MEANING OF JOB ANALYSISJob Analysis is a systematic exploration, study and recording the responsibilities, duties, skills, accountabilities, work environment and ability requirements of a specific job. It also involves determining the relative importance of the duties, responsibilities and physical and emotional skills for a given job. All these factors identify what a job demands and what an employee must possess to perform a job productively. What Does Job Analysis Involve ? The process of job analysis involves in-depth investigation in order to control the output, i.e., get the job performed successfully. The process helps in finding out what a particular department requires and what a prospective worker needs to deliver. It also helps in determining particulars about a job including job title, job location, job summary, duties involved, working conditions, possible hazards and machines, tools, equipments and materials to be used by the existing or potential employee. However, the process is not limited to determination of these factors only. It also extends to finding out the necessary human qualifications to perform the job. These include establishing the levels of education, experience, judgment, training, initiative, leadership skills, physical skills, communication skills, responsibility, accountability, emotional characteristics and unusual sensory demands. These factors change according to the type, seniority level, industry and risk involved in a particular job. IMPORTANCE OF JOB ANALYSIS The details collected by conducting job analysis play an important role in controlling the output of the particular job. Determining the success of job depends on the unbiased, proper and thorough job analysis. It also helps in recruiting the right people for a particular job. The main purpose of conducting this whole process is to create and establish a perfect fit between the job and the employee. Job analysis also helps HR managers in deciding the compensation package and additional perks and incentives for a particular job position. It effectively contributes in assessing the training needs and performance of the existing employees. The process forms the basis to design and establish the strategies and policies to fulfill organizational goals and objectives. However, analysis of a particular job does not guarantee that the managers or organization would get the desired output. Actually collecting and recording information for a specific job involves several complications. If the job information is not accurate and checked from time to time, an employee will not be able to perform his duty well. Until and unless he is not aware of what he is supposed to do or what is expected of him, chances are that the time and energy spent on a particular job analysis is a sheer SHRI SHANKRACHARY ENGINEERING COLLEGE Page 1 job analysis involves collecting and recording job-related data such as knowledge and skills required to perform a job. proper care should be taken while conducting job analysis. computer. communicational and physical skills. compensation grade. analyzing training and development needs. Let’s understand the concept with the help of an example. The main purposes of conducting a job analysis process is to use this particular information to create a right fit between job and employee. reporting structure. The next step is to analyze whether the person is able to deliver what is expected of him. superiors and subordinates and of course. job duties. performance appraisal. It also helps in knowing if he or she is perfect for this job. A thorough and unbiased investigation or study of a specific job is good for both the managers and the employees. The managers get to know whom to hire and why. They can fill a place with the right person. job designing. It also involves collection of other important facts and figures such as job location. the presentation of an individual. deciding compensation and benefits packages. Job analysis creates a right fit between the job and the employee PURPOSE OF JOB ANALYSIS As discussed already. On the other hand. assessing the worth of a job and increasing personnel as well as organizational productivity. routine tasks. educational. leadership skills. to assess the performance of an employee. education qualifications and experience required and physical and emotional characteristics required to perform a job in a desired manner. duties and responsibilities involved. SHRI SHANKRACHARY ENGINEERING COLLEGE Page 2 .wastage of human resources. The process doesn’t finish here. department or division. If the job of an executive sales manager is to be analyzed. licenses and certifications. ability to adapt in a given environment. MIS activities. job evaluation. ability to grow and close sales. existing or potential employee gets to know what and how he is supposed to perform the job and what is the desired output. to determine the worth of a particular task and to analyze training and development needs of an employee delivering that specific job. Therefore. the first and foremost thing would be to determine the worth of this job. ability to handle clients. Job Analysis plays an important role in recruitment and selection. emotional and personal skills required to carry out a job in desired fashion. It also helps in deciding the training content. Recruitment and Selection: Job Analysis helps in determining what kind of person is required to perform a particular job. The objective is to fit a right person at a right place. The process guides HR managers in deciding the worth of an employee for a particular job opening. enriching. level of experience and technical. redesigning. evaluation criteria and individual’s output. It helps in deciding the performance standards. Performance Analysis: Job analysis is done to check if goals and objectives of a particular job are met or not. The difference between the expected and actual output determines the level of training that need to be imparted to employees. It points out the educational qualifications. job analysis plays a vital role in deciding the pay packages and extra perks and benefits and fixed and variable incentives of employees. evaluating and also cutting back and adding the extra responsibilities in a particular job. Compensation Management: Of course. tools and equipments to be used to conduct training and methods of training. the pay package depends on the position. This is done to enhance the employee satisfaction