may lead to
safety improvements.
It helps in making proper measures to identify the unhealthy environment
so corrective measures can be taken to ensure proper safety and avoid
unhealthy condition
 Job Re-engineering

Job analysis provides valuable information data relating to the content and
skill requirement of jobs which help to bring about improvements in the
engineering design of jobs.
It provides information which enables the management to change jobs in
order to permit their being manned by personnel with specific
characteristics and qualifications.
 Employee Counseling

Vocational guidance and rehabilitation counseling is possible through

comprehensive job description and specification statements.
 Methods of Job Analysis

Job analysis is the process of studying and collecting information relating to

operations and responsibilities of a specific job.
There are different methods used by organization to collect information and
conduct the job analysis.
 Personal observation

Personal observation :-
In this method the observer actually observes the concerned worker.
He makes a list of all the duties performed by the worker and the qualities
required to perform those duties based on the information collected, job
analysis is prepared.
 Actual performance of the job

In this method the observer who is in charge of preparing the job analysis
actually does the work himself.
This gives him an idea of the skill required, the difficulty level of the job, the
efforts required etc.
 Interview Method

In this method an interview of the employee is conducted.

A group of experts conduct the interview.
They ask questions about the job, skilled levels, and difficulty levels.
They question and cross question and collect information and based on this
information job analysis is prepared
 Critical Incident Method

In this method the employee is asked to write one or more critical incident
that has taken place on the job.
The incident will give an idea about the problem, how it was handled, qualities
required and difficulty levels etc. critical incident method gives an idea about the
job and its importance. (a critical means important and incident means anything
which takes place in the job
 Questionnaire Method

In this method a questionnaire is provided to the employee and they are

asked to answer the questions in it.
The questions may be multiple choice questions or open ended questions.
The questions decide how exactly the job analysis will be done.
The method is effective because people would think twice before putting
anything in writing.
 HRD records

Records of every employee are maintained by HR department.

The record contain details about educational qualification, name of the job,
number of years of experience, duties handled, any mistakes committed in
the past and actions taken, number of promotions received, area of work,
core competency area, etc. based on these records job analysis can be done
 Approaches to Job Analysis
Job analysis is done by using two approaches:

1.Task oriented approach

Task oriented approach to job analysis focus on the actual activities involved
in a job. It mainly considers duties and responsibilities of a job. HR
managers develop task statements that state the functions of a job in great
detail.
The tasks are then rated on the basis of importance, frequency, difficulty etc.
This helps in having a greater understanding of the requirements of a job.
2.Worker oriented approach
Examining human attributes of a job is another approach of job analysis.
These attributes are classified as knowledge, skills, abilities, and other
characteristics, collectively known as KSAO.
Knowledge refers to the information required by an employee to perform
the job. Skills are the proficiencies needed for good performance. Abilities
refers to the attributes of employees that are stable over time. Other
attributes such as personality factors are other characteristics.
 SUMMARY

Job analysis information provides the foundation for an organization’s

human resource information system. Analysts seek to gain a general
understanding of the organization and the work it performs. Then
they design job analysis questionnaires to collect specific data about
jobs, jobholder characteristics, and job performance standards. The
job analysis information can be collected through interviews, juries of
expert, mail questionnaires , employee logs, direct observation, or a
combination of these techniques
 SUMMARY

Once collected , the data are converted into such useful applications
as job descriptions, job specifications, and job standards.
Job analysis information is important because it tells HR specialists
which duties and responsibilities are associated with each job
This information is used when HR specialists undertake HR
management activities such as job design, recruiting, and selection.
 SUMMARY

jobs are the link between organizations and their human resources.
The combined accomplishment of every job allows the organization
to meet its objectives.
Similarly , jobs represent not only a source of income to workers but
also a means for fulfilling their needs.
However , for the organization and its employees to receive these
mutual benefits, jobs must provide a high quality of work life
 SUMMARY

Achieving a high quality of work life requires jobs that are well
designed.
Effective job design requires a tradeoff between efficiency and
behavioral elements.
Efficiency elements stress productivity ; behavioral elements focus on
employee needs.
The role of HR specialists and manager is to achieve a balance
between these trade offs.