JOB ANALYSIS

Definition

A job analysis is the systematic process for identifying the nature and outcomes of a position
by determining the specific tasks and activities performed to achieve desired results and the
context in which work is performed.

A job analysis has been described as the essential element for virtually all of the HRM
functions and “the basis for the solution of virtually every human resource problem” . The job
analysis provides a means for understanding the Knowledge, Skills, Abilities, and Other
requirements essential to the performance of each organizational position

Conducting a Job Analysis

Although there are differing ways about the steps involved in conducting a job analysis, the
job analysis typically includes eight important steps:

1) Determine the Job to be Analyzed and its Contribution to Organization Mission.

-Every position in an organization exists to further the mission and objectives of an

organization. The outcomes and results of each position must be defined in measurable terms.

2) Identify Subject Matter Experts and Participants to Include in the Process.

-A job analysis is best conducted by individuals who have a clear understanding of the
expectations, requirements, and outcomes associated with the position being analyzed.
Internal and external “customers” of the position have valuable insights, as do colleagues
who work with and are interdependent with the position.

3) Systematically Collect Information about the Job.

-There are many sources of job information, ranging from such resources as a previously
developed job description, classification standards, established performance measures, and
specialized job audits. Identifying job tasks, relationships, performance outcomes, required
skills, specialized abilities, necessary knowledge, and other job-related criteria.

4) Matching Job Content with Competencies and Requirements.

-Each source of job information can be useful in identifying the factors that are necessary in
the successful achievement of job outcomes. Carefully matching job content with those
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competencies and requirements results in a detailed list of qualities essential for performing
successfully.

5) Identifying Critical Tasks and Results.

-Subject Matter Experts and other stakeholders who are involved should rank the importance
of those tasks and results which are most important and essential for achieving organizational
priorities for the position being analyzed.

6) Identify Competencies Matching Tasks and Results.

-Ranking critical competencies is essential in order to identify the most important capabilities
required to achieve desired outcomes.

7) Formally Confirm the Overall Job Elements.

-Compile and review all of the information generated in the job analysis process and reaffirm
that the job tasks and competencies accurately match the purposes of the position and their
contribution to desired organizational outcomes.

8) Document the Final Result.

- Publish the job analysis, identify and document when it was conducted, and formally adopt
it as a summary of the purposes, tasks, and requirements of the position being analyzed.

HRM “purposes or uses,” that are directly affected by the job analysis

1. Preparing Job Descriptions.

The job analysis enables Human Resource personels to prepare a job description which
includes a job title, an overall job summary, duties and tasks, and job qualifications.

2. Job Evaluation.

Because a job analysis documents the work to be performed and the qualifications required
for a position, it enables an organization to establish a pay range for that position and to help
insure internal equity of compensation among positions within an organization.

3. Performance Appraisal.

Performance appraisal identifies the standards of quantitative and qualitative performance of

positions in achieving organizational goals. Performance reviews are conducted by managers
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and supervisors to communicate expectations, coach employees, and provide regular
feedback.

4. Training.

The job analysis enables an organization to identify types of training needed by employees in
various positions. Training improves individual performance, stimulates workplace learning,
and facilitates constant improvement.

5. Worker Mobility.

The job analysis can aid organizations in identifying qualified candidates as positions change,
as promotional opportunities arise, and as employees consider career opportunities beyond
their current positions.

6. Workforce Planning.

Information about employee qualifications and capabilities can assist organizations as they
consider the impacts of organization growth, succession planning, and technological impacts
on the organization.

Job description
Is an organized factual statement of job contents in the form of duties and responsibilities of a
specific job. The preparation of job description is very important before a vacancy is
advertised. It tells in brief the nature and type of job. This type of document is descriptive in
nature and it constitutes all those facts which are related to a job such as :

1. Title/ Designation of job and location in the concern.

2. The nature of duties and operations to be performed in that job.
3. The nature of authority- responsibility relationships.
4. Necessary qualifications that is required for job.
5. Relationship of that job with other jobs in a concern.
6. The provision of physical and working condition or the work environment required in
performance of that job.

Advantages of Job Description

1. It helps the supervisors in assigning work to the subordinates so that he can guide and
monitor their performances.
2. It helps in recruitment and selection procedures.
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 3. It assists in manpower planning.
4. It is also helpful in performance appraisal.
5. It also helps in chalking out training and development programs.

Job specification
Is a statement which tells us minimum acceptable human qualities which helps to perform a
job. Job specification translates the job description into human qualifications so that a job can
be performed in a better manner. Job specification helps in hiring an appropriate person for
an appropriate position. The contents are :

1. Job title and designation

2. Educational qualifications for that title
3. Physical and other related attributes
4. Physique and mental health
5. Special attributes and abilities
6. Maturity and dependability
7. Relationship of that job with other jobs in a concern.

Advantages of Job Specification

1. It is helpful in preliminary screening in the selection procedure.

2. It helps in giving due justification to each job.
3. It also helps in designing training and development programs.
4. It helps the supervisors for counseling and monitoring performance of employees.
5. It helps in job evaluation.
6. It helps the management to take decisions regarding promotion, transfers and giving
extra benefits to the employees.

Job analysis errors to avoid

1) Failure to Focus on Contribution to Mission.

Each organizational position exists to contribute to the organization’s mission and purposes.
The focus of a job analysis requires identifying tasks performed but those tasks sometimes
get out of balance with the organization’s fundamental goals. Conducting the job analysis
must always be done with the organization’s mission and purpose clearly in mind.
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2) Overlooking Key Stakeholders.

The value and credibility of the job analysis demands that key stakeholders -- both internal
and external customers – have input in either developing the job analysis or reviewing the
final product. Inviting departmental or union employees into job analysis development
meetings and explaining the process for developing the job analysis can increase employee
trust in the HRM role and build credibility.

3) Imposing Unnecessary Job Requirements.

Occasionally, managers and supervisors who participate in a job analysis make the mistake
but well-meaning assumption that it is in the interest of their organization to establish higher
standards for job qualifications than are actually needed to perform the required job tasks.

4) Failing to Update Old Analysis.

Jobs change over time. Technology evolves. Yet organizations continue to act as if job
requirements and job content are unchanging. It is not unusual for organizations to pull out an
old job description or job analysis and “short-cut” the job analysis by substituting old
information that no longer applies.

6) Missing Critical “Flair Factors”.

Flair factors are those difficult-to-define qualities that individuals possess that make the
difference between a performer that “looks good on paper” and one that is able to get a job
done extraordinarily well. Although individual personal factors, like perseverance and
passion, are often difficult to articulate in a job.

7) Skipping Steps.

Although conducting a job analysis may seem to be a detail-oriented and time consuming
process, with effective planning the process can be conducted both quickly and correctly.
Unfortunately, a common error made in many organizations is the skipping of steps in the
process due to the press of time and other responsibilities. The result of skipping steps is
often the costly error of developing an inaccurate job analysis – a mistake which can create a
negative domino effect throughout many parts of an organization.