Job Analysis

Definition: Job analysis refers to the process of systematically identifying, obtaining

and recording all the facts and details concerning the job through various methods.
It encompasses gathering information related to the knowledge, skills and
abilities (KSA) which the job holder must have, to perform the job satisfactorily.

Process of Job Analysis

1. Strategic Choices: Firstly, an organization needs to make

strategic choices, concerning the job analysis. These choices are related
to:

o Degree to which an employee is involved in the process.

o Sources of collecting information.
o When and How often analysis is conducted.
o Level to which details are to be collected.
o Orientation, i.e. past and future.
 Collection of Information: In the next step data is gathered,
which mainly deals with three aspects:
 o Type of data to be obtained: It focuses on the basic job
needs
o Person who collects the data: He/She may be the job
analyst, supervisor or incumbent.
o Methods applied in collecting data: A number of
techniques can be applied which may be an interview, checklists,
questionnaire, diary method, observation and so forth.
 Process Information: Once the information is collected by
the concerned individual, it is then transformed in a way, so that it helps
in job documentation.
 Job Description: The processed data will result in job
description which describes the entire job profile to the management
and the incumbent as well. It lists out the job title, duties, responsibilities,
tasks, activities, scope of work, objectives, authority limits, etc.
 Job Specification: Job specification specifies all
the employee qualifications, in the sense of physical, mental, emotional
and behavioural abilities.

The data gathered through job analysis is useful for various human
resource functions such as Human resource
planning, recruitment and selection, induction, training, job evaluation,
remuneration, performance appraisal, health and safety, promotion and
transfer, career planning, and so on.

An ideal job analysis covers all the important aspects such as tasks and
duties, work environment, superiors and subordinates, KSAs required,
etc.

Methods of Job Analysis

The most general Job Analysis methods are discussed below:

1. Observation Method: In this method the job analyst observes

the employees work and records all the tasks that are performed and
also those that are not performed. This may seem to be an easy method
of job analysis, but it is the most difficult one. The main reason being
that every person has a different way of observing things, which might
involve personal bias, likes and dislikes which will not give the desired
results.
2. Interview Method: In this method the manpower is
interviewed. The employee under this method comes up with different
ideas towards their working style, problems faced by them and
uncertainties or insecurities faced by them. It helps the organization in
knowing exactly what the employees are thinking about their jobs. This
helps in minimizing errors as not only one employee is interviewed,
but everyone in the organization is interviewed.
3. Questionnaire Method: This is another common method of
Job Analysis, which uses a questionnaire to be filled by the employees.
Care should be taken while framing questions for this, because this
method also suffers from bias by the superiors. It is always better if the
staff is communicated in a better way to make them understand that
the data collected is for their own good. Here different types of
questionnaires are prepared for different grades which is also time
consuming.