Job analysis in human resources management

1. JOB ANALYSIS
Job analysis is the process of gathering and analyzing
information about the content and the human requirements of
jobs, as well as, the context in which jobs are performed.
Job analysis is a systematic exploration of the activities within a
job.
A process of obtaining all pertinent (relevant) job facts .
The immediate product of this analysis are job description and
job specification.

2. Job Analysis in Human Resource
Management:

3. • Introduction
Job analysis in Human Resource Management (HRM) is
very crucial. It involves systematically gathering and analyzing
information about job roles and responsibilities within an
organization.
Job analysis helps develop job descriptions, determine job
specifications, set performance standards, and establish
training and development programs.

4. Concepts & Related terms of Job
Analysis
Job analysis in HRM encompasses key concepts essential to
understanding its process and outcomes. These concepts include:
1.Job: A specific organizational position or role with distinct tasks and
responsibilities.
2.Task: The smallest unit of work performed within a job. It refers to a
specific action or activity that contributes to completing a job.
3.Duty: A collection of related tasks that form a significant part of a
job.
4.Responsibility: The obligation (compulsion) to perform specific
tasks and be accountable for the outcomes.
5.Qualification: The knowledge, skills, abilities, and attributes
(features or qualities) required to perform a job effectively.

5. Factors to be Considered in the Collection
of Job Analysis Data
1.Job Context: The environment and conditions in which the job
is performed. This includes physical surroundings, work
schedules, and organizational culture.
2.Job Relationships: The interactions and relationships with
other job positions. This includes collaboration, reporting
relationships, and communication channels.
3.Job Requirements: The skills, qualifications, and
competencies (right skill & abilities) needed to perform the job
effectively. This includes educational background, certifications,
and specialized knowledge.

6. Importance of Job Analysis
1.Recruitment and Selection: Job analysis helps identify the qualifications and skills
required for a particular job. This information facilitates the recruitment and
selection process by ensuring that suitable candidates are hired.
2.Training and Development: Job analysis provides insights (understanding) into
the skills and knowledge needed to perform a job effectively. This helps in
designing training programs that address specific job-related competencies.
3.Performance Appraisal: Clear job descriptions and specifications derived from
job analysis serve as the basis for evaluating employee performance.
4.Career Planning: Job analysis helps individuals understand the requirements and
expectations of various organizational jobs. This knowledge aids in career
planning and development.
5.Job Design: Job analysis helps design jobs that are meaningful, challenging, and
aligned with organizational objectives.

7. Job Analysis Information and Its Sources
1.Employees: Employees can provide valuable insights into their job
roles and responsibilities through interviews, questionnaires, or
surveys.
2.Supervisors and Managers: Supervisors and managers have
firsthand knowledge of the tasks and requirements of the jobs they
oversee.
3.Job Analysis Experts: HR professionals or external consultants
specializing in job analysis can provide expert guidance and support.
4.Existing Documentation: Job descriptions, performance records,
and other existing documents within the organization can serve as
sources of information.

8. Process of Job Analysis
1.Defining the Objectives: Before conducting a job analysis, it is
essential to define the objectives clearly. Determine the purpose of
the analysis, whether it is for recruitment, training, performance
management, or any other HR function. This step helps in guiding the
entire process.
2.Gathering Job Data: The next step is to gather data about the job
through various methods such as interviews, questionnaires,
observation, and analyzing job performance data. This data collection
process helps identify the tasks, duties, responsibilities, and required
competencies associated with the job. (KRA)

9. 3.Analyzing Job Data: Once the data is collected, it needs to be
analyzed to identify the critical elements of the job. This analysis
involves identifying the essential functions, skills, knowledge, and
qualifications (KSA) required to perform the job effectively.
4.Documenting Job Descriptions and Specifications: Job descriptions
and specifications are created based on the analyzed data. A job
description provides a detailed job overview, including its title,
summary, duties, responsibilities, and reporting relationships. Job
specifications outline the required qualifications, skills, experience, and
competencies needed for the job.

10. 5.Validation and Review: To ensure accuracy and relevance,
key stakeholders, including supervisors and employees, should
validate and review the job descriptions and specifications. This
step helps make necessary revisions or updates to reflect
changes in the job role or organizational requirements.

11. Job Description and Job Specification
• Job Analysis is a primary tool to collect job-related data. The process
results in collecting and recording two data sets including job
description and job specification.
• Any job vacancy can not be filled until and unless HR manager has
these two sets of data. It is necessary to define them accurately in
order to fit the right person at the right place and at the right time.
This helps both employer and employee understand what exactly
needs to be delivered and how.
• Job analysis is a basic technical procedure , one that is used to define
the duties , responsibilities and accountabilities of a job

12. • Job Description
• Job description includes basic job-related data that is useful to
advertise a specific job and attract a pool of talent.
• It includes information such as job title, job location, reporting to and
of employees, job summary, nature and objectives of a job, tasks and
duties to be performed, working conditions, machines, tools and
equipments to be used by a prospective worker and hazards (dangers
& risks) involved in it.

