Job analysis

Meaning & Definition

Job Analysis

Job analysis refers to a systematic process of collecting all information about a specific job, including skill requirements, roles, responsibilities and processes in order to create a valid job description. Job analysis also gives an overview of the physical, emotional & related human qualities required to execute the job successfully.

Job analysis is an important step in ensuring that the right candidate is selected. Job analysis helps the employer in recruitment and selection, performance management, choosing compensation and benefits, etc. It helps the employees to have a clear picture of what is actually required of them.

Frequently Asked Questions (FAQ's)

  1. Why is a job analysis important?

    Manpower Planning

    Job analysis is a qualitative aspect of manpower needs, as it determines job requirements in terms of skills, qualities and other human characteristics. This facilitates the division of labor into different occupations.

    Recruitment, Selection and Placement

    In order to hire a good person for the job, it is very important to know the requirements of the job and the qualities of the person who will be doing the job. Information on these two elements comes from the job description or job description and helps management to tailor the job requirements as closely as possible to the attitudes, skills, interests of employees, etc.

    Training and Development:

    Job analysis determines standard levels for job performance. Helps manage learning development programs.

    Job Evaluation

    Job analysis provides the basis for job evaluation. The purpose of a job appraisal is to determine the relative value of the job which in turn helps determine job compensation.

    Performance Appraisal

    Job analysis data provides a clear standard of performance for each job. Employee performance can be objectively evaluated against the job performance standard.

    Job Designing

    Industrial engineers may use the job analysis information in designing the job by making the comprehensive study of the job elements.

    Safety and Health

    Management can take corrective actions to ensure the safety of workers and reduce the risk of various hazards to eliminate harmful conditions.

    Promotions

    The job analysis is mainly based on the effective policies. Effective policies may be formulated in regard to promotions and transfers.

    Employment Guidance

    Job description, which is basically carried out on the basis of Job analysis, helps the aspirates in ascertaining the job, for which they have the necessary ability and skills.

    Labour Relations

    Job analysis serves as the basis for resolving disputes that may arise due to quality of performance expected of workers.

  2. How do you conduct a job analysis?

    1. Gather information about a position

      Observe and interview employees who are currently employed. Encourage employees to perform their duties and be as specific as possible when defining responsibilities. Read the manual or document that explains your current position. Compare your current job description with what your employees are actually saying and doing. Record results by department or individual position. Create an account for all the tasks and skills involved in the job.

    2. Evaluate the importance of each task and competency

      Once you understand what skills are needed to perform each task, you can rate the difficulty of each task and skill. Determine the top-level skills for each location. Note which skills require entry level and more experience. You may think differently from this job as you thought it was an important part of the job.

    3. Research industry standards

      Find status data in your job analysis to make sure you're tied to your current workforce. Test your results using information from government literature and corporate organizations. Seek expert advice on the subject that can explain the tasks you need to do your job. Compare your network and data with other businesses.

    4. Revise job descriptions and standards

      Once you've identified and discovered the most important qualifications needed to do the job, make a list for each job and skill. Use this to edit an existing job description or create a new one to suit your analysis. Create a set of criteria for each position that matches your employees' feedback and your own work observations. Include expectations that you may not have met, but are based on professional guidelines from your research.

    5. Use data to make changes

      Look at the entire organization. Based on the analysis, determine if the right task is assigned to the right task. If you find that a job in one department is suitable for another team, move these tasks to another job. You may also find that some departments handle more than others. You can use job analysis data to find ways to transfer job responsibilities based on the capabilities of each job.

  3. What is job analysis vs job description?

    Job analysis can be understood as the process of gathering information related to a particular job. This information includes knowledge, skills and abilities to work effectively. It is useful for preparing job description and job description.

    A job description is a document that indicates what the job covers, that is, the functions, responsibilities, duties, powers and officers, attached to the job. 

    In excellent terms, job analysis means an in-depth examination and evaluation of a particular job. Therefore, the job description is a statement that is characteristic of a particular job.

  4. What are the components of job analysis?

    Job Position

    The position of the job and the employee holding that position in the organization are known as the position of the job. Job status serves as the basis of the compensation system in the organization. Highly placed jobs as well as job holders get higher returns than lower returns.

    Job Description

    Each situation is different from each other because each situation requires different tasks and responsibilities, e.g. Experience, expertise and level of knowledge. These tasks, duties, roles, and responsibilities are detailed in how to perform this job.

    Job Worth

    Work value refers to the calculation of the value of work in the organization. In other words, job value is an estimate of how much the job contributes to the overall goal of the organization.

  5. What methods can you use to conduct a job analysis?

    Interviews

    Asking an employee to give details about their job is one way to create an accurate job description. Employers will ask questions about specific tasks and also request a breakdown of the duties performed by those in a certain position.

    Observations

    An employer may also choose to watch as employees complete their jobs, noting the tasks they complete and the skills needed for those tasks. Observations work well for processes related to physical task and product related outcomes.

    Surveys

    Survey are tools used to find out how often a certain task is completed or how much a skill set is used. These surveys can be highly structured forms where employees use a scale to answer questions about the job. Surveys can also be used more informally for employees to answer open-ended questions.

    Work logs

    Employers may request a written account of daily work for a certain period of time. This allows an employee to give a clear description of the regular duties of their job and the timeframe required for each task.

  6. When should a job analysis be conducted?

    Job analysis should be conducted as a first step in the recruitment process. Writing an analysis helps you to clarify your needs and expectations. It also collects the information you will need to write a job description.

  7. What are the disadvantages of job analysis?

    Time consuming

    The biggest drawback of the job review process is being very time consuming. This is a serious limitation, especially when jobs change frequently. This emphasizes personal bias: if the supervisor or analyst is an employee of the same organization, the process may involve their personal likes and dislikes. This is a major obstacle for the collection of reliable and accurate data.

    Too much human effort

    The process involves a lot of human effort. Because each job has different information and there is no set pattern, custom information must be collected for different jobs. The process must be carried out separately to collect and record order-related data.

    Lack of Skills

    If the analyst is unaware of the purpose of the job analysis process and doesn't have the proper skills to carry it out, it is a waste of company resources. You must be trained to obtain reliable data.

    Lack of mental abilities

    Last but not least, mental abilities such as intelligence, emotional characteristics, knowledge, competence, mental and endurance are intangible things that cannot be directly observed or measured. People work differently in different situations. Therefore, general standards for mental abilities cannot be set.

  8. Who conducts a job analysis?

    Job Analysis may be conducted by the employer's Human Resources department or by a trained Job Analyst/Consultant.

  9. What is the difference between job analysis and job evaluation?

       Job Analysis  Job Evaluation
    Meaning Job Analysis is a careful study of each and every aspect of a particular job Job Evaluation is an attempt of assessing the relative utility of a particular job in an organization.
    Objective To develop the present methods and techniques of doing a job. To determine a fair wage of a job.
    Advantage Recruitment & Selection, Performance Appraisal, Compensation etc. Helps in removing inequalities in the wage system, making a comparative analysis of each job etc.
    Techniques Questionnaire, Checklist, Interview, Surveys etc. Non ยญAnalytical system and Analytical system.

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