Professional Documents
Culture Documents
Job Analysis
1806283
Section: FAR
JOB ANALYSIS 1
Table of contents
Executive Summary…………………………………………………………………2-1
Introduction………………………………………………………………………….3-2
definition…………………………………………………………………..……4 3.1
3.2Importance…………………………………….………………………..……….4
Objectives……………………………………………………………...……….5 4.1
Uses…………………………………………………………………...…….5&6 4.2
process………………………...…………………………………………….8&9 5.2
Advantages........................................................................................................16 8.1
Disadvantages.............................................................................................17&18 8.2
Conclusion ..............................................................................................................19 -9
Executive Summary -1
Introduction -2
The term 'job analysis' refers to the process of determining the essential characteristics
that are necessary for the effective performance of the job. Job analysis helps to
provide a summary of the duties and responsibilities of a job, its relationship to other
jobs, the knowledge and skills required and the working conditions under which it is
carried out. Facts of the job are collected, analyzed and recorded as the job exists, not
as the job should be. Job analysis considered as starting point for other HR activities.
It is essential to make everyone understand their job and expectations from the job.
organizations require job analysis is to ensure proper selection measures for choosing
.the suitable applicants
In most situations, properly a good job analysis conveys information to take a number
of important decisions relating to human resources management . job descriptions and
job specifications and are considered as job analysis component. however, job
analysis leads to preparation of job description and job specification. Both of them
underlie the roles, responsibilities, and qualifications needed in the job. At the same
time, has a significant influence on the employees and organization. In this essay you
will learn the definition , significance, process, methods, components ,advantages and
.disadvantages of job analysis
JOB ANALYSIS 4
3.1 Definition
Job analysis is the systematic process of determining the skills, duties, and knowledge
required for performing jobs in an organization. With job analysis tasks are
established that are required to execute the work. It is historically an important and
omnipresent HR strategy, and the starting point for certain HR activities. The need for
a strong task management program is important in today's fast-changing work
environment. New jobs are being developed, and the redesign or removal of old jobs.
A job analysis that was conducted only a few years ago may now be obsolete and
must be redone. Some have even suggested that changes are occurring too fast to
maintain an effective job analysis system
3.2 Importance
Job analysis is a critical method for making a variety of decisions on human resources.
It is used to plan and conduct a number of activities and programs relevant to human
resources management. Job analysis aids in analysing the resources and establishing
the strategies to accomplish the business goals and strategic objectives. Effectively
developed, employee job descriptions are communication tools that are significant in
an organization's success .The main purpose of conducting job analysis is to prepare
job description and job specification which would help to hire skilled workforce.
Therefore, job analysis enables recruiter/employer to have a deep insight of a job, with
that, recruiter can easily track candidates who have required qualifications and
qualities to perform a job. Job Analysis can be used to identify areas where an
employee needs training, since job analysis make it clear to understand about core
duties and responsibilities of a job. Besides, it provides information to develop
suitable training material for a job to be performed by an employee after completion
of his training
JOB ANALYSIS 5
:Objectives 4.1
Work Simplification: A job may be analysed to simplify the process and methods -1
involved in it. This will mean redesigning the job. Work simplification helps to
.improve productivity of personnel
Support to Other Personnel Activities: Job analysis provides support to other -3
personnel activities such as recruitment, selection, training, development, performance
.appraisal, job evaluation etc
:Uses 4.2
1-Staffing: Both staffing areas would be haphazard if the company didn't know the
skills needed to handle the various positions. In HR planning a major use of job
analysis data is made. It's just inadequate to realize that the company would need l000
new workers to manufacture products or services to meet demand for sales. Every
work needs different expertise, different skills.
manager who evaluates an employee on factors not clearly predetermined is left open
to allegations of discrimination.
4- Compensation: In the field of compensation, during the recruiting & hiring process
the managers will realize the importance of the work in terms of the dollar value. The
importance of every work is directly linked to the tasks and obligations in relation to
that role .
5- Safety and Health: The job analysis process uncovers the hazardous and unhealthy
environmental factors such as heat, noise, fumes, dust etc. The management can take
corrective measures to minimise the chances of various risks to ensure safety of
workers and to avoid unhealthy conditions.
are considered for promotion, transfer, or demotion, the job description provides a
standard for evaluation and comparison of talent. Information obtained through job
analysis can often lead to more objective human resource decisions.
