Learn, Explain Recruitment & Selection – Hiring Process and Hiring Decision: Meaning, Definition with Nature of Hiring!
Hiring Process and Hiring Decision: Nature of Hiring, Regular, Temporary, full time, part time, Apprentice, Contractual, Outsourcing, Existing Post or New Post to be Created, Need Analysis, Job Analysis. Continue after Job Analysis: Meaning, Definition, and Purpose with Methods. For Study of Recruitment & Selection!
Hire is defining: Obtain the temporary use of (something) for an agreed payment.
Meaning of Hiring: The act of giving someone a job; an employer taking on a new employee. “After several interviews, the CEO told me that he wanted to hire me for the management position and that I could start work next week.”
Definition of Hiring: The practice of finding, evaluating, and establishing a working relationship with future employees, interns, contractors or consultants.
Purpose of Job Analysis: Broadly speaking in the context of HR selection, job analysis data are frequently used…
Methods of Job analysis:
Job Analysis Interviews: In the Context of HR Selection, a job analysis interview is typically performed for one or more of the following reasons…
Job Analysis Questionnaire.
Task Analysis Inventory: Task inventory process…
Position Analysis Questionnaire: Items on the PAQ are organized into six basic divisions or sections. These divisions and a definition are as follows… with Rating, scales are used in the PAQ for determining the extent to which the items are relevant to the job under study. Six different types of scales are used…
Subject Expert Workshops: There is no one particular format for conducting the workshops. However, the following general steps seem to characterize most workshops…
Critical Incident Technique: As the basic elements of information collected are job behaviors rather than personal traits, it is a work-oriented procedure…
Fleishman Job Analysis Survey.
Functional Job Analysis: Two types of task information are obtained from FJA… with when using FJA, judgments about jobs are based on at least two premises…
Job Element Method.
Repertory Grid: A Grid consists of four parts…
Practical Component.
RECOMMENDED BOOKS.
REFERENCE BOOKS.
Job Analysis: Meaning, Definition, and Purpose with Methods! all content study and learn in one PDF, PDF Reader online or maybe Free Download: Recruitment & Selection – Job Analysis!
Learn and Understand, What to TAKE During the Job Analysis?
Gathering job-related information involves lots of efforts and time. The process may become cumbersome if the main objective of it is not known. Any information can be gathered and recorded but may be hazardous for health and finances of an organization if it is not known what is required and why. Also Learned, Meaning and Definition, What to TAKE During the Job Analysis?
Before starting to conduct a job analysis process, it is very necessary to decide what type of content or information is to be collected and why. The purpose of this process may range from uncovering hidden dangers to the organization or creating a right job-person fit, establishing effective hiring practices, analyzing training needs, evaluating a job, analyzing the performance of an employee, setting organizational standards and so on. Each one of these objectives requires the different type of information or content.
While gathering job-related content, a job analyst or the dedicated person should know the purpose of the action and try to collect data as accurate as possible. Though the data collected is later on divided into two sets – job description and job specification but the information falls in three different categories during the process of analyzing a specific job – job content, job context and job requirements. Also Study, Explain Advantages and Disadvantages of Job Analysis!
#Job Analysis and Data Collection:
Job analysis involves collecting information on characteristics that differentiate jobs. The following factors help make distinctions between jobs:
Knowledge, skills, and abilities (KSAs) needed.
Work activities and behaviors.
Interactions with others (internal and external).
Performance standards.
Financial budgeting and impact.
Machines and equipment used.
Working conditions.
Supervision provided and received.
Grouping jobs with related functions are helpful in the job analysis process by identifying the job family, job duties and tasks of related work.
The following provides an example of how an organization may group related jobs:
Job family: Grouping of related jobs with broadly similar content.
Job. Group of tasks, duties, and responsibilities an individual performs that make up his or her total work assignment.
Task:A specific statement of what a person does, with similar tasks grouped into a task dimension (i.e., a classification system).
A technical service job family, for example, could be identified as follows:
Job Family:Technical Service.
Job: Technical service representative.
Task: Provides technical support to customers by telephone.
What to Take?
Job Content.
Job Context, and.
Job Requirements.
