NUML

National University of Modern Languages

MSc – II – Governance & Public Policy (Afternoon)

Human Report Management

Title of Report “Job Analysis and Job Description”

Submitted to: Ma’am Amna Zahoor

Submitted by: Sheikh Shoaib Tariq
Roll No: 7803
Class: MSc – Governance & Public Policy
Semester: Second
Word Count: 2311

Date of Submission: 24-04-2020

 2020

Job Description &

Job Analysis

ITS USES AND CONDUCTS

SHEIKH SHOAIB TARIQ

NATIONAL UNIVERSITY OF MODERN LANGUAGES | ISLAMABAD

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Table of Contents
Table of Contents.................................................................................................................................................... 2
Report Introduction................................................................................................................................................. 3
Main Body .............................................................................................................................................................. 3
Question 1: What is job analysis? How can you make use of the information it provides? ...................... 3
Definition: ..................................................................................................................................................... 3
Practices of information gathered by job analysis: ................................................................................... 3
Question 2: Explain how you would conduct a job analysis in a company that has never had job
descriptions. ...................................................................................................................................................... 4
Market Analysis: .......................................................................................................................................... 4
Workflow Analysis: ..................................................................................................................................... 5
Further Procedure for Job Analysis: ......................................................................................................... 5
Question 3: Do you think companies can really do without detailed job descriptions: why or why not? 5
Importance of Job Descriptions .................................................................................................................. 6
i. Clarify Tasks: ......................................................................................................................................... 6
ii. Road map to identify eligible candidate: ............................................................................................. 6
iii. Helps in Performance Evaluation: ........................................................................................................ 6
iv. Helps compliance actions legally: ........................................................................................................ 6
Question 4: In a company with only 25 employees, is there less need for job descriptions? Why or why
not? .................................................................................................................................................................... 7
Reasons that shows the importance of Job Description ............................................................................ 7
o Clear Positions of Employees: ............................................................................................................ 7
o Employees know their works expected from them, by authorities: ................................................ 7
o Job Description as legal defensive tool: ............................................................................................. 7
o Employees know other’s jurisdictions: .............................................................................................. 7
Critique: ........................................................................................................................................................ 7
Bibliography / Reference list: ................................................................................................................................. 8

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Report Introduction
This paper is consisted of four parts which included job analysis, uses of job analysis, process
of conduction of job analysis in the companies that has never generated it, importance of job
descriptions and its need in smaller firms in detailed and comprehensive manner.

Main Body

Question 1: What is job analysis? How can you make use of the information
it provides?
Answer:
Definition:
A job analysis can be defined as:
“The process or procedure to generate report collecting, examining and compiling information relating
to activities, i.e. responsibilities, obligations, necessary skills & abilities, and working environment,
required for specific job to achieve successful or desired outcome in its work.”
As defined by Gary Dessler in his book, 2013, pg-105 defined job analysis as:
“Job analysis is the procedure through which you determine the duties of the positions and the
characteristics of the people to hire for them. Job analysis produces information for writing job
descriptions (a list of what the job entails) and job (or person) specifications (what kind of people to hire
for the job).”
Therefore, this process is most probably exercised to generate treasure trove of data which after examine
help an analyst to design job descriptions (results in task-based job analysis) and job specifications
(results in competency-based job analysis).
Job analysis can also be considered in two types i.e. work-oriented or worker-oriented. Work-oriented
job analysis gives information about tasks and duties while worker-oriented job analysis provides
information about the knowledge, skills and abilities required in employee to execute allotted tasks in
a successful manner. Job analysis generally provides following types of information:
i. Analyze actual activities of worker and the situation when he/she has to do that activity.
ii. Helps in identifying human skills required for job.
iii. Let an analyst knew about tools, machines, apparatuses, resources and other assistance necessary
for that job.
iv. Helps to provide information to standardize performance evaluation criterion (based on quantity
and quality).
v. Employee synchronization, work timings, remunerations and incentives and working conditions.
vi. And also provide necessary information of KSAOs (Knowledge, Skills, Abilities and Other Skills)
required in a personnel to perform obligatory tasks of that job effectively.
Practices of information gathered by job analysis:
Hence, it is useful as it provides a synopsis of essential needs for a job and an employee serving on that
job. Its information covers responsibilities of job, required expertise, info, personnel capabilities and
traits of employee. A genius analyst use information provided by analysis in following factors:

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a. Selection of Accurate Employee: Analysis helps in deciding best fit employee for specific job.
b. Suitable Compensations: It helps to determine employee’s remunerations, incentives, perks and
other privileges based on their performance and workloads.
c. Identify Trainings Required: With the passage of time technologies upgrade, therefore the data
due to analysis helps in building capacities of workers according to requirements.
d. Performance Evaluation criteria: By using data, generated by analysis, supervisor or HR
manager can standardize criterion for employee performance appraisals.
e. Plans for Recruiting and Hiring: Analysis’s data helps in designing of recruitment plan and
procedures.
f. Postings and Transfers: Analysis of Job also helps in making correct decisions for employee
postings and transfer with in their domains or outside their domains.

