Job Analysis in HRM: Process, Purpose, Methods, Steps & Outcomes

The job analysis is a process through which jobs are studied and understood. It is an important part of the human resource program.

Purposes of Job Analysis

Information on the following areas can be acquired through the process of job analysis:

Important activities & duties required
Specification of job conditions

In this way, the following concepts are understood:

a) Job:

A job is a combination of tasks that should be completed in an organization to accomplish its objectives.

b) Position:

A person performs specified tasks & responsibilities; therefore, there must be a position for every person in the organization.

c) Task:

A task is a clear and identifiable work activity that consists of motions.

d) Duty:

It is a broader portion that consists of a group of tasks completed by a person.

e) Responsibility:

Responsibility is the obligation to complete certain duties & tasks. In light of the above information, job analysis is a systematic process in which all information associated with a job is collected & evaluated. It provides an understanding of the tasks & duties linked with a job and the types of people suitable for it.

Job description & job specification are prepared through job analysis, which supports recruitment, selection, training, compensation & performance appraisal processes.

Why Job Analysis is Conducted

There are many reasons for conducting a systematic job analysis, which are as follows:

a) Staffing:

Staffing cannot be performed accurately if the recruiting officer does not understand the required qualifications for a job.

b) Training & Development:

Training & development needs of newly selected employees are determined by identifying the required skills, knowledge & experience for a job. This helps provide proper training at the beginning to make employees competent workers.

c) Compensation & Benefits:

Management must know the worth of a job in monetary terms before recruitment & selection. The worth of a job is directly related to the duties & responsibilities associated with it.

d) Safety & Health:

Employee safety & health considerations are also derived from job analysis information.

e) Employee & Labor Relations:

Relations with employees are influenced through information collected from job analysis, which helps management in various HR decisions.

Legal Considerations:

Legal aspects of jobs & policies are better addressed through proper job analysis.

Kinds of Job Analysis Information:

For a successful job analysis process, considerable information is required, including knowledge about tools, machines, work aids & other equipment used to perform the job. Job analysis also identifies the standards that should be developed for a job.

Following are some questions answered through job analysis:

• What kinds of physical & mental tasks are completed by employees?
• When should the job be completed?
• How should the employee perform the job?
• Why should the job be performed?
• What qualifications are required to accomplish the job?

When Job Analysis is Conducted:

Job analysis is performed:

• When the organization is established
• When new jobs are created

Uses of Job Analysis Information:

a) Recruitment & Selection:

Job analysis facilitates job description & job specification, which help management decide the type of people to be hired.

b) Compensation:

Job analysis guides the valuation of new jobs and helps determine appropriate compensation.

c) Performance Appraisals:

Specific job activities are identified through job analysis. It also provides performance standards for employees.

d) Training:

Job analysis provides job descriptions that show the skills & knowledge required for performing job activities. This helps managers identify training requirements.

e) Discovering Unassigned Duties:

Unassigned duties are revealed through job analysis.

f) EEO Compliance:

Job analysis is a crucial step in validating human resource activities according to standards.

Steps in Job Analysis:

Following are the steps involved in job analysis:

The purpose of using information is identified to understand the type of information that should be collected. Position analysis questionnaires & interviews are common data collection methods.
Background information such as job descriptions, process charts & organizational charts is reviewed.
Representative positions are selected for analysis because analyzing all similar positions is unnecessary.
Data is collected for job analysis on the following aspects:
• Job activities
• Employee behaviors
• Working conditions
• Human abilities & traits
Accuracy & reliability of collected data are verified by reviewing and comparing it with job incumbents.
In the final step, job description & job specification are prepared.