Job Analysis

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Job analysis is the process of gathering and analyzing information on job content and human needs as well as the context in which the work is done. This process is used to determine job placement. Decisions in this area under NU values are shared by units and human resources. Specific internally approved processes are determined by the unit's organizational leadership.

Job analysis defines job organization within a work family. It allows units to identify career advancement paths for employees who are interested in improving their opportunities for career advancement and increasing compensation.

A relative value is placed on the various factors described in the zone positioning model. All new and existing positions are assigned to a job family and region using the job analysis process. The process is designed to assign positions to families and regions based on the assigned duties, qualifications and skills measured by the five criteria in the zoning positioning theory.

Corporate unit leaders are encouraged to consult with human resources to guide them through any steps in the job analysis process.(hr.unl.edu)

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Job analysis information can be gathered in a variety of ways. One consideration is who should do the job analysis. Often, a member of the human resources staff will coordinate this effort. Depending on what methods are discussed next, the other participants are often managers, supervisors, and employees.

Industrial engineers can perform time and motion studies for more complex analyzes. Another consideration is the method to be used. Common methods are specialized methods for observation, interview, quiz and analysis. Combinations of these approaches are often used depending on the situation and organization. Each of these methods is discussed in detail next.

Observation When using the monitoring method, a manager, job analyst or technical engineer observes the person performing the task and makes notes to describe the tasks performed and the duties performed. Observation can be based on continuous or intermittent sampling. Many jobs do not have complete and easy-to-monitor job duties or complete job cycles, so the use of the monitoring system is limited. Thus, monitoring in relation to repetitive jobs and other methods may be more useful. Managers or job analysts who use other methods may view parts of a job and the conditions under which it is performed to gain general knowledge of the job. In many cases multiple observations will also help them to use other job analysis methods more effectively.

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Job Analysis Methods

1. Work Sampling

As a type of observation, sampling does not require focusing on each of the detailed actions throughout the entire work cycle. Instead, a manager can determine the content and speed of a typical workday not by statistical sampling of certain actions, but by continuous monitoring and timing of all actions. Work sampling is especially useful for general and repetitive jobs.

2. Employee Diary / Log

Another method requires employees to keep a diary / note of their work duties and "monitor" their performance, how often they are performed, and the time required for each duty. While this approach can sometimes generate useful information, it can be burdensome for employees to make an accurate note. Also, employees sometimes perceive this approach as creating unnecessary documentation that reduces their work performance.

3. Interviewing

The information gathering interview system requires a manager or human resources specialist to go to each workplace and talk to the employees who perform each task. A standardized interview form is often used to record information. Often, both the employee and the employee supervisor must be interviewed to gain a complete understanding of the job.

Some common interview questions include,

What is the function performed?

What are the main duties of your workplace? What exactly are you doing?

What physical places do you work in?

Certificate of education, experience, skills, and [where applicable] and Licensing requirements?

What activities do you participate in?

What are the responsibilities and duties of the job?

What are the basic responsibilities or performance standards that your work type?

What are your responsibilities?

What are the environmental and working conditions connected?

What are the physical demands of the job? Emotional and psychological demands?

What are the health and safety conditions?

Have you been exposed to any hazards or abnormal working conditions?

The interview process can take a long time, especially if the interviewer is talking to two or three employees who do each job. Career and management jobs are often more complex than analytical and usually require lengthy interviews. For these reasons, it is suggested to combine the interview with another method.

4. Questionnaire

Questionnaire is a commonly used method of collecting job data. Provides employees and managers to design and complete a survey tool. The general job questionnaire often covers the following areas. The main advantage of the quiz system is that it can gather information on a large number of jobs in a relatively short period of time at low cost. However, the questionnaire systematically assumes that employees can accurately analyze and communicate information about their jobs. Employees may vary in their perceptions of employment and even their literacy. For these reasons, the questionnaire systematically integrates with the interviews and observations to explain and verify the information in the questionnaire.

One of the quizzes that is sometimes used is a checklist. Unlike the open questionnaire, the checklist offers a simple way to provide information to employees. One obvious difficulty with the checklist is that building it can be a complex and detailed process.

Job Analysis Questionnaire

Materials and equipment used

Financial / Budget Input

External and internal relations

Knowledge, skills and abilities used

Special duties are performed less frequently

Percentage of duties and time spent on each

Work coordination and supervision responsibilities

Physical activity and characteristics

Decisions made and acted upon at will

Reports and records prepared

Training is required (whatishumanresource.com)

5. Observation method

Here the job analyst monitors the work and the employee while the employee is involved in the work. An experienced and experienced analyst will combine interviews and workplace observations to provide a more accurate analysis than is usually secured using a single method.

6. Reporting method

Various types of employment information are collected from old records of the Human Resources Department. Go through the job analyst reports and note the relevant sections of the job description.

7. Individual psychological system

In this method, the psychological characteristics of a successful person in a particular job are examined and a list of these characteristics is compiled. This list is copied from a chart. This provides a certain standard of judgment in future recruitments for the same job.

8. Psychological method of employment

The following three points are essential for a job psychology system.

(i) Accurate classification of mental qualities required for employment.

(ii) Valid evaluation method.

(iii) Direct examination or analysis by trained inspectors.

In this method, some expert analysts study the work and they evolve a valid and standard evaluation method. They compile a very accurate list of the various mental qualities required for the job that are properly and reliably categorized. A chart of these qualities is designed to make it easier to select candidates for the job.

9. Job analysis by test

In the testing methodology, some reliable and valid tests are performed on the essential properties and capabilities. Based on these tests, candidates are selected and tested for suitability.

10. Motion study method

Under this system, both the speed of an individual employee and the time it takes to perform a task are recorded. Similar tests are performed on other people doing the same thing, and the results are compared. Such a study of speed and time would help in job analysis and classification of workers.(economicsdiscussion.net)

There are actually a number of different ways to get and analyze information about a job. Any specialized job analysis system has not always received a stamp of approval from various courts. Therefore, in dealing with issues that may end up in court, care must be taken to document all the steps taken by HR specialists and job analysts. Each method has its strengths and weaknesses, and generally prefers a combination of methods over one.

References.

https://hr.unl.edu/compensation/nuvalues/jobanalysis.shtml/#:~:text=Job%20analysis%20is%20the%20process,to%20determine%20placement%20of%20jobs.

https://www.whatishumanresource.com/job-analysis-methods

https://www.economicsdiscussion.net/human-resource-management/job-analysis-methods/31701

https://www.youtube.com/watch?v=qy09Ls6NqEo&t=237s