• Selection of Accurate Employee

• Suitable Compensations
• Identify Trainings Required
• Performance Evaluation criteria
• Plans for Recruiting and Hiring
• Postings and Transfers

Uses of Job
Analysis
F IGURE 1: USES OF JOB ANALYSIS

Question 2: Explain how you would conduct a job analysis in a company that
has never had job descriptions.
Answer:
If a company did not carry job analysis and not documented job descriptions ever, it results in chaos
between employees. Therefore, in any company, conduction of job analysis for the first time can be
consider as very crucial task. To segregate jobs from mess is quite complex. If I am, as HR manager or
supervisor, asked to conduct job analysis then I would prefer following types of analysis on priority
basis before adapting proper procedure for job analyses.
Market Analysis:
An easiest way of categorizing different jobs inside a company is by conducting of market analysis. By
coping the workflows of other companies that are working in same domains (trait) as the company
which is willing to conduct job analysis. Visiting other companies, observing their workflows,
visualizing their job descriptions, distinguishing among their different occupations and then making of
blue print of their movements of work from one department or employee to other would surely helps in
designing system of company listed for job analysis.

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 Workflow Analysis:
Since job analysis does not define inter-relation of jobs, therefore before conduction of job analysis, I
would like to exercise workflow analysis which will help me to identify different works and distinctions
between jobs. It may also help in redesigning of work, boosting of activities and creation of new posts
inside the workflow to increase its efficiency in outcomes.
Further Procedure for Job Analysis:
Later by duplicating procedure of work with other companies, I will conduct all the steps of job analysis
in current organization to identify right sizing of employees, setting of job descriptions, skills required
in capacity building of current employees, trainings of new inductees, setting of compensations or
rewards, tools or apparatuses required in process of work, and performance evaluation methods. Finally,
I will operate process of job analysis to set job descriptions in archived form.
Following steps will be involved in my job analysis procedure
I. Decision of collection of Information through which medium:
There are different methods of data collection for job analysis such as: Observations, Interviews,
Questionnaires or combination methods. Setting of the method is first step to generate job descriptions
and job specifications
II. Gathering prior data of company such as work flows and charts:
Previous data of employees is always act as treasure trove for job analyst from which he/she can easily generate
idea or track for analysis. Also seeking of help from organizational work flows and process charts can be consider
as second step for job analysis.
III. Selection of Position to which focus on for analysis:
At this step, I would select the positions to which analysis is to be taken. Setting some of the employees for sample
purpose and considering them as focal.
IV. Now analyzation of the job in real:
After collection of data, now, this is the time to analyze data using computer based analyses system as it is
impossible to analyze data manually if it is in a bulk form and in the form of documents.
V. Verification of data gathered and analyzed from supervisors and employee:
Data, after furnishing in proper form, should be verified from worker or employee of that sphere which is to be
focused and also from manager or supervisor of those employees. Checking of data is essential part as sometimes
after finalization of results, it is faced that there were some mistakes occurred in data gathering procedure.
VI. Finally, development of Job Specifications and Descriptions:
After verification of data, now an analyst can easily be able to develop job specifications (which describe skills,
personality, intelligence quotients, physical fitness, knowledge and abilities required for specific work) and job
descriptions (which clarify the tasks or duties of employee of specific vocation)

Question 3: Do you think companies can really do without detailed job

descriptions: why or why not?
Answer:
Those firms which incorporates large number of employees cannot get succeeded in its objective if
there employees do not have job descriptions. Whereas, companies with less number of employees can
live without job descriptions because their works are merged, short and can easily be manageable by
employees. For instance, if we assume small firms consisting of 3 to 4 employees, it is very difficult to
enlist tasks in documented forms. While for larger firms it is very necessary to have proper written job
descriptions. Although, it seems difficult (to HR managers or Supervisors) to design job descriptions
but its significances are always outstandingly profitable for company.

