Job description and analysis methods

Although the description and the analysis of the job are closely related in their purposes and in the data collection process, they differ from each other: the description is oriented to the content of the job (what the occupant does, when he / she does it, how it does it and why it does it), while the analysis aims to study and determine the qualification requirements, the implicit responsibilities and the conditions that the job demands to be carried out adequately. This analysis is the basis for evaluating and classifying jobs, with the purpose of comparing them.

Contents

• Direct observation method
  • Characteristics:
  • Advantage:
  • Disadvantages:
• Questionnaire method
  • Characteristics:
  • Advantage:
  • Disadvantages:
• Interview method
  • Characteristics:
  • Advantage:
  • Disadvantages:
• Mixed methods
  • The most used are:

Direct observation method

It is one of the most used methods, both because it is the oldest historically and because of its efficiency. Its application is much more effective when considering studies of micro-movements, and of times and methods.

The job analysis is carried out by observing the occupant of the job, directly and dynamically, in full exercise of their duties, while the job analyst writes down the key data of his / her observation on the job analysis sheet. of work. It is more recommended to apply it to the works that include manual operations or that are simple and repetitive.

Some routine jobs allow direct observation, as the volume of manual content can easily be verified by observation. Since observation does not answer all questions or dispel all doubts in all cases, it is usually accompanied by an interview and analysis with the occupant of the job or with the supervisor..

Characteristics:

1. The job analyst collects data about a job by observing the activities carried out by the occupant of the job..
2. The participation of the job analyst in the collection of the information is active; that of the occupant is passive.

Advantage:

1. Veracity of the data obtained, due to the fact that they originate from a single source (job analyst) and the fact that it is alien to the interests of the person who performs the work.
2. Does not require the occupant of the job to stop performing their duties.
3. Ideal method to apply in simple and repetitive jobs.
4. Adequate correspondence between the data obtained and the basic formula of the job analysis (what it does, how it does it and why it does it).

Disadvantages:

1. High cost because the job analyst requires investing a lot of time for the method to be complete.
2. Simple observation, without direct and verbal contact with the occupant of the job, does not allow obtaining important data for analysis.
3. It is not recommended to apply it in jobs that are not simple or repetitive.

It is recommended that this method be applied in combination with others to make the analysis more complete and accurate..

Questionnaire method

To carry out the analysis, the staff is asked to fill out a job analysis questionnaire and record all possible indications about the job, its content and its characteristics..

When it comes to a large number of similar jobs, routine and bureaucratic in nature, it is faster and cheaper to produce a questionnaire that is distributed to all occupants of those jobs. The questionnaire should be prepared in a way that allows obtaining correct answers and useful information. Before applying it, it should be known by at least one occupant of the job and his superior to establish the relevance and appropriateness of the questions, and eliminate unnecessary details, distortions, lack of relationship or possible ambiguities of the questions.

Characteristics:

1. Data collection on a job is done through a job analysis questionnaire, filled out by the occupant or his superior.
2. The participation of the job analyst in data collection is passive (receives the questionnaire); that of the occupant is active (fill out the questionnaire).

Advantage:

1. The occupants of the job and their direct bosses can complete the questionnaire jointly or sequentially; In this way, a broader vision of its content and its characteristics is provided, in addition to involving several hierarchical instances.
2. This method is the most economical for job analysis.
3. It is also the one that covers the most people, as the questionnaire can be distributed to all occupants of jobs and returned relatively quickly, as soon as they have answered it. This is not the case with the other job analysis methods.
4. It is the ideal method to analyze high-level jobs, without affecting the time or activities of executives.

Disadvantages:

1. Its application is not recommended in low-level jobs, in which the occupant has difficulty interpreting it and responding to it in writing..
2. Requires careful planning and crafting.
3. Tends to be superficial or distorted in terms of the quality of written responses.

Interview method

The most flexible and productive approach in job analysis is the interview that the analyst conducts with the occupant of the job..

If it is well structured, information can be obtained about all aspects of the job, the nature and sequence of the various tasks that comprise the job, and the whys and whys..

It can be done in relation to the skills required to fill the job, allows the exchange of information obtained from the occupants of other similar jobs, check the inconsistencies in the reports and, if necessary, consult the immediate supervisor to ensure that the details obtained are valid. It guarantees a face-to-face interaction between the analyst and the employee, which allows the elimination of doubts and mistrust, especially in the face of obstructive and obstinate employees. Currently, those responsible for preparing job analysis plans prefer this method based on direct contact and on collaboration and participation mechanisms..

The direct interview method consists of collecting the elements related to the job to be analyzed, through a direct and verbal approach with the occupant or his direct boss..

It can be done with one of them or with both, together or separately.

Characteristics:

1. Data collection is carried out through an interview of the analyst with the occupant of the job, in which questions are asked and verbal answers are given.
2. The participation of the analyst and the occupant of the job is active.

Advantage:

1. Data relating to a job is obtained from those who know it best.
2. There is the possibility of analyzing and clarifying all doubts.
3. This method is the best quality and the one that provides the best performance in the analysis, due to the rational way of gathering the data..
4. It has no contraindications. It can be applied to any type or level of job.

Disadvantages:

1. A poorly conducted interview can lead to staff reacting negatively, not understanding or accepting your objectives.
2. Can cause confusion between opinions and facts.
3. Too much time is wasted if the job analyst does not prepare well for it.
4. High operating cost: requires expert analysts and work paralysis of the job occupant.

Mixed methods

It is clear that each of the analysis methods has certain characteristics, advantages and disadvantages. To counteract the disadvantages and get the most out of the advantages, it is recommended to use mixed methods, eclectic combinations of two or more methods of analysis.

The most used are:

1. Questionnaire and interview, both with the occupant of the job. First the occupant answers the questionnaire and then presents a quick interview; the questionnaire will be taken as a reference.
2. Questionnaire with the occupant and interview with the superior to deepen and clarify the data obtained.
3. Questionnaire and interview, both with the superior.
4. Direct observation with the occupant of the job and interview with the superior.
5. Questionnaire and direct observation, both with the occupant of the job.
6. Questionnaire with the superior and direct observation with the occupant, the job position, etc..

The choice of these combinations will depend on the particularities of each company, such as analysis objectives and job description, personnel available for this task, etc..