1. THE PURPOSE
OF JOB ANALYSIS
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THE PURPOSE OF JOB ANALYSIS
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Job analysis is an integral
part of the human resources management process.
Sound human resources management practice
prescribes creation of various Jobs and Positions
designed in accordance with the specific organizational
structure of a company.
This task represents
an important responsibility of the human resources
manager and is usually accomplished by means of
Job Analysis. The prime purpose of
job analysis is to determine duties and skill
requirements for a particular job and the type
of person who could be suitable for it.
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2. JOB
ANALYSIS FOR EMPLOYEE POSITIONS
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WHAT
IS JOB ANALYSIS?
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The Job Analysis process is based
on collection and study of information relevant
to specific positions within the organization. This
process entails several important considerations
for employee positions and for managerial positions.
Job
Analysis For Employees Positions is frequently
carried out by means of personal interviews, questionnaires,
or observations and entails gathering of the following
information, as outlined below.
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JOB
ANALYSIS INFORMATION FOR EMPLOYEE POSITIONS
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No.
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Details
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1
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Identification
of the job, i.e. title, department.
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2
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Summary of the
job.
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3
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Detailed list
of responsibilities and duties performed.
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4
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Analysis of
accountability.
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5
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Analysis of
performance standards.
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6
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Analysis of
the available amount of supervision.
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7
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Summary of machine
and tool requirements.
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8
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Summary of working
conditions.
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3. JOB
ANALYSIS FOR MANAGERIAL POSITIONS
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JOB
ANALYSIS FOR MANAGERIAL POSITIONS
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Job analysis is particularly important in evaluating
specific requirements for various managerial positions.
This usually depends upon company size and nature
of activities.
Job Analysis
For Managerial Positions entails additional
considerations in the following areas, as outlined
below. (4)
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JOB ANALYSIS INFORMATION RELATED TO MANAGEMENT
POSITIONS
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No.
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Details
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1
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Working with
subordinates.
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2
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Organizing work
with subordinates.
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3
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Work planning
and scheduling.
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4
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Maintaining
efficient quality and production.
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5
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Maintaining
safe and clean work areas.
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6
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Maintaining
equipment and machinery.
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7
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Compiling records
and reports.
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4. ADVANTAGES
OF JOB ANALYSIS
Job Analysis is
advantageous for several reasons, as outlined below.
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ADVANTAGES OF JOB ANALYSIS
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No.
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Details
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1
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Job analysis
provides guidance throughout recruitment and
selection of employees.
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2
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Job analysis
helps management to understand the various requirements
of a particular position.
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3
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Job analysis
helps management to develop an appropriate compensation
package, e.g. salary, commissions, bonus, fringe
benefits.
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4
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Job analysis
is useful in developing suitable training and
development programs for employees.
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5. TWO
PRIME PRODUCTS OF JOB ANALYSIS
Two prime products of
job analysis are Job Descriptions and Job
Specifications, as illustrated below. Both will
be explained in more details later.
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TWO
PRIME PRODUCTS OF JOB ANALYSIS
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Job
Descriptions
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Job
Specification
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6.
JOB ANALYSIS AND RELATED MANAGERIAL TASKS
The interaction
between the prime products of Job Analysis
and other elements of human resources management
is illustrated below.
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JOB ANALYSIS AND RELATED MANAGERIAL TASKS
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Job Requirements
Factors
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Human Requirements
Factors
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Identify and examine the job.
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List duties and responsibilities.
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Establish accountability procedures.
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Examine performance requirements.
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Examine work requirements and working conditions.
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Identify
skills, education, and experience requirements.
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Identify
planning, organizing, and supervising ability
requirements.
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Identify
personality requirements.
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Identify
compensation requirements.
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Job
Analysis
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Determine
duties, responsibilities, and accountability.
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Determine
skills, education, and experience requirements.
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Determine
managerial and personality requirements.
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Evaluate
compensation requirements.
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Job Descriptions
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Job Specifications
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Prepare a list
of the job's duties, responsibilities, and accountability.
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Prepare a list
of the job's human requirements, i.e. skills,
education, experience, managerial abilities, and
personality.
