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Job Analysis: Methods and Importance

This document discusses job analysis, which is defined as the process of identifying and determining the tasks, duties, qualifications, and conditions of a specific job. It involves collecting data on jobs through methods like observation and interviews in order to create job descriptions and specifications. The key purposes of job analysis include recruitment and selection, training needs assessment, compensation management, and performance reviews. The typical process involves organizational analysis, selecting positions, collecting data, reviewing data, and developing job descriptions and specifications. Common approaches are task-oriented and worker-oriented, while common methods are observation, interviews, checklists, and questionnaires.

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29 views11 pages

Job Analysis: Methods and Importance

This document discusses job analysis, which is defined as the process of identifying and determining the tasks, duties, qualifications, and conditions of a specific job. It involves collecting data on jobs through methods like observation and interviews in order to create job descriptions and specifications. The key purposes of job analysis include recruitment and selection, training needs assessment, compensation management, and performance reviews. The typical process involves organizational analysis, selecting positions, collecting data, reviewing data, and developing job descriptions and specifications. Common approaches are task-oriented and worker-oriented, while common methods are observation, interviews, checklists, and questionnaires.

Uploaded by

waqas
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Job Analysis: Definitions, Methods,

Process and Importance of Job Analysis

by Shraddha Bajracharya in Human resource


Updated May 3, 2018

Cite this article as: Shraddha Bajracharya, "Job Analysis: Definitions, Methods, Process and
Importance of Job Analysis," in Businesstopia, May 3,
2018, [Link]
importance.
Job analysis is a process of identifying and determining in detail the particular job
duties and requirements and the importance of these duties for a given job. It helps an
organization determine which employee is best for a specific job.
In other words, job analysis is used to determine placement of jobs. It allows human
resource managers to identify the path of job progression for employers looking to
advance their career and compensation.

To be clear, job analysis targets the job, not the person. Data for job analysis is collected
from the job holders through interviews or questionnaires, but the result of analysis is a
description of the job and not a description of the job holder.
History
Russian researcher Morris Viteles was one of the first industrial-organizational
psychologists to introduce the concept of job analysis. In 1922, he used the method of
job analysis to choose employees for a trolley car company.
Frederick Winslow Taylor and Lillian Moller Gilbreth also conceptualized job analysis in
the early 20th century.

Definitions of job analysis


Some popular definitions of job analysis are as follows:

Harry L. Wylie:

“Job analysis deals with the anatomy of the job…..This is the


complete study of the job embodying every known and
determinable factor, including the duties and responsibilities
involved in its performance; the conditions under which
performance is carried on; the nature of the task; the
qualifications required in the worker; and the conditions of
employment such as pay, hours, opportunities and privileges.”
Michael J. Jucius:

“Job analysis refers to the process of studying the operations,


duties and organisational aspects of jobs in order to derive
specification or, as they are called by some job description”
Blum:

“A job analysis is an accurate study of the various components


of a job. It is concerned not only with an analysis of the duties
and conditions of work, but also with the individual
qualifications of the worker.”
John A Shubin:

“Job analysis is the methodical compilation and study of work


data in order to define and characterise each occupation in
such a manner as to distinguish it from all others.”

Purpose of job analysis


Job analysis is used in preparation of job descriptions and job specifications which help
in the hiring of right personnel for the job. The general purpose of job analysis is to
establish and document the requirements of a job.
The aim of job analysis is to answer questions such as:

 What is the purpose of the job?


 What physical and mental task does the job holder undertake?
 When is the job to be performed?
 Where is the job to be performed?
 What are the conditions required for the job to be performed?
Training needs assessment
Job analysis is used to determine training needs such as training content, assessment
tests, test equipment and methods of training. It is also useful in identifying the areas
where an employee needs training.

Compensation management
Compensation management/salary administration is one of the core HR functions. Job
analysis can be used in determining skill levels, compensable job factors, required level
of education, etc. It is important in deciding pay packages and job benefits of
employees. The pay depends on the position, job title, duties and responsibilities
associated with a job. Job analysis guides HR managers in deciding how much an
employee is worth.
Recruitment and selection procedures
Job analysis helps in hiring the right person for a job. It helps in identifying the job
duties that should be included in vacancy announcements. It also helps in collecting
information on educational qualifications, minimum requirements, and appropriate
salary level.

Performance review
Every organisation has goals and objectives to achieve and certain performance
standards to be maintained by its employees. Job analysis helps in identifying the goals
and objectives, performance standards and evaluation criteria and duties to be
evaluated.

Process of job analysis


Job analysis process involves the implementation of following steps:
Organizational analysis
The first step in the job analysis process is to determine its purpose. This will help
determine what kind of data to collect and how to collect it. The necessary background
information for this step can be collected by using organization charts, process charts
and job descriptions.
Select representative positions
It will be time consuming and costly to analyse all jobs in an organization. So, it is
essential to select a representative sample of jobs for detail job analysis.

Cite this article as: Shraddha Bajracharya, "Job Analysis: Definitions, Methods, Process and
Importance of Job Analysis," in Businesstopia, May 3,
2018, [Link]
importance.
Collect data
The next step is to collect job-related data such as educational qualification, duties,
responsibilities, working conditions, employee behaviour, skills and abilities. Data is
collected by using methods such as observation, interviews and questionnaire.
Review collected data
A job analysis report is prepared by using the gathered data. The information is then
verified with the worker performing the job and their supervisor.

