Job analysis is the process of gathering and analyzing information about a job in order to understand its duties, responsibilities, and requirements. It is an essential part of many HR functions, including job design, performance management, and compensation. There are several methods of job analysis that can be used, depending on the nature of the job and the information required. Methods of Job Analysis- Job analysis methods can be categorized into three basic types:
1. Observation Method
Observation of work activities and worker behaviors is a method of job analysis that can be used independently or in combination with other methods of job analysis. Three methods of job analysis based on observation are:
- Direct Observation: Using direct observation, a person conducting the analysis simply observes employees in the performance of their duties. The observer either takes general notes or works from a form which has structured categories for comment. Everything is observed: what the worker accomplishes, what equipment is used etc. The limitation of this method is that it cannot capture the mental aspects of jobs, such as decision making or planning, since mental processes are not observable.
- Work Methods Analysis: This method is used to describe manual and repetitive production jobs, such as factory or assembly-line jobs. This method is used by industrial engineers to determine standard rates of production.
- Critical Incidents Technique: It involves observation and recording of examples of particularly effective or ineffective behaviors. Behaviors are judged to be “effective” or “ineffective” in terms of results produced by the behavior. In this method a person using the critical incidents must describe behaviour in retrospect, or after the fact, rather than as the activity unfolds. Accurate recording of past observations is more difficult than recording the behaviours as they occur.
2. Interview
In this method, the Analyst interviews the employee, his supervisor and other concerned persons and record answers to relevant questions. The interviewer asks job related questions and a standard format is used to record the data. The limitation of this method is that it does not provide accurate information because the employee may not provide accurate information to protect his own interest. The success of this method depends upon the rapport between the analyst and the employee.
3. Questionnaire
In this method, properly drafted questionnaires are sent to jobholders. Structured questionnaires on different aspects of a job are developed. Each task is described in terms of characteristics such as frequency, significance, difficulty and relationship to overall performance. The jobholders give their rating of these dimensions. The ratings obtained are analyzed and a profile of an actual job is developed. This method provides comprehensive information about a job. The limitation of this method is that it is time-consuming and costly.
Practice Questions
Q1. Which of the following is a method of job analysis that involves observing an employee performing their job duties and noting down the tasks and responsibilities that they undertake?
a. Interviews
b. Questionnaires
c. Observation
d. Critical incident technique
Correct Answer: c. Observation
Q2. Which of the following is a method of job analysis that involves collecting examples of situations where the employee was effective or ineffective in their job duties, and analyzing these incidents to identify the key tasks and requirements of the job?
a. Observation
b. Interviews
c. Questionnaires
d. Critical incident technique
Correct Answer: d. Critical incident technique
Q3. Which of the following is a method of job analysis that involves asking employees to keep a diary or log of their activities throughout the day, providing a detailed account of their job duties and responsibilities?
a. Work diaries and logs
b. Interviews
c. Questionnaires
d. Critical incident technique
Correct Answer: a. Work diaries and logs
Q4. Which of the following is a method of job analysis that involves distributing questionnaires to employees, managers, and subject matter experts to gather information about the job’s tasks, responsibilities, and required skills and knowledge?
a. Observation
b. Interviews
c. Questionnaires
d. Critical incident technique
Correct Answer: c. Questionnaires
Q5. Which of the following is a method of job analysis that involves analyzing job performance data, including productivity, quality, and customer satisfaction, to identify the key tasks and requirements of a job?
a. Observation
b. Interviews
c. Questionnaires
d. Job performance data
Correct Answer: d. Job performance data