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Job
Evaluation, Classification, And Grading
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Determine the relative worth of the job using
one of the following methods:
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Survey of salaries and wages in the specific
industry.
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The ranking method.
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The job classification method.
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The point method.
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The factor comparison method.
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Job
Compensation Plan
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Develop an appropriate job compensation plan that
should include the following:
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Basic job compensation.
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Financial incentives.
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Fringe benefits.
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7.
SIX STEPS IN THE JOB ANALYSIS PROCESS
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A typical Job
Analysis Process entails six steps, as outlined
below (5)
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THE JOB ANALYSIS PROCESS
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Step
1: Identify The Application Of The Job Analysis
Information.
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This information
can be used to prepare a job description
or a job specification, to develop
an employee compensation program, to determine
employee training needs, or to provide the
basis for employee performance appraisal.
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Step
2: Collect And Evaluate The Job Analysis
Information.
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This information
may include existing organizational chart,
job descriptions, job specifications, or
compensation reports.
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Step 3:
Select Representative Positions For Job
Analysis.
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Job analysis
in a small or medium-sized company may include positions
of the president, vice presidents, marketing
or sales manager, financial manager, production
or operations manager, production operator,
and administration clerk.
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Step
4: Collect And Evaluate The Job Analysis
Information.
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Collect and
evaluate the information related to the
selected representative positions, as described
earlier.
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Step 5:
Review The Information With Job Analysis
Participants.
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The job analysis
information should be reviewed with the
selected employees who participate in the
job analysis process. Each participant should
have the opportunity of studying and understanding
the specific details related his or her
position in light of the job analysis results
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Step
6: Develop Job Descriptions And Job Specifications.
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Job descriptions
and job specifications represent the two
prime products of the job analysis process.
A job description specifies the duties,
responsibilities, and accountability of
a particular position. A job specification
outlines the specific requirements for a
particular position,
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8.
JOB ANALYSIS INTERVIEW QUESTIONS
Some of
the typical Job Analysis Questions
frequently asked during a job analysis
interview are outlined below.
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TYPICAL
JOB ANALYSIS QUESTIONS
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No.
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Details
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1
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What is the essence of work in
your position?
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2
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What are the main duties and responsibilities
of your position?
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3
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In
what different physical locations
do you have to work?
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4
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What
level of education is required
for your position?
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5
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What
level of experience and skills
are required for your position?
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6
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What
type of certification and licensing
is required for your position?
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7
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What
is the level of authority vested
in your position?
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8
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What is the level of accountability
and to whom are you accountable?
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9
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What type of activities does this
position entail?
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10
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What
are the safety conditions related
to this position?
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11
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Does
your work present any type of
hazardous or unusual working conditions?
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12
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What are the emotional, physical,
and mental demands of your position?
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9.
JOB ANALYSIS IN A SMALL BUSINESS
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JOB
ANALYSIS IN A SMALL BUSINESS
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Managers in many small
and medium-sized companies often
use a simple Job Analysis Questionnaire
to gather relevant information.
The manager must simply prepare
a list of appropriate positions
that are in need of a job analysis,
and identify whether these positions
are new or existing ones.
For all existing positions, the
manager must issue a job analysis
questionnaire to appropriate employees
to assist in gathering relevant
information. This questionnaire,
in essence, lists a number of specific
questions which should be answered
by a particular employee who participates
in the job analysis process, and
should be reviewed and approved
by the job incumbent's supervisor.
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10.
SMALL BUSINESS EXAMPLE:
JOB ANALYSIS QUESTIONNAIRE
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11.
WHAT SHOULD BE DONE AFTER JOB ANALYSIS?
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DEVELOP
JOB DESCRIPTIONS AND JOB SPECIFICATIONS
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Once all
relevant questions are answered, it is necessary
to summarize the appropriate results and
to proceed with the preparation of job descriptions
and job specifications.
Job Descriptions and Job Specifications
are used extensively in evaluating, classifying,
and grading various jobs and in preparing
compensation plans.
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12. FOR SERIOUS BUSINESS OWNERS ONLY
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Reprinted
with permission. |
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