7- Legal Considerations: The legal aspects of the jobs & policies are better covered
by conducting proper analysis
Job Designing: Job analysis helps the industrial engineers in designing the job by -8
making comprehensive study of the job elements. It also helps in time and motion
study, work specifications, methods and work place improvement and work
measurement. Human engineering activities such as physical, mental and
.psychological are also studied with the help of job analysis information
Gathering job-related information involves lots of efforts and time. The process may
become cumbersome if the main objective of it is not known. Any information can be
gathered and recorded but may be hazardous for health and finances of an
.organization if it is not known what is required and why
Before starting to conduct a job analysis process, it is very necessary to decide what
type of content or information is to be collected and why. The purpose of this process
may range from uncovering hidden dangers to the organization or creating a right job-
person fit, establishing effective hiring practices, analyzing training needs, evaluating
a job, analyzing the performance of an employee, setting organizational standards and
.so on. Each one of these objectives requires different type of information or content
Duties of an employee
:process 5.2
1-Identification of Job Analysis Purpose: Well any process is futile until its purpose
is not identified and defined. Therefore, the first step in the process is to determine its
need and desired output. Spending human efforts, energy as well as money is useless
until HR managers don’t know why data is to be collected and what is to be done
2- Who Will Conduct Job Analysis: The second most important step in the process
of job analysis is to decide who will conduct it. Some companies prefer getting it done
by their own HR department while some hire job analysis consultants. Job analysis
consultants may prove to be extremely helpful as they offer unbiased advice,
guidelines and methods. They don’t have any personal likes and dislikes when it
comes to analyse a job.
3- How to Conduct the Process: Deciding the way in which job analysis process
needs to be conducted is surely the next step. A planned approach about how to carry
the whole process is required in order to investigate a specific job.
JOB ANALYSIS 9
Now is the time to make strategic decision. It’s about deciding the extent of employee
involvement in the process, the level of details to be collected and recorded, sources
from where data is to be collected, data collection methods, the processing of
information and segregation of collected data.
Next is to train the job analyst about how to conduct the process and use the selected
methods for collection and recoding of job data.
:Data Collection -7
Proper documentation is done to verify the authenticity of collected data and then
review it. This is the final information that is used to describe a specific job.
Now is the time to segregate the collected data in to useful information. Job
Description describes the roles, activities, duties and responsibilities of the job while
job specification is a statement of educational qualification, experience, personal traits
and skills required to perform the job
JOB ANALYSIS 10
Job analysis has traditionally been conducted in a number of different ways because
organizational needs and resources for conducting job analysis differ. Selection of a
specific method should be based on the purposes for which the information is to be
used (job evaluation, pay increases development, and so on) and the approach that is
most feasible for a particular organization. The historically most common methods of
job analysis are discussed in the following sections
:Questionnaire -1
In this method a detailed questionnaire is prepared by the Job analyst and distributed
among the workers. The workers answer the questions to the best of their knowledge
and belief. Employees’ cooperation can more easily be achieved by explaining the
entire programme fully in detail to the representatives of employees. Assistance of
supervisors can also be sought. This technique is time consuming and generally does
not yield satisfactory results because many employees do not complete the
questionnaire or furnish incorrect information because of their own limitations. The
use of questionnaire is recommended only in case of those technical jobs where the
job contents are not completely known to the supervisor or the operation is too
.complex to observe
:Observation -2
A job analyst observes an individual and tracks any of his / her roles, obligations and
duties, strategies, forms and abilities he / she utilizes to fulfill different duties and his /
.her intellectual or emotional capacity to manage the difficulties and threats
JOB ANALYSIS 11
Nonetheless, analyzing a single job appears to be one of the simplest approaches, but t
he fact is that it is the most complicated. That is because each person has his own way
of analyzing stuff. Various individuals think differently, and therefore perceive the
results. The method can also include particular preferences or interests which dislikes
and does not produce true outcomes. This mistake may be prevented by adequate
work analyst preparation or by whoever would perform 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 -3
job analyst uses interview as a prime method of data collection. He contacts the
workers and the supervisor concerned and asks questions regarding the various jobs
performed by them for collecting the information. The supervisor may be taken into
confidence in collecting the information about the work which the worker is not
willing to supply due to certain limitations. Interview may be used as a technique for
comparing the data, collected by the analyst through observation or questionnaire.
