Though there are several methods of collecting job analysis
information yet choosing the one or a combination of more than one
method depends upon the needs and requirements of organization and the
objectives of the job analysis process. Typically, all the methods focus
on collecting the basic job-related information but when used in
combination may bring out the hidden or overlooked information and prove
to be great tools for creating a perfect job-candidate fit.
Selecting an appropriate job analysis method depends on the structure
of the organization, hierarchical levels, nature of job and
responsibilities and duties involved in it. So, before executing any
method, all advantages and disadvantages should be analyzed because the
data collected through this process serves a great deal and helps
organizations cope with current market trends, organizational changes,
high attrition rate and many other day-to-day problems.
Let’s discuss few of job analysis methods that are commonly used by
the organizations to investigate the demands of a specific job.
Job Analysis Methods
Most Common Methods of Job Analysis
- Observation Method: A job analyst observes an employee
and records all his performed and non-performed task, fulfilled and
un-fulfilled responsibilities and duties, methods, ways and skills used
by him or her to perform various duties and his or her mental or
emotional ability to handle challenges and risks. However, it seems one
of the easiest methods to analyze a specific job but truth is that it is
the most difficult one. Why? Let’s Discover.
It is due to the fact that every person has his own way of observing
things. Different people think different and interpret the findings in
different ways. Therefore, the process may involve personal biasness or
likes and dislikes and may not produce genuine results. This error can
be avoided by proper training of job analyst or whoever will be
conducting the job analysis process.
This particular method includes three techniques: direct observation, Work Methods Analysis and Critical Incident Technique. The first method includes direct observation and recording of behaviour of an employee in different situations. The second involves the study of time and motion and is specially used for assembly-line or factory workers. The third one is about identifying the work behaviours that result in performance.
- Interview Method: In this method, an employee is
interviewed so that he or she comes up with their own working styles,
problems faced by them, use of particular skills and techniques while
performing their job and insecurities and fears about their careers.
This method helps interviewer know what exactly an employee thinks
about his or her own job and responsibilities involved in it. It
involves analysis of job by employee himself. In order to generate
honest and true feedback or collect genuine data, questions asked during
the interview should be carefully decided. And to avoid errors, it is
always good to interview more than one individual to get a pool of
responses. Then it can be generalized and used for the whole group.
- Questionnaire Method: Another commonly used job
analysis method is getting the questionnaires filled from employees,
their superiors and managers. However, this method also suffers from
personal biasness. A great care should be takes while framing questions
for different grades of employees.
In order to get the true job-related info, management should
effectively communicate it to the staff that data collected will be used
for their own good. It is very important to ensure them that it won’t
be used against them in anyway. If it is not done properly, it will be a
sheer wastage of time, money and human resources.
These are some of the most common methods of job analysis. However,
there are several other specialized methods including task inventory,
job element method, competency profiling, technical conference,
threshold traits analysis system and a combination of these methods.
While choosing a method, HR managers need to consider time, cost and
human efforts included in conducting the process.
Observation Method
Oxford dictionary defines observation as the action or process of closely observing or monitoring something or someone. The keywords of this definition are closely observing or monitoring.
The
idea of observation method in job analysis absolutely has the same meaning as
Oxford Dictionary defines. When a job analyst observes an employee as the
research subject, the job analyst has to monitor, watch, and record the
behaviors of research subject without any direct contact.
The data recorded includes:
1. all
the employee’s performed and non-performed tasks,
2. fulfilled
and un-fulfilled responsibilities and duties, methods, ways and skills applied
by the employee to perform various duties;
3. mental
or emotional ability/skills to handle the challenges, risks, and conditions.
Before
you decide whether to apply this method, take a look at the followings
advantages and disadvantages of observation method.
Advantages:
Ø First-hand information: With Direct
Observation, the trained job analyst can obtain first-hand knowledge and
information about the job being analyzed. Without any delays, the job analyst
could find out anything that happens to the employee.
Ø Simple to use: No need further tools
to collect data. Just you and your equipments to write/record the information.
Ø Verifies data from other sources: To
clarify the existing data regarding the responsibilities, skills, scopes, etc
toward the research subject. To confirm what the employee does against the
existing information.
Ø Useful for manual and psycho-motor
tasks: Observation method is beneficial for jobs that involve manual and
psycho-motor tasks such as:
a.
Machine Operator
b.
Construction Worker
c.
Police Officer/Patrol Officer
d.
Flight Attendant
e.
Bus Driver
f.
Housekeeper/Janitor
g.
Skilled Crafts Worker
While the disadvantages are:
Ø Time consuming: The job analyst
could only observe when the employee is available to work. And the duration of
observing merely depends on the schedule of the employee.
Ø May bias employee’s performance:
When he is informed that a job analyst will come to observe, the employee will
normally prepared all the best he can. He is trying to impress the job analyst,
he will do things that he regularly does not. Well, this kind of behavior might
happen although there are employees who are not bothered by the presence of a
job analyst.
Ø Small sample size: The data
collected is simply from the employee being observed. The job analyst cannot
hope to get lots of data if he only has limited numbers of research subjects.
Ø Requires skilled observer: Every job
analyst has his/her own way of observing the employee. Different job analyst
think and interpret the findings in different ways. Who can guarantee that
every job analyst has the same capabilities?
Ø Validity & reliability may be
problematic: This is related to point number two, it may bias employee’s
performance. The presence of a job analyst may affect the employee causing the
employee to change and alter their normal work behavior. It is important for
the job analysts to be unobtrusive in their observations. The employees may
alter their work behavior if they know they are being observed.
Ø Not useful for jobs consisting of
mostly mental tasks: This is related to the advantages number 4. It is easy to
observe jobs that require physical activities. We can match the behaviors with
the written and guided instructions. However, how can analyze jobs that demand
critical thinking? It’s quite difficult then.
Well,
I myself have an interesting experience with this observation method. This
experience is not about my job as a job analyst instead as the employee being
observed.
I
used to work as an English Teacher and regularly teachers are observed by the
supervisor to maintain their teaching quality. As a rookie, being observed was
not totally fun. Having your own boss watching you was not comfortable at all.
We, the teachers, have nick names for those supervisors. We call them “The
Fault Finders”.
Yes,
they always try to find our faults. The most annoying part is when they pointed
our mistakes. In order to avoid being humiliated by the supervisor, I always
prepared my best right before I was being observed. I prepared more exercises,
more games, and better lesson plan to students. Slowly the “Fault Finders”
found my mistakes lesser and lesser :).
As
time passed by I learn that the presence of a supervisor in my class is not bad
at all. Instead their coming to my class is so valuable in telling me what I
should do and what I shouldn’t do. The result? I improve my teaching skills.
So, do you think this observation method is beneficial?