#Job Content:
It contains information about various job activities included in a specific job. It is a detailed account of actions which an employee needs to perform during his tenure. The following information needs to be taken by a job analyst:
Duties of an employee,
What actually an employee does,
Machines, tools, and pieces of equipment to be used while performing a specific job,
Additional tasks involved in a job,
Desired output level (What is expected of an employee?),
Type of training required.
The content depends upon the type of job in a particular division or department. For example, job content of a factory-line worker would be entirely different from that of a marketing executive or HR personnel.
#Job Context:
Job context refers to the situation or condition under which an employee performs a particular job. The information takes will include:
Working Conditions
Risks involved
Whom to report
Who all will report to him or her
Hazards
Physical and mental demands
Judgment
Well like job content, data collected under this category are also subject to change according to the type of job in a specific division or department.
#Job Requirements:
These include basic but specific requirements which make a candidate eligible for a particular job. The taking of data includes:
Knowledge of basic information required to perform a job successfully.
Specific skills such as communication skills, IT skills, operational skills, motor skills, processing skills and so on.
Personal ability including aptitude, reasoning, manipulative abilities, handling sudden and unexpected situations, problem-solving ability, mathematical abilities and so on.
Educational Qualifications including degree, diploma, certification or license.
Personal Characteristics such as the ability to adapt to different environment, endurance, willingness, work ethic, eagerness to learn and understand things, behavior towards colleagues, subordinates, and seniors, sense of belongingness to the organization, etc.
For different jobs, the parameters would be different. They depend upon the type of job, designation, compensation grade and responsibilities and risks involved in a job.
Learn and Study, Explain the Process of Job Analysis!
Job Analysis is a systematic process of gathering complete information about the job duties and responsibilities required to perform a specific job. The job analysis is concerned only with the job and not with the job holders, but however, the information about the job is gathered from the incumbents. Where to place the employees in order to best utilize their skills and talent? How to determine the need for new employees in the organization? How to eliminate unneeded jobs? How to set realistic performance measurement standards? How to identify the jobs and prepare a plan to fill them? Also learn, Methods, Purpose, Explain the Process of Job Analysis!
Well, all this can be effectively done by a proper and thorough job analysis. Managers deal such kinds of challenges in day-to-day company operations where they need to fulfill effectively and efficiently fulfill the organization’s requirements related to human resource recruitment, selection, performance, satisfaction and cutting down and adding extra responsibilities and duties. And there is no scope where they can avert the risk of being wrong.
An effective and right process of analyzing a particular job is a great relief for them. It helps them maintain the right quality of employees, measure their performance on realistic standards, assess their training and development needs and increase their productivity. Let’s discuss the job analysis process and find out how it serves the purpose. Also learned, Explain Advantages and Disadvantages of Job Analysis!
#Job Analysis Process:
Identification of Job Analysis Purpose: Well any process is futile until its purpose is not identified and defined. Therefore, the first step in the process is to determine its need and desired output. Spending human efforts, energy as well as money is useless until HR managers don’t know why data is to be collected and what is to be done with it.
Who Will Conduct Job Analysis: The second most important step in the process of job analysis is to decide who will conduct it. Some companies prefer getting it done by their own HR department while some hire job analysis consultants. Job analysis consultants may prove to be extremely helpful as they offer unbiased advice, guidelines, and methods. They don’t have any personal likes and dislikes when it comes to analyzing a job.
How to Conduct the Process: Deciding the way in which job analysis process needs to be conducted is surely the next step. A planned approach about how to carry the whole process is required in order to investigate a specific job.
Strategic Decision Making: Now is the time to make the strategic decision. It’s about deciding the extent of employee involvement in the process, the level of details to be collected and recorded, sources from where data is to be collected, data collection methods, the processing of information and segregation of collected data.
Training of Job Analyst: Next is to train the job analyst about how to conduct the process and use the selected methods for collection and recording of job data.
Preparation of Job Analysis Process: Communicating it within the organization is the next step. HR managers need to communicate the whole thing properly so that employees offer their full support to the job analyst. The stage also involves preparation of documents, questionnaires, interviews and feedback forms.
Data Collection: Next is to collect job-related data including educational qualifications of employees, skills, and abilities required to perform the job, working conditions, job activities, reporting hierarchy, required human traits, job activities, duties and responsibilities involved and employee behavior.
