Human Resource Management(Unit II)

TYBMS( Sem V)

Job Analysis
In simple terms, Job Analysis may be understood as a process of collecting information about job. Job analysis is the starting point of the whole process of recruitment and selection. It,in fact, forms the base of scientific recruitment and selection. It is a process/procedure of collecting all relevant information about the job. Such information mainly relates to the nature of the job and the qualities and qualifications required for performing the same. Job analysis data are useful for preparing job specifications and job description. In brief, job analysis is essentially a process of collecting and analysing data related to a job. According to Edwin Flippo, "Job Analysis is the process of studying and collecting information relating to the operations and responsibility of a specific job." According to David Decenzo and Stephen Robbins,"Job Analysis is a systematic exploration of the activities within a job. It is a basic technical procedure, one that is used to define the duties, responsibilities and accountabilities of a job."

Purposes of job analysis

The basic purpose of job analysis is to provide all necessary data useful for dealing with all personnel activities. It is useful in HRP.The purpose of job analysis is to use the data collected for the following purposes: 1. Employee hiring i.e recruitment and selection. 2. Training and development of manpower. 3. Job evaluation and compensation management. 4. Performance appraisal and work standards. 5. Computerisation of personnel information system. 6. Employee safety and health.

Methods of collecting Job Data:

A variety of methods are used for collecting job data. Such methods of collecting job data are:

Prof.Tahereem Bardi

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Human Resource Management(Unit II)

TYBMS( Sem V)

1. Job performance method:

In the job performance method of job data collection, the job analyst actually performs the job under study in order to obtain firsthand experience of actual tasks, physical and social demands and the environment of the job. This method is direct and practical in nature. It provides factual information about job under study.

Merits:
This method is simple and easy to use. It provides job information directly to the job analyst It can be learnt quickly and easily, provided the skill requirements of the job are limited.

Demerits:
Job performance method is time-consuming and job information will be available after some period. It is not appropriate for jobs which require extensive training.

2. Personal Observation Method:

In Personal Observation method, the job analyst, directly or indirectly and minutely observes the worker or a group engaged in conducting the specific job.He observes and records what he(job holder) does, how he does, how much time is needed for completing the given task and so on. Various details such as tasks to be performed, the pace at which activities to be carried out, working conditions and hazards involved in the job,etc.are observed during the period of job cycle. The information is noted and recorded in a standard format.The data collected are updated and reliable as it is collected by the job analyst himself.

Prof.Tahereem Bardi

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Human Resource Management(Unit II) Merits:

TYBMS( Sem V)

The informations are reliable correct because of direct observation by analyst. This method is suitable for jobs which involve manual,standardised and short job cycle activities e.g job of mechanic. This method is simple and easy. Better results will be available when observation method is used along with other methods of job analysis.

Demerits:
Certain aspects of the job involving mental unforeseen circumstances are not directly observed by this method. Jobs which do not have easily observable job cycle are not suitable for job data collection by this method. This method is time-consuming. Personal observation is inapplicable to jobs which involve high proportion of unobservable mental activities.

3. Interview Method:
In the interview technique of data collecting to a job, the analyst personally interviews the employee, his supervisor and other concerned persons and record answer to relevant question. A structured interview format is used for recording the data collected from employees.Such data can be compared to identify the common and critical aspects of a job. The analyst uses standardise interview schedule and asks different job related questions.

Merits:
It is suitable and widely used methods for jobs wherein direct observation or actual performance is not feasible. Interview can also be used conveniently in conjunction with observation method to seek in conjunction with observation method to seek clarification on job related matters. The interview method involves direct talk with the job holders who are in a good position to describe what they do as well as qualification needed to perform their duties in a competent manner.

Demerits:
It is time consuming and costly method. There is a possibility of collection of inaccurate information when this method is used. If the purpose is not made clear to the job holder,he may provide information to protect his own interest. Success of this method depends upon the rapport between the analyst and the employee(job holder). There is a problem of bias in this method.Bias on part of the analyst and the employee(job holder) may cloud the accuracy and objectivity of the data obtained. The effectiveness of this method depends on the interviewer and also on the ability of the job holder to give meaningful response.

