Job Meaning

A group of homogeneous tasks related by similarity of functions.

When performed by an employee in an exchange for pay, a job consists of duties,
responsibilities, and tasks that are
(1) defined and specific, and
(2) can be accomplished, quantified, measured, and rated.

What is Analysis
•A systematic examination and evaluation of data or information, by breaking it into its
component parts to uncover their interrelationships.
•To analyse something is to ask what something means.

What is job Analysis

Job analysis is the process of studying and collecting information relating to a specific job.
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 task, duties, responsibilities of a job.
A task is an identifiable work activity carried out for a specific purpose, example – typing a
letter.
A duty consists of several task (which are related by some sequence of events) that are
performed by an individual.
Example – Pick and Drop duty assigned to Cab Driver

The process of job analysis results in two sets of data:

i) Job description and
ii) Job specification.
The intention behind job analysis is to answer questions such as:
what is the need of the job to exist?
What physical and mental activities does the worker undertake?
When is the job to be performed?
Where is the job to be performed?
How does the job performed by an employee?
What qualities and qualifications are required to perform the job?
 Job Description and Job Specification
Job Description
Job description includes basic job-related data that is useful to advertise a specific job and
attract a pool of talent. It includes information such as job title, job location, reporting to and
of employees, job summary, nature and objectives of a job, tasks and duties to be performed,
working conditions, machines, tools and equipments to be used by a prospective worker and
hazards involved in it.
Purpose of Job Description
 The main purpose of job description is to collect job-related data in order to advertise for a
particular job. It helps in attracting, targeting, recruiting and selecting the right candidate for
the right job.
 It is done to determine what needs to be delivered in a particular job. It clarifies what
employees are supposed to do if selected for that particular job opening.
 It also clarifies who will report to whom.
Job Specification
Also known as employee specifications, a job specification is a written statement of educational
qualifications, specific qualities, level of experience, physical, emotional, technical and
communication skills required to perform a job, responsibilities involved in a job and other
unusual sensory demands.
Purpose of Job Specification
 Described on the basis of job description, job specification helps candidates analyze whether
are eligible to apply for a particular job vacancy or not.
 It helps recruiting team of an organization understand what level of qualifications, qualities
and set of characteristics should be present in a candidate to make him or her eligible for the
job opening.
 It helps in selecting the most appropriate candidate for a particular job.
1. Planning the Job Analysis

It is crucial that the job analysis process be planned before beginning the gathering of data
from managers and employees. Probably the most important consideration is to identify the
objectives of the job analysis. Maybe it is just to update job descriptions. Or, it may include
as an outcome revising the compensation programs in the organization. Another objective
could be to redesign the jobs in a department or division of the organization. Also, it could be
to change the structure in parts of the organization to align it better with business strategies.

Whatever the purpose identified, it is vital to obtain top management support. The backing of
senior managers is needed as issues arise regarding changes in jobs or the organizational
structure.
2. Preparing and Introducing the Job Analysis

Preparation begins by identifying the jobs under review. For example, are the jobs to be
analyzed hourly jobs, clerical jobs, all jobs in one division, or all jobs in the entire
organization? In this phase, those who will be involved in conducting the job analysis and the
methods to be used are identified.
Also specified is how current incumbents and managers will participate in the process and how
many employees’ jobs will be considered.
Another task in the identification phase is to review existing documentation. Existing job
descriptions, organization charts, previous job analysis information all may be useful to
review.
3. Conducting the Job Analysis

With the preparation completed, the job analysis can be conducted. The methods selected will
determine the time line for the project. Sufficient time should be allotted for obtaining the
information from employees and managers.
Once data from job analysis has been compiled, it should be sorted by job, the job family, and
organizational unit. This step allows for comparison of data from similar jobs throughout the
organization. The data also should be reviewed for completeness, and follow-up may be needed
in the form of additional interviews or questions to be answered by managers and employees.

4. Developing Job Descriptions and Job Specifications

At this stage the job analysts will prepare draft job descriptions and job specifications.
Once the drafts are completed, they should be reviewed by managers. Whether employees
review the drafts or wait to receive the final job descriptions is often determined by the
managerial style of the supervisors/managers and the culture of the organization regarding
employee participation and communication. When finished, job descriptions are distributed by
the HR department to managers, supervisors, and employees. It is important that each
supervisor or manager review the completed description with individual employees so that
there is understanding and agreement on the content that will be linked to performance
appraisals, as well as to all other HR activities.

5. Maintaining and Updating Job Descriptions and Job Specifications

Once job descriptions and specifications have been completed and reviewed by all appropriate
individuals, a system must be developed for keeping them current. Otherwise, the entire
process, beginning with job analysis, may have to be repeated in several years. Because
organizations are dynamic and evolving entities, rarely do all jobs stay the same for years.
Problems with Job Analysis
•Lack of Management Support: The biggest problem arises when a job analyst does not get
proper support from the management. The top management needs to communicate it to the
middle level managers and employees to enhance the output or productivity of the process. In
case of improper communication, employees may take it in a wrong sense and start looking out
for other available options. They may have a notion that this is being carried out to fire them or
take any action against them. In order to avoid such circumstances, top management must
effectively communicate the right message to their incumbents.
•Lack of Co-operation from Employees: If we talk about collecting authentic and accurate job-
data, it is almost impossible to get real and genuine data without the support of employees. If
they are not ready to co-operate, it is a sheer wastage of time, money and human effort to
conduct job analysis process. The need is to take the workers in confidence and communicating
that it is being done to solve their problems only.
•Inability to Identify the Need of Job Analysis: If the objectives and needs of job analysis
process are not properly identified, the whole exercise of investigation and carrying out research
is futile. Managers must decide in advance why this process is being carried out, what its
objectives are and what is to be done with the collected and recorded data.
•Biasness of Job Analyst: A balanced and unbiased approach is a necessity while carrying out
the process of job analysis. To get real and genuine data, a job analyst must be impartial in his or
her approach. If it can’t be avoided, it is better to outsource the process or hire a professional job
analyst.
•Using Single Data Source: A job analyst needs to consider more than one sources of data in
order to collect true information. Collecting data from a single source may result in inaccuracy
and it therefore, defeats the whole purpose of conducting the job analysis process.
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