Documentation, Verification, and Review: Proper documentation is done to verify the authenticity of collected data and then review it. This is the final information that is used to describe a specific job.
Developing Job Description and Job Specification: Now is the time to segregate the collected data into useful information. Job Description describes the roles, activities, duties, and responsibilities of the job while job specification is a statement of educational qualification, experience, personal traits and skills required to perform the job.
Thus, the process of job analysis helps in identifying the worth of the specific job, utilizing the human talent in the best possible manner, eliminating unneeded jobs and setting realistic performance measurement standards.
This few Process of job analysis also Studying:
Job analysis is as useful is not so easy to make. In fact, it involves a process. Though there is no fool-proof process of making job analysis, the following are the main steps involved in job analysis:
1. Organisational Job Analysis: Job analysis begins with obtaining pertinent information about a job’. This, according to Terry is required to know the makeup of a job, its relation to other jobs, and its contribution to the performance of the organization.
Such information can be had by dividing background information in various forms such as organisation charts i.e., how the particular job is related to other jobs; class specifications i.e., the general requirement of the job family; job description i.e., starting point to build the revised job description, and flow charts i.e., flow of activities involved in a particular job.
2. Selecting Representative Jobs for Analysis: Analysing all jobs of an organization is both costly and time-consuming. Therefore, only a representative sample of jobs is selected for the purpose of detailed analysis.
3. Collection of Data for Job Analysis: In this step, job data features of the job and required qualifications of the employee are collected. Data can be collected either through questionnaire, observation or interviews. However, due care should be taken to select and use the method of data collection that is the most reliable in the given situation of the job.
4. Preparing Job Description: The job information collected in the above ways is now used to prepare a job description. The job description is a written statement that describes the tasks, duties, and responsibilities that need to be discharged for effective job performance.
5. Preparing Job Specification: The last step involved in job analysis is to prepare job specification on the basis of collected information. This is a written statement that specifies the personal qualities, traits, skills, qualification, aptitude etc. required to effectively perform a job.
Learn and Understand, Explain the Methods of Job Analysis, with Process!
If you want to study first the Purpose of Job Analysis! So study for better understand. Then learn the Methods of Job Analysis! Now, Though there are several methods of collecting job analysis information yet choosing the one or a combination of more than one method depends upon the needs and requirements of an organization and the objectives of the job analysis process. Typically, all the methods focus on collecting the basic job-related information but when used in combination may bring out the hidden or overlooked information and prove to be great tools for creating a perfect job-candidate fit. Also learn, Meaning and Definition, Explain the Methods of Job Analysis, with Process!
Selecting an appropriate job analysis method depends on the structure of the organization, hierarchical levels, nature of job and responsibilities and duties involved in it. So, before executing any method, all advantages and disadvantages should be analyzed because the data collected through this process serves a great deal and helps organizations cope with current market trends, organizational changes, high attrition rate and many other day-to-day problems.
Let’s discuss few of job analysis methods that are commonly used by the organizations to investigate the demands of a specific job.
Methods of Job Analysis:
Most Common Methods of Job Analysis
#Observation Method:
A job analyst observes an employee and records all his performed and non-performed task, fulfilled and unfulfilled responsibilities and duties, methods, ways and skills used by him or her to perform various duties and his or her mental or emotional ability to handle challenges and risks. However, it seems one of the easiest methods to analyze a specific job but truth is that it is the most difficult one. Why? Let’s Discover.
It is due to the fact that every person has his own way of observing things. Different people think different and interpret the findings in different ways. Therefore, the process may involve personal biases or likes and dislikes and may not produce genuine results. This error can be avoided by proper training of job analyst or whoever will be conducting the job analysis process.
#This particular method includes three techniques: Direct observation, Work Methods Analysis, and Critical Incident Technique. The first method includes direct observation and recording of the behavior of an employee in different situations. The second involves the study of time and motion and is specially used for assembly-line or factory workers. The third one is about identifying the work behaviors that result in performance.
#Interview Method:
In this method, an employee is interviewed so that he or she comes up with their own working styles, problems faced by them, use of particular skills and techniques while performing their job and insecurities and fears about their careers.
