Job Analysis Checklist

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• Summary
  • What is a job analysis? It is a necessary process for any company to identify a set of particular duties and requirements for a given job and to investigate whether this job is performed as expected and in accordance with assigned duties and determined requirements. It is an activity of indentifying whether an employee can do his tasks on time, within budget and as per specification.
  • How to conduct a job analysis? It includes two components: "Information Gathering" and " Information Examining and Using " . Job analyzing means that these two components are used and information about jobs of employees is gathered, examined and applied. The analysis includes descriptions of tasks, tools, and equipment used by employees
  • What are the benefits? The following benefits can be gained by conducting a job analysis:
    • Possible areas for ergonomic workplace modifications are identified, so the work environment in your company can be adapted to fit the needs of your employees as well as to the business requirements of the company.
    • Factors that limit an employee’s return to work are identified, so your example will let this employee do more and waste less.
    • The work environment is modified to eliminate or reduce any barriers preventing an employee from following his job duties and responsibilities.
    • Potential accidents at workplaces are identified and the probability of their occurrence is reduced, so you can prevent future workplace injuries.
    • Work processes and workflows are investigated and necessary improvement steps are taken, so your employees are likely to increase their performance and your company is able to use a chosen model to prevent causes of poor employee productivity in the future.
• Information Gathering.
  • Information Gathering is one of the components. It is a process of collecting and investigating information required for conducting job task analysis. The information gathering process can be carried out by means of the two methods outlined below.
  • The method of collecting information from employees. This method assumes that your employees perform their own analysis of work while you (as a manager) monitor their efforts and collect results. Because your employees are often most aware of how they perform their jobs and tasks, this approach can prove to be quite cost effective and beneficial to your company. When your employees have finished analyzing their work, they may suggest changes to existing working procedures and workflows. In addition, this method will assist you in identifying unnecessary and non-productive job assignments.
  • The method of collecting information centrally. This method suggests you to hire a professional agency that specializes in services. This agency will help you observe the work environment of your company, keep track of employee performance, collect information on employee productivity, review job progress, and make descriptions . Such an agency should provide you with criteria to be used for measuring employee performance. The method allows breaking down job duties into detailed components, identifying problem areas, and generating productivity solutions. The main idea of the method is that you use administrative tools to centrally investigate job information and review work documentation.
• Information Examining And Using.
  • Time Management. The first step of job examining refers to managing working time by comparing the working hours required (planned) to perform a job versus the working hours actually spent on completing the job. Considering information you gathered at the previous step, you need to make this comparison in order to see whether your work planning effort fits the actual situation in the company. For better results, it is recommended applying time management techniques and building a matrix that consists of working hours actually spent, working hours initially planned, and names of employees.
  • Cost Management. The second step in examining jobs in your company refers to tracking the costs your employees have spent on doing jobs and tasks. Cost management techniques will allow you to examine job costs per employee per reporting period (e.g. daily, weekly) as well as to create a journal that includes names of employees, costs per work item, and the total cost amount. For greater convenience, you can use job cost management software (like VIP Task Manager) to track job costs and make notes.
  • Improvements and Modifications. Introducing improvements and modifications to existing work processes and workflows is the final step of job analyzing. It allows you to use information for increasing productivity and performance of your workers. Taking into account all the data that you have collected at the previous steps, you can use time management and cost management suggestions (i.e. matrix and journal ) to generate improvement ideas and make modifications to job processes and workflows of your company. Your sample will let you improve job performance and increase employee productivity considering all the factors (time and costs) that have an impact on the work environment of your company.

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