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Note On Job Analysis

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Published in: HR/Personnel
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These notes are related to one of the important HUMAN RESOURCE MANAGEMENT topics - Job Analysis

Jaspreet K / Jalandhar

2 years of teaching experience

Qualification: B.Com (GNA University (GNAU), Phagwara - 2020)

Teaches: Accountancy, Banking & Finance, Business Studies, Commerce Subjects, Economics, English, All Subjects, EVS, Geography, Hindi, History, School Level Computer, Social Studies, B.Com Tuition, Business Law, Corporate Accounting, Business English, Effective Communication, Spoken English, Company Laws

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  1. JOB ANALYSIS Job Analysis is a process of identifying and determining the duties, responsibilities and specifications of a given job. It helps in establishing the level of experience, qualifications, skills and knowledge needed to perform a job successfully. Process of Job Analysis Selecting Organisatonal Representative Job Analysis Jobs for analysis Preparing Job Specification Job Description Data collection
  2. 1. Organizational Job Analysis The first step in the job analysis process is determining its purpose. This helps in assessing what type of data to collect and how to collect it. The necessary background information for this step can be collected by using organization charts, process charts and job description etc. 2. Representative jobs for analysis Analyzing all jobs of an organization is both costly and time consuming. Therefore, only a representative sample of jobs is
  3. selected for the purpose of detailed analysis. 3. Data Collection The next step is to collect job- related data such as educational qualification, duties and responsibilities, working conditions, employee behavior, skills, abilities etc. Data is collected by using methods such as observation, interviews and questionnaire. A job analysis report is prepared by using the gathered data. The information is then verified with the worker
  4. JOB ANALYSIS Job Analysis is a process of identifying and determining the duties, responsibilities and specifications of a given job. It helps in establishing the level of experience, qualifications, skills and knowledge needed to perform a job successfully. Process of Job Analysis Selecting Organisatonal Representative Job Analysis Jobs for analysis Preparing Job Specification Job Description Data collection
  5. performing the job and their supervisor. 4. Job Description The information collected is used to develop a written statement known as job description. Job description is a document that describes the responsibilities, working conditions, locations, risks and tasks required for effective job performance. 5. Job Specification The final step in the process is to develop job specification. Job specification and job descriptions
  6. 1. Organizational Job Analysis The first step in the job analysis process is determining its purpose. This helps in assessing what type of data to collect and how to collect it. The necessary background information for this step can be collected by using organization charts, process charts and job description etc. 2. Representative jobs for analysis Analyzing all jobs of an organization is both costly and time consuming. Therefore, only a representative sample of jobs is
  7. are two tangible products of the job analysis process. Job specification is a statement of personal traits, educational qualification, experience, background and skills needed to perform a job. Methods of Job Analysis 1. Observation In this method, an observer is appointed by the organization to keep a watch on the individuals while they perform a job. The observer then creates extensive list of task performed and the qualities of the individual which are utilized
  8. selected for the purpose of detailed analysis. 3. Data Collection The next step is to collect job- related data such as educational qualification, duties and responsibilities, working conditions, employee behavior, skills, abilities etc. Data is collected by using methods such as observation, interviews and questionnaire. A job analysis report is prepared by using the gathered data. The information is then verified with the worker
  9. performing the job and their supervisor. 4. Job Description The information collected is used to develop a written statement known as job description. Job description is a document that describes the responsibilities, working conditions, locations, risks and tasks required for effective job performance. 5. Job Specification The final step in the process is to develop job specification. Job specification and job descriptions
  10. which executing the task. This method is useful but it does not work under certain condition. The task executed might be different every day and thus it is difficult to draw a conclusion based on few days of personal observation. 2. Interview The job analyst interviews employees to know about their working style, problems faced, skills and techniques used and insecurities about their careers. This method helps the analyst to know what an employee thinks of his job and the responsibilities it entails.
  11. are two tangible products of the job analysis process. Job specification is a statement of personal traits, educational qualification, experience, background and skills needed to perform a job. Methods of Job Analysis 1. Observation In this method, an observer is appointed by the organization to keep a watch on the individuals while they perform a job. The observer then creates extensive list of task performed and the qualities of the individual which are utilized
  12. The success of this method depends upon the genuineness of data and feedback collected from employees. 3. Questionnaire Method This is one of the least costly methods. A well-designed and easy to understand questionnaires can be very useful to collect information regarding job in a short period of time. Multiple choice questions as well as open ended questions can be designed to understand the views of employees towards their job. The only drawback of this method is more number of incomplete forms and inaccurate