This method helps interviewer know what exactly an employee thinks about his or her own job and responsibilities involved in it. It involves analysis of job by the employee himself. In order to generate honest and true feedback or collect genuine data, questions asked during the interview should be carefully decided. And to avoid errors, it is always good to interview more than one individual to get a pool of responses. Then it can be generalized and used for the whole group.
#Questionnaire Method:
Another commonly used job analysis method is getting the questionnaires filled from employees, their superiors, and managers. However, this method also suffers from personal biasness. A great care should be taken while framing questions for different grades of employees.
In order to get the true job-related info, management should effectively communicate it to the staff that data collected will be used for their own good. It is very important to ensure them that it won’t be used against them in anyway. If it is not done properly, it will be a sheer wastage of time, money and human resources.
These are some of the most common methods of job analysis. However, there are several other specialized methods including task inventory, job element method, competency profiling, technical conference, threshold traits analysis system and a combination of these methods. While choosing a method, HR managers need to consider time, cost and human efforts included in conducting the process.
Process Methods of Job Analysis:
Job analysis data is collected in several ways with only the specification of the person who is going to carry out the job analysis. Often workers from the HR department participate in job evaluations; also depending on the different methods of job analysis even the managers, bosses, and employees participate. During complicated job analysis, the industrial engineers handle the time and motion studies.
Another facet of job analysis is the contemplation of the technique used; some techniques of job analysis or methods are observations, interviews, questionnaires and other specific analysis methods. The applications of the techniques used in job analysis mostly depend on the type of organization, its fundamental requirements, and circumstances.
The various methods of Job Analysis are:
1. Observation:
In the job analysis method of observation, the performance of the worker is monitored by a manager, supervisor or job analyst, industrial engineer; the performance is recorded to see whether the tasks and duties are properly done. Job analysis observation may either be continuous or intermittent sampling but the observation is always of limited use since most jobs do not have the capability of doing the observation of the complete job cycles.
Hence observation is efficient in cyclic jobs and when used combined with other methods. The observation might be used by the supervisor or manager to be familiar with the job and its requirements. During other methods in job analysis, the observation method is immensely useful as it provides vital information about the job.
2. Work Sampling:
Work Sampling is a kind of observation; it does not need thorough concentration in all its minute aspects through the whole work cycle. As an alternative; the person doing the job analysis decides the matter and work pace on a specific workday according to the statistical sampling of various actions rather than by constant monitoring and detailed timing of each action. Work Sampling is most effective for regular monotonous jobs and cyclic repetitive jobs.
3. Employee Diary/Log:
In this method, the employee himself records his performance in a diary/log along with the frequency of the duty and the time needed to perform. This technique is useful in some ways but becomes tiresome for the employees to record all their duties and the timings. Even some employees believe that the employee diary/log method diverts them from their work and creates unnecessary distractions.
4. Interviewing:
In the interview technique of collecting data, the manager or the overseer monitors every job place and the worker performing it. Then a model question or interview form is made to ask the workers and note the answers and to get the proper analysis and complete comprehension of the job and its requirements; one has to talk and interview both the employee and the supervisor.
This method is exhaustive when the interviewer has to converse with two or more employees in one job. Often the professional and managerial jobs are very difficult and complex to analyze; hence require complex longer interviews. Thus the interviewing method should be combined with any other method for proper assessment.
5. Questionnaires:
Questionnaires method is the most popular technique for collecting information in job analysis and a survey device is created and distributed amongst the employees and managers to read and answer. The merits of this method are that bulk information can be collected from the employees without much effort; that also in a short span of time.
But the problems of job analysis is that it assumes the employee to answer the questions truthfully without any bias but that in reality is quite impossible; as opinions on their work and other things will always be influenced by their personal beliefs. Due to this problem, the job analysis questionnaire is mostly combined with the interviews and observations.
6. Critical incident method:
This method consists of observation and documentation of other instances and whether the behaviors were effective or futile to produce the desired results. The critical incident method of behavior includes; the reason of the incident and the circumstance, the work was done by the employee and how it was futile or useful, the assumed outcome of the behavior and also an analysis on the influence the behavior of an employee have on the outcome.
This method vastly differs from the other job evaluation, methods of conducting job analysis as only here the employee behavior is not recorded when it is performed but later when the behavior has been evaluated to be futile or useful depending on the results.
