Job analysis

Introduction, importance, methods etc.

Job Analysis
Job analysis is a systematic investigation of the tasks, duties and responsibilities necessary to do a job. Job analysis is the process of collecting job related information.

Job Duties

Job Tasks

Job responsibilities

Job Analysis

Objectives/Purpose of Job Analysis

Recruitment

HRP

Selection

T&D

Job Analysis

Performance appraisal

Job design

Placement

Job evaluation

Process of Job analysis

Organizational Analysis
Selection of jobs to be analyzed Data collection

Job specification

Job description

Types of Job analysis Information

Work Activities: Machines, Tools, Equipments and Work Aids used Personal requirements Job context

Outcomes of Job Analysis

The information obtained from job analysis is classified into three categories.

Job description

Job specification
Job evaluation

Job Description
A job description is a written statement of the duties, responsibilities, required qualifications and reporting relationships of a particular job. The job description is based on objective information obtained through job analysis. Job description acts as an important resource for Describing the job to potential candidates Guiding new hired employees in what they are specifically expected to do Providing a point of comparison in appraising whether the actual duties align with the stated duties.

Example of Job Description

JOB TITLE:_____ REPORTS TO:___ SUPERVISES:___ AS ON DATE :_________ OCCUPATIONAL CODE: ________ JOB NO. : ___________________ GRADE LEVEL: _______________

FUNCTIONS: ____________________________________________________________ __________________________________________ DUTIES AND RESPONSIBILITIES: ____________________________________________________________ __________________________________________

JOB CHARACTERISTICS: ____________________________________________________________ __________________________________________

Job specification
Job specifications specify the minimum acceptable qualifications required by the individual to perform the task efficiently. Based on the information obtained from the job analysis procedures, job specification identifies the qualifications, appropriate skills, knowledge, and abilities and experienced required to perform the job. Job specification is an important tool in the selection process as it keeps the attention of the selector on the necessary qualifications required for that job.

Example of Job Specification

JOB TITLE: __________________________ EDUCATION:_________________________ PHYSICAL HEALTH: ____________________________________________________________ ____________________________________________________________ APPEARANCE: ____________________________________________________________ MENTAL ABILITIES: _______________________________________________ SPECIAL ABILITIES: _______________________________________________ PREVIOUS WORK EXPERIENCE: ____________________________________________________________ ____________________________________________________________ SPECIAL KNOWLEDGE & SKILLS:_____________________________________ OTHER : ________________________________________________________

Job Evaluation
Job evaluation provides the relative value of each job in the organization. It is an important tool to determine compensation administration.

If an organization is to have an equitable compensation program, jobs that have similar demands on terms of skills, education and other characteristics should be placed in the common compensation groups.

Methods of Collecting Job Analysis Data

Observation Performing the job. Critical incidents Interview- individual & group Panel of experts-

Diary method-Employees record information into diaries of their daily tasks

 Questionnaire
Structured Unstructured

 Critical Incident Technique (CIT)

Takes past incidents of good and bad behavior Organizes incidents into categories that match the job they are related to

Methods of collection Job description data

Diary/log books Observation Interview Questionnaire:
Structured Unstructured

Which method to use ?

Factors to be considered before choosing the method of collecting data are:
No. of job/employees to be considered. Time limit Cost factors Education levels of incumbents Type of data required.

Questionnaires
Unstructured format is more useful when:
Questions are open ended. Questions that probing The number of incumbents is less Roles are unclear

Structured more useful when:

The jobs are fixed and duties extremely clear. Number of incumbents is large.

Which questionnaire to use ?

An optimum combination of structured as well as unstructured questions can lead to the best questionnaire. A questionnaire is the best alternative to interviewing a large number of employees. It is much more cost effective.

MANAGING CAREERS
.

Career
A career consists of all the jobs held during ones working life

What Is Career Management?

Career management is the process through which employees:
Become aware of their own interests, values, strengths, and weaknesses Obtain information about job opportunities within the company Identify career goals Establish action plans to achieve career goals

Why Is Career Management Important?

From the companys perspective, the failure to motivate employees to plan their careers can result in:
a shortage of employees to fill open positions lower employee commitment inappropriate use of money is allocated for training and development programs

Why Is Career Management Important?

(2 of 2)

From the employees perspective, lack of career management can result in:
frustration feelings of not being valued by the company

Career Planning
Career planning is the process by which one selects career goals and the path to those goals. Ongoing process where by individual sets career goals and identifies means to achieve them

Career Planning and development Some Definitions: Career goals future position one tries to reach as a part of career. Career cycle - stages through which a persons career evolves. Career path are flexible lines of progression through which employees typically move. Career anchors distinct pattern of self perceived talents, attitudes, motives and values that guide and stabilize a persons career after yrs of real world experience and feedback. Career planning process by which one selects career goals and the path to those goals.

Career Planning and Development Definitions (Cont.)

Career development - Formal approach used by organization to help people acquire skills and experiences needed to perform current and future jobs Career counseling- process of advising employees on setting career goals and assisting them find suitable career paths.

Career Planning Flow & Stages

Career Planning Career Paths Career Goals

Career
Feed Back

Career stages and Important needs Needs Safety, Security Physiological 20 Safety, Security 25 Achievement esteem, autonomy 30 Self Esteem actualization actualization 45 55 65

Age Career Stages

Exploration

Establishment Advancement Maintenance

Retirement

OBJECTIVES OF CAREER PLANNING

Attract and retain talent by offering careers not jobs. Achieve HR effectively and achieve greater productivity. Reduce employee turnover Improve employee morale and motivation. Meet the future HR needs of organization on a timely basis.

PROCESS OF CAREER PLANNING

Identifying individual needs and aspirations. Analyzing career opportunities. Aligning needs and opportunities. Action plans and periodic review.

Case Study Colgate Palmolive

Employees fill the IDP Form The form is sent to the managers Employees and managers discuss Employees interests Strengths Trainings HR arrange for the training

CAREER DEVELOPMENT
Organization-Centered Career developmentFocuses on jobs and on identifying career paths that provide for the logical progression of people between jobs in the organization. Individual-Centered Career developmentFocuses on individuals careers rather than in organizational needs

Career Development Cycle

1.Self Awareness & Assessment- interest, ability and skills,aptitude,values.priorities

The Career Development Cycle

3.Career Decision Makingestablish goals, make plans,impliment,evaluate and progress

Stages of Career Development

Stage 5: Late Career (ages 55retirement): Remain productive in work, maintain self-esteem, prepare for effective retirement. Stage 4: Midcareer (ages 4055): Reappraise early career and early adulthood goals, reaffirm or modify goals, make choices appropriate to middle adult years, remain productive. Stage 3: Early Career (ages 2540): Learn job, learn organizational rules and norms, fit into chosen occupation and organization, increase competence, pursue goals. Stage 2: Organizational Entry (ages 1825): Obtain job offer(s) from desired organization(s), select appropriate job based on complete and accurate information. Stage 1: Preparation for Work (ages 018): Develop occupational self-image, assess alternative occupations, develop initial occupational choice, pursue necessary education.