  13. which executing the task. This method is useful but it does not work under certain condition. The task executed might be different every day and thus it is difficult to draw a conclusion based on few days of personal observation. 2. Interview The job analyst interviews employees to know about their working style, problems faced, skills and techniques used and insecurities about their careers. This method helps the analyst to know what an employee thinks of his job and the responsibilities it entails.
  14. information given by the employees about their job profile can lead into failure of job analysis. 4. Log Records In this method, the employee is asked to maintain the daily diary record of duties he performs, stating the time at which each task is started and finished. The records are extensive in nature and thus provide fair idea regarding the responsibilities and duties linked to the job. In a similar way the HR record can also be used as job data. It has information regarding the core competency of the employees,
  15. The success of this method depends upon the genuineness of data and feedback collected from employees. 3. Questionnaire Method This is one of the least costly methods. A well-designed and easy to understand questionnaires can be very useful to collect information regarding job in a short period of time. Multiple choice questions as well as open ended questions can be designed to understand the views of employees towards their job. The only drawback of this method is more number of incomplete forms and inaccurate
  16. their experience history and promotions received. 5. Job Performance In this method, the job is actually performed by the job analyst for obtaining first-hand experience in relation to the actual tastes, physical and social demand, and the working environment of the job. This method can be used only for jobs where skill requirements are low and can therefore, be learnt quickly and easily. Sample Job Analysis
  17. information given by the employees about their job profile can lead into failure of job analysis. 4. Log Records In this method, the employee is asked to maintain the daily diary record of duties he performs, stating the time at which each task is started and finished. The records are extensive in nature and thus provide fair idea regarding the responsibilities and duties linked to the job. In a similar way the HR record can also be used as job data. It has information regarding the core competency of the employees,
  18. Cherishing Knowledge Public Library is looking for a versatile, motivated, customer- service oriented individual to work primarily at the circulation desk in a casual on-call entry level position. Job title Reports to Supervises Assistant Librarian Librarian Information assistant Duties & Responsibilities : Looks after overall functioning of the library Establishes and plans information services Establishes and plans user
  19. their experience history and promotions received. 5. Job Performance In this method, the job is actually performed by the job analyst for obtaining first-hand experience in relation to the actual tastes, physical and social demand, and the working environment of the job. This method can be used only for jobs where skill requirements are low and can therefore, be learnt quickly and easily. Sample Job Analysis
  20. education programmes Develops and administers policies pertaining to services Monitors and develops on-going services Circulate library materials Provide effective customer service to Library clients Assist Library clients in accessing basic library materials Shelving of books and periodicals Skills : Master degree in Library and Information Service with at least
  21. marks Proven ability to read, manage and adapt to change Excellent communication skills (verbal and written) Demonstrated organizational and time managerial skills Experience: Minimum 2 years of experience in reputed library in education field
  22. Cherishing Knowledge Public Library is looking for a versatile, motivated, customer- service oriented individual to work primarily at the circulation desk in a casual on-call entry level position. Job title Reports to Supervises Assistant Librarian Librarian Information assistant Duties & Responsibilities : Looks after overall functioning of the library Establishes and plans information services Establishes and plans user
  23. How companies/HRs motivates and engages employees? Engaging the employees in an organization simply means how committed the employees are to invest their time and efforts to your workplace. This may include the willingness to do the work, the motivation dose for the same or job satisfaction etc. Employees engagement is must for a successful conduct of business. Individuals who are engaged feel like part of the team and as a result, work together to help lead your business to successful outcomes.
  24. education programmes Develops and administers policies pertaining to services Monitors and develops on-going services Circulate library materials Provide effective customer service to Library clients Assist Library clients in accessing basic library materials Shelving of books and periodicals Skills : Master degree in Library and Information Service with at least
  25. marks Proven ability to read, manage and adapt to change Excellent communication skills (verbal and written) Demonstrated organizational and time managerial skills Experience: Minimum 2 years of experience in reputed library in education field
  26. So, there are numerous ways to engross employees, as discussed below: 'Create a friendly work environment : Employees spend most of their time in their workplace. There urges the need to provide them a friendly and safe work environment. A welcoming and pleasant workspace makes employees more eager to work and stay engaged. 'Rewards: Rewards and recognition act as a big booster to employee's motivation and engagement. If the employees
  27. How companies/HRs motivates and engages employees? Engaging the employees in an organization simply means how committed the employees are to invest their time and efforts to your workplace. This may include the willingness to do the work, the motivation dose for the same or job satisfaction etc. Employees engagement is must for a successful conduct of business. Individuals who are engaged feel like part of the team and as a result, work together to help lead your business to successful outcomes.