Here the behavior is described in retrospect and it is acknowledged that recording of past actions is more difficult and complicated than of present actions when the performance is continued.
Learn and Study, Explain Advantages and Disadvantages of Job Analysis!
Basically anywhere asking this types of question, What is the Advantages and Disadvantages of Job Analysis? First looking What is Job Analysis?, then Objectives or Purpose of Job Analysis, after that looking study, and Explaining, the Advantages and Disadvantages of Job Analysis! Job analysis is crucial in all human activities but like all human inventions, it also suffers from various limitations. Introduction to Job analysis consists of job responsibilities, information, expertise, capabilities and personal traits and all this lead to success, for the workers. The basic reason for which the organizations require job analysis is to ensure proper selection measures for choosing the suitable applicants. Also learn, Meaning and Definition, Explain Advantages and Disadvantages of Job Analysis!
A logical selection modus operandi is always necessary to make reasonable and trust-worthy job selections. A genuine selection procedure requires job analysis since it identifies the fundamental requirements for that specific job. The purpose of Job Analysis is to establish and document the ‘job relatedness‘ of employment procedures such as compensation, training, performance appraisal, and selection.
What is Job Analysis?
Job analysis helps to recognize and verify the requirements of a job and delineate the duties and obligations of the job. In job, evaluations done on the information collected about the job, the significance should always be given on the job and never on the worker or the individual. The basic notion of job analysis is that the evaluations and judgments are done depending on the job and not on the person.
It is done through cross-examinations and surveys according to the necessities of the occupation and the analysis provides a specific explanation and requirements of the job.
Objectives of Job Analysis:
The aims of Job analysis is to always ascertain and record the job-related information of the employment measures like training, selection, payment and performance assessment. Job Analysis is used for classifying both training and requirement evaluations which consist of the training matter, evaluation exams to understand the usefulness of training, devices used for training and also the techniques of training. Also Learned or More info in here, Purpose of Job Analysis!
#Advantages and Disadvantages of Job Analysis!
Though job analysis plays a vital role in all other human-related activities every process that has human interventions also suffers from some limitations. The process of job analysis also has its own constraints. So, let us discuss the advantages and disadvantages of job analysis process at length.
#Advantages of Job Analysis:
Provides First Hand Job-Related Information: The job analysis process provides with valuable job-related data that helps managers and job analyst the duties and responsibilities of a particular job, risks and hazards involved in it, skills and abilities required to perform the job and other related info.
Helps in Creating Right Job-Employee Fit: This is one of the most crucial management activities. Filling the right person in a right job vacancy is a test of skills, understanding, and competencies of HR managers. Job Analysis helps them understand what type of employee will be suitable to deliver a specific job successfully.
Helps in Establishing Effective Hiring Practices: Who is to be filled where and when? Who to target and how for a specific job opening? Job analysis process gives answers to all these questions and helps managers in creating, establishing and maintaining effective hiring practices.
Guides through Performance Evaluation and Appraisal Processes: Job Analysis helps managers evaluating the performance of employees by comparing the standard or desired output with delivered or actual output. On these bases, they appraise their performances. The process helps in deciding whom to promote and when. It also guides managers in understanding the skill gaps so that right person can be fit at that particular place in order to get desired output.
Helps in Analyzing Training & Development Needs: The process of job analysis gives the answer to following questions:
Who to impart training?
When to impart training?
What should be the content of training?
What should be the type of training: behavioral or technical?
Who will conduct training?
Helps in Deciding Compensation Package for a Specific Job: A genuine and unbiased process of job analysis helps managers in determining the appropriate compensation package and benefits and allowances for a particular job. This is done on the basis of responsibilities and hazards involved in a job.
#Disadvantages of Job Analysis:
Time Consuming: The biggest disadvantage of Job Analysis process is that it is very time-consuming. It is a major limitation especially when jobs change frequently.
Involves Personal Biasness: If the observer or job analyst is an employee of the same organization, the process may involve his or her personal likes and dislikes. This is a major hindrance to collecting genuine and accurate data.
Source of Data is Extremely Small: Because of small sample size, the source of collecting data is extremely small. Therefore, information collected from few individuals needs to be standardized.
