Job Analysis

What is Job analysis?

Job analysis consists of a simple term called "analysis", which here means a very detailed study or examination of a particular job, hence in order to understand more about it a detailed job analysis is to be done. It is basically to understand more about a specific job in order to optimize it. It is a systematic process that consists of collecting complete information required for a job.

Job analysis is defined as a procedure through which you can determine the duties and responsibilities and the nature of the jobs which can finally help you to decide on the qualifications, skills, and knowledge to be required for an employee to perform a particular job. It helps you to understand which tasks are important and how they need to be carried on.

It forms the basis for later HR activities such as developing an effective training program, selection of employees, setting up performance standards and assessment of employees and employee remuneration system or compensation plan.

Also read: What are soft skills?

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What is the intent behind job analysis?

Before you perform an analysis for the job to be posted, you should be very clear about the reason of the existence of the job and the expectations the organization has from that particular job role. Just to name a few here are some questions which can help you set a framework for your purpose of Job analysis:

- What is the need for the job to exist?

- What are the physical and mental activities that the worker undertakes?

- When is the job to be performed?

- Where is the job to be performed?

- How does the job performed by an employee?

- What qualities and qualifications are required to perform the job?

Also read: What is a job description?

What is the importance of Job Analysis?

Job analysis helps in analyzing the resources and establishing the strategies for organizations to accomplish the business goals and strategic objectives.

Job description created helps the employees to choose the job role according to their preference. It helps in creating job descriptions that acts as a communication tools that are significant in an organization's success.

The significant purpose of conducting a job analysis of a company is to create job descriptions and job specifications which would help to hire a skilled workforce and maintain the hiring process to be as efficient as possible. Job description is every information about the duties and responsibilities of a particular job. Whereas when it comes to job specifications it is a statement of information about qualifications, significant qualities, skills and knowledge required for an employee to fit in a job.

Therefore job analysis enables recruiters/employers to have a deep insight into a job, with the help of this, a recruiter can easily track candidates who have significant qualifications and qualities to perform a job.It can also be used to identify areas where an employee requires training since it makes it clear to understand the core duties required and responsibilities of a job needed. Also, it can provide information to develop required training material for a job to be performed by an employee after the completion of their training.

Job analysis plays a major role while trying to determine the compensation management/salary administration is as it is one of the core HR functions, salary for a job is basically decided on skill level required, duties and responsibilities, qualification and experience level/seniority, altogether. There is a subpart of it with a separate method to determine the value of the job that is called as job evaluation.  

Job evaluation is the process of valuing or determining how much is to be paid for a job. Job evaluation is mainly used when a specific job or a single job is to be evaluated or when there are different jobs in the same Cader, or when there jobs based on projects or piecework. Importance of Job analysis is even in concluding the compensation, remuneration, and salary of an employee.

Every organization has its own set of goals and objectives to achieve, performance standards which have to be maintained by every employee and reviewing the performance of employees. All of these could be cross-checked with the outcome and importance of job analysis of a job, whether the outcome of it is in tune with goals and objectives of an organization or not, performance standards are being maintained or not and reviewing employee performance based on performance standards or not.

It can also be included in the performance review to identify or develop goals and objectives, performance standards, evaluation criteria, length of probationary periods, and duties to be evaluated.

What are the benefits of Job analysis?

Organizational structure and design:- With the benefits of job analysis an organization can make suitable changes in the organizational structure so that it matches the needs and requirements of the organization. Duties can be either added or deleted from the job.

1. Recruitment and selection

It can even provide information about what the job entails and what human characteristics are required to perform all of these activities. All of this information, in the form of job descriptions and specifications, helps management decide what sort of people to recruit and hire right.

2. Job evaluation

Job evaluation is the study of job performance in detail by all individuals. The difficulty levels, skills required by that job and on this basis, the salary is fixed. All of the information regarding qualities required, skilled levels, difficulty levels are obtained from it.

3. Promotions and transfer

While giving a promotion to an employee we need to promote them on the basis of the skill and talent required for the future job. Similarly, when we transfer an employee to another branch the job must be very similar to what he has done before, take these decisions we collect information from job analysis.

4. Health and safety

Most companies prepare their own health and safety, plans and programs based on the job analysis. From the job analysis companies can identify their risk factor on the job and based on the risk factor similarly safety equipments are provided.

5. Acceptance of job offer

All the information required to be filled in the offer letter is collected from the job analysis which makes it not only important but a crucial step to follow while hiring.

6. Labour relations

Job analysis comes into picture also when duties and taxes are to be added or deleted for any particular job position. When this activity is systematically done using job analysis possibility of the number of problems with union members reduce and labor relations will improve, thus growing the efficiency in the process.

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