Methods of Collecting Job Analysis Information

The process through which you ascertain the nature of jobs & duties and the types of persons who should be hired for them is referred to as job analysis.

You can use the information it gives to write job specifications and job descriptions, which are used in compensation, selection & recruitment, training and performance appraisal.

Steps in Job Analysis

Following are the steps involved in job analysis.

1. Recognize how the information will be utilized because that will ascertain what data will be gathered and how it should be gathered. The data collection techniques position analysis questionnaire and interviewing.
2. Relevant background information is reviewed such as process charts, organization charts and job descriptions.
3. Because there may be too many similar jobs to analyze, select representative positions to analyze. Also, it may not be essential to analyze them all.
4. Examine the job by gathering data on required working conditions, employee behaviors, job activities and human traits & abilities required to do the job.
5. In order to confirm that job analysis information is factually complete and correct, review and verify it with job incumbents.
6. From the job analysis information, build a job description and job specification.

There are a number of ways, job analysis traditionally has been performed. Also, for conducting job analysis, organizations differ in their resources and needs that they have.

See Also: Reasons for Conducting Job Analysis

Methods of Collecting Job Analysis Information

In conducting job analysis, an HR specialist, an employee and employee’s supervisor commonly work together and use different methods like interviews & questionnaires, etc to collect information for job analysis.

The Interview

1. In order to collect job analysis data, managers use three types of interviews which are individual interview, group interview and supervisor interview.
2. Because interviewer can unearth activities that may never written appear in written form, the pros of using an interview are simple quick and more comprehensive.
3. Some examples of typical questions include the following questions like what is the job being done? In what kind of actions one take part? What are safety and health conditions?
4. Interview guidelines are as follow. a) The supervisors and job analysts should recognize the employees who understand the job best and would be objective. b) Build a rapport with the interviewee. c) Structured guide or checklist should be followed. d) In the order of significance and frequency of occurrence, ask employee to list duties. e) Verify and review the data.

Questionnaire

1. In order to get job analysis information, structured or unstructured questionnaires may be used.
2. Questionnaires can be rapid, effective manner of collecting information from a large number of workers. But, building and testing a questionnaire can be time consuming & expensive.

Observation

1. As opposed to mental activity, when jobs consist of mainly observable physical activity, direct observations are useful.
2. Because worker is being watched, reactivity can be an issue with direct observations which is where the employee alters what he/she generally does.
3. Direct observations and interviewing are used together by the managers mostly.

Participants Diary/Logs

1. The worker records every duty he/she performs in a log or diary along with the portion of time to do each duty to generate full picture of the job.
2. Workers may struggle to underplay some activities and exaggerate others.

Outcomes of Job Analysis

Job Description: The information regarding duties, tasks and responsibilities of the job is provided in a document which is known as job description.

See Also: Methods of Job Evaluation

1. Job Identification includes date, FLSA status, job title and possible space to signal who approved the description, the immediate supervisor’s title, the location of the job, salary and/or pay scale.
2. General nature of the job should be described in the job summary which includes only job’s major activities or functions.
3. A relationship statement is contained occasionally as relationships. The relationships of jobholder with others outside and inside the organization are shown.
4. In order to itemize the job’s duties and responsibilities, the Department of Labor’s Dictionary of Occupational Titles can be used.
5. The standards worker is expected to accomplish under each of the main responsibilities and duties of the job description is stated in the standards of performance.

Job Specification: Job specification includes minimum acceptable qualification that an individual should holds to do the job.

Some of the items mostly contained are requirements for experience, education, physical abilities and personality.

Job Evaluation: The worth of the job is recognized in job evaluation process which is based on the job comparability.

Compensation is designed and selected on the basis of significance of job, according to worth and relative value.