Job Analysis-A Basic Human Resource Management Tool

                                                                Figure -Job Analysis

“Job Analysis refers to the process of studying the operations, duties and organizational aspects of jobs in order to derive specification or job description”.

                                                                                                         Michael J. Jucius

What is Job Analysis?

Job analysis is a crucial part of Human Resource Management. It is a systematic process of gathering all the necessary information like duties, skills accountabilities and work environment about the job role and the responsibilities within an organization. It is an essential HR technique and the starting point of all the other HR activities. Job analysis helps to determine job specifications and to set the particular standard to different roles to perform their duties within an organization.

In other words, Job analysis provide a way for individuals to fully understand the nature of the job and it include multiple key functions of HR. The results of Job analysis assist in hiring the most suitable talent for the particular role.

Process of Job Analysis

In HR point of view Job Analysis is a useful tool. It helps to create employment specifications including the job title, location, job summary, duties, working conditions and all.

Defining the objective- The first step in this process is defining the clear objective for the position. The objective could be creating a new position, redesigning or revising or changing the organizational structure .So identifying the clear purpose will helps to entire job designing process.

• Preparing Job analysis - After setting the objective, the next step is preparing the job analysis. This is the step of gathering all the necessary data to design the job. To gather data, we can use various methods like discussions, questionnaires, interviews, etc.

• Designing the job - Once the data is collected, the next part of this process is to draft the job description and the job specification. Once it is drafted by the HR team it will go to the relevant department heads and the managers for review.

• Controlling Job description and Job specification- This is the last step of this process. A job description provides comprehensive job overview while the job specifications outline the qualification, skills and experience required. This should be periodically reviewed and updated.

Factors to be considered when  Collecting Data for Job Analysis

Job Context - This means the environmental factors in which the job is performed like organizational culture, work schedules and physical surrounding.

Job Relationship - The interconnection with the other jobs.

Job Requirement - The educational background, competencies and skills need to perform the job efficiently. 

Advantages and Importance of Job Analysis

                                                                    

                                      Figure 2- Advantages of Job analysis and the use of JD

HR Planning - 

It provides information such as how many employees, which type of categories and the skills is required to perform the job.  It is important to plan the HR Budget and the other required resources for the year.

Recruitment and Selection

Job analysis helps to determine the correct individual who suitable for the particular job. It clearly define the education qualifications, age limit, experience and all the necessary details Having a clear idea about the different job categories helps to recruit the most suitable person for the relevant position.  

Training & Development

Employees training and development needs can be accessed through the job analysis process. According to that is easy to select the trainer, training methodologies and the tools and the number of trainings that has to be given to the employees as per their job categories.

Performance Appraisals

By doing a job analysis it helps to smooth the performance appraisals process of the organization. It helps to measure the actual work done by the employees within the given period as per the job description. Based on that it is easy to mark the rating level of the individuals.

Health & Safety  

All the necessary information regarding the job is mentioned in the job description which is given to all the employees in an organization. This information is useful to create a safe and healthy workplace for everyone in the organization.

    

                                                        Video Source-You Tube

Conclusion

As per Scott, Clothier and Spriegel 'Job analysis is the process of critically evaluating the operations, duties and the relationship of the job'  as well as it one of the most important and the crucial part of the HR and the department is doing a proper job analysis for the particular positions that required for the organization. Having clear job analysis process helps to attract the right talent in the right place at the right time. and also it helps to understand the employer and the employee the responsibilities of each position. So  it important to having a clear job analysis process for the each position in every organization. It helps them to achieve their goals and objectives. 

References

Management Study Guide, [2015] Factors affecting job design [online]. Available at Factors affecting Job Design (managementstudyguide.com). Accessed on November 2023.

Job analysis in Human Resource Management, [online]. Available at https://www.upgrad.com/blog/job-analysis-in-hrm/. Accessed on November 2023.

HR Help Boeard, (n.d). Job Analysis Meaning Definition, What is Job Analysis Process [online]. Available at https://www.hrhelpboard.com/performance-management/job-analysis.html. Accessed on 25th November 2023.

Business Jargons, (2015). Process of Job Analysis [online]. Available at https://businessjargons.com/process-of-job-analysis.html. Accessed on November 2023.

Dixit, A. (2014) Job Analysis-Relevance and Applicability For Modern Business Environment [online]. Available at https://www.researchgate.net/publication/346920470_Job_Analysis_-_Relevance_And_Applicability_For_Modern_Business_Environment. Accessed on 26th November 2023.