Question

Explain in detail with examples the five (5) steps of job analysis process.

Answer 1

Job Analysis is a process to identify and determine in detail the particular job duties and requirements and the relative importance of these duties for a given job. Job Analysis is a process where judgements are made about data collected on a job.

The following steps are followed for job analysis process:

1. Time for Conducting Job Analysis:

“Is the time ripe for conducting job analysis?” is the question human resource manager has to ask himself. He has to decide on this vital issue. It is a matter of strategy. In modern times things are changing very fast. The new competitors are entering into the business and industrial arena. Under the changed circumstances organisations have to restructure the organisational set up as a part of strategy to meet the challenges anew. This leads to job analysis. Some new jobs may be created, some eliminated or some may be combined with others.

The qualifications, skills, knowledge of computers and other potentials required to perform the job and salary structure may also change. Additional jobs may be created due to expansion, mergers and acquisitions requiring job analysis.

2. Collection of Information Relating to Jobs:

After deciding to conduct job analysis the first step is to collect all relevant information relating to various jobs in the organisation. The following are the ways to collect information for the purpose of job analysis.

(a) Questionnaires:

It is a widely used method of data collection. It is less costly method of collecting information about the job from the employees. A detailed questionnaire is prepared so that vital information is not missed. The questionnaires used to be distributed to the employees from whom information in respect of jobs are to be gathered.

(b) Observation:

In this method the job performers are observed while they are working. Observation may be continuous or in samples. This method is not fool proof. It is useful for the jobs involving physical activities. It provides observer the general familiarity about the job.

(c) Interviews:

The experienced employees having complete knowledge about the jobs are interviewed and the relevant information about the job and its specific activities gathered. A structured interview is most useful to collect vital information regarding the job and its performance. An interview is time consuming. An interview may be biased. To avoid this more employees are to be interviewed.

The information collected through the above ways must include the information relating to physical environment while performing job such as, temperature, noise, dirt, likelihood of accident, comforts or discomforts; social environment prevalent while performing job; financial benefits drawn such as pay scales and other incentives; the qualities, required in a person for performing the job such as skills, abilities, talent, knowledge, potential, intellect etc.

3. Preparing Job Description Forms:

The information collected in the above ways should now be used to prepare job description form. It is a document which shows the complete information describing the various activities involved in the job. It describes how and when job is to be done and how a jobholder will do it. The separate job description forms are prepared for different jobs stored for reference.

4. Preparing Job Specifications:

The next step in the process of job analysis is to prepare job specification on the basis of collected information. The job specification is the statement declaring minimum acceptable qualifications required in a person to perform the job successfully.

5. Preparing Report:

The job analysts are appointed by organisation to do job analysis. The next step in the process of job analysis is to prepare the report on job analysis by the analyst and to submit the same to the human resource manager. The report contains the different activities of various jobs and the minimum educational qualifications, experience, training and skills required to perform them and the recommendations.

The report submitted by the analyst is then discussed at the top level management or human resource manager may have the authority to accept in totol or make certain amendments in job description and job specification after taking into confidence the employees union and other fellow managers of various departments of the organisation.