  28. are being rewarded and recognized timely for their hard work, they will automatically be productivity driven. Words of appreciation or some sort of incentives can play a great role in this regard. •Encourage friendly competition: A little competition among the employees would not hurt. A competitive environment is a productive environment. Encourage employees to participate in competitions or challenges as it is healthy and may actually lead to increased camaraderie. Friendly competition amongst teams helps
  29. So, there are numerous ways to engross employees, as discussed below: 'Create a friendly work environment : Employees spend most of their time in their workplace. There urges the need to provide them a friendly and safe work environment. A welcoming and pleasant workspace makes employees more eager to work and stay engaged. 'Rewards: Rewards and recognition act as a big booster to employee's motivation and engagement. If the employees
  30. with employee engagement and employee participation oEncourage creativity: Creativity does not have to be based on the work that the employees are doing. It could be simple task like giving ideas on the next company retreat or team building exercises. Encouraging employee's creativity motivates them to be initiative and involved in their work. oHave a meaningful and worthwhile goal Managers should ensure that the company has a vision and plan at a corporate and individual level.
  31. are being rewarded and recognized timely for their hard work, they will automatically be productivity driven. Words of appreciation or some sort of incentives can play a great role in this regard. •Encourage friendly competition: A little competition among the employees would not hurt. A competitive environment is a productive environment. Encourage employees to participate in competitions or challenges as it is healthy and may actually lead to increased camaraderie. Friendly competition amongst teams helps
  32. Employees who have a path set before them that may lead to promotion can work towards a goal. Achievable goals are very helpful as it gives employees the drive to work harder without being asked. 'Create a career path When employees have an idea of what is provided or what the incentives are, they become further motivated. This will lead to increased commitment towards their employer. The members of your team will be more valuable to your organization, and to themselves, when they have opportunities to learn new skills.
  33. with employee engagement and employee participation oEncourage creativity: Creativity does not have to be based on the work that the employees are doing. It could be simple task like giving ideas on the next company retreat or team building exercises. Encouraging employee's creativity motivates them to be initiative and involved in their work. oHave a meaningful and worthwhile goal Managers should ensure that the company has a vision and plan at a corporate and individual level.
  34. Provide your employees with the training they require to advance in their careers and to become knowledgeable about the latest technologies and industry news. 'Training & Development programmes Most professionals want to keep learning and improving their skills so they can advance in their careers. Supporting that desire to learn by offering training programs, mentoring and tuition assistance for work- related courses would add on to employee engagement.
  35. JOB ANALYSIS Job Analysis is a process of identifying and determining the duties, responsibilities and specifications of a given job. It helps in establishing the level of experience, qualifications, skills and knowledge needed to perform a job successfully. Process of Job Analysis Selecting Organisatonal Representative Job Analysis Jobs for analysis Preparing Job Specification Job Description Data collection
  36. N/A
  37. Employees who have a path set before them that may lead to promotion can work towards a goal. Achievable goals are very helpful as it gives employees the drive to work harder without being asked. 'Create a career path When employees have an idea of what is provided or what the incentives are, they become further motivated. This will lead to increased commitment towards their employer. The members of your team will be more valuable to your organization, and to themselves, when they have opportunities to learn new skills.
  38. 1. Organizational Job Analysis The first step in the job analysis process is determining its purpose. This helps in assessing what type of data to collect and how to collect it. The necessary background information for this step can be collected by using organization charts, process charts and job description etc. 2. Representative jobs for analysis Analyzing all jobs of an organization is both costly and time consuming. Therefore, only a representative sample of jobs is
  39. Provide your employees with the training they require to advance in their careers and to become knowledgeable about the latest technologies and industry news. 'Training & Development programmes Most professionals want to keep learning and improving their skills so they can advance in their careers. Supporting that desire to learn by offering training programs, mentoring and tuition assistance for work- related courses would add on to employee engagement.
  40. selected for the purpose of detailed analysis. 3. Data Collection The next step is to collect job- related data such as educational qualification, duties and responsibilities, working conditions, employee behavior, skills, abilities etc. Data is collected by using methods such as observation, interviews and questionnaire. A job analysis report is prepared by using the gathered data. The information is then verified with the worker
  41. N/A
  42. performing the job and their supervisor. 4. Job Description The information collected is used to develop a written statement known as job description. Job description is a document that describes the responsibilities, working conditions, locations, risks and tasks required for effective job performance. 5. Job Specification The final step in the process is to develop job specification. Job specification and job descriptions
