The Process of Job Analysis

Job analysis is a structured procedure broken down into distinct phases to effectively understand job roles. These steps are sequential, building upon each other to create comprehensive job profiles.

Step 1: Data Collection – Gathering Job Information

This initial phase is about systematically collecting the necessary information to understand the job thoroughly.

• Identify Data Sources: Determine the best sources of information. These might include:

  • Jobholders (Incumbents): Individuals currently performing the job. Think: Employees in the role.

  • Supervisors: Those directly overseeing the job role. Think: Managers of the employees in the role.

  • Subject Matter Experts (SMEs): Individuals with deep knowledge about the job or industry. Think: Experienced professionals or consultants.

  • Existing Documentation: Relevant materials like company manuals or past job descriptions. Think: Company records about the job.

• Select Data Collection Methods: Choose appropriate techniques for gathering information. Common methods involve:

  • Interviews: Conducting structured or semi-structured conversations. Think: Asking questions directly in a conversation.

  • Questionnaires: Using written surveys with targeted questions. Think: Distributing forms with questions about the job.

  • Observations: Directly watching employees perform job tasks. Think: Observing employees at work.

  • Document Review: Examining pre-existing records and materials related to the job. Think: Studying existing job descriptions.

Step 2: Job Data – Compiling and Analyzing Information

This phase focuses on organizing and making sense of the raw data collected in Step 1.

• Compile Collected Data: Organize all the information gathered from various sources and methods into a structured format. Think: Putting all the survey responses and interview notes together.

• Analyze Job Data: Examine the compiled data to extract essential job-related insights. Identify:

  • Tasks: Specific activities performed in the job. Think: Day-to-day work actions.

  • Responsibilities: Key accountabilities and duties of the role. Think: Major areas of job ownership.

  • Required Knowledge: Information and understanding needed to perform the job. Think: Facts and concepts needed for the role.

  • Necessary Skills: Proficiencies and abilities to execute job tasks effectively. Think: Practical abilities and proficiencies for the job.

  • Essential Abilities: Inherent capacities and traits needed for job success. Think: Natural talents and aptitudes helpful in the role.

Step 3: Job Description – Defining the Job Role

This step involves creating a formal document that summarizes the core elements of the job based on the analyzed data.

• Create Job Description Document: Develop a written job description using the insights from the analyzed job data. This document should clearly outline:

  • Job Purpose: The overall reason for the job’s existence and its contribution to the organization. Think: The ‘why’ of the job.

  • Essential Functions: The primary and fundamental duties of the job. Think: Core tasks and responsibilities.

  • Key Responsibilities: Major duties and accountabilities assigned to the role. Think: Important duties the job holder is accountable for.

  • Reporting Relationships: The position’s place in the organizational hierarchy, who the job holder reports to, and who reports to them (if anyone). Think: The job’s position within the company structure.
    (Note: Arrows from ‘Job Data’ to ‘Job Description’ visually indicate that the job description is derived directly from and based upon the Job Data.)

Step 4: Job Specifications – Defining Required Qualifications

This step focuses on outlining the necessary qualifications and attributes for an ideal candidate to succeed in the job, also drawing from the analyzed job data.

• Develop Job Specifications Document: Based on the job data, create job specifications, which detail:

  • Required Qualifications: Formal education, certifications, licenses, and training needed. Think: Formal credentials and education.

  • Necessary Experience: Type and amount of previous work experience beneficial or essential for the role. Think: Relevant work history.

  • Other Desirable Attributes: Personal traits, soft skills, or specific competencies beneficial for successful job performance. Think: Personality traits and soft skills suited for the role.
    (Note: Arrows from ‘Job Data’ to ‘Job Specifications’ visually indicate that job specifications are also derived directly from and based upon the Job Data.)

Step 5: Human Resource Functions – Applying Job Analysis Outcomes

This final step emphasizes the practical application of job descriptions and specifications across various HR functions.

• Utilize for HR Activities: Apply the job descriptions and specifications as foundational tools to guide and enhance various core HR functions. These functions include, but are not limited to:

  • Recruitment: Defining candidate requirements for job postings and sourcing strategies. Think: Using job specs to find the right applicants.

  • Selection: Developing interview questions and assessment criteria aligned with job requirements. Think: Choosing candidates based on job specs.

  • Training: Identifying training needs based on job duties and required skills, designing relevant training programs. Think: Training employees on skills required by the job description.

  • Performance Management: Establishing performance standards and evaluation metrics that reflect job responsibilities and expectations. Think: Evaluating employee performance based on job description tasks.

  • Compensation: Determining fair and competitive salary ranges based on job duties, required skills, and responsibilities outlined in the job description and specifications. Think: Setting pay based on job responsibilities defined in the job description.
    (Note: Arrows from ‘Job Description’ and ‘Job Specifications’ to ‘Human Resource Functions’ visually indicate that these documents serve as guiding tools for these HR activities.)