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Chapter 3

Job analysis is a systematic process for collecting and organizing information about a job's tasks, responsibilities, and requirements, aimed at developing job descriptions and specifications to support HR functions. The process includes determining the purpose, selecting jobs to analyze, collecting data, and developing job descriptions and specifications. Job descriptions clarify expectations and serve as a basis for performance evaluation, while job specifications outline the qualifications and skills needed for effective job performance.

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15 views6 pages

Chapter 3

Job analysis is a systematic process for collecting and organizing information about a job's tasks, responsibilities, and requirements, aimed at developing job descriptions and specifications to support HR functions. The process includes determining the purpose, selecting jobs to analyze, collecting data, and developing job descriptions and specifications. Job descriptions clarify expectations and serve as a basis for performance evaluation, while job specifications outline the qualifications and skills needed for effective job performance.

Uploaded by

Md Byzed Ahmed
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Chapter 3

Job Analysis

The Nature of Job Analysis

Definition:
Job analysis is a systematic process of collecting, analyzing, and organizing information about the
tasks, responsibilities, skills requirement, outcomes, and work environment of a particular job.

Key Elements:

• Job Content – What the job holder does (tasks, duties, responsibilities).
• Job Requirements – The knowledge, skills, abilities, and qualifications needed.
• Job Context – Physical, social, and organizational conditions in which the job is
performed.

Purpose of Job Analysis:

• To develop job descriptions and job specifications. A job description is a written statement
that explains what a jobholder does, how the job is done, and why it is done. It outlines
the main duties and responsibilities of a specific job. A job specification outlines the
minimum qualifications, skills, and abilities needed to perform a specific job effectively. It
focuses on the person who will do the job, not the job itself.
• To support HR functions such as recruitment, selection, training, and performance
evaluation.
• To ensure legal compliance in employment practices.

Importance (Dessler, 1998; DeCenzo & Robbins, 1999):

• Helps in designing appropriate compensation systems.


• Facilitates career planning and employee development.
• Aids in workforce planning and restructuring.
Job Analysis Process

1. Determine the Purpose of the Job Analysis

Before beginning, it is important to identify why the job analysis is being conducted. Different
purposes may include recruitment, compensation, performance evaluation, or job redesign.
Clarifying the purpose helps in choosing the right method and focus for the analysis.

2. Select the Jobs to be Analyzed

Organizations may not have the resources to analyze every job at once. Therefore, they must decide
which jobs will be analyzed. Priority is usually given to key positions, frequently changing jobs,
or newly created roles.

3. Review Relevant Background Information

This step involves collecting existing information about the job. Sources include:

• Organizational charts
• Job descriptions and job specifications
• Training manuals
• Performance standards

This background knowledge helps the analyst gain an initial understanding of the job and its role
in the organization.

4. Choose the Method(s) of Data Collection

There are various methods for collecting job information. The appropriate method depends on the
job’s complexity and the purpose of the analysis. Common methods include:

• Observation – Watching employees perform their tasks


• Interviews – Asking employees or supervisors about the job
• Questionnaires – Standardized forms filled out by employees
• Diaries/logs – Employees record their activities over a period

Often, a combination of methods is used to ensure accuracy and completeness.


5. Collect Job Data

This is the actual fieldwork phase, where information is gathered from the selected sources using
the chosen method(s). The analyst records:

• Tasks performed
• Methods and tools used
• Working conditions
• Skills, knowledge, and abilities required
• Responsibilities and duties

Effective communication and cooperation from employees are essential at this stage.

6. Analyze the Job Information

Once the data is collected, it is analyzed to identify the main job tasks, duties, and
responsibilities, along with the skills, qualifications, and physical or mental requirements
needed. The focus is to clearly separate what is essential from what is desirable.

7. Develop Job Descriptions and Job Specifications

The analyzed data is used to create two main documents:

• Job Description – Outlines what the job involves: title, duties, responsibilities, tools used,
and working conditions.
• Job Specification – Details the qualifications needed: education, experience, skills,
abilities, and personal traits.

These documents serve as key tools in HR decision-making.

8. Review and Update the Information

Jobs are not static—they may change over time due to technology, restructuring, or market
changes. Therefore, job analysis should be reviewed and updated periodically to keep it relevant
and useful.
Job Description

Definition:

A job description is a written statement that explains what a job involves. It provides details
about the duties, responsibilities, working environment, and the reporting structure. It serves
as a guide for both the employee and employer to understand what is expected in a specific role.

Components of a Job Description (Dessler, 1998):

1. Job Title:
o Indicates the name of the job.
o Helps identify the position and its level in the organization.
o Example: "Marketing Officer," "HR Assistant."
2. Job Summary:
o A brief overview of the job’s main purpose.
o Describes what the jobholder is expected to achieve.
o Often just a few lines summarizing the overall role.
3. Duties and Responsibilities:
o Lists the key tasks the jobholder must perform.
o Can include both routine duties and occasional tasks.
o Helps ensure accountability and clarity in performance expectations.
4. Reporting Relationships:
o Shows the position’s place within the organizational hierarchy.
o States who the employee reports to and who reports to them (if any).
o Helps define lines of communication and authority.
5. Working Conditions:
o Describes the physical and environmental aspects of the job.
o Includes information on location, noise level, travel, shift timing, or safety hazards.
o Useful for determining any health or physical requirements.
6. Tools and Equipment Used:
o Lists any machinery, tools, or software the employee is expected to use.
o Helps during recruitment to match skills with job requirements.
o Ensures training can be planned where necessary.
Purpose of a Job Description:

1. Sets Clear Expectations for Jobholders:


o Employees know what is expected of them.
o Reduces confusion and miscommunication regarding roles.
2. Basis for Performance Evaluation:
o Managers can use the job description to assess employee performance.
o Enables objective comparisons between expected and actual job outcomes.
3. Supports Recruitment and Selection:
o Helps HR and managers define what qualifications and skills are needed.
o Attracts the right candidates by clearly stating job requirements.

Job Specification

Definition:
Job specification outlines the qualifications, skills, knowledge, and abilities required to perform
the job effectively.

Components (DeCenzo & Robbins, 1999):

1. Education and Experience


o Specifies the minimum level of education needed (e.g., high school, bachelor’s
degree, etc.).
o Lists the number of years and type of experience required.
o Helps ensure that the candidate has the basic academic background and practical
exposure.
2. Technical Skills
o Refers to the specific abilities needed to perform job-related tasks (e.g., computer
skills, accounting software, operating machinery).
o Important for roles that involve specialized equipment or procedures.
3. Interpersonal Skills
o Involves the ability to work well with others, such as teamwork, communication,
and conflict resolution.
o Especially important in jobs that require customer interaction or teamwork.
4. Physical and Mental Demands
o Includes physical strength, stamina, or coordination (e.g., lifting heavy objects,
standing for long hours).
o Also considers mental abilities like attention to detail, problem-solving, or stress
tolerance.
5. Certifications or Licenses (if required)
o Some jobs need special certifications or licenses (e.g., CPA for accountants, driving
license for drivers).
o Ensures legal and professional compliance.
Purpose of Job Specification:

• Helps in selecting suitable candidates by providing a clear picture of what is needed.


• Guides training and development efforts by identifying skill gaps.
• Ensures job-person fit to improve performance and satisfaction.

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