PART I.

JOB ANALYSIS -
MEANING, IMPORTANCE &
PROCESS

JOSIELYN M. MENDOZA,
Ph.D.
TOPIC OUTLINE
Part I
1. WHAT IS JOB ANALYSIS?
2. WHAT ARE THE IMPORTANCE OF JOB ANALYSIS?
​3. WHAT ARE THE PROCESSES OF JOB ANALYSIS?
4. WHAT ARE JOB ANALYSIS METHOD?
5. WHAT ARE DIFFERENCE BETWEEN JOB DESCRIPTION
AND JOB SPECIFICATION?
Source: MBA Skool Team (2021). https://www.mbaskool.com/business-concepts/human-resources-hr-terms/1797-
job-analysis.html
WHAT IS JOB ANALYSIS? 3

• Job analysis is the • Job analysis

process of involves collecting
thoroughly job related
understanding a information and
particular job role highlighting the
requirement along basic
with the key skills, requirements
roles, needed by an
responsibilities, employee to
workplace successfully fulfill
processes, the role & profile
organizational in order to achieve
hierarchy etc. the goals &
after conducting a objectives set by
research to
WHAT IS JOB ANALYSIS? 4

• The analysis also • Job analysis is broadly

gives an overview on bifurcated into two
the physical, components i.e. job
emotional & related description and job
human qualities specification.
required to execute
the job successfully. • Both these together
give a complete
• HR managers use job understanding about
analysis to do job title, position,
complete research on location, qualification,
the job requirements, skills, duties,
work activities, responsibilities, skills
performance etc.
standards, evaluation
methods etc and give
information to
 IMPORTANCE OF JOB
1. Job analysis ANALYSIS
is a critical part of recruiting a
person for a particular role. Since it covers all
the aspects which would be required to
complete a particular role, it is an important
way to ensure that the right candidate is
selected to deliver the right output.

2. Job analysis can be beneficial for both the HR

managers (organization) and employees /
candidates.

3. Job analysis aids the organization in

recruitment and selection, performance
management, training needs identification,
deciding compensation and benefits, etc.
 IMPORTANCE OF JOB
ANALYSIS
4. HR managers user job analysis as a tool to ensure that
the employees give their maximum output and fulfill the
objectives related to a job. They can lay down guidelines
and frameworks which would help them recruit the most
apt person, ensure they have the right skills and monitor
their roles, responsibilities & output.

5. Job analysis helps HR managers to decide the salaries,

incentives & other benefits in accordance with the job title,
position, location etc.

6. Similarly, job analysis is important for employees and

prospective candidates as they get a thorough
understanding of what is actually required from them.
Employees have a clear picture on their deliverables, the
wages, workplace environment, benefits etc. A candidate
while applying can easily identify the best job for their
which suits their skills, training, previous experience, areas
A GOOD JOB ANALYSIS HELPS IN UNDERSTANDING
THE FOLLOWING:

1. Who can perform the job?

2. When and where the job has to be done?
3. What are the perks, salaries, benefits etc.
related to the job?
4. What educational qualifications, skill sets,
work experience etc. is required?
5. What is criteria for recruitment, selection,
performance evaluation, appraisal,
compensation etc.?
JOB ANALYSIS 8

PROCESS
There is a streamlined process in getting complete
information related to a job. It is important to have full
information related to a particular job, which would only
help to get the right person for the right job. The job
analysis process can be summarized as below:

1. Identify
Identify the need of having a job analysis for a particular
goal the company is looking for to achieve through this
role. There should be proper identification done to see if
an existing role can do the activities or a new role is
actually required to fulfil the goal.

2. Study
Study the best possible methods to extract maximum
information related to the job, responsibilities etc. There
has to be research and analysis to done what kind of role
JOB ANALYSIS 9

PROCESS
3. Understand
Understanding the key parameters to be
captured i.e. job requirements, context,
deliverables. Also there is a need to understand
the evaluation criteria for such a role once
hiring is done. What would be various KPIs,
objectives on which a person would be
evaluated in this particular role.

4. Design
Actual data collection from within the
organization & through competitor structure. It
covers aspects related to organization
structure, reporting, job related activities, roles
JOB ANALYSIS 10

PROCESS
5. Verify
Verification and preparing the final job analysis
document covering all aspects related to the
profile. It should be shared and discussed with
all the key people with which the new job role
would interface with. There can be gaps which
can be addressed at this stage.

6. Create
Creating a job description and job specification.
The final steps would include creating these 2
documents and should be reviewed before
being made part of the recruitment and
selection process.
JOB ANALYSIS 11

METHODS
The process of collecting information for
job analysis has to be very thorough and
completed with accurate research.
Some methods which can be used to
collect job related information is given
below:

1. Observation
Attributes like workplace environment,
physical activities, techniques & skills
required etc. can all be covered by
simply observing existing or similar jobs
JOB ANALYSIS 12

METHODS
2. Interview
Interviewing employees helps in
understanding the challenges,
difficulties, emotional requirements,
complications, deliverables etc.

3. Questionnaire
Questionnaires helps in obtaining large
volumes of data and this data can be
quantified & analyzed to understand the
job requirements in a much better way
DIFFERENCE BETWEEN JOB DESCRIPTION AND JOB 13
SPECIFICATION
DIFFERENCE BETWEEN JOB DESCRIPTION AND JOB
14
SPECIFICATION

• Job description is used to • Job specification

describe the various covers parameters like
aspects of a job where as skills required,
job specification covers
trainings undertaken,
the specific parameters
required to complete the
professional
job qualification, key
responsibilities &
• Job description covers
characteristics
parameters like roles & required to complete
responsibilities of the the given job
job, title, location where
the job is based out of,
job duties, senior
hierarchy,
components/software to
be used to complete the
job.
 ADVANTAGES OF JOB ANALYSIS 15

1 2 3 4 5

Click icon to add picture Click icon to add picture Click icon to add picture Click icon to add picture Click icon to add picture
Job analysis
HR m4anagers It helps in
clearly
It helps HR It becomes can use job maintaining
defines the the
managers easier for analysis
description & information as organizational
to have a specification, employees a benchmark to structure by
systematic which to evaluate having
plan for highlights understand performance of information
the job employees and related to
recruitment their goals perform their
requirement reporting
and & appraisal / manager, job
s, skills, promotions
selection objectives position, title,
incentives accordingly location etc.
etc.
LIMITATIONS OF JOB ANALYSIS 16

1 2

Click icon to add picture Job Click

analysis
icon to add picture

The actual cannot

experience, forecast the
difficulties, future
job related requirement
queries etc. s of a job in
cannot be case of a
covered major
despite a change in
thorough industry
research norms,
company
policies etc.
 THANK YOU!

Sources:

MBA Skool Team (2021).

https://www.mbaskool.com/business-concepts/human-resou
rces-hr-terms/1797-job-analysis.html

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