Steps in Job Analysis
In doing the job analysis, the management gathers information about jobs by interviewing employees, asking them to fill questionnaires and worksheets, observing their performance of certain tasks and collecting information about a job from secondary sources. The following steps are taken while performing a job analysis:
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a) Determine how each work fits into the total organisation with the help of group structure, and process charts: Before a job analysis exercise is undertaken, it is necessary to understand the body structure, i.e., the placement of people within the organisation and the reporting relationships. It is also essential to understand the various business processes like manufacturing, marketing and finance and the relationships among them. This provides an overall view of the organization, the positions and the relative importance of each job.
B) Determine when the job analysis information will be used: Job analysis data may be used for a variety of purposes and situations some of which are as follows:
i) Jobs are not defined.
ii) Jobs are not logically grouped together.
iii) Reporting relationships are not clear.
iv) There is an overlap in responsibilities.
v) Jobs with the same or similar responsibilities are not placed in the same grade and hence salary scale.
c) The purpose of the analysis: Before undertaking the job analysis exercise, it is necessary to clearly define the purpose.
i) Select jobs to be analyzed, since analyzing all jobs is time-consuming and expensive. Not all jobs in an organization are equally critical; further, some of them may not be appropriately graded and scaled. Only those jobs, which are essential to the functioning of the organization and those requiring correction need to be taken up for study and analysis.
ii) Prepare questionnaire and gather data on the job including characteristics of the job and abilities and behavior required of the person performing the job. The process of job analysis involves a clear understanding of the job. For this, it is necessary to discuss the job content with the job holder and his immediate supervisor. This will provide data on the job as the jobholder is performing it at present as well as the supervisor's expectations from the jobholder. Based on the type of activities the jobholder has to show the skills, training, aptitude and behavioral requirements can be defined. Therefore, a standardized questionnaire can be prepared to collect data on all aspects of the job and its requirements. Similarly, the educational qualifications, experience, training, skills, abilities required for the position may also be listed.
iii) The data collected from employees holding jobs that need to be analyzed should be discussed with department heads and with the one or two other senior managers in the organization so that the job, as it should be well performed, can be defined. The job content can then be suitably modified, and job descriptions and job specifications prepared.