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 Importance of Job Descriptions
Job descriptions are basically summaries of job obligations, tasks, past experiences, knowledge or
education requirement, and skills in documented form. Following are the factors that highlight the
importance of job descriptions in any firm:
i. Clarify Tasks:
If employees have job descriptions, it clarifies them about their duties, tasks, and overall framework of
their job. Job descriptions are basically a prototypes or road maps for employees to perform tasks with
in their jurisdictions. It clarifies roles and authorities to employees. It helps to exit workers from sense
of chaos and disarray. If job description is not documented employee can never focus on essential
obligatory assigned tasks and cannot spend time accurately on his duties rather the may waste time and
their energy on unnecessary activities.
ii. Road map to identify eligible candidate:
Also, job descriptions are not only road maps for employees, but it is also a blue print for HR managers
or supervisors consists of postulates that can help to identify eligible candidates of any particular post.
Since, job descriptions explicit those qualities that are necessary in best fit employee, therefore it assist
HR managers to hunt best talent for their jobs.
iii. Helps in Performance Evaluation:
Evaluation of employee performances is also an indispensable task. But the question is, “what would
be the criteria for evaluation or appraisal?” The answer to this question can only be given by job
descriptions. As job description takes account of all the tasks and responsibilities of job, so assessment
of employee’s performance can only be taken by keeping in view of their relevant job descriptions.
Evaluator can match employee’s performance with the set of job description and can be able to calculate
results.
iv. Helps compliance actions legally:
Job description are always legitimate as they are approved under act of any country where organization
exists. Therefore it can be helpful to HR managers to impose duties on employee under the umbrella of
rules and regulations. It can also be considered as defense tool for both employer and employee when
question arises against them.

Importance of Job
Descriptions

Road Map of Performance Legitimate

Clarify Tasks
Eligiblity Evaluation Compliance

F IGURE 2: IMPORTANCE OF J OB D ESCRIPTIONS

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 Question 4: In a company with only 25 employees, is there less need for job
descriptions? Why or why not?
Answer:
Although 25 employees are very less in numbers but if job descriptions are appropriately crafted for all
its posts, then it will always beneficial for company’s prosperity. I support clear job descriptions,
whether organizations have less or excess employees, due to following reasons:
Reasons that shows the importance of Job Description
o Clear Positions of Employees:
Well scripted job descriptions for employees help them to know their clear positions in the work flow
of organization, it is easy for them to know about their place in the frame of company. In the presence
of job descriptions, it is comprehendible for employee to follow the directions of their competent
authorities.
o Employees know their works expected from them, by authorities:
Employer always attempt to monitor employees that either they are working accordingly as they should
have to do or not. Subject to the availability of job descriptions, employees know their work expected
from them. Job descriptions always act as tool for depiction of expectations both for new and currently
working employees.
o Job Description as legal defensive tool:
Other reason to support job descriptions even in a company for less employee is that it acts as a
defensive tool. How? An employer cannot forcefully direct an employee to perform specific task if it is
not enlisted in its job description and as a result employer would not able to initiate serious actions
against employee similarly an employee cannot refuse tasks assigned by employer if it is present in job
description because at the time of appointment employee affirmed to fulfill all.
o Employees know other’s jurisdictions:
Job description helps all the employees to know about the boundaries of their colleagues.
Critique:
Other than these reasons job descriptions always play essential roles in evaluations, selections, setting
of compensations/rewards and many other things discussed above in this paper. Although, it is very
difficult for smaller firms to jot down all the tasks, being exercised in company’s work flow and setting
of domains for 25 employees is far complex. It will be crucial for the first time, but in future it will
support the company’s main objectives with the slight amendments, with the passage of time, due to
fast growing advancements and changing of work techniques.

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Bibliography / Reference list:
Chitra Reddy, n.d., Job Analysis: Objectives, Methods, Advantages & Disadvantages, Retrieved from
“https://content.wisestep.com/job-analysis-objectives-methods-advantages-disadvantages/”

Gary Dessler, 2013, Human Resource Management 13th Edition, Florida International University.

Jeremy York, 2017, Allison Hunt, Job descriptions: Are they really necessary?, retrieved from
“https://charitableadvisors.com/job-descriptions-are-they-really-necessary/”

Susan M. Heathfield, 2019, Positives and Negatives about Job Descriptions, retrieved from
“https://www.thebalancecareers.com/job-descriptions-positives-and-negatives-1918556”

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