Job Analysis

Job Analysis
Job Analysis is basically the process of identifying the nature of jobs. Job analysis refers to various
methodologies for analyzing the requirements of a job. The main purpose of conducting job analysis
is to prepare job descriptions and job specifications which in turn helps to hire the right quality
workforce into the organization.
It helps to understand the qualities required by employees. It is a process used to collect information
about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular
job.
According to Michael Armstrong, “Job Analysis is the process of collecting, analyzing and setting
out info about the content of jobs in order to provide the basis for a job description and data for the
recruitment, training, job evaluation and performance management.”
According to Edwib B. Flippo, “Job Analysis is the process of studying and collecting info relating
to the operations and responsibilities of a specific job”.
Purpose of Job Analysis
Job Analysis plays an important role in recruitment and selection, job evaluation, job designing,
deciding compensation and benefits packages, performance appraisal, analyzing training and
development needs, assessing the worth of a job and increasing personnel as well as organizational
productivity.
• Recruitment and Selection: Job Analysis helps in determining what kind of person is required
to perform a particular job. It points out the educational qualifications, level of experience and
technical, physical, emotional and personal skills required to carry out a job in desired fashion.
The objective is to fit a right person at a right place.
• Performance Analysis: Job analysis is done to check if goals and objectives of a particular job
are met or not. It helps in deciding the performance standards, evaluation criteria and individual’s
output. On this basis, the overall performance of an employee is measured and he or she is
appraised accordingly.
• Training and Development: Job Analysis can be used to assess the training and development
needs of employees. The difference between the expected and actual output determines the level
of training that need to be imparted to employees. It also helps in deciding the training content,
tools and equipments to be used to conduct training and methods of training.
• Compensation Management: Of course, job analysis plays a vital role in deciding the pay
packages and extra perks and benefits and fixed and variable incentives of employees. After all,
the pay package depends on the position, job title and duties and responsibilities involved in a
job. The process guides HR managers in deciding the worth of an employee for a particular job
opening.
• Job Designing and Redesigning: The main purpose of job analysis is to streamline the human
efforts and get the best possible output. It helps in designing, redesigning, enriching, evaluating
and also cutting back and adding the extra responsibilities in a particular job. This is done to
enhance the employee satisfaction while increasing the human output.
• Job Enrichment: Job enrichment is a process in which an individual's skills, knowledge, or
abilities are increased through learning new things. It is also called vertical expansion. Job
enrichment refers to making jobs more interesting so employees enjoy their work. It has been
used for decades now.
• Job Enlargement: Job enlargement is a process in which a person's responsibilities are expanded
to include more work than they originally had. It is also called horizontal expansion.
Importance of Job Analysis
 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.
Importance of Job Analysis
 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.
 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.
Thus, the process of job analysis helps in identifying the worth of specific job,
utilizing the human talent in the best possible manner, eliminating unneeded jobs and setting realistic
performance measurement standards.
Job Description and Job Specification
 Both job description and job specification are essential parts of job analysis information. Writing
them clearly and accurately helps organization and workers cope with many challenges while
onboard.
Job Description
Job description includes basic job-related data that is useful to advertise a specific job and
attract a pool of talent. It includes information such as job title, job location, reporting to and of
employees, job summary, nature and objectives of a job, tasks and duties to be performed, working
conditions, machines, tools and equipment's to be used by a prospective worker and hazards
involved in it.
Purpose of Job Description:

• The main purpose of job description is to collect job-related data in order to advertise for a
particular job. It helps in attracting, targeting, recruiting and selecting the right candidate for the
right job.
• It is done to determine what needs to be delivered in a particular job. It clarifies what employees
are supposed to do if selected for that particular job opening.
• It gives recruiting staff a clear view what kind of candidate is required by a particular department
or division to perform a specific task or job.
• It also clarifies who will report to whom.
Job Specification
Also known as employee specifications, a job specification is a written statement of
educational qualifications, specific qualities, level of experience, physical, emotional, technical and
communication skills required to perform a job, responsibilities involved in a job and other unusual
sensory demands. It also includes general health, mental health, intelligence, aptitude, memory,
judgment, leadership skills, emotional ability, adaptability, flexibility, values and ethics, manners and
creativity, etc.
Purpose of Job Specification:

• Described on the basis of job description, job specification helps candidates analyze whether are
eligible to apply for a particular job vacancy or not.
• It helps recruiting team of an organization understand what level of qualifications, qualities and set
of characteristics should be present in a candidate to make him or her eligible for the job opening.
• Job Specification gives detailed information about any job including job responsibilities, desired
technical and physical skills, conversational ability and much more.
• It helps in selecting the most appropriate candidate for a particular job.
Job description and job specification are two integral parts of job analysis. They define a job fully
and guide both employer and employee on how to go about the whole process of recruitment and
selection. Both data sets are extremely relevant for creating a right fit between job and talent,
evaluate performance and analyze training needs and measuring the worth of a particular job.

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