Job analysis is a systematic process of obtaining valid job information to aid management

in decision-making. The idea of job analysis generally refers to the process of collecting
information that will be used by the management in relation to HR functions from
selection, classification, training, compensation, and other given HR functions. It also
reflects on job descriptions, person specifications, job design, etc.

Job analysis involves a systematic investigation of jobs using a variety of methods, to

determine essential duties, tasks and responsibilities.

Job analysis is crucial to the identification of relevant skills and competencies. It involves
obtaining objective and verifiable information about the actual requirements of a job, and
the skills and competencies required to meet the needs of an organization.

Job analysis facilitates accurate recruitment and selection practices, sets standards for
performance appraisals and allows appropriate classification/reclassification of positions.

Comparing the skills possessed by employees with the results of job analysis can greatly
assist in workforce planning strategies and restructuring or redesigning jobs to reflect the
requirements of the organization.

Job analysis may be defined as a methodical process of collecting information on the

functionally relevant aspects of a job. Job analysis tells the human resources personnel:

• the time it takes to complete relevant tasks

• the tasks that are grouped together under a single job position
• the ways to design or structure a job for maximizing employee performance
• the employee behavioral pattern associated with performance of the job
• the traits and attributes of a proper candidate for the job
• the ways the data can be used to develop human resource management

Considerable information is needed, such as:

 Worker-oriented activities
 Machines, tools, equipment, and work aids used
 Job-related tangibles and intangibles
 Work performance
 Job content

A typical method of Job Analysis would be to give the incumbent a simple questionnaire
to identify job duties, responsibilities, equipment used, work relationships, and work
environment. The completed questionnaire would then be used to assist the Job Analyst
who would then conduct an interview of the incumbent(s). A draft of the identified job
duties, responsibilities, equipment, relationships, and work environment would be
reviewed with the supervisor for accuracy. The Job Analyst would then prepare a job
description and/or job specifications.
The method that we may use in Job Analysis will depend on practical concerns such as
type of job, number of jobs, number of incumbents, and location of jobs.

Job Analysis should collect information on the following areas:

• Duties and Tasks The basic unit of a job is the performance of specific tasks and
duties. Information to be collected about these items may include: frequency,
duration, effort, skill, complexity, equipment, standards, etc.
• Environment This may have a significant impact on the physical requirements to
be able to perform a job. The work environment may include unpleasant
conditions such as offensive odors and temperature extremes. There may also be
definite risks to the incumbent such as noxious fumes, radioactive substances,
hostile and aggressive people, and dangerous explosives.
• Tools and Equipment Some duties and tasks are performed using specific
equipment and tools. Equipment may include protective clothing. These items
need to be specified in a Job Analysis.
• Relationships Supervision given and received. Relationships with internal or
external people.
• Requirements The knowledge, skills, and abilities (KSA's) required performing
the job. While an incumbent may have higher KSA's than those required for the
job, a Job Analysis typically only states the minimum requirements to perform the
job.
• Job description – document providing information regarding tasks, duties, and
responsibilities of job
• Job specification – minimum qualifications to perform a particular job