Developing job description


The information collected is used to develop a written statement known as job
description. Job description is a document that describes the responsibilities, working
conditions, locations, risks and tasks required for effective job performance.

Developing job specification


The final step in the process is to develop job specification. Job specification and job
descriptions are two tangible products of the job analysis process. Job specification is
a statement of personal traits, educational qualification, experience, background and
skills needed to perform a job.

Approaches to job analysis


Job analysis is done by using two approaches:

Task oriented approach


Task oriented approach to job analysis focus on the actual activities involved in a job. It
mainly considers duties and responsibilities of a job. HR managers develop task
statements that state the functions of a job in great detail.
The tasks are then rated on the basis of importance, frequency, difficulty etc. This helps
in having a greater understanding of the requirements of a job.
Worker oriented approach
Examining human attributes of a job is another approach of job analysis. These
attributes are classified as knowledge, skills, abilities, and other characteristics,
collectively known as KSAO.

Knowledge refers to the information required by an employee to perform the job. Skills
are the proficiencies needed for good performance. Abilities refers to the attributes of
employees that are stable over time. Other attributes such as personality factors are
other characteristics.

Methods of job analysis


Different methods such as observation, interview, checklists, task inventories, and
questionnaire can be used individually or in combination. Choosing the method or
combination of methods of job analysis depends upon the needs and requirements of
the organization.

Here are the three most common job analysis methods used by organizations:
Observation method
The job analyst observes and records the tasks, responsibilities and duties of an
employee. This also includes the methods and skills used by them to perform the job.
This is the most difficult method of job analysis.

This is because every person has their own way of observation and interpretation, which
can involve personal biases. This error can be minimized by choosing a properly trained
job analyst.

Interview method
The job analyst interviews employees to know about their working style, problems
faced, skills and techniques used and insecurities about their careers.

This method helps the analyst to know what an employee thinks of his job and the
responsibilities it entails. The success of this method depends upon the genuineness of
data and feedback collected from employees.

Common questions

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Job analysis provides a framework for identifying specific performance criteria by detailing job duties and responsibilities. This allows organizations to set clear goals and evaluation standards aligned with job requirements. By defining these standards, job analysis ensures that performance reviews are more objective and tailored to the actual work performed, helping in tracking employee progress and identifying areas for improvement .

The job analysis process involves several key steps: 1) Conducting an organizational analysis to determine the purpose and scope, 2) Selecting representative positions for detailed analysis, 3) Collecting job-related data through various methods such as observations and interviews, 4) Reviewing the collected data with relevant stakeholders, 5) Developing detailed job descriptions, and 6) Creating job specifications outlining qualifications and skills needed for the job .

Job analysis plays a critical role in compensation management by providing detailed information on job tasks, responsibilities, and required qualifications. This data is used to assess skill levels and job demands, which are critical factors in determining pay structures and salary ranges. By ensuring that compensation reflects the complexity and requirements of a job, job analysis helps maintain internal equity and competitive compensation practices .

Job analysis helps in identifying the specific gaps between the job requirements and employees' current capabilities by detailing the job duties, skills, and qualifications required. This information can then be used to determine the content of training, the type of assessments needed, and the methods best suited for employee development. It is crucial in pinpointing areas where training is necessary to improve performance and productivity .

Common methods of job analysis include observation, interviews, checklists, task inventories, and questionnaires. While each method provides valuable insights, they also have limitations. Observations can be subjective due to personal biases, interviews depend on the honesty of respondents, and questionnaires might not capture the subtleties of job performance. Combining methods can mitigate some limitations by providing a more comprehensive perspective .

The task-oriented approach focuses on the specific duties and responsibilities involved in a job, creating detailed task statements rated for importance and difficulty. In contrast, the worker-oriented approach emphasizes the attributes needed by an employee, such as knowledge, skills, abilities, and other characteristics (KSAOs), which are necessary for job performance. The task-oriented method deals with job functions, while the worker-oriented approach analyzes human attributes relevant to the job .

Job analysis has roots in early 20th-century industrial-organizational psychology, pioneered by figures like Morris Viteles, Frederick Winslow Taylor, and Lillian Moller Gilbreth. These researchers used job analysis to improve employee selection processes, such as Viteles's work with a trolley car company in 1922. Historically, job analysis has been instrumental in shaping HR practices by improving job fit and efficiency through detailed analysis of roles, ultimately enhancing productivity and employee satisfaction .

Job analysis provides detailed insights into the roles and responsibilities within an organization, which is essential for restructuring efforts. By understanding the core functions and requirements of each job, organizations can realign roles to eliminate redundancies, optimize workflows, and improve resource allocation. This process helps in redesigning job roles to better fit organizational goals and strategies, ensuring a more efficient and focused organizational structure .

Differentiating between job description and job specification is crucial because each serves a unique purpose in HR management. A job description provides detailed information about the job's duties, responsibilities, and working conditions, serving as a guide for performance expectations and responsibilities. In contrast, job specification outlines the personal qualifications, skills, and experiences necessary for a candidate to be successful in the role. Both documents help ensure that recruitment and performance management processes are aligned with the job's requirements .

Job analysis directly informs recruitment and selection by identifying the essential duties and qualifications for a position, which are then used to craft more accurate job postings. This clarification helps in attracting the right candidates and assessing their suitability effectively. The information derived from job analysis, such as educational qualifications and experience, guides the entire hiring process, ensuring alignment between job requirements and candidate capabilities .

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