What is Job Analysis
Job Analysis is a systematic investigation of jobs and job holder characteristics to create a collection of information that can be used to perform various HRM functions.
Job analysis focuses on the job as well as the job holder.
In big companies, they have a separate post to do a job analysis. Further in medium-level companies, HR managers perform that work. And also in small companies, managers do the job analysis part.
Uses of job analysis
Job analysis serves the informational needs of a wide range of other HRM functions. Such as,
- Job design – Job analysis information is used for structuring and modifying task and duties of specific jobs.
- Recruitment – For determining what types of employees need to be recruited.
- Selection – For providing criteria and standards to properly match individuals with the job.
- HR planning – To compare the competencies required with the actual competencies with the job.
- Induction – Orientation- To conduct program to familiar new employees with their jobs.
- T & D – This identify the training needs. Training needs mean the gap between actual level and expected level of employee.
- Reward management – To determine the relative worth of the job.
- performance Evaluation – To set the performance evaluation criteria
- Health and Safety Management- To identify hazards in the work place and to remove practices which are affect for the workplace safety.
- Career planning – To counseling employees about their career plans.
Process of Job Analysis
Step 01: To acquire a general familiarity with the organization
Firstly, The job analysis should study vision, mission, strategic objectives, organizational structure, inputs, outputs, strategic plans, etc. So they can get a better start to the process.
Step 02: To identify jobs to be analyzed and select jobs for analysis
We can’t analyze every job which is in an organization. Because of that, we select the most important job to do analysis. To identify jobs, job analysis can use payroll records, organizational charts, job grading books, etc.
Normally management and production-related jobs are used for analysis.
Step 03: To develop job analysis checklist
This checklist is a special form used to collect data about jobs and job holders. Such as,
- Identification data (For example : job number, designation)
- Duties and responsibilities
- Personal qualifications
- Working conditions (For example : office layout, ventilation)
- Health and safety conditions
- Performance standards
Step 04: Collect Data
For collecting data normally, organizations used the following methods.
Observation
Advantages
- From that can get deeper understand about the job holder
- Because of collected date working conditions and hazards can be identify
- This is a good internal control mechanism
- Analyst can confirm the data that he get from documents
Disadvantages
- Time consuming mechanism
- When workers noticed someone monitor their behaviours they try to act better. So it will disturb the normal working environment
- Through is method can’t observe the mental activities of the job holder
- Not applicable for every jobs
Interview
Advantages
- Can take information in direct manner – Because they can get in-depth understand
- Accuracy of the information is high
- Can understand persons mental activities
Disadvantages
- Time consuming method
- Have to bare high cost
- Have only limited time for analysis
Jury of Experts (Technical conference)
Job analysis data was collected from a panel of experts. Such as supervisors and longtime employees who are very familiar with jobs and job holders.
Advantages
- Can get a large body of experience
- Basically, this may add details of the job through discussion
Disadvantages
- Expensive process (due to the number of people involve)
- This is not always practical because these expertise are not available when necessary
- This process may be conflicts
Questioner method
Advantages
- Very fast method
- Cost is less
- A large number of information can take at once
Disadvantages
- Sometimes people are not care about those type of questioners
- Time consume when analysis collected data
- Sometimes people provide wrong information
Step 05 – To apply Job analysis data
This is the outcome of the analysis.
Job Description – This is a document that describes duties and responsibilities, working conditions, and other aspects of a particular job.
Job Specialization – This is a document that specifies key qualifications and individual needs to perform a particular job. This is the profile of the person who is ideally required for the job being considered. Such as knowledge and skills, education qualification, and physical requirements.
Step 06 – To evaluate
Finally, this step involves assessing the degree of success of the above steps has performed. The feedback information obtained from this evaluation can be used to make the job analysis process more successful in the future. Also, it is important to update the job description and job specification after a certain period of time.
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