13. • Purpose of Job Description
The main purpose of job description is to collect job-related data in
order to advertise for a particular job. It helps in attracting, targeting,
recruiting and selecting the right candidate for the right job.
It is done to determine what needs to be delivered in a particular job.
It clarifies what employees are supposed to do if selected for that
particular job opening.
It gives recruiting staff a clear view what kind of candidate is required
by a particular department or division to perform a specific task or
job.
It also clarifies who will report to whom.

14. • Job Specification
Also known as employee specifications, a job specification is a
written statement of educational qualifications, specific qualities,
level of experience, physical, emotional, technical and communication
skills required to perform a job, responsibilities involved in a job and
other unusual sensory demands.
It also includes general health, mental health, intelligence, aptitude,
memory, judgment, leadership skills, emotional ability, adaptability,
flexibility, values and ethics, manners and creativity.

15. • Purpose of Job Specification
Job specification helps candidates analyze whether are eligible to apply
for a particular job vacancy or not.
It helps recruiting team of an organization understand what level of
qualifications, qualities and set of characteristics should be present in a
candidate to make him or her eligible for the job opening.
Job Specification gives detailed information about any job including job
responsibilities, desired technical and physical skills, conversational ability
and much more.
It helps in selecting the most appropriate candidate for a particular job.

16. • Job description and job specification are two integral parts of job
analysis. They define a job fully and guide both employer and
employee on how to go about the whole process of recruitment and
selection. Both data sets are extremely relevant for creating a right
fit between job and talent, evaluate performance and analyze
training needs and measuring the worth of a particular job.

17. JOB ENLARGEMENT
Job enlargement is a job design technique wherein there is an
increase in the number of tasks associated with a certain job.
In other words, it means increasing the scope of one’s duties and
responsibilities. The increase in scope is quantitative in nature and
not qualitative and at the same level.
Job enlargement is a horizontal restructuring method that aims at
increase in the workforce flexibility and at the same time reducing
monotony that may creep up over a period of time. It is also known as
horizontal loading in that the responsibilities increase at the same
level and not vertically.

18. Job Enrichment - Meaning and its Benefits
Organizations are increasingly facing the heat of attrition, which is
not good to health of the same. Lots of time, money and resources
are spent into training an individual for a particular job and when
he/she leaves the return on that investment equals null.
Often it is not for the money that people leave; that may be the
reason with the frontline staff but as we move towards the upper
levels of organizational hierarchy, other reasons gain prominence.
Many of those who quit their jobs complain of their jobs as
uninteresting!

19. • only 13% of employees are engaged in their work. What’s
more, the same survey revealed that very few employees are
psychologically committed to what they’re doing and making positive
contributions to their organizations. This suggests there is a pressing
need for organizations to look for new ways to increase employee
satisfaction and engagement. One such method is job enrichment.
• Job Enrichment is the process of increasing skill variety, assigning
extra responsibilities to a role, adding meaning to jobs, creating
autonomy, and giving feedback.

20. • Job enrichment is a strategy used to motivate employees by giving
them increased responsibility and variety in their jobs.
• Managers who focus on job enrichment focus on creating jobs with
meaning. The aim is to create a healthy work
environment and employee work-life balance that intrinsically
motivates employees.
• Note: Intrinsic motivation is defined as the doing of an activity for its
inherent satisfaction rather than for some separable consequence.
When intrinsically motivated, a person is moved to act for the fun or
challenge entailed rather than because of external products,
pressures, or rewards.

21. Techniques of Job Analysis
1. Interviews: Conduct structured interviews with employees
and supervisors to gather detailed information about job
tasks, responsibilities, and requirements.
2. Questionnaires: Distributing questionnaires or surveys to
employees to collect standardized responses about their job
tasks, duties, and competencies. Questionnaires can be
helpful when analyzing many job roles simultaneously and
help obtain quantitative data.

22. 3.Observation: Observing employees while performing tasks to
gain insights into job requirements, work processes, and
environmental factors. This technique helps capture real-time
information and understand the job’s practical aspects.
4.Job Performance Data Analysis: Analyzing job performance
data, such as productivity metrics, error rates, or customer
feedback, to identify the key tasks and competencies associated
with successful job performance. This technique provides
objective data for job analysis.

23. Uses of Job Analysis
1.Recruitment and Selection: Job analysis information guides
the creation of job advertisements, selection criteria, and
interview questions.
2.Training and Development: Job analysis identifies the skills
and knowledge needed for effective training program design.
3.Job Evaluation and Compensation: Job analysis helps
determine the relative worth of organizational jobs and establish
equitable compensation structures.
4.Performance Management: Clear job descriptions and
specifications derived from job analysis serve as the basis for
setting performance standards and evaluating employee
performance.

24. Conclusion/Summary
• Job analysis in HRM is a critical process in HRM that helps
organizations understand job roles, responsibilities, and
requirements. It facilitates effective recruitment, selection,
training, performance management, and career development.
By conducting a thorough job analysis, organizations can align
their human resources with organizational goals, ensuring
optimal performance and success.