THE PROCESS OF JOB ANALYSIS AND METHODS OF DATA COLLECTION

The Process of Job Analysis:

The Process of Job Analysis include the following four stages. Their details are as under.

Stage 1 Collection of background Information

In this stage HR Manager or Job analysis specialist plan for data collection, decides about data collection techniques, its usage, available organizational charts and process charts and any previous job descriptions and specifications. Often such information is available in organization and thus forms the basis for conducting a fresh job analysis. 

The Process of Job Analysis by Tahir 2012

Stage 2 Selection of a sample unit

In most cases there are many employees in organization who are carrying out same or relatively similar jobs. Therefore it is wise to select a sample size which will make job analysis easier and more cost efficient

Stage 3 Collection of job analysis data

After reviewing the background information and other relevant data in stage 1& 2, stage 3 involves collection of real data about jobs. This data can provide useful insight about job and include information such as required knowledge, skills, behavior, personality, machinery and physical skills and other interpersonal and intrapersonal skills. After collecting such information it is wise to recheck this information with workers and their immediate supervisors which will help to eliminate any errors in data.

Key Parties in Job Analysis and Data Collection by Tahir 2012

Stage 4 Developing a Job Description and Job Specification

Based on the information collected via Stage 1, 2 and 3, the person who is carrying out job analysis is able to develop job description and job specification.

As mentioned above job description is about writing key responsibilities, authority, working conditions and other information which are relevant and important. Job Specification is more about individual who will be suitable to fill such jobs such as their personal qualification, experience, knowledge, traits, personality and so on.

Methods of Data Collection:

There are different methods of collecting important information about job and individuals. Some of the most commonly used methods are as under.

1.       The Interview

Interviews are most common and easiest method of job related data collection. In Interviews you directly ask the workers who are performing that job or similar job either individually or collectively. These interviews can also include the input of worker’s supervisors. 

They can give a good picture of job since workers are the expert of their work or area and they know exactly what the job entails, what is its location, what are the key duties, responsibilities, authorities, problems, limitations, risks, hazards and also suggestions for improvements.

1.       The Questionnaire

Questionnaire can be used to collect job related information either in a structured or highly unstructured way. In Structured questionnaire similar type of questions are asked from many individuals and their answers are then calculated and based on average you can figure out about specific job. 

Similarly in unstructured questionnaires individuals have choice to say anything about job and thus the data you get is richer and qualitative in nature. 

1.       Direct Observation

Direct observation is also a useful method of job analysis data. It is useful because it provide a direct understanding of what the individual do in their daily job, what are the key tasks, what are the limitations, problems, hazards, risks, duties, responsibilities, supervisors, reporting and communication channel and so on. 

Direct observation can also be facilitated by CCTV (Closed circuit television) or other means of technology.