while increasing the human output. Training and Development: Job Analysis can be used to assess the training and development needs of employees. It helps in designing. On this basis. job title and duties and responsibilities involved in a job. Job Designing and Redesigning: The main purpose of job analysis is to streamline the human efforts and get the best possible output. the overall performance of an employee is measured and he or she is appraised accordingly. physical. After all. JOB ANALYSIS PROCESS SHRI SHANKRACHARY ENGINEERING COLLEGE Page 3 . SHRI SHANKRACHARY ENGINEERING COLLEGE Page 4 . How to Conduct the Process: Deciding the way in which job analysis process needs to be conducted is surely the next step. Who Will Conduct Job Analysis: The second most important step in the process of job analysis is to decide who will conduct it. the first step in the process is to determine its need and desired output. job activities. Verification and Review: Proper documentation is done to verify the authenticity of collected data and then review it. questionnaires. Job analysis consultants may prove to be extremely helpful as they offer unbiased advice. duties and responsibilities involved and employee behaviour. The stage also involves preparation of documents. Documentation. Strategic Decision Making: Now is the time to make strategic decision. Therefore. HR managers need to communicate the whole thing properly so that employees offer their full support to the job analyst. the processing of information and segregation of collected data. duties and responsibilities of the job while job specification is a statement of educational qualification. experience. Some companies prefer getting it done by their own HR department while some hire job analysis consultants. A planned approach about how to carry the whole process is required in order to investigate a specific job. guidelines and methods.• Identification of Job Analysis Purpose: Well any process is futile until its purpose is not identified and defined. interviews and feedback forms. energy as well as money is useless until HR managers don’t know why data is to be collected and what is to be done with it. the level of details to be collected and recorded. They don’t have any personal likes and dislikes when it comes to analyze a job. data collection methods. activities. Job Description describes the roles. utilizing the human talent in the best possible manner. Training of Job Analyst: Next is to train the job analyst about how to conduct the process and use the selected methods for collection and recoding of job data. It’s about deciding the extent of employee involvement in the process. job activities. the process of job analysis helps in identifying the worth of specific job. Spending human efforts. required human traits. Thus. personal traits and skills required to perform the job. This is the final information that is used to describe a specific job. Developing Job Description and Job Specification: Now is the time to segregate the collected data in to useful information. Preparation of Job Analysis Process: Communicating it within the organization is the next step. eliminating unneeded jobs and setting realistic performance measurement standards SHRI SHANKRACHARY ENGINEERING COLLEGE Page 5 . Data Collection: Next is to collect job-related data including educational qualifications of employees. skills and abilities required to perform the job. working conditions. sources from where data is to be collected. reporting hierarchy. before executing any method. Job Analysis Methods SHRI SHANKRACHARY ENGINEERING COLLEGE Page 6 . nature of job and responsibilities and duties involved in it. analyzing training needs. METHODS OF JOB ANALYSIS Though there are several methods of collecting job analysis information yet choosing the one or a combination of more than one method depends upon the needs and requirements of organization and the objectives of the job analysis process. The process may become cumbersome if the main objective of it is not known.WHAT TO COLLECT IN JOB ANALYSIS Gathering job-related information involves lots of efforts and time. evaluating a job. Any information can be gathered and recorded but may be hazardous for health and finances of an organization if it is not known what is required and why. a job analyst or the dedicated person should know the purpose of the action and try to collect data as accurate as possible. it is very necessary to decide what type of content or information is to be collected and why. So. Before starting to conduct a job analysis process. Selecting an appropriate job analysis method depends on the structure of the organization. high attrition rate and many other day-to-day problems. While gathering job-related content. organizational changes. all advantages and disadvantages should be analyzed because the data collected through this process serves a great deal and helps organizations cope with current market trends. hierarchical levels. analyzing the performance of an employee. Each one of these objectives requires different type of information or content. setting organizational standards and so on. The purpose of this process may range from uncovering hidden dangers to the organization or creating a right jobperson fit. establishing effective hiring practices. use of particular skills and techniques while performing their job and insecurities and fears about their careers. it seems one of the easiest methods to analyze a specific job but truth is that it is the most difficult one. In order to generate honest and true feedback or collect SHRI SHANKRACHARY ENGINEERING COLLEGE Page 7 . The third one is about identifying the work behaviours that result in performance. The second involves the study of time and motion and is specially used for assembly-line or factory workers. the process may involve personal biasness or likes and dislikes and may not produce genuine results. Different people think different and interpret the findings in different ways. Interview Method: In this method. methods. ways and skills used by him or her to perform various duties and his or her mental or emotional ability to handle challenges and risks. Work Methods Analysis and Critical Incident Technique. fulfilled and un-fulfilled responsibilities and duties. It involves analysis of job by employee himself. Why? Let’s Discover. an employee is interviewed so that he or she comes up with their own working styles. This