  43. are two tangible products of the job analysis process. Job specification is a statement of personal traits, educational qualification, experience, background and skills needed to perform a job. Methods of Job Analysis 1. Observation In this method, an observer is appointed by the organization to keep a watch on the individuals while they perform a job. The observer then creates extensive list of task performed and the qualities of the individual which are utilized
  44. which executing the task. This method is useful but it does not work under certain condition. The task executed might be different every day and thus it is difficult to draw a conclusion based on few days of personal observation. 2. Interview The job analyst interviews employees to know about their working style, problems faced, skills and techniques used and insecurities about their careers. This method helps the analyst to know what an employee thinks of his job and the responsibilities it entails.
  45. The success of this method depends upon the genuineness of data and feedback collected from employees. 3. Questionnaire Method This is one of the least costly methods. A well-designed and easy to understand questionnaires can be very useful to collect information regarding job in a short period of time. Multiple choice questions as well as open ended questions can be designed to understand the views of employees towards their job. The only drawback of this method is more number of incomplete forms and inaccurate
  46. information given by the employees about their job profile can lead into failure of job analysis. 4. Log Records In this method, the employee is asked to maintain the daily diary record of duties he performs, stating the time at which each task is started and finished. The records are extensive in nature and thus provide fair idea regarding the responsibilities and duties linked to the job. In a similar way the HR record can also be used as job data. It has information regarding the core competency of the employees,
  47. their experience history and promotions received. 5. Job Performance In this method, the job is actually performed by the job analyst for obtaining first-hand experience in relation to the actual tastes, physical and social demand, and the working environment of the job. This method can be used only for jobs where skill requirements are low and can therefore, be learnt quickly and easily. Sample Job Analysis
  48. Cherishing Knowledge Public Library is looking for a versatile, motivated, customer- service oriented individual to work primarily at the circulation desk in a casual on-call entry level position. Job title Reports to Supervises Assistant Librarian Librarian Information assistant Duties & Responsibilities : Looks after overall functioning of the library Establishes and plans information services Establishes and plans user
  49. education programmes Develops and administers policies pertaining to services Monitors and develops on-going services Circulate library materials Provide effective customer service to Library clients Assist Library clients in accessing basic library materials Shelving of books and periodicals Skills : Master degree in Library and Information Service with at least
  50. marks Proven ability to read, manage and adapt to change Excellent communication skills (verbal and written) Demonstrated organizational and time managerial skills Experience: Minimum 2 years of experience in reputed library in education field
  51. How companies/HRs motivates and engages employees? Engaging the employees in an organization simply means how committed the employees are to invest their time and efforts to your workplace. This may include the willingness to do the work, the motivation dose for the same or job satisfaction etc. Employees engagement is must for a successful conduct of business. Individuals who are engaged feel like part of the team and as a result, work together to help lead your business to successful outcomes.
  52. So, there are numerous ways to engross employees, as discussed below: 'Create a friendly work environment : Employees spend most of their time in their workplace. There urges the need to provide them a friendly and safe work environment. A welcoming and pleasant workspace makes employees more eager to work and stay engaged. 'Rewards: Rewards and recognition act as a big booster to employee's motivation and engagement. If the employees
  53. are being rewarded and recognized timely for their hard work, they will automatically be productivity driven. Words of appreciation or some sort of incentives can play a great role in this regard. •Encourage friendly competition: A little competition among the employees would not hurt. A competitive environment is a productive environment. Encourage employees to participate in competitions or challenges as it is healthy and may actually lead to increased camaraderie. Friendly competition amongst teams helps
  54. with employee engagement and employee participation oEncourage creativity: Creativity does not have to be based on the work that the employees are doing. It could be simple task like giving ideas on the next company retreat or team building exercises. Encouraging employee's creativity motivates them to be initiative and involved in their work. oHave a meaningful and worthwhile goal Managers should ensure that the company has a vision and plan at a corporate and individual level.
  55. Employees who have a path set before them that may lead to promotion can work towards a goal. Achievable goals are very helpful as it gives employees the drive to work harder without being asked. 'Create a career path When employees have an idea of what is provided or what the incentives are, they become further motivated. This will lead to increased commitment towards their employer. The members of your team will be more valuable to your organization, and to themselves, when they have opportunities to learn new skills.
  56. Provide your employees with the training they require to advance in their careers and to become knowledgeable about the latest technologies and industry news. 'Training & Development programmes Most professionals want to keep learning and improving their skills so they can advance in their careers. Supporting that desire to learn by offering training programs, mentoring and tuition assistance for work- related courses would add on to employee engagement.
  57. N/A

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