Job Analysis | Steps

Job Analysis

The job analysis is a process through which jobs are studied and understood. Therefore, it is an important part of the program of human resource. The information on the following areas can be acquired through this process.

• The important activities and duties required.
• The specification of condition for the job.

Important Factors

Job

Job is a combination of tasks that should be completed in an organization to accomplish its objectives.

Position

A person performs the specified tasks and responsibilities. Therefore there must be some position for every person in the organization.

Task

Task is a clear, identifiable activity of work that consists of motions.

Duty

It is a wider portion that consists of a group of tasks which are completed by a person.

Responsibility

Responsibility is the obligation to complete certain duties and tasks.

In the light of above information job analysis is a systematic process in which all the information associated with any job is collected and judged. Although, it provides the comprehension of the tasks and duties linked with any job. Also the types of people suitable for the job. Hence, the job description an job specification are prepared by the analysis. Actually, which helps the processes of recruitment, selection, training, compensation and performance appraisals etc.

Analysis Information for Jobs

For the success of this process, considerable information is required which includes knowledge about the tools. Along with machines, work aids and other equipments that are used to perform job. Analysis also points out the standards that should be developed for a job.

Following are some of the questions that should be answered through this process.

• What kinds of tasks are completed by the employees in physical & mental terms?
• When the job should be completed?
• How should the employee perform the job?
• Why should the job be performed?
• What are the required qualifications to accomplish the job?

Steps 

Following are the steps taken during the process of job analysis.

• The usage of information is ascertained that would help in understanding the type of information that should be gathered. For this purpose of suitable data collection, Position analysis questionnaires and Interviewing are good examples.
• So, the background of relevant information is reviewed like job descriptions, process charts, organization charts.
• The representative positions are selected to make analysis because there are too many similar positions. Though that may be considered but it is not essential to analyze all of these similar positions.

The data is collected for the analysis of the job on the following aspects:

• Job activities
• Employee behaviors
• Working conditions
• Human qualities & traits

The accuracy and reliability of the collected data is verified by reviewing it completely and comparing it with the job incumbents. In the last step of analysis, job description and job specification are prepared for the new job.

When Job Analysis is Conducted? 

Analysis is performed when:

• The organization is established.
• New jobs are produced.

Uses of Analysis Information

Recruitment and Selection

Job analysis facilitates the job description and job specification. Moreover, which is helpful for the management in deciding the kinds of people to be hired.

Compensation

Analysis provides the guidance in valuing any new job. Therefore the resulting compensation for the job is also determined.

Performance Appraisals

The specific activities of a job are ascertained by the management through job analysis. Hence analysis also provides the standards of performance for employees.

Training

Job analysis provides the job description that shows the required skills and knowledge for performing the specified activities of the job. In fact this helps the managers to know the training requirements of the new employees.

Discovering Unassigned Duties

The unassigned duties are revealed from the analysis performed.

EEO Compliance

Job analysis serves as the crucial step for validating all the important human resource activities according to the standards.

Why Job Analysis is Conducted?

There are many reasons for conducting a systematic job analysis and these are as follows:

Staffing

The staffing is not performed accurately if the recruiting officer does not understand the required qualifications for a job.

Training and Development

The need for training and development of new selecting employees is determined by knowing the required skills, knowledge and experience for a job. In this way the training and development is given to the new employees at start to make them potential workers.

More From Business Study Notes:- Training and Development

Compensation and Benefits

The management must know the worth of the job in terms of dollar value before the recruitment and selection process. Therefore the worth of any job is directly related with the duties and responsibilities associated with that job.

Safety and Health

The considerations of safety and health of employees is also derived from the information of the analysis process.

Employee and Labor Relations

The relations with the employees of the organizations are influenced through the information collected from the analysis. Although this would help the management in various decisions of the HR.

Legal Considerations

The legal aspects of the jobs and policies are better covered by conducting proper analysis.

Analysis Outcomes

Probably the outcomes of analysis seems in the shape of Job Description, Job Specification, Job Evaluation, which actually indicates the job analysis process.