particular method includes three techniques: direct observation. However. It is due to the fact that every person has his own way of observing things. The first method includes direct observation and recording of behaviour of an employee in different situations. This error can be avoided by proper training of job analyst or whoever will be conducting the job analysis process. Therefore. problems faced by them. Observation Method: A job analyst observes an employee and records all his performed and non-performed task. This method helps interviewer know what exactly an employee thinks about his or her own job and responsibilities involved in it. money and human resources. questions asked during the interview should be carefully decided. However. threshold traits analysis system and a combination of these methods. Since the entire job analysis processes. management should effectively communicate it to the staff that data collected will be used for their own good. their superiors and managers. It is because there are some typical problems that are encountered by a job analyst while carrying out the process. methods and tools are designed by humans only. tools. A great care should be takes while framing questions for different grades of employees. It is very important to ensure them that it won’t be used against them in anyway. it will be a sheer wastage of time. cost and human efforts included in conducting the process. therefore. technical conference. plans and a lot of human effort. However. designed or developed by humans too have some or other constraints. And to avoid errors. this method also suffers from personal biasness. time consuming and disruptive for employees at the same time.genuine data. Job analysis is no exception to it. efficient and focused but it can be costly. And where there people are involved. they may be appropriate considering various factors including organizational requirements. job element method. In order to get the true job-related info. they tend to have practical issues associated with them. effort and financial resources. nothing can be 100 percent accurate. competency profiling. Though the process can be effective. SHRI SHANKRACHARY ENGINEERING COLLEGE Page 8 . If it is not done properly. Let’s discuss them and understand how the process of job analysis can be made more effective by treating them carefully. While choosing a method. everything created. HR managers need to consider time. However. there are several other specialized methods including task inventory. Human brain suffers with some limitations. it is always good to interview more than one individual to get a pool of responses. Questionnaire Method: Another commonly used job analysis method is getting the questionnaires filled from employees. These are some of the most common methods of job analysis. PROBLEMS WITH JOB ANALYSIS No process can be entirely accurate and fully serves the purpose. Then it can be generalized and used for the whole group. The process involves a variety of methods. practical. even the process of job analysis have lot of practical problems associated with it. appropriate. Coming back to the subject. time. it is better to outsource the process or hire a professional job analyst. In order to avoid such circumstances. They may have a notion that this is being carried out to fire them or take any action against them. Lack of Management Support: The biggest problem arises when a job analyst does not get proper support from the management. what its objectives are and what is to be done with the collected and recorded data. If they are not ready to co-operate. employees may take it in a wrong sense and start looking out for other available options. the whole exercise of investigation and carrying out research is futile. money and human effort to conduct job analysis process. Managers must decide in advance why this process is being carried out. The need is to take the workers in confidence and communicating that it is being done to solve their problems only. Biasness of Job Analyst: A balanced and unbiased approach is a necessity while carrying out the process of job analysis. top management must effectively communicate the right message to their incumbents. The top management needs to communicate it to the middle level managers and employees to enhance the output or productivity of the process. SHRI SHANKRACHARY ENGINEERING COLLEGE Page 9 . Lack of Co-operation from Employees: If we talk about collecting authentic and accurate job-data. it is almost impossible to get real and genuine data without the support of employees. Inability to Identify the Need of Job Analysis: If the objectives and needs of job analysis process are not properly identified. In case of improper communication. a job analyst must be impartial in his or her approach. To get real and genuine data. If it can’t be avoided. it is a sheer wastage of time. this is not the end. defeats the whole purpose of conducting the job analysis process. It includes information such as job title. nature and objectives of a job. JOB DESCRIPTION Job description includes basic job-related data that is useful to advertise a specific job and attract a pool of talent. Collecting data from a single source may result in inaccuracy and it therefore. These data sets help in determining the necessity. lack of proper communication. tools and equipments to be used by a prospective worker and hazards involved in it. worth and scope of a specific job. working conditions. Using Single Data Source: A job analyst needs to consider more than one sources of data in order to collect true information. SHRI SHANKRACHARY ENGINEERING COLLEGE Page 10 . improper questionnaires and other forms. distortion from incumbent. There may be many other problems involved in a job analysis process such as insufficient time and resources. reporting to and of employees. However. absence of verification and review of job analysis process and lack of reward or recognition for providing genuine and quality information Though preparing job description and job specification are not legal requirements yet play a vital role in getting the desired outcome. job location. job summary. machines. tasks and duties to be performed. It helps recruiting team of an organization understand what level of qualifications. It also includes general health. leadership skills. Purpose of Job Specification Described on the basis of job description. conversational ability and much