What is job analysis ? Concept of Job Analysis

What is job analysis ? 

Job analysis is the process of determining (by observation and study), and reporting pertinent information about a specific job. It includes the identification of the tasks to be performed, the machines and equipment utilized, the materials, products or services involved. It also includes the training, skills, knowledge, and personal traits (qualities) required of the worker. 

Edwin B. Flippo: Job analysis is the process of studying and collecting information  relating to operations and responsibilities of a specific job. " 

DeCenzo & Robbins: "A job analysis is a systematic exploration of the activities within  a job. It is a basic technical procedure, one that is used to define the duties,  responsibilities, and accountabilities of a job."

Richard I. Henderson: "Job analysis " involves compiling a detailed description of tasks, determining the relationships of the job to technology and to other jobs and examining the knowledge, qualifications or employment standards, accountabilities and other incumbent requirement."

Department of Labour, USA: " Job analysis is the  process of determining by observation and study and reporting pertinent information relating to the nature of a specific job. It is the determination of the tasks that comprise the job and of the skills, knowledge, abilities and responsibilities required of the worker for successful performance and which differentiate the job from all others."

Conclusion: Simply stated, job analysis is a procedure for obtaining relevant job information. This information is recorded, basically, on two forms (pieces of papers), to make a permanent record. One is called job description and the other is called a job specification. The actual content and format of job descriptions and specifications differ greatly from  one organization to another. 

The  Job Analysis Information Hierarchy: Job Terminology

Meaning of the Terms 

There are altogether eight job terminologies frequently used in HRM field. They also have different meaning and hierarchy. They are given below: 

1. Element: A job element is the smallest unit into which a work can be divided.

2. Task: A task is a distinct work activity carried out for a distinct purpose. Examples would include typing a letter, preparing a lecture, etc. It is a component of a job.

3. Duty: A duty is a number of tasks grouped together. Counseling students is a duty of a college instructor. A general accounting clerk's duties might include preparing the monthly income statement and distributing the monthly  payroll checks.

4. Position: A position is a group of tasks assigned to one individual. There are as many positions in an organization as there are staffs. 

5. Job: A job now can be defined a group of positions that are similar as to kind and level of work. In some instances only one position may be involved, simply because no other similar position exists. For example: in the typical firms the position of 'HR manager' also constitutes a job since there is only one HR manager is the organization.

6. Job family: A job family  is a group of two or more jobs. It either calls for similar work characteristics or contain parallel work tasks as determined by a job analyst. 

7.Occupation: An occupation is a group of jobs that are similar as to kind of work and are found throughout an industry's or the entire country. An occupation is a category of work found in many firm.

8. Career: A career represents a sequence of position, jobs, or occupations that a  person has over his/her working life.

The Steps in Job Analysis (Process)

Job analysis is not a single task activity. It is a sequential process. It involves five different interrelated steps. They must be done with due care. In other words, there are 5 steps required for doing a job analysis. They are described below: 

1. Collection of background information: The first step in job analysis is collection of background information. The makeup of a job, its relation to other jobs (and its requirements for component performance), etc. are analyzed in it. Those things are essential information needed for a job evaluation. This information can be received by reviewing available background information. Background information are also collected from organization charts; class specifications; and the existing job descriptions.

2. Selection of representatives position to be analyzed: Typically a large organization used to have similar kind of various positions. All those positions generally contain similar characteristics of duties. Therefore, the analysis of all jobs would be time consuming. To avoid that burden key representative positions should be analyzed. 

3. Collection of job analysis data: Job data on features of the job, required employee qualifications, and other requirements should be collected from the employees who actually perform a job. It can also be collected from other  employees who watch the workers doing a job  and thereby acquire knowledge about it. Data can also be obtained from the outside persons/experts who are appointed to watch employees performing job.

4. Developing a job description (JD): It is one of the main purposes of job analysis. The information collected from step3 is to be developed in the form of a job description. This is a written statement that describes  the main features of the job. It also describes the activities which the job holder must perform.

5. Developing a job specifications (JS): The last step is to convert the job description statements into job specifications. The aim of job specifications is to specifically mention what personal qualities, traits, skills, and background is necessary for getting the job done.