Job Analysis, and The

Talent Management
Process
What is a JOB?
A group of homogeneous tasks related by similarity of
functions. When performed by an employee in an exchange
for pay, a job consists of duties, responsibilities, and tasks
(performance elements) that are:

• defined and specific, and

• can be accomplished, quantified, measured, and
rated.
What is a JOB?
• Job Family Grouping of related
jobs with broadly similar content.
• Job. Group of tasks, duties and
responsibilities an individual
performs that make up his or her
total work assignment.
• Task. A specific statement of
what a person does, with similar
tasks grouped into a task
dimension (i.e., a classification
system).
For example:
A technical service job family,
for example, could be identified
as follows:
Job family. Technical
Service.
Job. Technical service
representative.
Task. Provides technical
support to customers by
telephone.
Job Analysis
“It is the process of analyzing a job on the basis of which job
descriptions and job specifications are developed.”
JOB DESCRIPTION - It is a critical component of both compensation
and selection systems, basically define in writing the duties and
responsibilities of employee, job requirements, functions, duties,
location, environment, conditions, and other aspects of jobs.
Descriptions can be developed either individually for each job or for
entire job families
JOB SPECIFICATION - A list of a job’s “human
requirements”: the requisite education, skills, knowledge, and
so on.
Job Analysis
Examples of
JOB DESCRIPTION:
Job Analysis
Examples of
JOB SPECIFICATION:
Uses of Job Analysis
The purpose of Job Analysis is to establish and document the 'job relatedness' of
employment procedures such as:
a. Human Resource Planning (HRP) - Human Resource Planning determines as to
how many and what type of personnel will be needed in the coming period. Job
related information is, therefore necessary for human resource planning.
b. Recruitment and Selection – In recruitment the job analysis helps human resource
manager to locate places to obtain employees for openings anticipated in the
future. Job Analysis can be used in selection procedures to identify or develop:
a. job duties that should be included in advertisements of vacant positions;
b. appropriate salary level for the position to help determine what salary should be offered to a
candidate;
c. minimum requirements (education and/or experience) for screening applicants;
d. interview questions;
e. selection tests/instruments (e.g., written tests; oral tests; job simulations);
f. applicant appraisal/evaluation forms;
g. orientation materials for applicants/new hires
Uses of Job Analysis
c. Training and Development - Job Analysis can be used in
training/"needs assessment" to identify or develop.
 training content
 assessment tests to measure effectiveness of training
 equipment to be used in delivering the training
 methods of training (i.e., small group, computer-based, video,
classroom...)
d. Job Evaluation – involves determination of relative worth of each job
for the purpose of establishing wage and salary differentials. Relative
worth is determined mainly on the basis of job description and job
specification. It helps in determining wage and salary grades for all
the jobs.
Uses of Job Analysis
e. Remuneration - Remuneration involves fringe benefits bonus and
other benefits. It must be based on the relative worth of each job.
Ignoring this basic principle results in inequitable compensation.
f. Performance Appraisal – Job analysis facilitates performance
appraisal in as much as it helps fix standards for performance is
relation to what actual performance of an employee is compared
and assessed.
g. Safety and Health - job analysis provides an excellent opportunity
to uncover and identify hazardous conditions and unhealthy
environmental factors like heat, noise, fumes and dust, so that
corrective measures can be taken to minimise and avoid the
possibility of human injury.
Steps in Job Analysis
STEP 1: Determine the purpose of conducting job analysis
The purpose should be connected to the organizations success
and strategic goal.
 e.g., Rapid organizational expansion often necessitates the
creation of new types of positions, which require the creation of
job descriptions.
STEP 2: Identify the jobs to be analyzed
it can be determined which jobs should be included in the job
analysis.
Time and resource constraints, on the other hand, frequently limit
the overall number of jobs that can be included in the process.
Steps in Job Analysis
STEP 3: Explain the Process
Study the previous work and previously updated data.
Understand the jobs responsibilities and how they fit into
the overall work process is aided by workflow analysis.
STEP 4: Plan and execute the job analysis project
A project action plan with project activities and deadlines
must be designed and the most applicable data-gathering
methodologies.
The next part discusses data collection methods.
Steps in Job Analysis
STEP 5: Write the job description and job specifications
 job descriptions, and job specifications must be developed after the
data has been collected and analyzed.
 Before these documents are finalized, a representative sample of
affected employees and their managers should review them.
STEP 6: Periodic review
 Engaging in a systematic periodic evaluation of job descriptions and
job specifications is good HR practice.
 Many companies employ a rotating process, in which a component
of the organization is reviewed each year, with the entire
organization being reviewed once every three, four, or five years.
What to Collect during Job Analysis?
• JOB CONTENT
It offers details about the numerous job tasks that are part
of a specific job. It is a detailed list of tasks that an employee
must complete during their employment. A job analyst will
need to gather the following information:
1. Duties of an employee
2. What an employee does
3. Machines, tools, and equipment to be used while performing a
specific job
4. Additional tasks involved in a job
5. Desired output level (What is expected of an employee?)
6. Type of training required
What to Collect during Job Analysis?
• JOB CONTEXT
The situation or condition in which an employee
performs a specific job is referred to as job context. The
following information will be gathered:
1. Working Conditions
2. Risks involved
3. Whom to report
4. Who all will report to them
5. Hazards
6. Physical and mental demands
7. Judgment
What to Collect during Job Analysis?
• JOB REQUIREMENTS
These are the basic yet specific qualifications that an applicant must meet to be
considered for a certain position. The following information is to be gathered:
1. Basic information or knowledge required to complete a job properly
2. Communication skills, IT skills, operational skills, motor skills, processing
skills, and so on are all examples of specific talents.