4. Questionnaire Method:
In the Questionnaire Method of data collection for job analysis, properly drafted questionnaire is sent out to the job holders. They are requested to answer questions and return the completed questionnaire to the supervisors for scrutiny. As the data available is disorganised, it is discussed with the job holders. After necessary corrections, the same is submitted to analyst for drawing conclusions. The

Prof.Tahereem Bardi

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Human Resource Management(Unit II)

TYBMS( Sem V)

Questionnaire covers different aspects of the jobs and is well planned. The job holders give their ratings. The ratings obtained are analysed and a profile of actual job is prepared.

Merits:
Questionnaire Method provides comprehensive information about the job which makes job analysis complete and satisfaction. Questionnaire Method enables the analyst to cover large number of jobs with in a short time span. Data collected through questionnaire can be qualified and processed accurately and quickly with the help of computer technology. This method gives opportunity to all job holders to participate in the method and express themselves freely.

Demerits:
Questionnaire Method is costly and time consuming method as lot of time and efforts are required for drafting standardised Questionnaires. There is no direct contact between the analyst and job holder in the Questionnaire Method. Due to the absence of personal touch, the co-operation and response of respondents tend to be low. It is not fair to depend exclusively upon questionnaire method as this source of job information may lead to some mistakes.

5. Checklist Method:
A checklist method of collecting job data for job analysis is similar to a questionnaire. Here, the response sheet contains fewer subjective questions and tends to be eitheryes-or-no variety. Checklist may cover as many as 100 activities and job holders tick only those tasks that are included in their jobs. Preparation of checklist is a challenging job.Well prepared checklist is sent to the job holder.He is asked to check all the listed tasks and indicate the amount time spend on each task. The job holder may also be asked to write any additional task which he performs, but not mentioned in the checklist . The checklist answered will act as the basis for tabulating job selected data.

Merits:
Checklist method is useful in the large organisation that have a large number of people assigned to one particular job. Checklist method enables to tabulation and recording on electronic data-processing equipment.This bring speed and accuracy in the tabulation work.

Demerits:
Checklist method is Lengthy and costly. This method is not suitable for small organistaions with limited manpower employed.

6. Critical Incidents Method :

In critical incidents method,job holders are asked to describe incidents relating to the job on the basis of their past experience.The incidents so collected are analyzed and classified according to the job areas they describe. Reasonably clear picture of actual job requirements can be obtained by distinguishing between effective and ineffective behavior of workers on the job.

Prof.Tahereem Bardi

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Human Resource Management(Unit II) Merits:

TYBMS( Sem V)

Fairly clear picture of actual job requirement is available in this method.

Demerits:
This method is lengthy and time consuming. High degree of skill is required to analyse the contents of descriptions given by workers.

7. Log Records/Diary method:

In the log records method, a small diary or logbook is given to each job holder. He has to record the duties performed on daily basis. He has also to note the time at which each task is stared and finished. The record maintained provides information about the job and this facilitates job analysis. If job holders co-operate and record their activities regularly, this method is accurate and eliminate errors caused by memory lapses of the job holders while answering questionnaire.

Merits:
This method provides useful information on the job, provided many workers make regular noting in the diary provided. This method is useful for jobs that are difficult to observe(e.g engineers,scientists,research scholars,etc)

Demerits:
This method is time-consuming because the recording of the tasks may have to be spread over a number of days. It provides incompleted data about working conditions,equiment used and supervisory relationship is not available from the log books. Co-operation from job holders is limited as most employees are not disciplined enough to maintain a regular diary.

The methods of collecting job data are not viewed as mutually exclusive.None of them is universally superior. All methods have some merits as well as demerits. The best results on job analysis can be obtained by a fair combination of these methods.

Prof.Tahereem Bardi

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