more. Both data sets are extremely relevant for creating a right fit between job and talent. They define a job fully and guide both employer and employee on how to go about the whole process of recruitment and selection. evaluate performance and analyze training needs and measuring the worth of a particular job SHRI SHANKRACHARY ENGINEERING COLLEGE Page 11 . values and ethics. adaptability. desired technical and physical skills. memory. Job description and job specification are two integral parts of job analysis. responsibilities involved in a job and other unusual sensory demands. targeting. technical and communication skills required to perform a job. emotional ability. specific qualities. mental health. manners and creativity. job specification helps candidates analyze whether are eligible to apply for a particular job vacancy or not. JOB SPECIFICATION Also known as employee specifications. It helps in attracting. It is done to determine what needs to be delivered in a particular job. qualities and set of characteristics should be present in a candidate to make him or her eligible for the job opening. judgment. intelligence. physical.Purpose of Job Description The main purpose of job description is to collect job-related data in order to advertise for a particular job. recruiting and selecting the right candidate for the right job. It clarifies what employees are supposed to do if selected for that particular job opening. level of experience. It also clarifies who will report to whom. etc. flexibility. It helps in selecting the most appropriate candidate for a particular job. emotional. 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. aptitude. Job Specification gives detailed information about any job including job responsibilities. a job specification is a written statement of educational qualifications. establishing and maintaining effective hiring practices. risks and hazards involved in it. Guides through Performance Evaluation and Appraisal Processes: Job Analysis helps managers evaluating the performance of employees by comparing the standard or desired output with delivered or actual output. understanding and competencies of HR managers. skills and abilities required to perform the job and other related info.ADVANTAGES AND DISADVANTAGES OF JOB ANALYSIS Though job analysis plays a vital role in all other human related activities but every process that has human interventions also suffers from some limitations. let us discuss the advantages and disadvantages of job analysis process at length. Job Analysis helps them understand what type of employee will be suitable to deliver a specific job successfully. Filling the right person in a right job vacancy is a test of skills. The process helps in deciding whom to promote and when. The process of job analysis also has its own constraints. On these bases. Helps in Creating Right Job-Employee Fit: This is one of the most crucial management activities. they appraise their performances. So. Provides First Hand Job-Related Information: The job analysis process provides with valuable job-related data that helps managers and job analyst the duties and responsibilities of a particular job. Helps in Establishing Effective Hiring Practices: Who is to be filled where and when? Who to target and how for a specific job opening? Job analysis process gives answers to all these questions and helps managers in creating. It also guides managers in understanding the skill Page 12 SHRI SHANKRACHARY ENGINEERING COLLEGE . gaps so that right person can be fit at that particular place in order to get desired output. Time Consuming: The biggest disadvantage of Job Analysis process is that it is very time consuming. This is a major hindrance in collecting genuine and accurate data. customized Page 13 SHRI SHANKRACHARY ENGINEERING COLLEGE . the process may involve his or her personal likes and dislikes. As every job carries different information and there is no set pattern. Helps in Analyzing Training & Development Needs: The process of job analysis gives answer to following questions: Who to impart training When to impart training What should be the content of training What should be the type of training: behavioral or technical Who will conduct training Helps in Deciding Compensation Package for a Specific Job: A genuine and unbiased process of job analysis helps managers in determining the appropriate compensation package and benefits and allowances for a particular job. This is done on the basis of responsibilities and hazards involved in a job. It is a major limitation especially when jobs change frequently. Involves Lots of Human Efforts: The process involves lots of human efforts. the source of collecting data is extremely small. Source of Data is Extremely Small: Because of small sample size. information collected from few individuals needs to be standardized. Therefore. Involves Personal Biasness: If the observer or job analyst is an employee of the same organization. emotional characteristics. Therefore. mental abilities such as intellect. psychic and endurance are intangible things that can not be observed or measured directly. The process results in collecting and recording two data sets including job description and job specification. Both job description and job specification are essential parts of job analysis information. knowledge. It is necessary to define them accurately in order to fit the right person at the right place and at the right time. Mental Abilities Can not be Directly Observed: Last but not the least. The process needs to be conducted separately for collecting and recording job-related data. information is to be collected for different jobs. He or she needs to be trained in order to get authentic data. Any job vacancy can not be filled until and unless HR manager has these two sets of data. SHRI SHANKRACHARY ENGINEERING COLLEGE Page 14 . it is a sheer wastage of company’s resources. People act differently in different situations. Job Analyst May Not Possess Appropriate Skills: If job analyst is not aware of the objective of job analysis process or does not possess appropriate skills to conduct the process. Writing them clearly and accurately helps organization and workers cope with many challenges while onboard. This helps both employer and employee understand what exactly needs to be delivered and how. general standards can not be set for mental abilities Job Analysis is a primary tool to collect job-related data. aptitude.