3. Aptitude, thinking, manipulative talents, handling abrupt and unexpected
events, problem-solving ability, mathematical abilities, and so on are all
examples of personal abilities.
4. Degrees, diplomas, certifications, and licenses are examples of educational
qualifications.
5. Personal characteristics include adaptability to various environments,
endurance, willingness, work ethic, passion to learn and understand things,
behavior toward coworkers, subordinates, and seniors, sense of belonging
to the organization, etc.
Job Analysis Methods
• Open-ended questionnaire: Job incumbents and/or managers fill out
questionnaires about the KSAs necessary for the job. HR compiles the
answers and publishes a composite statement of job requirements.
This method produces reasonable job requirements with input from
employees and managers and helps analyze many jobs with limited
resources.
• Highly structured questionnaire: These questionnaires allow only
specific responses aimed at determining the frequency with which
specific tasks are performed, their relative importance and the skills
required. The structured questionnaire is helpful to define a job
objectively
Job Analysis Methods
• Interview: In a face-to-face interview, the interviewer obtains the
necessary information from the employee about the KSAs needed to
perform the job. The interviewer uses predetermined questions, with
additional follow-up questions based on the employee's response.
This method works well for professional jobs.
• Observation: Observation provides a realistic view of the job's daily
tasks and activities and works best for short-cycle production jobs.
• Work diary or log: A work diary or log is a record maintained by the
employee and includes the frequency and timing of tasks. The
employee keeps logs over a period of days or weeks. HR analyzes the
logs, identifies patterns and translates them into duties and
responsibilities.
Job Analysis Methods
• Behavioral event interview: focuses solely on the evaluation of tasks, duties
and responsibilities. In behavioral event interviewing :
A team of senior managers identifies future performance areas critical to the
organization's business and strategic plans.
HR assembles panels composed of individuals who are knowledgeable about
the organization's jobs. These groups may be employees, managers,
supervisors, trainers and others.
A facilitator interviews panel members to obtain examples of job behaviors
and actual occurrences on the jobs.
The facilitator develops detailed descriptions of each identified competency,
including descriptive phrases for clarity.
HR rates the competencies, and panel members identify KSAs required to
meet them.
HR identifies performance standards for each job. The organization must
develop and implement selection, screening, training and compensation
Writing Job Description
Writing Job Description
JOB TITLE
1. Make your job titles specific. Targeted job titles are more effective
than generic ones, so be precise by including key phrases that
accurately describe the role.
2. Avoid internal lingo that may
confuse the job seeker. Stick
to standard experience levels
like “Senior” rather than “VI”
or other terms people are less
likely to look for. The language
of your job description should
be as inclusive as possible.
Writing Job Description
JOB SUMMARY
1. Open with a strong, attention-grabbing summary. Your summary
should provide an overview of your company and expectations for
the position.
2. Hook your reader with details about
what makes your company unique.
Include details about your company
culture to sum up why a candidate
would love to work for you.
3. Include an exact job location.
Provide an exact job location to
optimize your job posting so it
appears higher in job search results.
Writing Job Description
RESPONSIBILITIES & DUTIES
1. Outline the core responsibilities of the position. Make sure
your list of responsibilities is detailed but concise. Also
emphasize the duties that may be unique to your organization.
2. Highlight the day-to-day activities of the position. This will
help candidates understand the work environment and the
activities they will be exposed to on a daily basis.
3. Specify how the position fits into the organization. Indicate
who the job reports to and how the person will function within
your organization.
Writing Job Description
QUALIFICATIONS AND SKILLS
1. Include a list of hard and soft skills. the job description should specify
education, previous job experience, certifications and technical skills
required for the role. The soft skills may be like communication and
problem solving, as well as personality traits that you envision for a
successful hire.
2. Keep your list concise. identify
the must-haves vs nice-to-have
skills and qualifications for the
role to encourage a more
diverse set of candidates to
apply
Writing Job Description
SALARY & BENEFITS
1. Include a salary range. Quality candidates look for opportunities
that meet their salary needs. Stand out from other employers by
adding the salary band to your job description to help attract best
fit candidates.
2. List out your top perks and
benefits. Most jobseekers
(83%) agree that a company’s
benefits and perks have a
significant impact on their
decision of whether or not to
accept a job offer there.
Importance of Job Analysis
• It is the foundation for anticipating a company's human
resource demand and supply.
• Job analysis aids in defining the individual necessary to carry
out a specific task.
• It also aids in selecting training content, tools, and
equipment to be utilized during training and training
methodologies.
• The approach assists HR managers in determining an
employees worth for a specific job position.
Importance of Job Analysis
• Position analysis aids in the evaluation of employee performance
by establishing specific performance standards for each job.
• Job analysis gives vital information about an incumbents duties
and responsibilities. It also specifies the jobs content and skill
requirements.
• It aids in identifying dangerous environments and the
implementation of corrective steps to ensure proper safety and
avoid unhealthy circumstances.
• It aids in the design, redesigning, enriching, reviewing, and
reducing and adding extra duties in a particular job.
 CONCLUSION
“One of the most crucial duties of an HR manager or department is job
analysis. This aids in placing the right talent in the right place at the
right time.”
• A job analysis can assist a corporation in updating critical processes
and data, such as wage information depending on duties.
• A job analysis can also assist management in comprehending the
responsibilities of each position that reports to them.
• A job analysis can aid in the equitable distribution of responsibilities
among departments and the adjustment of compensation, if
necessary.
--End of Chapter 3--