Professional Documents
Culture Documents
3
LEARNING OUTCOMES
By the end of this topic, you should be able to:
1.
2.
3.
4.
5.
X INTRODUCTION
Do you know that job analysis is the main process in compensation
administration? In the previous topic, we have discussed organisational aims as
well as the internal and external environments that could influence the formation
of an organisations compensation structure.
When doing a job analysis, we need to retrieve and collate accurate and
systematic information about the job to help the organisation formulate a salary
structure that is compatible with its capabilities and demands. We will also
collate and form a list of applicable knowledge, skills and abilities that the
applicants must possess to do the job.
In this topic, we will examine the importance of job analysis to an organisation
and discuss how to implement the job analysis process correctly and how to
avoid making common job analysis mistakes.
TOPIC 3
3.1
JOB ANALYSIS
W 67
We often use the term job analysis, but do we really understand what it means?
An accurate understanding of the term will help us grasp the job analysis process
better and consequently, enable us to form the salary structure of a job.
Job analysis refers to the process of obtaining descriptive information on a
specific job. It is a systematic process to determine the tasks performed on a
job.
The process also identifies the skills, knowledge and abilities required of
applicants to perform the job. Let us look an example.
Example 3.1:
To hire an administrative clerk, we have to first and foremost identify all the
tasks performed by an administrative clerk. Among the tasks are typing
letters and filing of relevant documents as well as records of the companys
internal and external correspondences. After identifying the duties of an
administrative clerk, we need to identify the types of skills and knowledge
required for the post.
Since the three main skills involved are writing and typing letters, answering
telephone calls correctly and using the computer, based on the analysis, the
person the organisation hires would have to be someone who has all the skills
mentioned to ensure that the clerical tasks are efficiently executed.
3.2
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TOPIC 3
JOB ANALYSIS
The following Figure 3.1 shows you the importance of job analysis in human
resource management.
These six points are further explained in the following Table 3.1.
Table 3.1: Importance of Job Analysis to Human Resource Managers
Job Analysis
Description
Valuation of a
Specific Job
Redesigning Jobs
Human Resource
Planning
Selection
TOPIC 3
JOB ANALYSIS
W 69
Performance
Evaluation
Training and
Development
SELF-CHECK 3.1
Earlier in the topic, we discussed the definition of job analysis. What
will happen in an organisation if job analysis is not carried out?
ACTIVITY 3.1
1.
2.
Note down the tasks for each job below according to your
understanding.
(a)
Doctor;
(b)
Lawyer;
(c)
Nurse;
(d)
Bank manager;
(e)
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3.3
TOPIC 3
JOB ANALYSIS
To Clarify the Importance of a Job that has been Identified from the Aspects
of Status, Area and Job Scope
Through a job analysis, an organisation tries to clarify the situation or status
of a job to members of the organisation and external parties. For example,
an organisational hierarchy shows the categorisation of each job in the
organisation according to status. This is to enable the employees to
differentiate between the reporting and working hierarchy. For example,
the chief clerk directs the general clerk. He is above the general clerk in the
chain of command. Meanwhile, the general worker and typist work under
the general clerk, that is, they report to him.
Apart from this, a job analysis is also performed to provide information on
the scope of work of a specific job. This is explained in the following
Example 3.2.
TOPIC 3
JOB ANALYSIS
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Example 3.2:
An administrative clerk knows precisely the scope of his or her work,
which is to ensure that all the organisations documentations are
properly filed. This scope of clerical work is characteristic of the post of
the administrative clerk.
(b)
(c)
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TOPIC 3
JOB ANALYSIS
Example 3.3:
An administrative clerk has to ensure that all important files are stored
safely and properly and that the documentation is done in a complete
and orderly manner.
The performance indicator for an administrative clerk is set at a
standard indicator, which is the achievement of at least 80% of an
administrative clerks task efficiency. The value of 80% is the performance
indicator that needs to be attained by administrative clerks at any
organisation.
How a rate is determined as a standard indicator depends on the listed
tasks and jobs. The officer or supervisor will consider the performance
level that can be achieved and which is in line with the organisations
aims. After an agreement has been reached, an indicator, in this
case 80%, will be used to represent the performance value of the
administrative clerk.
(d)
To Determine the Main Tasks of the Job, the Job Specifications and the Job
Environment
Through job analysis, tasks are listed out and arranged according to
priority. Let us analyse Example 3.4.
Example 3.4:
Which one of these two duties of an administrative clerk is of greater
priority: filing documents or typing letters? If filing documents is more
important, it will be placed at the top of the to-do list. Each job list has
priorities that need to be adhered to.
A job analysis will also clarify the job specifications; for example, the
kind of person needed to do the job is someone who is healthy and
strong to handle the physical demands of the work. It is also similar
with qualifications that are more specific in nature such as short hand
and typing skills. The job environment will also be explained such as the
equipment used and the surroundings at the location where the
administrative clerk will be working.