Involves Lots of Human Efforts: The process involves lots of human efforts. As every job carries different information and there is no set pattern, customized information is to be collected for different jobs. The process needs to be conducted separately for collecting and recording job-related data.
Job Analyst May Not Possess Appropriate Skills: If job analyst is not aware of the objective of job analysis process & does not possess appropriate skills to conduct the process, it is a sheer wastage of company’s resources. He or she needs to be trained in order to get authentic data.
Mental Abilities Can not be Directly Observed: Last but not the least, mental abilities such as intellect, emotional characteristics, knowledge, aptitude, psychic and endurance are intangible things that can not be observed or measured directly. People act differently in different situations. Therefore, general standards cannot be set for mental abilities.
Learn and Understand, Explain the Purpose of Job Analysis!
Job Analysis information has been found to serve a wide variety of purposes. More recently, job analysis data have been used in areas such as compensation, training and performance appraisal among many others. Of particular interest here is the application of job analysis data in HR Selection. Also Learned, Meaning and Definition, Explain the Purpose of Job Analysis!
As discussed already, job analysis involves collecting and recording job-related data such as knowledge and skills required to perform a job, duties, and responsibilities involved, educational qualifications and experience required and physical and emotional characteristics required to perform a job in the desired manner.
The main purposes of conducting a job analysis process are to use this particular information to create a right fit between job and employee, to assess the performance of an employee, to determine the worth of a particular task and to analyze training and development needs of an employee delivering that specific job.
Let’s understand the concept with the help of an example. If the job of an executive sales manager is to be analyzed, the first and foremost thing would be to determine the worth of this job. The next step is to analyze whether the person is able to deliver what is expected of him. It also helps in knowing if he or she is perfect for this job. The process doesn’t finish here. It also involves collection of other important facts and figures such as job location, department or division, compensation grade, job duties, routine tasks, computer, educational, communicational and physical skills, MIS activities, reporting structure, ability to adapt in a given environment, leadership skills, licenses and certifications, ability to grow and close sales, ability to handle clients, superiors and subordinates and of course, the presentation of an individual.
Broadly speaking in the context of HR selection, job analysis data are frequently used to:
Identify employee specifications (KSA) necessary for success on a job.
Select or develop predictors that assess important KSAs and can be administered to job applicants and used to forecast those employees who are likely to be successful on the job.
Develop criteria or standards of performance that employees must meet in order to be considered successful on a job.
By examining factors such as the tasks performed on a job as well as the KSAs needed to perform these tasks, one can obtain an idea of what ought to be measured by predictors used in employment screening. When predictors and criteria are developed based on the results of a job analysis, a selection system that is job-related can be developed. By using a job-related selection system we are in a much better position to predict who can and who cannot adequately perform a job. In addition, with a job-related selection system, we are far more likely to have an employment system that will be viewed by job applicants as well as the courts as being a “fair” one.
#Better Understand the Purpose of Job Analysis:
Job Analysis plays an important role in recruitment and selection, job evaluation, job designing, deciding compensation and benefits packages, performance appraisal, analyzing training and development needs, assessing the worth of a job and increasing personnel as well as organizational productivity.
#Recruitment and Selection:
Job Analysis helps in determining what kind of person is required to perform a particular job. It points out the educational qualifications, level of experience and technical, physical, emotional and personal skills required to carry out a job in desired fashion. The objective is to fit a right person at a right place.
#Performance Analysis:
Job analysis is done to check if goals and objectives of a particular job are met or not. It helps in deciding the performance standards, evaluation criteria, and individual’s output. On this basis, the overall performance of an employee is measured and he or she is appraised accordingly.
#Training and Development:
Job Analysis can be used to assess the training and development needs of employees. The difference between the expected and actual output determines the level of training that needs to be imparted to employees. It also helps in deciding the training content, tools and pieces of equipment to be used to conduct training and methods of training.
#Compensation Management:
Of course, job analysis plays a vital role in deciding the pay packages and extra perks and benefits and fixed and variable incentives of employees. After all, the pay package depends on the position, job title and duties, and responsibilities involved in a job. The process guides HR managers in deciding the worth of an employee for a particular job opening.
