OB ANALYSIS, JOB

DESCRIPTION AND JOB

SPECIFICATION

Published on September 16, 2014

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Sagar Jivani - INTOSFollowSagar Jivani - INTOS

Founder & CEO @ Intos HR Solutions LLP

Job analysis is the systematic study of jobs to determine what

activities and responsibilities they include, their relative importance in
comparison with other jobs, the personal qualifications necessary for
performance of the jobs and the conditions under which the work is
performed. An important concept in job analysis is that an evaluation
is conducted of the job, not the person doing the job (even though
some job analysis data may be collected from incumbents).

 The success of every organization is dependent upon the

performance of its employees. Ideally, all of the jobs in an
organization should interrelate to optimize the achievement of the
organizations mission, goals and objectives. The stakeholder return
on investment of this synergistic effect will be influenced to a large
extent by how well each employee understands his or her role in the
organization. As a result, job analysis is considered by many HR
practice leaders to be a pivotal aspect of effective human resources
administration. It has the potential to impact every major core
competency area of HR, for better or for worse, depending on the
adequacy of the underlying job analysis practices in place within the
organization. For example, although the type of data needed by each
HR practice area may vary, job analysis data can and are used to
identify the knowledge, skills and expertise required to effectively
perform job assignments, establish criteria for selection and
promotions, design objectives for training and development programs,
develop the standards for the measurement of performance, and/or
assist with the determination of pay classification levels.
A job analysis is normally documented via a job analysis
questionnaire, and the end product is a job description,
inclusive of clearly defined job specifications (i.e., required
and/or preferred qualifications) for the job incumbent.
Job Analysis Defined
Organizations consists of jobs that have to be staffed. Job analysis
is the procedure through which we determine the duties, roles and
responsibilities of these positions and the characteristics, skill and
knowledge of the people to hire for them.

 Job analysis produces information used for writing job descriptions

(a list of what the job entails) and job specifications (what kind of
people to hire for the job)
Job Analysis Process
Collects information required for job analysis
Work activities
Collects information about the jobs actual work activities, such as
cleaning, selling, teaching, or painting. This list will also include how,
why and when the employee performs each activities.
Human behaviors
Collects information about human behaviors like sensing,
communications, deciding and writing. Included here would be
information regarding job demands such as lifting weights or walking
long distances.
Machines, tools, equipment and work aids
This category includes information regarding tools used, material
processed, knowledge dealt with or applied (such as finance or law),
and services rendered (such as counselling or repairing).
Performance standards
The information about the jobs performance standards (in terms of
quantity or quality levels for each job duty, for instance). Management
will use these information to appraise employees.

 Job Context
Included here is information about such matters as physical
working conditions, work schedule, and the organizational and social
context for instance, the number of people with whom the employee
would normally interact. Information regarding incentives might also
be included here
Human requirements
This includes information regarding the jobs human requirements,
such as job-related knowledge or skills (education, training, work
experience) and required personal attributes (aptitudes, physical
characteristics, personality, interests)
Review relevant back ground information such
as organization charts, process charts and
existing job descriptions
Organization charts
Organization chats shows the organization wide distribution of
work, with titles of each position and interconnecting lines that show
who reports to and communicates to whom
Process charts or Work Flow charts
Work flow chart shows the flow of inputs to and outputs from a
particular job
Existing job descriptions, if any
Select representative position

 There may be too many similar jobs to analyze them all. For
example, it is usually unnecessary to analyze the jobs of 200 assembly
workers when a sample of 10 jobs will do.
Actually analyze the job by collecting all the
required information related to that thorough
interview, observation or any other methods.
Verify the job analysis information with the
employee performing the job and with his or her
immediate supervisor
Develop job descriptions and job specifications
Job Descriptions
Job description is a very useful document that describes a list of a
jobs duties, functions, roles, tasks, reporting relationships, working
conditions and supervisory responsibilities etc. one product of job
analysis.
Job Specifications
Job specification is also a very useful document that describes a list
of jobs human requirements that is, the requisite education, skills,
knowledge, personal qualities, attributes and traits etc. another
product of job analysis.
Job Analysis, Job Descriptions and Job
Specifications Can be Used for

 Job analysis is a technical and managerial tool for gathering,

analyzing and synthesizing information about jobs and other units of
work. The analysis assists HR specialists, industrial engineers,
organization designers and others in such end-use areas as:
Workforce / Manpower planning (skill inventories and
supply/demand forecasting)
Organization design (missions, functions and other aspects of work
units for horizontal and vertical differentiation)
Performance management (performance criteria and appraisal)
Affirmative Action plans
Recruiting and selection (Employment)
Career and succession planning
Training and development (needs assessment)
Compensation administration (Job Evaluation, Grades, Pay
Surveys and Pay Setting)
Health, safety and security
Employee/labor relations
Compliance with legal requirements
Risk management
Work management (work processes and outsourcing)