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Job Analysis Fundamentals for Workplace Safety Programs

· 6 min read
Lisa Anderson
Lisa Anderson
VP of Finance

Job analysis is the foundation of many workplace safety initiatives. By systematically examining what workers do, how they do it, and what's required, organizations can build more effective safety programs.

What is Job Analysis?​

Job analysis is the systematic process of collecting information about a job, including:

  • Tasks and responsibilities
  • Knowledge, skills, and abilities required
  • Physical and mental demands
  • Working conditions
  • Equipment and tools used
  • Performance standards

Why Job Analysis Matters for Safety​

Foundation for Multiple Programs​

Job analysis supports:

  • Physical Demands Analysis: Documenting physical requirements
  • Employment Testing: Developing job-related tests
  • Ergonomic Assessments: Understanding risk factors
  • Training Programs: Identifying competency needs
  • Job Descriptions: Creating accurate documentation
  • Return-to-Work: Establishing modified duty options

Well-documented job analyses provide:

  • ADA compliance support
  • Defense for employment decisions
  • Workers' compensation documentation
  • OSHA compliance evidence
  • Reasonable accommodation basis

Injury Prevention​

Understanding jobs helps:

  • Identify hazards
  • Design controls
  • Match workers to jobs
  • Prevent overexertion
  • Reduce ergonomic risks

Types of Job Analysis​

1. Task-Oriented Analysis​

Focus: What workers do

Components:

  • List of tasks
  • Frequency of tasks
  • Importance of tasks
  • Time spent on tasks
  • Difficulty level

Best for: Training development, procedure writing

2. Worker-Oriented Analysis​

Focus: What characteristics workers need

Components:

  • Knowledge requirements
  • Skills needed
  • Abilities required
  • Personal characteristics
  • Experience level

Best for: Hiring, selection, training needs assessment

3. Hybrid Analysis​

Focus: Both tasks and worker requirements

Components:

  • Comprehensive task list
  • Required competencies
  • Physical demands
  • Environmental conditions
  • Performance standards

Best for: Comprehensive safety programs

Job Analysis Methods​

1. Observation​

Process:

  • Watch workers perform job
  • Note activities and methods
  • Observe throughout full work cycle
  • Multiple workers and shifts

Advantages:

  • See actual work performed
  • Identify variations
  • Understand context
  • Capture non-verbal aspects

Limitations:

  • Time-consuming
  • May miss infrequent tasks
  • Observer effect (workers may change behavior)
  • Difficult for cognitive tasks

2. Interviews​

Process:

  • Talk with workers and supervisors
  • Ask about tasks, requirements, challenges
  • Probe for details
  • Verify information

Advantages:

  • Capture worker knowledge
  • Understand reasoning
  • Identify infrequent tasks
  • Build relationships

Limitations:

  • Subjective
  • May miss unconscious competencies
  • Time-intensive
  • Requires skilled interviewer

3. Questionnaires/Surveys​

Process:

  • Distribute structured questions
  • Workers rate tasks, frequency, importance
  • Collect from multiple incumbents
  • Analyze responses

Advantages:

  • Efficient for multiple workers
  • Quantifiable data
  • Standardized information
  • Less time per person

Limitations:

  • May miss nuances
  • Requires literacy
  • Limited depth
  • No opportunity for clarification

4. Work Diaries/Logs​

Process:

  • Workers record activities
  • Track time spent
  • Note conditions and challenges
  • Review over period of time

Advantages:

  • Captures actual work
  • Identifies variations
  • Worker involvement
  • Real-time data

Limitations:

  • Burdensome for workers
  • May be incomplete
  • Requires discipline
  • Potential for bias

5. Subject Matter Expert (SME) Panels​

Process:

  • Assemble experienced workers and supervisors
  • Facilitate group discussion
  • Build consensus on job requirements
  • Document findings

Advantages:

  • Leverages expertise
  • Builds consensus
  • Efficient
  • Comprehensive

Limitations:

  • May reflect ideal vs. actual
  • Group dynamics can influence
  • Requires skilled facilitation

6. Critical Incident Technique​

Process:

  • Identify critical job situations
  • Analyze effective and ineffective behaviors
  • Determine key competencies
  • Document examples

Advantages:

  • Identifies important competencies
  • Provides concrete examples
  • Focuses on outcomes
  • Useful for training

Limitations:

  • May miss routine tasks
  • Relies on memory
  • Time-intensive
  • Requires many incidents

Conducting a Job Analysis​

Step 1: Plan the Analysis​

Define Purpose:

  • What will the analysis be used for?
  • What level of detail is needed?
  • What resources are available?