#Job Designing and Redesigning:
The main purpose of job analysis is to streamline the human efforts and get the best possible output. It helps in designing, redesigning, enriching, evaluating and also cutting back and adding the extra responsibilities in a particular job. This is done to enhance the employee satisfaction while increasing the human output.
Therefore, job analysis is one of the most important functions of an HR manager or department. This helps in fitting the right kind of talent at the right place and at the right time.
Learn and Study, Explain Job Analysis, Meaning, and Definition!
When we refer to Job Analysis, we simply mean a purposeful, systematic process for collecting information on the important work-related aspects of a job. In simple terms, job analysis may be understood as a process of collecting information about a job. Also Learned, The Steps of Manpower Planning with Features! Explain Job Analysis, Meaning, and Definition!
The process of job analysis results in two sets of data:
A) Job Description,
B) Job Specification.
As mentioned earlier Job Analysis is classified into two parts, Let us now discuss these two important parts:
(A) Job Description:
This is a very vital document which is usually explanatory in nature. It consists of both organizational as well as functional information. It provides information as to the scope of activities, the position of the job and the responsibilities. It gives the employees a very clear picture of what is required of him to meet the goals of his job.
(B) Job Specification:
Job Specification converts the job description to qualifications that are required for, in performing the job. This is usually a statement which consists of qualification, characteristics, traits etc, for an employee to possess to perform his duties.
Some possible aspects of work-related information to be collected might include the following:
1) Work Activities – What a worker does, how, why, and when these activities are conducted.
2) Tools and Equipment used in performing work activities.
3) The context of the work environment, such as work schedule or physical working conditions.
4) Requirements of personnel performing the job, such as knowledge, skills, abilities (KSA) or other personal characteristics ( like physical characteristics, interests or personality).
Job analysis (also known as work analysis) is a family of procedures to identify the content of a job in terms of activities involved and attributes or job requirements needed to perform the activities. Job analysis provides information to organizations which help to determine which employees are best fit for specific jobs. Through job analysis, the analyst needs to understand what the important tasks of the job are, how they are carried out, and the necessary human qualities needed to complete the job successfully.
#Job Analysis – Definition:
Job Analysis may be defined as the process of studying jobs in order to gather, analyze, synthesize and report information about job requirements. Note in this definition that job analysis is an overall process as opposed to a specific method or technique.
Job analysis refers to the process of collecting information about a job. In other words, it refers to the anatomy of the job. Job analysis is performed upon ongoing jobs only. It contains job contents. For example, what are the duties of a supervisor, grade II, what minimal knowledge, skills, and abilities are necessary to be able to adequately perform this job? How do the requirements for a supervisor, grade II, compare with those for a supervisor, grade I? These are the questions that job analysis answers.
Let us consider a few important definitions of job analysis.
According to Jones and Deco, this “Job analysis is the process of getting information about jobs: especially, what the worker does; how he gets it done; why he does it; skill, education, and training required; relationship to other jobs, physical demands; environmental conditions”.
Edwin B. Flippo has defined job analysis as the process of studying and collecting information relating to the operations and responsibilities of a specific job. The immediate products of this analysis are job descriptions and job specifications”.
In the opinion of Herbert G. Hereman III, et. al., “A job is a collection of tasks that can be performed by a single employee to contribute to the production of some product or service provided by the organization. Each job has certain ability requirements (as well as certain rewards) associated with it. Job analysis is the process used to identify these requirements”. Now, job analysis can be defined as an assessment that describes jobs and the behaviors necessary to perform them.
Before going into these two sets let us talk about a few definitions of Job Analysis.
Job Analysis is a method of collecting and studying the information related to a particular job. It includes the operations and tasks of a specific job.
Another meaning of Job analysis is a complete examination of activities in a job. It can be considered a technical procedure that can be used to classify the duties and responsibilities of a job.
It can also be defined as a group of tasks which can be performed by a lone employee towards the production of some services or products of an organization.
If we take it in a specific manner, Job Analysis involves the below steps:
1) Recording and collecting the information related to a job.
2) To check the accuracy of the job information.
3) Note down the Job Description as per the data gathered.
4) Use the data to determine the skills and knowledge that is required for a particular job, and.
5) Updating the gathered information from time to time.