This technique can do much to dispel any doubts and suspicions which might be held.
It may also be useful to crosscheck the information obtained with the incumbents of
identical or similar jobs. But it may be kept in view that when information is gathered
.by interviewing; it is the study of positions and not of persons holding the positions
:Employee Recording -4
Personnel department maintains the record of the facts regarding job and the job
holders. The analyst collects the information from the record maintained by the
personnel department. This method is also not free from defects. Certain information
such as supervisor worker relationship, tools and accessories used, and work
conditions are not made available from records and hence complete information about
.work and worker cannot be obtained by this technique
JOB ANALYSIS 12
The Guidelines- Oriented Job Analysis refers to the employment legislation
.and requires a step-by-step process to identify the role of a specific job classification
This is also used to build selection methods, such as application forms, as well as to
.record compliance with various legislative requirements
Is a formal job analysis questionnaire using a checklist approach for the identification
of work elements? Instead of tasks, it focuses on general staff behaviours Around 194
job descriptors concern work-oriented elements. PAQ's advocates believe that their
ability to identify job elements, job- behaviours and other job features makes this
procedure applicable to the analysis
JOB ANALYSIS 13
It is a written statement that provide job applicants with an outline of the main duties
and responsibilities of the job for which they are applying. Job description indicates
the tasks and responsibilities, job title, duties, machines, tools and equipment, working
conditions and occupational hazards that form part of the job. The description is
usually drawn up by the individual in the organisation responsible for overseeing the
selection process for the role, often with the help of the company’s HR department
and/or an external recruiter
:Job Title
It explains the title of the job. It means, what the particular job is all about is identified
under this content. Make your job titles specifically. Targeted job titles are more
effective than generic ones, so be precise by including key phrases that accurately
describe the role
:Job Summary
Job summary tells about a brief history of the job. It is a short paragraph which
explains the tasks and activities to be performed by an incumbent. It is a statement
which explains what the job entails. Your summary should provide an overview of
your company and expectations for the position
:Duties Performed
Duties refer to the task performed by an employee. It is necessary to mention the task
of the employee because it helps him to estimate the percentage of time that is devoted
to the performance. Make sure your list of responsibilities is detailed but concise.
Also, emphasize the duties that may be unique to your organization
:Job Location
It refers to the name of the department where the job under consideration exists in the
organization
JOB ANALYSIS 14
Helpful for organization to understanding the type of candidate they should search for
based on title, position and location
Employees well have enough information about their job roles & duties
Job description helps in understanding the workplace environment, benefits etc for a
prospective employee
Job description clearly focus on the requirements, objectives & goals that it wants an
employee to perform
Job descriptions are time bound and can change with organization structure, industry
policies, company requirements etc
It can only highlight the macro criteria of a job but cannot fully explain the obstacles,
emotional requirements etc related to the job
Incomplete job description lacking quality information can misguide both the HR
manager as well as the employee
:Educational Qualification
:Experience
is the information of all the past and present employment or association of the
candidate, including the name of the company, post, duration, salary package, job
. profile
How the person will behave in a particular situation, if he or she can handle complex
problems, generic behaviour etc are all contain in the characteristics of a job
description. It also covers the emotional intelligence of a person i.e. how strong or
weak a person is emotionally
It gives the HR managers a threshold and a framework on the basis on which they can
identify the best prospects
Helps in screening of resumes and saves time when there are multiple applications by
choosing those who are closest to the job specification
:Advantages 8.1
Job analysis provides direct and detailed information about the job and the right way
to perform the duties. The insightful information imparted is useful for the supervisors
and managers as learning this they can decide the duties and requirements of the job
properly and according to that select the workers. The risks and difficulties associated
with the work are also understood and the expertise and knowledge required is also
known through job analysis. Hence the process of selection becomes much easier after
.job analysis
This is a vital activity in any organization as only with the suitable workers can an
organization become successful. So, the worker suitable and custom-made for the job
should be hired after examination of their skills, knowledge and other requirements by
the manager or supervisor. Job Analysis helps the organizations to select suitable
candidates as the workers, who can perform according to the job necessities
.efficiently
The decisions of which candidate to select and whom to reject is confusing; job
evaluation makes this easy as the requirements of each job is detailed properly and
only the candidates who fulfil this criterion will be selected.