TOPIC 3
JOB ANALYSIS
W 73
The following Figure 3.4 shows you an office environment that is complete
with equipment used by a clerk.
3.4
A job analysis should gather information in the areas as listed in Figure 3.5.
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TOPIC 3
JOB ANALYSIS
The information displayed in Figure 3.5 must be acquired during a job analysis
for it to serve its purpose.
(a)
Information related to each task and duties of a job that is being researched.
This means that we need to compile a list of job activities that are
performed by the respective job holders.
(b)
(c)
(d)
Information relating to the job context. Job context means all information
relating to the situation or physical condition at the workplace. For
example, heavy machineries are used in the workplace.
(e)
The information acquired during a job analysis process can provide clarifications
which are related to the tasks and work of a specific job. Thus, during the process
of collating information, we must ensure that all information is accurate and
complete.
ACTIVITY 3.2
What are the consequences of inaccurate or insufficient information
collected through a job analysis? In your opinion, what are the causes of
inaccuracy?
EXERCISE 3.1
1.
2.
TOPIC 3
3.5
JOB ANALYSIS
W 75
There are a few factors that can influence the accuracy of the information
obtained through job analysis. These factors must be considered prior to doing a
job analysis. They are:
(a)
(b)
(c)
Job analysis calls upon the expert knowledge of the analysts. The
involvement of the experts will ensure that the analysis process is
performed correctly; and
(d)
Certain skills are required to ensure that the job analysis process runs
smoothly. This includes writing skills and the ability of the analysts to
understand various habits and human behaviour.
An organisation is able to execute job analysis properly only after considering the
above factors. The process of a job analysis involves three stages (see Figure 3.6).
76 X
3.5.1
TOPIC 3
JOB ANALYSIS
Which job should be evaluated? This is a very important decision in the job
analysis process. A job often has to be evaluated because the job content has
changed drastically due to developments in technology, work process and skills.
These changes will transform the nature of a job. A job analysis also has to be
done when an organisation is newly set up or if a new job is created. In some
organisations job analysis is done according to a scheduled plan, for example,
once in three years.
3.5.2
Various methods can be used to gather information in a job analysis. The person
who does the job analysis has to understand the research objectives prior to
selecting the method that is most appropriate to the research. Apart from
research objectives, other factors such as cost, time, accuracy of data and financial
resources will have to be considered when selecting a method.
A combination of various methods may be required to ensure that the
information obtained is correct and comprehensive. Four methods that can be
used are listed down in the following Figure 3.7.
TOPIC 3
3.5.3
JOB ANALYSIS
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The person who is assigned to do a job analysis has to thoroughly understand the
job that is being researched. This can be done by checking the organisations
reports and maintaining good relationships with the employees.
The gathered information is processed to prepare a job description, job
specification and performance standards. The following Table 3.2 describes the
three components of the job analysis process.
Table 3.2: Three Components of a Job Analysis
Component
Description
Job Description
Job Specification
All the processed information will assist organisations to identify the skill
levels of their employees. The level of skills and achievements will indicate the
eligibility of an employee for the compensation system that is to be formed.
3.6
The job analyst has to understand the purpose of the information collated to
avoid making mistakes that will affect the accuracy of the job information.
The following Table 3.3 gives you examples of mistakes that are often committed
by an analyst.
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TOPIC 3
JOB ANALYSIS
Mistake
Description
ACTIVITY 3.3
What will happen to a job analysis if there are mistakes? What are
the effects on the job description, job specification and performance
standards derived from the said job analysis?
TOPIC 3
JOB ANALYSIS
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EXERCISE 3.2
Multiple Choice Questions
1.
2.
B.
C.
D.
(ii)
i, ii and iii
B.
i, ii and iv
C.
i, iii and iv
D.
80 X
3.
4.
TOPIC 3
JOB ANALYSIS
B.
C.
D.
(ii)
5.
A.
i, ii and iii
B.
i, ii and iv
C.
i, iii and iv
D.
Leaving out important facts which are closely related to the job
and organisation.
B.
C.
D.
Essay Question
Briefly describe the process of a job analysis.
TOPIC 3
JOB ANALYSIS
W 81
There are six reasons why job analysis is important in human resource
management. Among them are human resource planning, selection and
performance evaluation.
Clarify the importance of a job that has been identified from the aspects of
status, area and job scope;
Determine the main tasks of the job, the job specifications and the job
environment.
Three processes of job analysis are determining the jobs that need to be
analysed, selecting job analysis methods and conducting the job analysis.
Inability to create good relations with employees who are involved in the
information-gathering process.
Performance standards
Job specification
Job analysis