Select Jobs:

  • Prioritize based on:
    • Injury history
    • Number of incumbents
    • Physical demands
    • Regulatory requirements
    • Business criticality

Choose Methods:

  • Match methods to purpose
  • Consider resources
  • Plan for multiple methods
  • Ensure validity

Step 2: Collect Information​

Gather Background:

  • Current job descriptions
  • Injury records
  • Training materials
  • Performance standards
  • Equipment manuals

Conduct Field Work:

  • Observe workers
  • Interview incumbents and supervisors
  • Administer surveys
  • Review work samples
  • Measure physical demands

Document Thoroughly:

  • Take detailed notes
  • Photograph work areas
  • Video record tasks (with permission)
  • Measure forces and distances
  • Record environmental conditions

Step 3: Analyze Data​

Organize Information:

  • Group similar tasks
  • Identify patterns
  • Note variations
  • Determine frequency and importance

Identify Requirements:

  • Physical demands
  • Cognitive requirements
  • Sensory needs
  • Environmental exposures
  • Social interactions

Assess Hazards:

  • Injury risks
  • Ergonomic factors
  • Chemical exposures
  • Safety hazards
  • Psychosocial stressors

Step 4: Document Findings​

Create Job Analysis Report:

  • Job summary
  • Essential functions
  • Task list with details
  • Physical demands
  • Working conditions
  • Required competencies
  • Hazards and controls

Develop Supporting Documents:

  • Updated job descriptions
  • Physical demands analysis
  • Training requirements
  • Safety procedures
  • Ergonomic recommendations

Step 5: Validate Results​

Review with Stakeholders:

  • Workers who perform job
  • Supervisors
  • Safety professionals
  • HR representatives
  • Legal counsel (if needed)

Verify Accuracy:

  • Does it reflect actual work?
  • Are all essential functions included?
  • Are requirements job-related?
  • Is it complete and current?

Step 6: Maintain and Update​

Regular Review:

  • Annual review minimum
  • Update when jobs change
  • Revise after incidents
  • Incorporate new equipment/processes

Version Control:

  • Date all documents
  • Track changes
  • Maintain history
  • Communicate updates

Using Job Analysis Results​

Employment Testing​

  • Develop job-related physical ability tests
  • Create work sample tests
  • Establish passing criteria
  • Ensure ADA compliance

Ergonomic Assessments​

  • Identify risk factors
  • Prioritize interventions
  • Design controls
  • Evaluate effectiveness

Training Programs​

  • Determine training needs
  • Develop curricula
  • Establish competency standards
  • Evaluate training effectiveness

Injury Management​

  • Establish modified duty options
  • Guide return-to-work
  • Inform medical providers
  • Support accommodation requests

Job Design​

  • Identify improvement opportunities
  • Redesign tasks
  • Redistribute work
  • Optimize efficiency

Common Challenges​

Challenge: Jobs vary significantly between workers Solution: Analyze multiple incumbents; document acceptable variations

Challenge: Jobs are constantly changing Solution: Focus on core functions; plan for regular updates

Challenge: Workers can't articulate what they do Solution: Use observation; ask about specific situations

Challenge: Limited time and resources Solution: Prioritize high-risk jobs; use efficient methods

Challenge: Resistance from workers or management Solution: Communicate purpose and benefits; involve stakeholders

Best Practices​

  1. Use Multiple Methods: Triangulate data for accuracy
  2. Involve Incumbents: Workers are the experts
  3. Observe Actual Work: Don't rely solely on descriptions
  4. Consider Variations: Account for shifts, seasons, experience levels
  5. Focus on Essential Functions: Distinguish critical from marginal tasks
  6. Document Thoroughly: Detailed records support multiple uses
  7. Validate Findings: Verify accuracy with stakeholders
  8. Keep Current: Jobs change; analyses must too
  9. Link to Outcomes: Connect to safety, performance, business goals
  10. Professional Approach: Use systematic, defensible methods

Job analysis is an investment that pays dividends across multiple safety and HR functions. When done well, it provides the foundation for effective, legally defensible programs that protect workers and support business objectives.