The practice of job analysis answers numerous difficulties and queries; the person
giving the instructions and training, the time of training and instructing, the matter of
instruction and training, how should the training be given and is it behavioural or
technical, and the process of conducting the training. All this information and
decisions are taken by job analysis.
JOB ANALYSIS 17
:Disadvantages 8.2
The drawback which discourages most people from doing a job analysis is the lengthy
procedure and unnecessary time-consumption and time-wastage during the interviews
or observations. The prolonged time required for completing a job analysis is a major
drawback and becomes more of a hindrance as the employee can change the job
.before the manager or supervisor has completed the job analysis
Though job analysis is a very efficient method of understanding the job requirements
when done properly; but most often the analysis is distorted by personal likes and
dislikes. If the manager likes one worker more than the other his personal opinions
will influence the job analysis and it will not be a genuine analysis. The biases and
prejudices will always be present in job analysis since it is done by human beings and
they are never free from biases and prejudices completely. This favouritism and
.partiality cause difficulties in collecting genuine and real information
The size and source of the data is mostly insignificant and small as the sample size is
small. This makes the source of data small and only the information collected from a
few workers who may even be influenced by their own personal opinions is recorded
and analyzed. Then this information of job analysis is portrayed as significant and
consistent. But in reality, this is not the case as a sample of a few workers is not enough to
.decide the norm and become a standard
The methods for job analysis require immense dedication and hard work for the
proper completion of the analysis. It becomes all the more difficult and complex since
all the different jobs has different demands and requirements in no single outline. So
the same method of job analysis and the same questions and evaluation systems will
not suffice for the different jobs; tailor-made questions are required for the different
JOB ANALYSIS 18
jobs for their proper job analysis. The analysis and recording of information for
.different jobs should be done separately to get the correct results
Often it occurs that the analyst himself is not worthy of doing the analysis work; with
an unworthy analyst, a proper job analysis is impossible to do. He may be unaware of
the goals and aims of the job on which the job evaluation is being done. If this is the
case then the job analysis is nonsense and misuse of time, effort and money. It will
never be any good for the organization or the workers. So, when the analyst is not
properly trained, he should never be given the duty of doing job analysis; he should be
rigorously trained with real and authentic information to get the sense of the real
.world
:No one can analyze mental potential through Job Analysis methods -6
The last drawback seen in job analysis is that the mental aptitudes like intelligence,
sentiments, knowledge and wisdom, propensity, patience and stamina are never to be
seen as these are intangible characteristics of each individual. During the questioning
in job analysis, the complete mental analysis can never be done as people respond
differently in diverse circumstances. Hence one can never standardize the mental
ability requirements in any given job. Job analysis gathers information on the duties
and responsibilities of the job; it specifies the basic requirements and qualifications for
the job. The work environment is also evaluated, and assessment is done about
whether the work surroundings are worker-friendly or difficult to work in. Supervision
and analysis is done on the work relationship shared by the workers and the
relationship with customers. In job analysis, evaluation of workers is done on the basis
of knowledge, expertise, and aptitudes of the workers. Through this analysis, only the
.minimum requirements are taken into consideration
JOB ANALYSIS 19
Conclusion -9
It can better for human resources department to understand how to conducting job
analysis with the right process such as , identifies the purpose of job , decide who and
how doing the analysis, make strategic decision, training the analyst , collection data
and developing job description and job specification and the other process we have
.discussed in the essay
And they have to be very much careful of what is the information to be Collect during
Job Analysis. Therefore, Analyst should know what is the issues or disadvantages that
could he face it in conducting job analysis and how to deal with it. Overall, to Getting
the correct number of employees, qualifications and responsibilities organization must
implement job analysis in the right way
JOB ANALYSIS 20
References -10