What is Job Analysis?

Job analysis in hrm is the process of aggregating or gathering the information of a particular job.Job analysis is the procedure used to collect information about the duties, responsibilities, necessary skills, outcomes, and work environment of a particular job. It is the first step of focusing on the things that are important  for job success and reducing the time we spend on low priority tasks. By understanding the priorities in job/ role, and what constitutes success within it, employee can focus on role objective and maximise work efficiency on tasks as much as possible.

This helps to get the greatest return from the work employee do, and keep his/her workload under control. The key to a successful job analysis is considered on the basis of collection of a large amount of data about a particular job/ role.

The data should include how to perform during  the job, skills needed to perform the job, and the outcome of the job. Job analysis method is typically used to make improvements results in job outcome. 

 The job analysis process also has its own parameters. Along these lines, let us talk about the points of interest and weaknesses of job analysis process:

Training Need Identification

Advantages	Disadvantages
Provides First Hand Job-Related Information	Time Consuming
Helps in Creating Right Job-Employee Fit	The process may involve his or her personal likes and dislikes
Helps in Establishing Effective Hiring Practices	Source of Data is Extremely Small
Guides through Performance Evaluation and Appraisal Processes	Involves Lots of Human Efforts:
Helps in Analyzing Training & Development Needs	Job Analyst May Not Possess Appropriate Skills
Helps in Deciding the Compensation Package for a Specific Job	Mental Abilities Can not be Directly Observed

Purpose of job analysis     

The technique of job analysis incorporates the primary contribution for gauging HR necessities, change, and occupation assessment, assurance of legitimate remuneration and composing of set of working responsibilities.

1.Human resources planning: it estimates the future manpower requirements in the light of job description and job specification.

2.Validation of hiring procedure: with the help of job analysis, we can have specific requirements of each job, i.e. skill, knowledge, aptitude which provides promotions.

3.Training and development: it supports to determine the contents of study of subject matter of the training, period of training, so every training programme is designed on the basis of training needs

4.Job evaluation: On the basis of job factors job evaluation process is done.

5.Compensation and benefits administration: job evaluation is the base of compensation. The jobs enjoying higher grading will be given higher compensation and vice versa

6.Career development: It helps the firm to chart channels of promotion and provides to employee with data concerning opportunities and requirements for career within the organization

7.Performance rating: it is one of the major tools to evaluate the performance rating. In other words, it helps to quantify the qualitative data of performance management

Job analysis techniques

The determination of job tasks, skills, and abilities necessary for successful performance and the responsibilities inherent in the job is collected through survey and data collection. The following four techniques are used in data collection:

1. Personal observation method

Observation methods consist of direct observation, work methods analysis, technique of critical incident. An analyst must have the knowledge of different jobs, their nature, hazards etc. He observes by his own knowledge and experience. Direct observation is more important and useful to collect the information of physical ability and nature of job. It follows through methods mentioned below

• Direct observation
• Work method analysis
• Critical incident technique

2. Job analysis Questionnaire technique.

  This is most popular and authentic job analysis technique of extraditing the data for job analysis. In fact, it enables to quantify the qualitative data. Questionnaire methods include techniques as follows:

• Position Analysis Questionnaire (PAQ Model)
• Functional Job Analysis (FJA Model)
• Work profiling system
• Common Metric Questionnaire (CMQ Model)

3. Log records and narratives

A record of major duties performed, marking the time when each task started and finished. But this single technique may not be sufficient because it cannot provide the data of relationship with superior, raw material and equipment used and working conditions.

4.  Technical conference

This job analysis tool is of great help in analyzing jobs based on Subject Matter Experts (SMEs). SMEs will implement sessions of brainstorming to discover elements of jobs. In this strategy, SMEs can apply a full blend of all techniques for work examination.

5. Examining manuals / reference material

In breaking down employment, the examiners utilize manuals/or materials of reference including quality manual, human asset manual, systems, direction, frames, set of working responsibilities

6. Checklist and rating scale

In this strategy, occupations are broke down by utilizing a rundown monitoring such employment components.Numerous inquiries can be raised, for example, working purposes, key parts and obligations, association; connections; basic leadership; specialist; Skills, information, encounter; working conditions

7. Job Scan

This strategy characterizes the identity elements and recommends a perfect occupation demonstrate. However, it does not discuss the individual competencies such as intellect, experience or physical and emotional characteristics of an individual required to perform a specific job.